Physical verification of assets
Count the beds, ACs, geysers and furniture of each building and room by scanning their QR tags. See at once which were found, which are missing, which turned up in another room and which are not in the register. The count is kept with who saw each asset and when.
PLANSScale only
The problem it solves
- The auditor asks for a physical verification of fixed assets and you have only last year's list.
- Mattresses, chairs and table fans move between rooms as residents come and go, and nobody updates the books.
- An AC is written off as lost and turns up later in the manager's office.
- 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 a room, 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 room and scan each tag into Scan with a barcode scanner, or type the code or serial number. The line turns Found, Found Elsewhere if the register put it in another place, or Not in Register for an unknown code.
- Or open Asset checks in the SmartMy Stay Staff 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 room the same way everywhere, such as Block A Room 204
- The count is by place, not by person: a laptop issued to a warden 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
Caretaker or property staff (Asset Incharge)Makes the count on the web. Starts it, scans tags and finishes it there or in Asset checks in the SmartMy Stay Staff 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 Stay Staff 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 linked to the rooms and beds of Hostel or to room inspections: the place is the text typed on each asset
- 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
Notifications
- No message of its own; approvers of a write-off get Request Waits for Your Approval and a to-do
Questions
Can each warden count their own block?
Yes, room by room: make one count per place as typed on the assets. The warden needs the Asset Incharge role. On the web they also need an Invoicing role; in the SmartMy Stay Staff app they use Asset checks.What happens to an AC found in the wrong room?
It is marked Found Elsewhere. After Done, Apply Places moves it to the room where it was found and records the move on the asset.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 approval chain.What if we find a washing 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.Related features
ASSETSFixed assets: register and depreciationEvery bed, mattress, AC, geyser, refrigerator and washing machine your properties own sits in one register with 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 laptop to the desk, a mattress to a room or an iron to a resident. 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, AMC and insurance of each AC, geyser and washing machine; the person looking after it is told 30 days before each ends.CHECK-OUT AND SETTLEMENTRoom kits and their condition at check-in and check-outEach room type has a kit (cot, mattress, cupboard, fan), and each room holds its kit in stock. The room's condition is recorded when a resident checks in and when they leave. Damaged and missing items become charges on the stay. It needs the Inventory app in your account.DAILY LIFERoom inspections and incidentsCaretakers inspect rooms from a checklist, record what they find with a photo and charge damage to the resident responsible. Incidents are logged with the residents involved, and closed with the action taken, a written warning or a fine.ACROSS SMARTMY STAYApproval chainsEvery approval in SmartMy Stay goes through a chain. That covers leave and out-passes, room change requests, final settlements, club events and club joining, and changes to fixed assets. With no set-up the usual people decide; you add levels, such as the owner after the manager, without code.
See it with your own beds and rent plan.
Tell us how many beds and properties you run. We will show you a booking, a month of rent and a move-out, set up the way your PG works.