Physical verification of assets
Count the plant, tools, instruments and site office equipment at a site or your yard by scanning their QR tags. You see what was found, what is missing, what turned up at another site and what is not in the register. You also see who saw each asset and when.
PLANSScale only
The problem it solves
- Your auditor asks for a physical verification, and your equipment is spread over six sites and a yard.
- Tools travel between sites in the back of a pickup and the register never catches up.
- A theodolite is written off as lost, then found at a finished site months later.
- Paper counts from sites arrive late and nobody matches them against the books.
How it works
- Print tags once: on the register, select the assets and print Asset Tag (QR), 60 x 30 mm, with the code, name and entity. Stick them on the machines and tool cases.
- Open Invoicing > Fixed Assets > Physical Verification > New. Type the Place (the site or yard as written on the assets) and pick categories such as Tools, or leave both empty.
- Press Start Count. Every running, paused or fully depreciated asset there is listed as Not Seen Yet.
- At the site, 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 at another site, or Not in Register. Or an Asset Incharge scans the tags with the phone camera, under Asset checks in the app.
- Press Done. What was not seen becomes Missing.
- Press Apply Places to move the assets found at this site to it in the register, with the move kept on each asset.
Everything it does
The count
- Numbered AVR/year/; date, place, categories, Counted By
- Draft, Counting, Done, Cancelled
- So Far: Expected, Found, Elsewhere, Missing
- Filters Open and With Missing; group by place or status
Each line
- Asset, code, Register Says and Found At
- Not Seen Yet, Found, Found Elsewhere, Missing, Not in Register
- Seen At, Seen By, condition (Good, Fair, Damaged, Not in Use) and a note
Matching
- By asset code or serial number, without regard to capitals
- By the place typed on the asset (Where), so name each site the same way everywhere
- The site of own plant in the plant register is not used: the count goes by the asset's Where
- Draft and disposed assets are not counted
After the count
- Apply Places records the moves
- Missing assets stay in the register until your accountant impairs or scraps them through the Asset change approval
Who uses it
Store keeper or site engineer (Asset Incharge)Starts the count and scans tags, on the web or with the phone camera.
Accounts (Asset Manager)Applies places and deals with missing assets.
AuditorReads the finished count.
Where you use it
- Web: Invoicing > Fixed Assets > Physical Verification; tags printed from Fixed Assets
- Any barcode scanner that types into the Scan field works; a laptop or tablet on site with signal is needed
- The SmartMy Construction app: 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 built: counting without signal. Not in the app: making a count or Apply Places
What you control
Settings
- Per count: place (empty: every place) and categories (empty: all)
- Tag size: 60 x 30 mm (fixed)
Approvals
- Asset change: impairing or scrapping a missing asset after the count goes through this chain
Questions
Can the site do the count on the Construction app?
Yes, once the office has made the count on the web. An Asset Incharge opens it under Asset checks and scans each tag with the camera. The app is built and in testing, not in the app stores yet. Counting without signal is not built.Our plant moves between projects. Does the count know where it should be?
It goes by the place typed on the asset. Plant moved to another project in the plant register keeps its old place on the asset. It stays until you move it there or apply places after a count.Are hired machines counted?
No. Only your own fixed assets are in the register. Hired plant stays in the plant register.Which plan has it?
Scale.Related features
ASSETSAsset care, and assets issued and returnedGive a total station, a drill, a generator or a laptop to a site engineer or a site. A site engineer confirms in the app before the asset moves to them. Record how it came back and any damage charge. Keep each asset's warranty, maintenance contract and insurance, and the person looking after it is told 30 days before each one ends.PLANT, SCHEDULE, QUALITY, SAFETYPlant register, log sheets and servicingEvery machine on your sites, own or hired, with a daily log sheet of readings, hours, idle time, breakdowns and fuel. Confirmed log sheets charge the project, and servicing falls due by date or meter reading. Own plant can become a fixed asset, be rented out, sold or scrapped.ASSETSTax book depreciation and capital work in progressKeep income-tax depreciation for your plant, vehicles and buildings by block, beside the depreciation in your books. You may build or install something for your own use, such as a batching plant or your own office. Its costs gather as capital work in progress and become a fixed asset in one entry.ACROSS SMARTMY CONSTRUCTIONApproval chainsBudgets, material requests, wage runs, work orders, subcontractor and client bills, client updates, piece work, permits and more need approval. They go to the right people in order, set up without code. Every decision is kept with who made it, when and why.
See your next site report on it.
Tell us what you build, how many sites you run and how your client hears about progress today. We will set up a project with you and send your first daily update.