Physical verification of assets
Count the laptops, phones, monitors and furniture in an office by scanning their QR tags. See what was found, what is missing, what turned up in another office and what is not in the register. Each count keeps who saw each asset and when.
PLANSFrom Growth
The problem it solves
- Your auditor asks for a yearly count of laptops and phones, and the list in the sheet is two years old.
- Monitors and docking stations move between floors and offices without anyone noting it.
- A laptop is reported lost, then found in a cupboard in another branch.
- Counting by hand takes days, and the differences are never followed up.
How it works
- The count works on your fixed asset register. Add laptops and phones there, or press Fixed Asset on a piece of equipment you already issue to employees. A category set to Not Depreciated needs no accounts.
- Print the tags: select the assets and print Asset Tag (QR), 60 x 30 mm, with the code, name and entity.
- Open Invoicing > Fixed Assets > Use and Upkeep > Physical Verification > New. Type the Place (an office or floor, as written on the assets) and pick categories, or leave both empty. Press Start Count.
- 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.
- Or open Asset checks in the SmartMy HRMS app, tap Start the count and scan each tag with the phone camera. Finish marks what was not seen as missing.
- Press Done. Anything not seen becomes Missing.
- Press Apply Places to move the assets found in another office to where they were found.
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); name each office the same way everywhere
- Draft and disposed assets are not counted
Assets with employees
- Equipment issued to employees in HRMS is linked to its fixed asset one to one (Fixed Asset on the equipment, Make Equipment on the asset)
- The count goes by the place on the fixed asset; it does not read which employee holds the equipment
- A laptop at an employee's home is found only if they bring it in for the count
Who uses it
IT or admin (Asset Incharge, in Fixed Assets)Makes the count on the web. Starts it, scans tags and finishes it there or in Asset checks in the SmartMy HRMS app.
Asset Manager (Fixed Assets)Closes the count, applies places and deals with missing assets.
AuditorReads the finished count.
Where you use it
- Web: Invoicing > Fixed Assets > Use and Upkeep > Physical Verification; tags printed from Fixed Assets
- Any barcode scanner that types into the Scan field works
- The SmartMy HRMS 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
- Employees cannot confirm the assets they hold through a count
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
Do we need accounting to use it?
No. Make a category with the method Not Depreciated. Its assets confirm without accounts and are counted like any other.Our laptops are already in the employee asset register. Do we enter them again?
No. Press Fixed Asset on each piece of equipment. It opens a fixed asset with the name, serial number and cost filled in.Can employees confirm their laptop from home?
Not through the count. They acknowledge assets when they are issued, in the app. The count is done where the assets are.Which plan has it?
Growth and Scale.Related features
LETTERS, CARDS, DOCUMENTS, ASSETSAssets issued to employeesLaptops, phones, SIM cards, keys and uniforms go out on a request that is approved, handed over and acknowledged by the employee. When they come back damaged or not at all, the charge is recovered from salary, at once or in monthly instalments.ASSETSSoftware licences, seats and renewalsKeep every software licence your company pays for, with its seats given to people or laptops. You can never give more seats than you bought. The person looking after a licence is told 30 days before it ends. When HR relieves a leaver, their seats are freed at once.ACROSS SMARTMY HRMSApproval chains and one approvals inboxEvery HR request, from a day's leave to the full and final, goes through its approval chain and waits in one Approvals inbox. Levels, approvers, reminders, escalation and stand-ins are settings you control, per Entity and kind of request.EXITResignation, exit interviews and clearanceAn employee resigns, or HR records a termination, retirement or other separation. The notice comes from your policy, the manager and HR approve, every department clears the leaver, and the exit interview is on record.
See your own month run in it.
Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.