Tracked Items
Track assets, liabilities, projects, and other records — choose acquisition type, link expenses and income, sell or dispose.
What is this page?
Tracked Items lets you register things your business tracks (vehicles, equipment, projects, and more) and link expenses and income to them. This is not gold pledge stock — customer pledges stay in Pledge Master. It is also not a product/SKU inventory catalog.
Open from the sidebar: Tracked Items (/inventory/tracked-items).
Why you use this page
- Register a purchase or opening balance for something you want to monitor over time.
- Allocate expenses to the right tracked item for reporting.
- Record payments against tracked items when you bought on credit.
- Sell or dispose when you no longer hold the item.
- Filter and export the list like other accounting registers.
What you see on the screen
What you will see on the screen
- Tracked Items — page heading and list.
- Manage columns — show or hide table columns.
- Filter — purchase date, party, type, amount, payment status, item status.
- Add — open Add Tracked Item (permission required).
- Sell asset — record disposal or sale from the row actions.
Add Tracked Item — form sections
| Section | Purpose |
|---|---|
| Tracked Item Category | Chart classification (e.g. physical assets, investments). Category defines which ledgers apply. |
| Acquisition type | How this record enters your books — see below. |
| Item details | Name, dates, amounts, vendor (when required), and other fields for the selected category. |
| Allowed expense ledgers | Which expense accounts may be linked to this item later. |
Use Documentation next to the modal title for a quick link to this page while filling the form.
Which acquisition type should I choose?
Purchased (New)
Use when this is a new purchase in your books.
- Buying from a vendor today (vehicle, furniture, equipment, etc.)
- Vendor and invoice number are required
- You can pay now or save and pay later (payables tracked until settled)
- Paid / unpaid amounts are tracked until fully settled
- Accounting entries are posted on the purchase date
Buttons on save:
| Button | What it does |
|---|---|
| Save and Pay Later | Saves the tracked item and vendor payable; pay later from Payments Made. |
| Save & Record Payment | Saves the item and opens payment entry (cash/UPI/bank split). |
Already Existing
Use when the item was already with the business (opening balance or migration).
- Land, machinery, or IT owned before go-live on this system
- Purchase date and price are optional — vendor and invoice are optional
- Single save — no pay-now / pay-later payment flow
- Price without a date is saved for reference only and is not posted to the general ledger
- To capitalize in books, enter a purchase date or check use company opening balance date (when price is entered)
- Does not create a new purchase payable in accounts
Step-by-step: add a tracked item (purchased new, pay later)
Open Tracked Items
Sidebar → Tracked Items.
Click Add
Opens Add Tracked Item.
Choose category and acquisition type
Tracked Item Category → pick type. Acquisition type → Purchased (New).
Fill item details
Name, purchase date, price, vendor, invoice, and other required fields.
Allowed expense ledgers (optional)
Select ledgers that may be used when posting expenses against this item.
Save and Pay Later
Item is saved; pay the vendor later from Payments Made when ready.
Step-by-step: add a tracked item (purchased new, pay now)
Complete the form
Same as above — Purchased (New) with vendor and invoice filled.
Save & Record Payment
Saves the item and opens the payment flow (cash/UPI/bank as applicable).
Confirm success
Check Payments Made and Daily Register for the payment line.
Step-by-step: add an already-existing item
Acquisition type
Choose Already Existing.
Fill details
Name and category required. Date, price, and vendor are optional unless you want GL capitalization.
Save Item
One step — no payment buttons.
Link expenses to a tracked item
When creating an expense, enable Is this expense for a tracked item? and select the item. Only allowed expense ledgers (if configured on the item) should be used. See Expenses.
Step-by-step: sell or dispose
Open the row
From the Tracked Items list, use Sell asset (or equivalent action).
Enter sale details
Sale amount, date, and buyer/party details as required.
Save
Item status updates; accounting posts per your configuration.
What happens after save?
- The item appears in the list with status (e.g. active, sold, cancelled).
- Purchased (New) may create payable and ledger entries on the purchase date.
- Linked expenses roll up to the item’s expense summary.
- Sell updates status and may post gain/loss per setup.
Tips
| Tip | Why |
|---|---|
| Pick the right acquisition type first | Wrong type blocks payment flow or creates unwanted payables |
| Set allowed expense ledgers | Stops wrong categories on linked bills |
| Use Already Existing for opening stock | Avoid fake vendor bills at migration |
| Customer gold is not here | Use Pledge Master for loans and ornaments |
If something goes wrong
| Problem | What to do |
|---|---|
| Cannot see Add | Plan limit or role permission — ask admin |
| Payment buttons missing in edit | Payment already recorded or acquisition type is not Purchased (New) |
| Expense cannot link to item | Check allowed expense ledgers on the item |
| Wrong totals on item | Review linked expenses and sale date |