# How to record asset maintenance in Snad

To record asset maintenance in Snad ERP, open **Assets**, then **Maintenance**, and press **Add maintenance**. Pick the asset in **Asset name**, then set the **Maintenance type**, **Status**, dates and cost. Choose the **Cost treatment** and press **Save**; at **Completed** the cost posts to the ledger.

## Before you start

- The **Assets** app in your plan, and permission to add maintenance for your user ([roles and permissions](https://www.snad.io/en/guide/roles-permissions)).
- An asset already in the list ([how to add an asset](https://www.snad.io/en/guide/add-asset)).
- For spare parts: a [product](https://www.snad.io/en/guide/create-product) with stock and a cost in a [warehouse](https://www.snad.io/en/guide/add-warehouse).

## Steps

1. **Open the maintenance page.** In the sidebar open **Assets**, then **Maintenance**, and press **Add maintenance** above the list.

   ![The Snad maintenance list with the Add maintenance button above it](https://www.snad.io/images/guide/asset-maintenance/nav-en.webp)

   Image key: (1) **Maintenance** in the sidebar · (2) The **Add maintenance** button

2. **Pick the asset.** Open the **Asset name** field and pick the asset you are repairing or inspecting. Assets are listed by number and name.

   ![The asset list open in the Asset name field of the Add maintenance form](https://www.snad.io/images/guide/asset-maintenance/asset-en.webp)

   Image key: (1) **Asset name** · (2) An asset in the list

3. **Set the type, status and dates.** Choose the **Maintenance type** and **Status**, then the **Scheduled date** and **Next service date**. Both dates are optional. A new record starts as **Preventive**, **Scheduled**. [Details](https://www.snad.io/en/guide/asset-maintenance#adv-status)

   ![The maintenance type, status and date fields on the Add maintenance form](https://www.snad.io/images/guide/asset-maintenance/type-status-en.webp)

   Image key: (1) **Maintenance type** · (2) **Status** · (3) **Scheduled date** · (4) **Next service date**

4. **Enter the vendor and cost.** Type the **Vendor** doing the work, the total **Cost**, and a **Description** if you like.

   ![The vendor, cost and description fields on the Add maintenance form](https://www.snad.io/images/guide/asset-maintenance/vendor-cost-en.webp)

   Image key: (1) **Vendor** · (2) **Cost** · (3) **Description**

5. **Add parts and labour lines.** To itemise the cost, press **Add line** in **Cost details (parts / labour)** and pick the type **Part**, **Labour** or **Service**. The **Cost** becomes the total of the lines. [Details](https://www.snad.io/en/guide/asset-maintenance#adv-parts)

   ![A spare part line in the cost details of the maintenance form](https://www.snad.io/images/guide/asset-maintenance/lines-en.webp)

   Image key: (1) The **Add line** button · (2) **Type** · (3) **Qty**

6. **Choose the cost treatment.** Choose the **Cost treatment**: **Expense** or **Capitalize**. Then pick the **Expense account** and the **Cash / source account** ([chart of accounts](https://www.snad.io/en/guide/chart-of-accounts)). [Details](https://www.snad.io/en/guide/asset-maintenance#adv-treatment)

   ![The cost treatment, expense account and source account fields on the maintenance form](https://www.snad.io/images/guide/asset-maintenance/treatment-en.webp)

   Image key: (1) **Cost treatment** · (2) **Expense account** · (3) **Cash / source account**

7. **Save the maintenance.** Press **Save** at the top of the form. You return to the list with the new record, marked **Posted** or **Projected** depending on whether its cost was posted. [Details](https://www.snad.io/en/guide/asset-maintenance#adv-reverse)

   ![The maintenance list with the new record in Scheduled status](https://www.snad.io/images/guide/asset-maintenance/saved-en.webp)

   Image key: (1) The new record in the list

## Messages that block saving

| Message | Cause | Fix |
|---|---|---|
| No data | No asset is picked in **Asset name**. | Pick the asset, then save. |
| Saved, but the cost was NOT posted to the ledger — Choose a maintenance expense account. | The status is **Completed** and the **Cost treatment** is **Expense**, with no **Expense account** chosen. | Open the record, pick the **Expense account**, and save again. |
| Saved, but the cost was NOT posted to the ledger — Choose a cash/source account for service cost. | The cost has a service or labour part, and there is no **Cash / source account** and no default cash account for the organization. | Pick the **Cash / source account** and save again. |
| Saved, but the cost was NOT posted to the ledger — Not enough stock of "…" in the selected warehouse. | A spare part's quantity is more than its stock in the chosen **Warehouse**. | Lower the **Qty** or pick a warehouse with stock, then save again. |
| This maintenance cost is already posted to the ledger and can no longer be edited. Reverse the posting first. | You are editing a maintenance record whose cost is already posted. | Press **Reverse ledger posting** in the record's action menu, then edit it ([reverse a posting](https://www.snad.io/en/guide/asset-maintenance#adv-reverse)). |

## Advanced details

### What the status does

There are four statuses: **Scheduled**, **In progress**, **Completed** and **Canceled**. Saving **In progress** sets the asset to **In maintenance**; saving **Completed** sets it back to **Active**.

