Inventory of fixed assets and equipment, carried out using the traditional method, is an extremely time-consuming process and exposed to a high risk of errors. The employees of the accounting department are required to be quick and reliable both at the stage of accounting for census data, comparing them with the records and preparing the final inventory documentation.

 

The solution to the above challenges is a dedicated IT system for electronic records and inventory of the company’s assets. The company Optidata Sp. z o.o. already in 2002, it launched the innovative AMS OPTIest® software, which after many years was recommended in the Communication No. 2 of the Minister of Finance of July 20, 2016. The announcement presents good practices and tips favoring the correct and efficient inventory by taking a physical inventory. Particular attention was paid to the benefits of IT support for this process and the use of the latest technologies and devices for the flawless identification of assets:

 

„IT support for inventory taking through physical inventory counting speeds up the inventory process and reduces the risk of errors”. (pkt. 69)

 

The IT support referred to in the communication consists of:

  • electronic completion of inventory documentation,

  • use of specialized software designed to carry out physical inventory,

  • conducting an inventory using mobile devices using software.

 

Appropriate organization, as well as the correct and efficient course of the physical census – as we read further in the Communication – primarily affect the credibility of the results and reduce the time and cost of the census and reduce the disruption of the entity’s operations during the census.

 

The implementation of a comprehensive AMS OPTIest® solution in the company in the form of a system, devices and methods of permanent property marking allows for the automation of the process.

 

Key functionalities of the AMS OPTIest® system:

  • fixed assets management,

  • controlling the full life cycle of assets,

  • viewing shortages for a given census area on the screen of the device,

  • preparation of permanent labels with an overprint that uniquely identifies or connects it with the records,

  • automatic generation of inventory sheets (partial and final) by the system,

  • loading documents / instructions / inventory regulations from the disk,

  • supplementing detailed information about the property during the census, e.g. serial number, technical condition, photo documentation,

  • automatic generation of the work schedule by the system, which allows to monitor the correctness of the census pace,

  • online synchronization in real time – the person who settles the census can see the data that the census team just entered into the system

  • using a mobile application that can be installed on any Android device increases the comfort and efficiency of work.

  • electronic signature of documents (helps with inventory of property in the home office).

 

Our solution is already used by:

 

 

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