Sharing Some Insights on Using QR Codes for Fixed Asset Inventory

Original: https://cli.im/article/detail/1906

Why is Regular Fixed Asset Inventory Necessary?

Once fixed assets are put into use, they are managed by the respective operating departments. Consequently, the finance department cannot promptly track the subsequent usage and status of these assets. They can only verify the fixed asset accounts through inventories conducted every six months or annually.

In our organization, assets are scattered across various projects. Physically visiting each location for verification is impractical, as the assets are distributed nationwide, and the finance team simply lacks the resources to conduct on-site inventories everywhere.

The existing fixed asset system has been in use for many years, with access permissions limited to finance personnel. Inventory data must be reported by project departments and then manually compiled into reports. Every year during inventory, we must pre-assign personnel from various projects and provide training. Project staff often procrastinate, are careless, or敷衍了事, resulting in fragmented data that is inefficient to consolidate into reports.

Our IT department colleagues mentioned that modifying the existing system or performing secondary development is quite troublesome. They recommended purchasing a more flexible system to use in combination. We tried out several tools, comparing their features.

Ultimately, we decided to use CaoLiao QR codes, creating them in the form of asset tags. Colleagues in operating departments can scan the codes to submit data anytime. We can customize forms based on the data we need to collect. Real-time data is accessible from the backend and can be exported directly for report generation.

Here's How We Use the QR Codes

1. After scanning the code, instructions for the inventory requirements are displayed at the bottom of the page. This helps asset managers in various branches check the work requirements at any time. If questions arise, they can contact the working group.
2. For assets that are on the books, locate the QR code on the physical asset via the directory, scan it to record the inventory results. After submission, the device status updates automatically. There are two types of statuses: one is the inventory status, primarily used to indicate whether inventory is completed; the other is the equipment usage status.
3. All inventory data is stored in the management backend. It can be queried or exported to Excel.
4. The mobile WeChat Mini Program workbench can count the distribution of quantities for each status. If plans are set, it can also track the completion progress of inventory plans.