Activa Asset Lifecycle Management

Activa: fixed asset management built for small and medium businesses

Your laptops, vehicles, machines, furniture and premises are some of the biggest investments your business makes. Yet in many companies they are tracked in a spreadsheet that was last updated two years ago, or not tracked at all.

Activa gives you one place to record every asset from the day you buy it to the day you sell or scrap it. It works out depreciation for you, reminds you before road tax, insurance and inspections expire, and hands your accountant clean figures at month end.

Key Benefits

Activa: fixed asset management built for SMBs: Activa provides a single system to track assets from purchase to disposal, addressing the common SMB problem of unreliable spreadsheets and missing items.
A complete asset register and lifecycle tracking: Record every asset, assign to staff or locations, track transfers, maintenance, depreciation, and disposal with full history for auditors.

Know who has what and where: Issue assets to employees, transfer between departments, and view full custody history to prevent asset loss and misallocation.
Depreciation, renewals, and maintenance made easy: Automates depreciation, tracks renewals and warranties, maintains maintenance histories, and handles disposals with clear records.
Security, reporting, and a free trial: Role-based access, audit trails, backups, 16 ready-made reports and a dashboard, plus a 30-day free trial to evaluate the system.

Why small and medium businesses need it

Large companies have finance teams and expensive ERP systems to look after their assets. Small and medium businesses have the same obligations with far fewer hands. Without a proper register, the same problems keep coming back:

Assets go missing quietly. A laptop leaves with a former staff member, a projector moves to another branch, and nobody notices until the year-end count.
Depreciation is done by hand. Spreadsheet formulas break, months get skipped, and the figures in the accounts stop matching the assets on the floor.
Renewals slip. An expired road tax, insurance policy or machine inspection can mean fines, a rejected claim or a vehicle that can’t be driven.
Audits take too long. Auditors ask for the register, purchase invoices and disposal records, and someone spends days pulling them together.
Nobody knows who has what. When equipment is shared between staff and departments, responsibility gets lost.

A clear asset register is not just good housekeeping. It protects money you have already spent, keeps your accounts accurate, and saves hours every month.

How Activa helps

Activa follows each asset through its whole life: purchase, issue to staff, transfers, maintenance, renewals, depreciation, and finally sale, write-off or scrapping. Every step is recorded with who did it and when, so the history is always there when you need it.

It is designed for people who are not asset specialists. Activa comes with a ready-made list of asset categories, sensible defaults and simple screens, so you can start recording assets on day one instead of spending weeks setting up.

Activa is made for businesses in Malaysia, Indonesia, Singapore and the Philippines. Choose your country and Activa fills in the right currency (RM, Rp, S$ or ₱), date format and number format. The screens are available in English, Bahasa Malaysia and Bahasa Indonesia.

Features that make managing assets easier

A complete asset register

Organise assets by your own categories and sub-categories, starting from a ready-made list (vehicles, computers, office equipment, furniture, buildings, land and more).
Each category shows only the fields that matter to it, such as registration number for vehicles or serial number for computers. Add up to five fields of your own per category.
Record components and replacement parts against the main asset.
Assets are never deleted. They are made inactive with a reason, so your history stays complete for auditors.

Know who has what, and where

Issue assets to employees, and reassign them from one person to another in a single step.
Move assets between locations and departments with a transfer record.
See a full custody history for every asset.

Depreciation done for you

Straight line (by rate or useful life) or reducing balance, set per category.
Choose how the month of purchase and the month of disposal are treated.
Run depreciation month by month and post it with one click. Posted months are locked so figures can’t change by accident.
Export depreciation and disposal journals your accounting solution.
Bring in your existing assets and their opening balances from an Excel template.

Disposals handled properly

Record sales with proceeds, and Activa works out the gain or loss.
Scrap or write off assets with no value, with a reason recorded.
Dispose of part of a pooled asset when only some units go.

Renewals, warranties and maintenance

Track road tax, insurance, inspections and lease expiry, with reminders on the Dashboard before they fall due.
Cover several assets under one group insurance policy.
Keep warranty records, including extensions.
Keep a maintenance history: date, mileage, work done and service centre.
Record quit rent and assessment payments for property.
Attach documents such as purchase invoices, insurance policies and warranty cards to each asset.

Barcode labels and stock takes

Print barcode or QR code labels on any label printer or on A4 label sheets.
Run a stock take: scan or tick assets as you find them, then close it to mark anything not found as Missing and anything damaged as Damaged.

Reports and Dashboard

16 ready-made reports in PDF and Excel, including the asset register, depreciation schedule, additions, disposals, transfers, assets by location, department or employee, renewals, warranties, maintenance, missing assets and replacement planning.
A Dashboard showing assets in use with their cost and book value, capital spending for the year, quarter or month, items waiting for approval, missing assets, assets nearing the end of their useful life, and renewals coming due.

Control and security

User roles (Administrator, Accountant, Asset Officer, Viewer) so each person sees and does only what their job needs.
Optional approvals for transfers, depreciation, disposals and stock takes.
An audit trail of who changed what, and when.
Automatic scheduled backups of your database, and automatic updates.

Try Activa free for 30 days

See how much time Activa saves before you buy. The free trial includes every feature, for up to 10 assets and six months of depreciation. When you’re ready, choose a licence for 3 or 5 users working at the same time.

Activa runs on your own office network, so your records stay on your premises. One installer sets up both the main office computer and each user’s computer, with no database expertise needed.

Ready to see it in action? Contact Deltatech for a demonstration.

Recommended system requirements

Activa is installed on one main office computer (the server), which keeps the company’s records, and on each user’s computer (workstation). The server can be an ordinary desktop PC that stays on during office hours.

	Main office computer (server)	User computer (workstation)
Operating system	Windows 11 Pro (64-bit, version 1809 or later), or Windows Server 2019, 2022 or 2025	Windows 11 Pro (64-bit, version 1809 or later
Processor	64-bit, 4 cores, 2 GHz or faster	64-bit, 2 cores, 2 GHz or faster
Memory	8 GB RAM or more	4 GB RAM (8 GB recommended)
Free disk space	20 GB, plus room for attached documents and backups; SSD recommended	2 GB
Display	1920 × 1080 recommended	1920 × 1080 recommended

Notes:

Keep the server on. Backups and updates run overnight, and the other PCs can only use Fiducia while the server is running. A small UPS is a good idea.
A second place for backups. A NAS, an external USB drive or a cloud-synced folder such as OneDrive.
Network: all computers on the same office network (LAN); a wired connection to the server is recommended.
Internet: needed to activate the licence, for a short daily licence check and for automatic updates. Installation itself works offline.
Optional hardware: a label printer or a laser printer with A4 label sheets for asset labels, and a USB barcode scanner for stock takes.