Physical verification of assets
Count the machines, tools and equipment in each plant by scanning their QR tags with the phone or a barcode scanner. Each asset is marked found, found elsewhere, missing or not in the register. Those found elsewhere move to where they were found in one step.
PLANSScale only
The problem it solves
- The auditor asks for the year's physical verification, and it is a ticked printout nobody believes.
- Moulds, welding sets and pallet trucks move between plants, and the register still shows them where they were bought.
- A missing gauge or laptop is found only when its insurance renewal is due.
How it works
- Print the 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 plant or bay, 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 floor. In the SmartMy Manufacturing app, open the count and scan each tag with the phone's camera. On the web, scan into Scan with a barcode scanner or type the code or serial number.
- Each line turns Found, Found Elsewhere if the register put it at another place, or Not in Register for an unknown code. Press Done: everything not seen becomes 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
- So Far: 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, ignoring capitals
- The place is matched as typed on the asset, so write each plant'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 chain
Who uses it
Store or maintenance head (Asset Incharge)Scan the tags with the app and mark conditions.
Accountant (Asset Manager)Starts and 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
- The SmartMy Manufacturing app: Asset checks, to scan the QR tags of an open count with the camera and finish, for the Asset Incharge. Counts are started on the web (built and in testing, not in the app stores yet)
- Any barcode scanner that types into the Scan field 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 with a phone?
Yes. The SmartMy Manufacturing app scans the QR tags with the camera into an open count. It is built and in testing, not in the app stores yet; a barcode scanner on the web works today.What happens to a machine found in the wrong plant?
It is marked Found Elsewhere. After Done, Apply Places moves it to the plant where it was found and records the move.Does a missing asset come off the books by itself?
No. It stays in the register, shown missing on the count. Your accountant impairs or scraps it through the Asset change 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 machine, compressor, forklift, die and computer your factory owns sits in one register with its cost, depreciation and book value. A machine can depreciate by the hours it ran in production. Income-tax depreciation is worked out by block beside the books. A new shed gathers its cost until it becomes an asset.ASSETSAsset care, and assets issued and returnedKeep the warranty, maintenance contract (AMC) and insurance of your machines, compressors, forklifts and computers, and be told 30 days before each ends. Give a tool, a laptop or a gauge to a staff member, a job worker or a place. A staff member confirms it, on the web or the phone, before it moves to them. When it comes back, record its condition and any damage charge.PLANNING, QUALITY AND COSTThe SmartMy Manufacturing appAn Android and iOS app for supervisors, quality inspectors and maintenance technicians. It has today's figures, production orders, machines and jobs, andon calls, quality checks and repairs. Each is shown to the people whose role allows it. Operators keep working on the terminal.PRODUCTION AND JOB WORKPlants on every bill, and the plant summaryRun two or more plants under one GST number and still read each plant's own figures. Every invoice, bill and entry names its plant, and the Plant Summary shows each plant's stock, purchases, sales, margin, expenses and net for a period.
See your shop floor on it.
Tell us what you make, how many machines and people you run, and how production is recorded today. We will set up a line with you and run a job on the terminal.