Physical verification of assets
Count the coolers, racks, vehicles and computers at a depot by scanning their QR tags. See at once which were found, which are missing, which turned up somewhere else 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.
- Racks and coolers move between depots without anyone updating the books.
- An asset is written off as lost and turns up later at another depot.
- 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 depot, 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 depot 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 at 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 depot's name the same way everywhere
- 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
Depot or admin staff (Asset Incharge)Starts the count, scans tags on the web or with the phone camera, and marks conditions.
Accountant (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 SmartMy Distribution 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 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 we count the coolers placed at retailers?
Yes, by place. The office makes a count on the web for the place typed on those coolers. An Asset Incharge opens it under Asset checks in the SmartMy Distribution app and scans each tag. Issues show which retailer has each cooler.What happens to an asset found at the wrong depot?
It is marked Found Elsewhere. After Done, Apply Places moves it to the depot 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 van, cooler, rack, forklift and computer your distribution business owns sits in one register with 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 depot being built gathers its cost until it becomes an asset.ASSETSAsset care, and assets issued and returnedGive a cooler, a display rack or a handheld to a retailer, a salesman or a depot. A salesman confirms in the app before the asset moves to them. Record its condition and any damage charge when it comes back. Keep each asset's warranty, maintenance contract and insurance, with a reminder 30 days before each one ends.ACROSS SMARTMY DISTRIBUTIONApproval chainsNew dealers, orders over credit, claims, returns, new retailers, points and gifts go to the right people in the right order, set up without code. Every decision is kept with who, when and why.DEALER STOCK AND MESSAGESDealer stock ledger, stock cover and suggested reorderEach dealer's stock of your items as a ledger, with its damaged and expired goods. See how many days of sales it holds, and the reorder that brings it back to your norm. One click turns the suggestion into a dealer order.
See your market on it.
Tell us how many dealers and salesmen you have, and how orders and claims reach you today. We will set up your dealers, price lists and beats with you.