How we install Fixed Asset Register: from signup to go-live

What you need before day one

Treat installation as a controlled project, not only a login. Collect one clean Excel of assets (or Tally/ERP export), a list of branches/units, who will be Company Admin, and your Companies Act useful-life decisions. If IT assets matter, nominate an IT owner for the endpoint agent pilot. A 30–60 minute kick-off call with finance + one ops lead is enough to unblock import.

• One master Excel: one row = one asset (no merged cells, no “see sheet2”)
• Columns we commonly map: Asset Code, Description, Category, Unit/Branch, Department, Location, Purchase Date, Cost, Useful Life, Opening WDV, Accum. Dep., Custodian, Serial No.
• Admin email that can receive invites and password resets
• Printer + durable label stock if you will tag in week one

Day 0 — Create the cloud tenant

Register at fixedassetregister.in → Start Free Trial. Enter legal/trade name as you want it on reports and QR headers. After login you are Company Admin of an isolated tenant. No server install is required for standard SaaS. Bookmark the production URL and disable “save password” on shared PCs.

• URL: https://www.fixedassetregister.in (use HTTPS only)
• Browsers: latest Chrome or Edge; phones for QR scan during verification
• First action after login: open Help & Support inside the app for the live flowchart
• Enterprise only: private cloud / on-prem discussed separately after SaaS proof

Day 0 — Units, categories and users (before import)

Create Units/Divisions first (e.g. HO Mumbai, Plant-A, Bengaluru). Every user must belong to a unit. Create asset categories aligned to how you report (Furniture, Plant & Machinery, Computers, Vehicles). Invite two admins so onboarding does not depend on one person. Restrict Edit / Amend / Delete if your control policy is strict.

• Units = branches you will filter and verify by
• Do not import 10,000 rows into a single unnamed “Default” unit
• Create named users — never share one “accounts” login across branches
• Give auditors read/report access later; do not grant Delete on day one

Configure depreciation before bulk load (when possible)

Set Companies Act method (SLM or WDV) and useful lives by category. Enable parallel Income Tax block WDV if your tax team needs it. Confirm financial year start. If you import first, you can still set policy — but opening WDV columns must match the policy you intend to run, or the first period preview will confuse finance.

• Agree residual value % and capitalisation threshold in writing
• Map useful life years per category to Schedule II practice you already use
• Run a 5-asset sample calculation with your CA before full import
• Keep a PDF/screenshot of policy settings for the audit file

Excel import — practical rules that avoid failed loads

Download the Import Assets template from the app. Fill rows, upload for preview, fix errors, then confirm. Large files (including 10k–40k+ rows) import in batches. Duplicate PO/asset codes with different descriptions (e.g. same PO, Sofa vs Table) are supported as separate rows with unique internal IDs — do not delete “duplicates” blindly.

• Dates as real Excel dates or YYYY-MM-DD — not “31/Mar/24 text mixed formats”
• Cost and WDV as numbers — strip ₹ symbols and commas before upload if the preview rejects them
• Unit/Branch names must match units you created (or map carefully in preview)
• Keep the pre-import file as “FAR_Opening_YYYYMMDD.xlsx” for migration evidence

QR labels — how we actually print in week one

After import, open QR Label Design to set logo, fields and layout; preview once. Then either print Department QR PDF (all assets in a department) or QR by Codes (paste/upload asset codes). Affix labels on durable surfaces. Movable IT and tools get priority; civil structures can wait.

• Test-print 10 labels on plain paper before buying full sticker stock
• Include Asset Code + short name on the label — scanners fail when only a tiny QR is printed
• Store spare label PDFs with the verification folder
• Re-print only changed codes after transfers — do not reprint the whole company weekly

First verification campaign (pilot branch)

Create a Physical Verification for one unit. Field users scan QR or search assets and mark Verified, Missing or Damaged. Finance closes exceptions (transfers, write-offs, wrong unit). Only then expand to other branches. This pilot usually exposes bad locations and ghost Excel rows.

• Freeze a cut-off date; no silent Excel edits after cut-off
• Brief custodians: scan → status → photo if Damaged/Missing
• Export exception list same day; assign owners with due dates
• Do not start company-wide verification on day one of go-live

Optional — Windows endpoint agent install (IT)

In Endpoint Agent admin, generate an API key, download the EXE bundle + config. On each PC: put files in C:\SAC_FAR_Agent\ (local disk — not OneDrive/Downloads), run agent once until far_agent.log shows success, then Run as administrator on SAC_FAR_Agent_Install.exe to create the scheduled task. Pilot 5–10 machines, match serials to FAR rows, then roll out.

• Synced folders break scheduled tasks — use a fixed local path
• Re-run Installer after any config.json change
• Powered-on PC alone is not enough — agent must complete a check-in
• Use Agent Analysis screen to confirm reports before expanding

Go-live checklist we sign off with customers

Opening gross block / WDV reconciles to books within agreed tolerance; at least one depreciation preview reviewed by finance; two admins can log in; one branch verified; Excel marked archive-only; support channel known (email + Help & Support). Hypercare is typically remote for 1–2 weeks.

• Export a full register snapshot on go-live day
• Schedule next verification (e.g. quarterly or pre-audit)
• Document who owns AMC date updates vs finance depreciation
• Upgrade from trial when asset/user limits are reached — do not stay over limit in production