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The most frequently asked questions about the list of fixed assets

The most frequently asked questions about the list of fixed assets

Advantas is an IT system that enables a quick and accurate inventory of fixed assets. Our potential customers and existing customers have various questions when it comes to the inventory of fixed assets, which we will answer in this blog.

Where can I check how many assets are listed?

On a handheld terminal, mobile phone or computer. On the screen you can see information about the amount of listed fixed assets and their location.

What should I do if I find an asset that is not listed in my location?

You can add an asset to that location – on a handheld terminal or on a mobile phone.

What can I do if I find a fixed asset that does not have a barcode (not sure if the label has fallen off or the asset is new)?

In this case, it is about the company's internal rules, so we cannot give a unique answer. What has proven to be a good practice is to supply the census commission with several new barcode labels and if the described situation occurs, first check if the asset is on the list of assets that should be in that location. In case the asset is at the location, a new barcode is stuck on it and we write a note on the terminal that the asset needs to be renumbered. In case the asset is not at the location, we stick a new code on it, add the asset to the list and write a note that it has been assigned a specific inventory number, no label was found and that it does not exist at the location. Reconciliation (and possible deletion of old numbers from the system) accounting works at the end of the list.

Can I write off a fixed asset?

Through the Advantas system, you can propose that the asset be written off. The further write-off procedure depends on the company and internal rules and processes.

Can I see previous inventories? Can we modify data on previous inventories?

If you want, you can store previous inventories. The system enables only one active inventory, so the other inventories must be locked. It is no longer possible to correct data in them.

What do I see on the report?

The reports are customizable according to the user's needs and can display any data that exists within Advantas. It is possible to filter such reports according to any criteria, and most often it is searched according to the criteria: listed/not listed/deleted in a way to filter by location.

Can the inventory be carried out by several people/commissions in parallel?

At the same time, several inventory commissions can make a list of fixed assets.

Can we track who is in charge of which asset?

Each asset can be tracked according to the person in charge of that basic asset, as well as the asset is tracked according to the place of cost, type of asset and other parameters that can be set.

Advantas - system for inventory of fixed assets

  • Quick and easy inventory
  • Using RFID technology
  • Ability to track the history of changes
  • Different levels of access
  • Secure data and document storage system

Is it possible to connect the system with the existing ERP?

Every connection to the ERP system is a new challenge. However, by applying the Advantas data manager and using files for data exchange or the application programming interface, we have successfully connected the Advantas system with different ERP systems so far...).

Can anyone with access to the system do whatever they want?

No, each person has their own level of approval based on which they are entitled to do certain things. This is how we distinguish different groups of users: an administrator with full rights, a user who has the right to view everything, a group that has the right to edit requests, and the census committee that has the simplest functions, such as executing the census itself.

Can multiple people administer the list?

Yes, each user has a unique username and password and a level of rights that determine what they can do.

What to do when we have assets that cannot be listed such as mobile phones, cars...?

We usually keep such funds in a "catalogue" where a bar code label is pasted next to the description of the funds and stored in a safe, easily accessible place, and during the inventory these funds are listed from the "catalogue" with a prior check of the condition of each fund according to the status of the person in charge.

What are the differences between handheld and mobile phone listings?

The handheld terminal is robust, which allows it to withstand shocks, falls on the ground, is resistant to moisture, etc. It has a built-in laser bar code reader that enables fast bar code reading, and there is no problem if the labels are partially damaged. A mobile phone meets the inventory requirements if we are talking about a smaller number of basic assets that need to be inventoried.

Is every smartphone suitable for the list of essential assets?

No, the smartphone must be equipped with Android operating system version 4.4 or higher and must have a camera that supports barcode reading.

What is the advantage of inventorying assets using RFID technology?

The biggest advantage is that such a list can be completed in a very short time. RFID labels are placed on fixed assets and in just a few seconds, all fixed assets are simultaneously "captured" in one simple operation.

Is there a greater chance of error if it is listed that way?

On the contrary, this way of working, just like the code and barcode, reduces the possibility of error. However, unlike the application of a bar code, the work is much faster, which means that both time and resources are saved.

Does Advantas help maintain fixed assets?

Yes. Advantas also has advanced functionalities related to receiving service requests, work orders containing tasks and a list of service activities. In addition, it is possible to store additional documents in the system (photos of the fixed asset, purchase invoice, service invoices, etc.)

Is it possible to track the activity history in the Advantas system?

It can. For each basic asset, we can track the history of changes on the computer, that is, separately for the handheld terminal and the computer, the time, type and value of the change and the user who made the change are recorded. In this way, greater security of work on basic assets is achieved.

Is the inventory of fixed assets mandatory in the Republic of Croatia?

Yes, the annual list of assets (inventory and list of fixed assets) is a legal obligation and must be carried out. This area is regulated by the Accounting Act, the Income Tax Act and the General Tax Act.

How is the data transferred from the terminal to the server and is it possible to do it remotely?

Wi-Fi is mandatory for synchronization and is done manually - no constant connection required. Synchronization requires both devices to be on the same network, so remote synchronization is possible using a VPN. VPN and network concerns are entirely up to the user.

Regular synchronization is recommended, but not required. This means that remote locations can be listed with the terminal and then synchronized. The terminal inside itself, apart from the mini version of the database from the server, also has its own database where it records everything listed/changed.

How can I learn more about the Advantas system?

Check out more on our website