Physical verification of assets
Count the ovens, freezers, tables and counter equipment of each kitchen and outlet 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.
PLANSScale only
The problem it solves
- The auditor asks for a physical verification of fixed assets and you have only last year's list.
- Bain-maries, tables and freezers move between the main kitchen and the counters, and nobody updates the books.
- A deep freezer is written off as lost and turns up later at a satellite counter.
- 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 Kitchen, 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 kitchen and scan each tag into Scan with a barcode scanner, or type the code or serial number. The line turns Found, Found Elsewhere, or Not in Register for an unknown code.
- Or open Asset checks in the SmartMy Feast Manager 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 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 must match the asset's Where as a whole, capitals aside; write each place the same way everywhere
- The count is by place, not by person: a tablet issued to a cashier 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
Kitchen or outlet manager (Asset Incharge)Makes the count on the web. Starts it, scans tags and finishes it there or in Asset checks in the SmartMy Feast Manager 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 Feast Manager 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 the stock count: food and stores are counted in the store, not here
- Not linked to the outlets and kitchens of Food Service: the place is the text typed on each asset
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 kitchen manager count their own kitchen?
Yes: make one count per place as typed on the assets. The manager needs the Asset Incharge role. On the web they also need an Invoicing role; in the SmartMy Feast Manager app they use Asset checks.What happens to a freezer found at the wrong counter?
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 chain.Is this the same as the stock count?
No. The stock count is for food and stores in the store. This count is for equipment and furniture in the fixed asset register.Related features
ASSETSFixed assets: register and depreciationEvery combi oven, cold room, dishwasher, deep freezer and dining table your kitchens and outlets own sits in one register. It has 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 returnedGive a tablet to a cashier, a food trolley to a counter or a hot case to a catering client. 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 cold room, oven and dishwasher. The person looking after it is told 30 days before each ends.ACROSS SMARTMY FEASTApproval chainsDecide who approves what in your canteen. It may be a void or discount at the counter, a guest meal or a promotion. Or an indent, a purchase request, a stock count difference or wastage. Each kind has its own chain per Entity, with levels and amounts, and small requests can go through at once.
See it with your own menu.
Tell us how many outlets you run and how people pay today. We will show you a day in your mess or canteen on SmartMy Feast.