How To Enter Equipment Purchases In Accounting Software

Posted on
how to enter equipment purchases in accounting software

As a business owner, it is crucial to keep track of all your equipment purchases to ensure accurate financial reporting. One way to do this is by entering equipment purchases into your accounting software. In this article, we will guide you on how to do it.

1. Create a New Asset Account

The first step is to create a new asset account in your accounting software. This account will hold all the information related to your equipment purchases. Make sure to choose an appropriate name for the account, such as “Equipment” or “Fixed Assets.”

2. Enter the Equipment Purchase

Once you have created the asset account, you can enter the equipment purchase. You will need to provide the date, description, and amount of the purchase. Be sure to also select the appropriate asset account and payment method.

3. Record Depreciation

Equipment depreciates over time, which means its value decreases each year. To account for this, you need to record depreciation in your accounting software. There are different methods of calculating depreciation, such as straight-line or accelerated. Choose the method that works best for your business and enter the appropriate information in your software.

4. Keep Track of Maintenance and Repairs

Equipment requires maintenance and repairs from time to time. It is important to keep track of these expenses and enter them into your accounting software. This will give you a better understanding of the true cost of owning and operating your equipment.

5. Dispose of Equipment Properly

When you dispose of equipment, you need to remove it from your asset account and record the sale or disposal. This will ensure that your financial statements accurately reflect the current state of your business.

6. Reconcile Your Accounts Regularly

Finally, it is important to reconcile your accounts regularly to ensure that all your equipment purchases and related transactions are recorded accurately. This will help you identify any errors or discrepancies and make corrections as necessary.


1. Can I enter equipment purchases manually?

Yes, you can enter equipment purchases manually in your accounting software. However, some software also allows you to import data from external sources, such as spreadsheets.

2. What is depreciation?

Depreciation is the decrease in the value of an asset over time. It is a way of accounting for the wear and tear or obsolescence of equipment.

3. How often should I reconcile my accounts?

You should reconcile your accounts at least once a month to ensure accuracy.

4. What should I do if I make a mistake?

If you make a mistake, you should correct it as soon as possible. Most accounting software allows you to make adjustments to previous entries.

5. Do I need to keep receipts for equipment purchases?

Yes, you should keep receipts for all equipment purchases and related expenses. This will help you provide documentation in case of an audit.

6. What is the difference between an asset account and an expense account?

An asset account holds information about items that will be used or held by the business for an extended period, such as equipment. An expense account holds information about items that are consumed or used up in the normal course of business, such as office supplies.

7. Can I track the location of my equipment in my accounting software?

Some accounting software allows you to track the location of your equipment. This can be helpful if you have multiple locations or if you lend equipment to others.

8. How long should I keep records of equipment purchases?

You should keep records of equipment purchases and related expenses for at least seven years. This is the recommended retention period by the IRS.


Entering equipment purchases in your accounting software can help you keep track of your assets and expenses more accurately. It can also help you make better-informed decisions about when to repair, replace or dispose of equipment. Additionally, it can save you time and effort by providing a central location for all your financial information.


Make sure to choose an accounting software that is appropriate for your business needs and budget. Consider factors such as ease of use, features, and customer support. Also, be sure to keep your software up to date and use security measures to protect your financial data.


Entering equipment purchases in accounting software is essential for accurate financial reporting. To do this, you need to create a new asset account, enter the equipment purchase, record depreciation, keep track of maintenance and repairs, dispose of equipment properly, and reconcile your accounts regularly. Additionally, you should keep records of equipment purchases and related expenses for at least seven years, choose the right software, and use security measures to protect your data.

Leave a Reply

Your email address will not be published. Required fields are marked *