Physical verification of assets
Count your assets on the ground: the machines in each depot, the tools in the workshop, the computers in the office. Scan each QR asset tag and see what was found, what is missing and what turned up somewhere else, with who counted it and when.
PLANSScale only
The problem it solves
- Your auditor asks for a physical verification of fixed assets, and the team spends a weekend with a printed list.
- A generator moved between depots months ago, and the register still shows the old one.
- A pump in the workshop is in no register at all.
How it works
- Print the tags once: tick the 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. Choose the Place to count, such as Depot North (empty for every place), the categories, and who counts.
- Press Start Count. Every asset the register places there is listed as Not Seen Yet.
- Walk round and scan each tag: with the camera in Asset checks in the SmartMy Rental Staff app, or with a scanner on the web. Each line turns Found or Found Elsewhere, with who saw it and when.
- Press Done. What was not seen is marked Missing. Apply Places moves the assets found elsewhere to where they were found.
Everything it does
The count
- States Draft, Counting, Done, Cancelled; counts of Expected, Found, Missing and Elsewhere as you go
- Running, paused and fully depreciated assets are counted; disposed ones are not
- Results per line: Not Seen Yet, Found, Found Elsewhere, Missing, Not in Register
- Condition: Good, Fair, Damaged or Not in Use, with a note
Places
- An asset's place is typed on it; a count finds the assets whose place is spelt the same, capitals aside
- Places are not linked to your depots or yard places: keep one spelling, such as the depot's name
- Apply Places records each move on the asset's Changes tab
Cars on hire
- A car out on hire is not in the yard: count cars when they are in, or check them through the rental order
- The Staff app's Vehicles screen scans the cars' own QR labels; Asset checks scans the asset tags
Who uses it
Depot or office staff (Asset Incharge)Scans the tags of an open count, on the web or in the Staff app, and marks what was found.
Accountant (Asset Manager)Closes the count, applies new places, impairs or scraps what is missing.
AuditorReads the finished count with who counted and when.
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 Rental 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
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.What if we find a machine 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.Can we count with the phone camera?
Yes. Asset checks in the SmartMy Rental Staff app scans the tags of an open count. The app is built and in testing, not in the app stores yet.Which plan has it?
Scale, with the fixed asset register.Related features
FLEET VALUEFixed assets: register, depreciation, tax book and work in progressEach car or machine can be a fixed asset in your books. It is depreciated month by month, by time or by the hours it was out on hire. The register also keeps your other assets, a tax book for income-tax depreciation by block, and capital work in progress.ASSETSAsset care, and assets issued and returnedKeep the warranty, maintenance contracts and insurance policies of your assets, with a reminder 30 days before each ends. Give an asset, such as a yard tablet or a pressure washer, to a person, a customer or a place. A staff member confirms it before it moves to them. Record its condition when it comes back.FLEET AND DEPOTSDepots, yard places and transfers with checksEach depot keeps its own yard: on hire, inspection, turnaround, out of service, in transit and own use. Cars move between those places by themselves as they go out, come back and are checked. You move cars between depots with a check at both ends.CUSTOMERSThe SmartMy Rental Staff app for the yardCounter and yard staff run the day from a phone. They see what goes out, comes back, is called off or overdue. They handle each car by QR scan, depot transfers and deliveries. Every handover and return check is done on the phone, with photos, readings, damage and signatures.
See your fleet on it.
Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.