Frequently Asked Questions (FAQ)#

Quick answers to common questions about AssetVault.

General Questions#

What is AssetVault?#

AssetVault is a comprehensive asset management and lease accounting platform designed to help organizations track fixed assets, calculate depreciation, and comply with accounting standards (IFRS 16, ASC 842).

Who should use AssetVault?#

• Finance teams managing fixed assets
• Accountants handling depreciation
• CFOs needing asset visibility
• Auditors requiring compliance documentation
• Operations teams tracking physical assets

Is AssetVault cloud-based?#

Yes, AssetVault is a cloud-based SaaS platform. Access from anywhere with internet connection.

What devices can I use?#

AssetVault works on:

• Desktop browsers (Windows, Mac, Linux)
• Tablets (iPad, Android)
• Mobile phones (iOS, Android)

Recommended: Desktop browser for best experience.

Account & Access#

How do I create an account?#

1. Visit the registration page
2. Enter your email and create a password
3. Verify your email
4. Set up your company profile

See: Getting Started

Can I have multiple users?#

Yes, AssetVault supports unlimited users per company. Invite team members from Settings → Users.

What user roles are available?#

• Super Admin: Full access, manage all settings
• Admin: Manage assets and users
• Editor: Create and edit assets
• Viewer: View-only access

How do I reset my password?#

1. Click "Forgot Password" on login page
2. Enter your email
3. Check inbox for reset link
4. Follow link to set new password

Is Two-Factor Authentication (2FA) available?#

Yes, enable 2FA in Profile → Security for additional account protection.

Assets#

How many assets can I create?#

Unlimited in all plans.

Can I import existing assets?#

Yes, use the Bulk Upload feature:

1. Download Excel template
2. Fill in your data
3. Upload and validate
4. Import

How do I edit an asset?#

1. Navigate to asset details
2. Click Edit
3. Modify fields
4. Click Save

Depreciation recalculates automatically if financial fields change.

Can I delete an asset?#

No, assets cannot be deleted for audit trail purposes. Instead:

• Dispose the asset if retired
• Mark as inactive (coming soon)
• Contact support for exceptional cases

Can I upload photos?#

Yes, when creating or editing an asset:

1. Click Upload Photo
2. Select image file
3. Photo displayed on asset details page

Supported formats: JPG, PNG. Max size: 5MB.

How do I track asset location?#

Add location when creating/editing asset. Use the Location field for:

• Physical address
• Building/floor
• Department
• User assigned to

Depreciation#

What depreciation methods are supported?#

• Straight-line: Even expense over useful life (most common)
• Reducing balance: Higher depreciation in early years

See: Depreciation Engine

How is depreciation calculated?#

Straight-line:

Annual Depreciation = (Cost - Residual Value) / Useful Life

Reducing balance:

Annual Depreciation = Net Book Value × Depreciation Rate

Can I change depreciation method after creation?#

Yes, edit the asset and select new method. Depreciation recalculates prospectively (future periods only).

Note: Historical posted journals remain unchanged.

What is useful life?#

Expected years the asset will be in service.

Examples:

• Laptops: 3-5 years
• Vehicles: 5-7 years
• Furniture: 7-10 years
• Buildings: 25-50 years

What is residual value?#

Expected value at end of useful life.

Examples:

• Most assets: £0
• Vehicles: 10-20% of cost
• Specialized equipment: 5-15% of cost

When does depreciation start?#

On the purchase date. First month may be pro-rata if enabled in settings.

How do I generate depreciation journals?#

1. Navigate to Journals
2. Select period (month/quarter)
3. Click Generate Journals
4. Review and Post or Export

Bulk Upload#

Where do I get the upload template?#

Assets → Bulk Upload → Download Template

What's the maximum file size?#

Recommended: 1000 assets per upload. Larger files should be split into batches.

What if I have errors in my upload?#

1. Review validation results
2. Click Download Error Report
3. Fix errors in original file
4. Re-upload corrected file

See: Bulk Upload Guide

Can I update existing assets via bulk upload?#

Yes, select Update existing option before importing. System matches by Asset Name or ID.

Lease Accounting#

Does AssetVault support IFRS 16?#

Yes, full IFRS 16 lease accounting module coming Q2 2025.

Currently available:

• Lease calculator (demo)
• Manual ROU asset creation
• Export lease schedules

See: Lease Engine

How do I try the lease calculator?#

Navigate to Try Lease Engine from main menu. Enter lease parameters and generate schedule.

