Retire and Replace Assets

When an asset reaches end of life, is sold, donated, or goes missing, you retire it from the register. Retired assets are preserved for historical and reporting purposes but removed from the active list. The Replacement Planning tab gives you a forward-looking view of upcoming replacements and their estimated costs.

Prerequisites

• Brigade admin role or higher

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Retire an asset

1. Open the asset from the register
2. Click Retire
3. In the retirement modal, select a Retirement reason (required):

Reason	Use when
Sold	The asset was sold; a Sale Price field appears
Scrapped	Disposed of as waste (broken beyond repair, obsolete)
Donated	Given to another organisation or community group
Lost or Stolen	Missing or confirmed theft
End of Life	Reached the end of its useful life and disposed of normally
Other	Any other reason

4. Sale Price — appears only when “Sold” is selected; enter the amount received
5. Notes — optional free text for buyer/recipient details, condition at disposal, or any other context
6. Click Retire Asset

The asset moves to the Retired tab and no longer appears in the active register. The retirement date, who retired it, the reason, sale price (if sold), and any notes are permanently recorded on the asset detail page.

Note

Retiring an asset does not delete it. All purchase history, allocation records, verification history, and attachments are preserved. The asset is visible under the Retired tab and included in the asset report’s retirement history section.

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Reactivate a retired asset

If an asset was retired in error, or comes back into service (e.g. a recovered stolen item):

1. Open the asset from the Retired tab
2. Click Reactivate

The asset returns to Active status. Retirement fields (reason, date, retired by) are cleared. The asset resumes appearing in the active register and can be verified, allocated, and edited as normal.

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Replacement planning

The Replacement Planning tab provides a capex planning view for assets that have an expected replacement date or estimated replacement cost set.

Viewing the planning tab

1. Navigate to Assets
2. Click the Replacement Planning tab

The summary cards show:

• Items with a plan — count of active assets with at least one planning field set
• Replacement overdue — assets whose expected replacement date has already passed (shown in red)
• Total estimated cost — sum of all estimated replacement costs across all planned assets

The table below shows each planned asset sorted by replacement date (soonest first, assets without a date at the bottom), with columns for purchase date, replacement date, and estimated cost. Overdue dates are shown with a red badge.

Adding replacement planning to an asset

1. Open the asset and click Edit
2. Scroll to the Replacement Planning section
3. Enter:
   • Expected replacement date — the target date to replace the item
   • Estimated replacement cost — what you expect it will cost
4. Save

The asset will now appear in the Replacement Planning tab.

Using the planning view for grant applications

The replacement planning tab and asset report both surface the replacement timeline grouped by year with total costs. Use these when preparing grant applications or budget submissions — the report’s Replacement Timeline section lists upcoming replacements year by year with total estimated capex.

Workflow: replacing an asset

When it’s time to replace an asset:

1. Purchase the replacement and create a new asset record for it
2. Open the old asset and click Retire with the appropriate reason (Scrapped, Sold, etc.)
3. Optionally update the new asset’s expected replacement date to plan the next cycle

This keeps the history clean — you have a full record of the old asset’s lifecycle and a fresh record for the new one.

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Related guides

• Manage Assets — Creating and editing asset records
• Annual Asset Check — Verifying assets are still in the unit