Physical verification of assets
Count the assets in a building or store: print QR tags, and scan or type each one. Then see which were found, are missing or have moved. Apply the new places in one step.
PLANSScale only
The problem it solves
- The auditor asks whether the air-conditioners in the register still exist.
- Furniture moves between floors and the register still shows the old place.
- A missing pump is found only when it is needed.
How it works
- Print tags once: tick assets in Invoicing > Fixed Assets > Fixed Assets and choose Print > Asset Tag (QR). Each tag is 60 x 30 mm.
- Open Invoicing > Fixed Assets > Physical Verification > New: the place to count (empty for every place), the categories and who counts.
- Press Start Count. Every asset the register expects there is listed as Not Seen Yet.
- Walk round and scan each tag: with the camera in Asset checks in the SmartMy Lease Staff app, or with a scanner on the web. Each line turns Found or Found Elsewhere.
- Press Done: what was not seen is marked Missing. Press Apply Places to move found-elsewhere assets to where they were found.
Everything it does
The count
- States Draft, Counting, Done, Cancelled; counts of Expected, Found, Missing and Elsewhere
- 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
- Condition Good, Fair, Damaged or Not in Use, with a note; seen at and seen by
- An unknown code is added as Not in Register
Places
- The place is typed on the asset, such as Tower B, Floor 3; spell it the same each time, capitals aside
- Places are not linked to properties or units: use the asset's Property and Unit fields for that
Who uses it
Accountant (Asset Manager)Starts counts, applies places and deals with missing assets.
Facilities staff (Asset Incharge)Scans the tags on the ground, on the web or in the Staff app.
AuditorReads the result of each count.
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 Lease Staff app: Asset checks, to scan the tags of an open count with the camera, for the Asset Incharge. Counts are started on the web (built and in testing, not in the app stores yet)
What you control
Settings
- Per count: place (empty: all), categories (empty: all), who counts
- Asset tag: 60 x 30 mm with a QR code (fixed size)
Questions
Can we count with a phone?
Yes. Asset checks in the SmartMy Lease Staff app scans the tags of an open count with the camera. The app is built and in testing, not in the app stores yet. A phone browser works too.What happens to missing assets?
They are marked Missing on the count. Impair or scrap them on the asset if they are really gone.Can we count one property at a time?
Yes, by the typed place on the assets, such as the building name.Related features
ASSETSFixed assets: register and depreciationYour buildings, lifts, chillers, generators and furniture sit in one register with their cost, depreciation and book value. Each asset can belong to a property and a unit, and the property shows what its assets are worth in the books.ASSETSAsset care, and assets issued and returnedKeep the warranty, maintenance contracts and insurance of your lifts, generators and pumps, with reminders before each ends. Record assets given to a person, a tenant or a place, and their condition on return. A staff member confirms what they receive before it moves to them.PORTFOLIOProperties, blocks, floors and units with keys and access cardsKeep every building down to the unit: blocks, floors, unit type, areas, asking rent, features, keys and access cards. Each unit shows whether it is vacant, reserved, let or under notice, worked out from its leases.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.