Insights on Using QR Codes for Fixed Asset Inventory Management
Original article: https://cli.im/article/detail/1906
Why Conduct Regular Fixed Asset Inventory Checks?
After fixed assets are put into use, they are managed by operational departments, leaving finance teams unable to track subsequent usage and status changes. Inventory checks every six months or annually become the only way to verify asset records.
Our organization's assets are distributed across various projects nationwide. Physical verification at each location would require unrealistic effort from finance teams. The legacy asset management system, limited to financial personnel, relies on manual reporting from project sites. Annual inventory processes involve coordinating with project teams for training and data collection, often resulting in delays, errors, and inefficient data consolidation.
IT colleagues recommended implementing a flexible complementary system instead of modifying the legacy platform. After evaluating several solutions, we chose CaoLiao QR Code system with customized asset tags. Field staff can now scan codes to submit data through configurable forms, enabling real-time tracking and exportable reports.
Our QR Code Implementation Strategy
Guidance Display: Each scanned code shows inventory instructions at the bottom of the page, helping branch administrators reference requirements and contact support when needed.
Dual-Status Tracking:
- Inventory Status: Indicates completion progress
- Usage Status: Reflects operational condition Verified assets are scanned using directory-listed codes, with statuses updating automatically upon submission.
Centralized Data Management:
- Real-time data access through workbench
- One-click Excel exports
Mobile Monitoring:
- WeChat Mini Program workbench displays status distribution statistics
- Plan completion tracking for scheduled inventories
