When managing assets in Microsoft Dynamics 365 Business Central, accuracy and traceability are key. One of the most efficient ways to maintain both is by entering new assets through a purchase invoice.
This method ensures that your asset register and financial data are perfectly aligned — automatically linking acquisition costs to your general ledger and simplifying audit trails.
Whether you’re purchasing new equipment, vehicles, or IT hardware, this step-by-step guide walks you through how to record a fixed asset using a purchase invoice in Business Central.
1. Create the Fixed Asset Card
Start by creating a Fixed Asset Card for the asset you’re acquiring.
This card contains all the essential information, including:
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Asset description
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Class or subclass
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Depreciation method and book
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Responsible department or location
Ensure the details on the card match your supplier invoice to avoid discrepancies later.
2. Create a Purchase Invoice
Head to the Purchase Invoice page in Business Central and create a new invoice.
Select the supplier or vendor you’re purchasing from, and enter key header information such as invoice date, posting date, and currency.
3. Enter Invoice Details
On the invoice lines, set the Line Type to Fixed Asset.
Then, input the Fixed Asset Number that corresponds to the asset card you just created.
Be sure to fill out all required fields — including:
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Amount
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VAT group
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External document number (invoice reference)
This links the purchase directly to the fixed asset and ensures it appears correctly in financial reports.
4. Register the Invoice
Once all fields are complete, post the purchase invoice.
This automatically creates the necessary accounting entries in the system, recording both the supplier liability and the capitalisation of the asset.
5. Verify Asset Acquisition
After posting, return to the Fixed Asset Card.
You should now see that the asset is marked as acquired and that its book value reflects the purchase cost.
You can review all movements and related ledger entries, including the full purchase history, giving you clear visibility of the asset lifecycle.
Why It Matters
Entering assets through purchase invoices ensures that your asset register and financial ledgers stay synchronised.
This approach:
✅ Simplifies auditing and compliance
✅ Reduces manual entry errors
✅ Maintains full traceability from purchase to disposal
Ultimately, it keeps your fixed asset management process clean, compliant, and efficient — saving time and reducing risk.
Using purchase invoices to enter fixed assets in Business Central is one of the simplest ways to maintain accurate financial and asset data.
By following this process, you’ll ensure consistency across records, streamline reporting, and strengthen control over your organisation’s capital investments.
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