Physical verification of assets
Count the assets in each shop and godown 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.
- Pallet trucks and racks move between godowns, and the register still shows them where they were bought.
- A missing 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 shop or godown, 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 godown. In the SmartMy Trade 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 shop'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
Shop or godown 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 Trade 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 Trade 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 an asset found at the wrong godown?
It is marked Found Elsewhere. After Done, Apply Places moves it to the godown 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 delivery van, forklift, rack and computer your business owns sits in one register with its cost, depreciation and book value. Depreciation posts each month, income-tax depreciation is worked out by block beside it, and a new godown gathers its cost until it becomes an asset.ASSETSAsset care, and assets issued and returnedKeep the warranty, maintenance contract (AMC) and insurance of your vans, forklifts and computers, and be told 30 days before each ends. Give an asset to a staff member, a customer or a shop, on the web or the phone. A staff member confirms it before it moves to them. When it comes back, record its condition and any damage charge.BILLING AND STOCKThe SmartMy Trade appOne phone app for the whole shop. The owner sees today's figures, billing staff make and share bills, and anyone with credit work sees a party's ledger and takes payments. Storekeepers receive, dispatch and count by scanning, and managers approve held bills. Each person opens on the screen their work starts from.BILLING AND STOCKStock on hand, goods in and out, and stock countsStock moves by itself when you bill, return, receive or dispatch, so the stock on hand is the real figure. Storekeepers receive and dispatch goods by scanning on the phone, and a count started on the floor is applied by a manager.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.