Can I save lease calculations?#

Export feature available now. Save to Excel for later reference. Native save coming soon.

Exports & Reports#

What export formats are available?#

• Excel (.xlsx): Multi-sheet formatted exports
• CSV (.csv): Raw data for external tools
• PDF (.pdf): Printable reports

Can I export all my data?#

Yes:

• Assets → Export Owned Assets or Export Leased Assets
• Includes full depreciation schedules
• All asset details and attachments info

How often should I export data?#

Recommended:

• Weekly: For active projects
• Monthly: For backup and month-end
• Quarterly: For audit documentation

Can I schedule automatic exports?#

Not yet. Scheduled exports coming in future release.

Billing & Plans#

Is there a free trial?#

Contact sales for trial availability: [[CONTACT EMAIL]]

What payment methods are accepted?#

• Credit card (Visa, Mastercard, Amex)
• Direct debit (UK)
• Invoice/PO (enterprise plans)

Can I cancel anytime?#

Yes, cancel from Settings → Billing. Access continues until end of billing period.

What happens to my data if I cancel?#

• Data retained for 30 days
• Export your data before cancellation
• Request deletion if needed

See: Data Deletion Policy

Data Privacy & Security#

Is my data secure?#

Yes, AssetVault implements:

• Encryption at rest and in transit (TLS 1.3)
• Regular security audits
• SOC 2 compliance (in progress)
• Secure backups with encryption

See: Security Policy

Is AssetVault GDPR compliant?#

Yes, we comply with GDPR and UK Data Protection Act 2018.

See: GDPR Compliance

How do I request my data?#

Log in and export your data directly. For comprehensive data access requests, contact: [[DPO EMAIL]]

How do I request data deletion?#

Method 1: Self-service

1. Navigate to Profile → Privacy Settings
2. Click Request Data Deletion
3. Confirm request

Method 2: Email Email [[CONTACT EMAIL]] with subject "Data Deletion Request"

See: Data Deletion Policy

Where is my data stored?#

Primary data centers in UK/EU. Backups in geographically diverse locations for disaster recovery.

Who can access my data?#

• Only authorized users in your company
• AssetVault support (with your permission for troubleshooting)
• Not shared with third parties without consent

See: Privacy Policy

Technical#

What browsers are supported?#

Recommended:

• Chrome (latest)
• Firefox (latest)
• Edge (latest)
• Safari 14+

Not recommended: Internet Explorer

Does AssetVault work offline?#

Not currently. Internet connection required. Offline mode is a future enhancement.

Is there a mobile app?#

Not yet. Use mobile browser for now. Native iOS/Android apps coming 2025.

Can I integrate with my ERP?#

Current options:

• Export data (Excel/CSV) for manual import
• API access (coming soon)

Compatible with:

• SAP
• Oracle
• QuickBooks
• Xero
• Others via standard exports

Is there an API?#

API access coming Q2 2025. Join waitlist: [[CONTACT EMAIL]]

Support#

How do I contact support?#

Email: [[CONTACT EMAIL]]

Response time:

• Standard: Within 24 hours
• Urgent: Within 4 hours

Is phone support available?#

Enterprise plans include phone support. Contact sales for details.

Where can I find documentation?#

• Browse this documentation site
• Video tutorials (in documentation)
• Knowledge base (coming soon)

Do you offer training?#

Yes, for enterprise customers:

• Onboarding sessions
• User training
• Best practices workshops

Contact: [[CONTACT EMAIL]]

Feature Requests#

How do I request a feature?#

Email [[CONTACT EMAIL]] with:

• Feature description
• Use case
• Business benefit

We review all requests for product roadmap planning.

What's on the roadmap?#

Coming Soon:

• Full lease accounting module (Q2 2025)
• API access (Q2 2025)
• Mobile apps (H2 2025)
• Advanced workflows
• Consolidated reporting

Can I vote on features?#

Public feature voting coming soon. Currently, email your priorities to [[CONTACT EMAIL]].

Troubleshooting#

My question isn't here#

Check:

• Troubleshooting Guide
• Getting Started
• Specific feature guides

Still stuck? Contact [[CONTACT EMAIL]]

Contact Support#

General Inquiries: [[CONTACT EMAIL]]
Data Privacy: [[DPO EMAIL]]
Sales: [[CONTACT EMAIL]]

Hours: Monday-Friday, 9am-5pm GMT

Can't find what you're looking for? Contact support or browse our comprehensive documentation.