Physical verification of assets
Count your own assets on the ground: the instruments in each van, the tools in the store, the laptops in the office. Scan each QR asset tag and see what was found, what is missing and what turned up somewhere else, with who counted it and when.
PLANSScale only
The problem it solves
- Your auditor asks for a physical verification of fixed assets, and the team spends a weekend with a printed list.
- A thermal camera has not been seen for months, and nobody can say when it was last counted.
- Instruments move between vans and the store, and the register still shows where they were bought for.
- You find a pump in the store that is not in the register at all.
How it works
- Print the tags once: tick the assets in Invoicing > Fixed Assets > Fixed Assets and choose Print > Asset Tag (QR). Each tag is 60 x 30 mm with a QR code of the asset's code.
- Open Invoicing > Fixed Assets > Physical Verification > New. Choose the Place to count, such as Van 3 (empty for every place), the categories, and who counts.
- Press Start Count. Every asset the register says is there is listed as Not Seen Yet.
- Walk round and scan each tag with a scanner into Scan or Type a Code, or type the code or serial number. Each line turns Found or Found Elsewhere, with who saw it and when. Or an Asset Incharge scans the tags with the phone camera, under Asset checks in the app.
- Press Done. What was not seen is marked Missing. Press Apply Places to move the assets found elsewhere to where they were found.
Everything it does
The count
- Numbered, with the date, the Entity, the place, the categories and Counted By
- States: Draft, Counting, Done, Cancelled
- Counts of Expected, Found, Missing and Elsewhere as you go
- Running, paused and fully depreciated assets are counted; disposed ones are not
Each line
- Results: Not Seen Yet, Found, Found Elsewhere, Missing, Not in Register
- Register Says and Found At, Seen At and Seen By
- Condition: Good, Fair, Damaged or Not in Use, with a note
- A code or serial that matches no asset is added as Not in Register so you can add it
Places
- The place of an asset is typed on it, such as Van 3 or Main Store. A count of one place finds the assets whose place is spelt the same, capitals aside
- Van 3 and Van-3 are two places: keep one spelling
- Places are not linked to the stock locations of the vans or to customer sites
- Apply Places records each move on the asset's Changes tab
Who uses it
Store keeper or office administrator (Asset Incharge)Starts a count, scans the tags on the web or with the phone camera, and marks what was found.
Accountant (Asset Manager)Applies the new places, and impairs or scraps what is missing.
Your auditorReads the finished count with who counted and when.
Where you use it
- Web: Invoicing > Fixed Assets > Physical Verification, on a computer, tablet or phone browser, with a barcode scanner if you have one
- The SmartMy Desk 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 in the app: making a count or Apply Places; both are on the web
- Not linked to customer equipment counts: the equipment on customer sites has its own register
What you control
Settings
- Per count: place (empty: all places), categories (empty: all), who counts
- Asset tag: 60 x 30 mm label with a QR code (fixed size)
Approvals
- Asset change: impairing or scrapping a missing asset afterwards waits for the chain, as on any asset
Questions
Can we count with the phone camera?
Yes. An Asset Incharge opens the count under Asset checks in the SmartMy Desk app 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 if an instrument is found in another van?
It is marked Found Elsewhere. After Done, Apply Places moves it to 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 and shows as missing on the count. Your accountant impairs or scraps it through the Asset change approval chain.What if we find a unit 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.Which plan has it?
Scale, with the fixed asset register.Related features
ASSETSFixed assets: register and depreciationYour vans, test instruments, tools, laptops and loaner units sit in one register with their cost, depreciation and book value. Depreciation posts to your books each month, and selling or scrapping an asset waits for your approval chain first.ASSETSAsset care, and assets issued and returnedGive an instrument to a technician, a ladder to a site or a tablet to a customer. A technician confirms in the app before the asset moves to them. Record its condition when it comes back. Keep the warranty, AMC and insurance of your vans and tools, with a reminder 30 days before each ends.ASSETSLoaner units while a customer's unit is in for serviceWhen a customer's laptop, TV or machine has to go to your workshop, lend them one of your own units from the ticket. They sign a loaner agreement with your terms, and the ticket does not close until the loaner is back.QUOTES, BILLING AND PURCHASEVan stock, parts issue and returnsEach technician's van is a stock location of its own. Parts used on a ticket come from the van, else the team's store, else the warehouse. They leave the stock on approval. Unused parts go back, vans are refilled from the warehouse, and technicians see their van in the app.ACROSS SMARTMY DESKApproval chainsQuotes, time and materials go to the right people in order before they reach the customer or the invoice. You add levels, such as a service manager for large quotes, without code.
See one of your own jobs run through it.
Tell us how a complaint reaches you today and what you bill for. We will show you the same job in SmartMy Desk.