Physical verification of assets
Count the assets in each lab, classroom and office by scanning their QR tags. See at once which were found, which are missing, which turned up in another room and which are not in the register. The count is kept with who saw each asset and when.
PLANSScale only
The problem it solves
- The auditor asks for a physical verification of fixed assets and you have only last year's register.
- Projectors, computers and lab instruments move between rooms without anyone updating the books.
- An asset is written off as lost and turns up later in another lab.
- A count on paper takes days to match against the register, and the differences are never followed up.
How it works
- Print the asset tags: on the register, select the assets and print Asset Tag (QR). Each 60 x 30 mm tag carries the asset code, name and Entity.
- Open Invoicing > Fixed Assets > Physical Verification > New. Under What to Count, type the Place (a room or lab, as written on the assets) and pick categories, or leave both empty for all.
- Press Start Count. Every running, paused or fully depreciated asset of that place and those categories is listed as Not Seen Yet.
- Walk the room and scan each tag into Scan with a barcode scanner, or type the code or serial number. The line turns Found, Found Elsewhere if the register put it in another place, or Not in Register for an unknown code. Or an Asset Incharge scans the tags with the phone camera, under Asset checks in the app.
- Press Done. Everything not seen becomes Missing. So Far shows expected, found, elsewhere and missing.
- Press Apply Places to move the assets found elsewhere to the place where they were found, kept in each asset's history.
Everything it does
The count
- Numbered AVR/year/; date, place, categories and Counted By
- States Draft, Counting, Done, Cancelled
- Counts: Expected, Found, Elsewhere, Missing (unseen lines count as missing)
- Filters Open and With Missing; group by place or status
Each line
- Asset, code, Register Says (the place on the asset) and Found At
- Result: Not Seen Yet, Found, Found Elsewhere, Missing, Not in Register
- Seen At, Seen By, condition (Good, Fair, Damaged, Not in Use) and a note
- Lines can also be marked by hand in the list
Matching
- A scanned code is matched to the asset code or serial number, without regard to capitals
- The place is matched as typed on the asset (Where), so write each room's name the same way everywhere, such as Chemistry Lab
- The count is by place, not by person: a laptop issued to a teacher is counted where its Where says
- Draft and disposed assets are not counted
After the count
- Apply Places moves assets found elsewhere and records the move
- Missing assets stay in the register: impair or scrap them with Change or Dispose, through the Asset change approval
Who uses it
Lab in-charge or office staff (Asset Incharge)Starts the count, scans tags on the web or with the phone camera, marks conditions and presses Done.
The accounts office (Asset Manager)Applies places and deals with what is missing.
AuditorReads the finished count with who saw each asset and when.
Where you use it
- Web: Invoicing > Fixed Assets > Physical Verification; tags printed from Fixed Assets
- Scanning works with any barcode scanner that types into the Scan field
- The Campus app, faculty view: Asset checks for the Asset Incharge. They open a count made on the web and scan each tag with the camera. The app is built and in testing, not in the app stores yet
- Not in the app: making a count or Apply Places; both are on the web
- Not built: photos of the asset with the count
What you control
Settings
- Per count: the place (empty: every place) and the categories (empty: all)
- Tag size: 60 x 30 mm (fixed)
Approvals
- Asset change: writing off or impairing a missing asset after the count goes through this chain
Questions
Can each lab in-charge count their own lab?
Yes. Make one count per lab with that lab's place. The in-charge needs the Asset Incharge role, and an Invoicing role to open it on the web.Can we count with a phone camera?
Yes. An Asset Incharge opens the count under Asset checks in the Campus app, faculty view and scans each tag. Finish marks what was not seen as missing. The app is built and in testing, not in the app stores yet.What happens to a projector found in the wrong room?
It is marked Found Elsewhere. After Done, Apply Places moves it to the room where it was found and records the move on the asset.Does a missing asset come off the books by itself?
No. It stays in the register as missing on the count. Your accountant impairs or scraps it, through the Asset change approval chain.What if we find something with no tag?
Type its serial number. If it matches an asset, it is found; if not, it is added as Not in Register so you can add it.Related features
ASSETSFixed assets: register, depreciation, tax book and work in progressEvery lab instruments, computers, projectors, library furniture, college buses and hostel fittings your college owns sits in one register. Each has its cost, depreciation and book value. Depreciation posts to your books each month, and income-tax depreciation is worked out by block beside it. A new lab block or a hostel wing being built gathers its cost until it becomes an asset.ASSETSAsset care, and assets issued and returnedGive a laptop or tablet to a faculty member, or a projector to a room. The faculty member confirms in the app before the asset moves to them. Record its condition when it comes back. Keep each asset's warranty, AMC and insurance, and the person looking after it is told 30 days before each one ends.ADMISSIONS AND STUDENT RECORDSBuildings, rooms and room bookingKeep your campus as sites, blocks, floors and rooms, with each room's type, capacity and code. Sections sit in their own rooms. Seminar halls, labs and auditoriums are booked for events and extra classes, never twice at the same time.ACROSS SMARTMY COLLEGEApproval chainsLeave, assignments, circulars, elective registrations, credit transfers, certificates, revaluations, fees, placement profiles and job notification forms go to the right people in the right order. You set the chains up without code. Every decision is kept with who made it, when and why.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.