The cost is posted to the ledger only when you save the record as **Completed**.

If you set a **Next service date** and the status stays **Scheduled** or **In progress**, users with asset access get a [notification](https://www.snad.io/en/guide/notifications) three days before the date.

### Spare parts leave stock

On a **Part** line pick the **Product**, **Warehouse** and **Qty**. When the cost posts, the part is valued at the product's cost and leaves the stock of a warehouse linked to an inventory account. The cost is not posted if stock is too low or the product has no cost.

A **Labour** or **Service** line takes a **Description**, a **Qty** and the cost per unit (**Cost per asset**), and is credited to the **Cash / source account**.

Set up the product and warehouse first: [create a product](https://www.snad.io/en/guide/create-product) and [add a warehouse](https://www.snad.io/en/guide/add-warehouse).

### Expense or capitalize?

**Expense** posts the cost to the **Expense account** you chose. **Capitalize** adds it to the category's fixed asset account, which raises the asset's value, and it can't be used on a disposed asset.

The credit side in both cases is the parts' inventory at cost, and the rest from the **Cash / source account**. For accounting detail see [create a journal entry](https://www.snad.io/en/guide/create-journal-entry).

### Fixing a posted maintenance

Once the cost posts, the record shows **Posted** and can no longer be edited or deleted. To fix it, open the row's action menu, press **Reverse ledger posting**, and confirm.

Reversing cancels the entry, puts the consumed parts back into stock, and takes any capitalized cost off the asset.

## Common questions

### How do I record maintenance for an asset in Snad?

Open **Assets**, then **Maintenance**, and press **Add maintenance**. Pick the asset in **Asset name**, set the type, status and cost, then **Save**.

### When does the maintenance cost post to accounting?

When you save the record as **Completed**. If it can't post because of a missing account or stock, Snad shows the reason in a warning after saving.

### Can I delete a maintenance record?

Yes, as long as its cost hasn't been posted. If it shows **Posted**, reverse it first with **Reverse ledger posting**.

### Will Snad remind me of the next service date?

Yes. If you set a **Next service date** and the record is **Scheduled** or **In progress**, users with asset access get a [notification](https://www.snad.io/en/guide/notifications) three days before.

### What is the difference between expense and capitalize?

**Expense** charges the cost to a maintenance expense account; **Capitalize** adds it to the asset's own value in the fixed asset account.

## Read next

- [Add an asset](https://www.snad.io/en/guide/add-asset) — Add a fixed asset in Snad: name, category, cost, useful life and acquisition source, then save. Seven short steps with screenshots.
- [Transfer an asset](https://www.snad.io/en/guide/asset-transfer) — Move a fixed asset to another branch or employee in Snad, with a record of every transfer. Six short steps with screenshots.
- [Count your assets](https://www.snad.io/en/guide/asset-count) — Count your fixed assets in Snad: open a new count, scan each asset code, then complete the count. Six short steps with screenshots.
- [Manage asset contracts](https://www.snad.io/en/guide/asset-contracts) — Record warranty, maintenance and insurance contracts for your assets in Snad and set an alert before they end. Six short steps.
- [Add a product](https://www.snad.io/en/guide/create-product) — Add a product in Snad: pick the type, enter the name, price, cost and stock, then organize and save it. Eight short steps with screenshots.
- [Add an account to the chart of accounts](https://www.snad.io/en/guide/chart-of-accounts) — Add a main account and sub-accounts to the chart of accounts in Snad: name, type and budget group, then save. Six short steps with screenshots.
- [Snad asset management software](https://www.snad.io/en/asset-management) — The asset register, depreciation, maintenance and counts in one place.
- [Snad accounting software](https://www.snad.io/en/accounting) — The entries that maintenance costs post to.

[Open this screen in Snad](https://app.snad.io/dashboard/asset-management/maintenance)

- **URL:** https://www.snad.io/en/guide/asset-maintenance
- **Last reviewed:** 2026-11-04

---
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