Physical verification of assets
Count the projectors, ACs, chairs and gym machines of each hall and room 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 list.
- Chairs and projectors move between halls for events, and nobody updates the books.
- A projector is written off as lost and turns up later in the board room.
- 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 as written on the assets, such as Main Hall, and pick categories. Leave both empty to count everything.
- Press Start Count. Every running, paused or fully depreciated asset of that place and those categories is listed as Not Seen Yet.
- Walk the hall 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 open Asset checks in the SmartMy Facility app, tap Start the count and scan each tag with the phone camera. Finish marks what was not seen as missing.
- 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 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
- 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, capitals aside
- The place must match the asset's Where as a whole, capitals aside; write each hall the same way everywhere
- The count is by place, not by person: a laptop issued to a caretaker 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
Caretaker or facility staff (Asset Incharge)Makes the count on the web. Starts it, scans tags and finishes it there or in Asset checks in the SmartMy Facility app.
The accountant (Asset Manager)Closes the count, 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; on a phone browser, type the codes
- The SmartMy Facility app: Asset checks for the Asset Incharge. Start a count made on the web, scan each tag with the phone camera and tap Finish. The app is built and in testing, not in the app stores yet
- Not in the app: making a count, and Apply Places
- Not linked to the facilities set up for booking: the place is the text typed on each asset
- 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
Notifications
- No message of its own; approvers of a write-off get Request Waits for Your Approval and a to-do
Questions
Can each caretaker count their own halls?
Yes, hall by hall: make one count per place as typed on the assets. The caretaker needs the Asset Incharge role. On the web they also need an Invoicing role; in the SmartMy Facility app they use Asset checks.What happens to a projector found in the wrong hall?
It is marked Found Elsewhere. After Done, Apply Places moves it to where it was found and records the move.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.Can we scan the door QR code of a room for this?
No. The door QR is for checking in to bookings. Asset counts use the asset tags printed from the register.Related features
ASSETSFixed assets: register and depreciationEvery projector, AC, sound system, gym machine and chair your facilities own sits in one register with its cost, depreciation and book value. Depreciation posts to your books each month, and selling or scrapping an asset goes through your approval chain first.ASSETSAsset care, and assets issued and returnedLend a projector to a hirer, a laptop to a caretaker or a PA system to a hall. A member of staff confirms what they receive, in the app or from the message, and the asset moves to them only then. Record its condition when it comes back. Keep the warranty, maintenance contract and insurance of each AC, lift and gym machine. The person looking after it is told 30 days before each ends.ACROSS SMARTMY FACILITYApproval chainsBookings that need approval in SmartMy Facility go through a chain of levels. For example: the facility's approvers, then the head of department or the principal. With no set-up only hall and auditorium bookings wait; you choose which other bookings need approval, and who decides at each level, without code.CHECK-IN AND NO-SHOWSCheck-in with the QR code on the door, and no-shows freedAsk people to check in when they arrive, by scanning the QR code on the door or tapping Check in. A booking nobody checks in to is released after the grace time, and leaving early frees the rest of the time.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.