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Barcode for faster inventory of fixed assets in the Municipality of Kamnik

29/04/2020
Barcode for faster inventory of fixed assets in the Municipality of Kamnik

Due to the large number of locations and fixed assets, the inventory presented a challenge mainly from the point of view of managing inventory comitee and data collection in one place.

The challenge

The administration of the Municipality of Kamnik manages about 200 sites and 4,500 fixed assets located at various work sites: in a municipal building, a museum, a fire station, at a bus station ... Due to the large number of locations and fixed assets, the inventory presented a challenge mainly from the point of view of managing inventory comitee and data collection in one place.

The members of the comitee undertook the audit outside the regular work hours which reguired additional coordination among them. Sick leaves and delays caused delays and possible delay of deadlines. Additional challenge was the movement of fixed assets during the year, which were not regularly recorded, and as a result the inventory had problems locating the transferred fixed assets.

The solution

The municipal administration decided it was time to switch to an electronic inventory of fixed assets. They selected Spica, which, through its 30 years of experience and over 500 electronic census installations throughout the region, was able to provide proven equipment and services at the highest level. They decided on a Frontman FIND solution consisting of software and a handheld terminal. Two terminals were selected for their needs. The installation itself and the training on how to use the system lasted an hour, so that the regular working processes were virtually undisturbed. At the first completion of the comitte, the previous labels, which were manually inventoried, were replaced with bar code labels, in the same step the fixed assets were merged, where necessary, and the fields of individual fixed assets were reconciled immediately through the terminal. The FIND system has been seamlessly integrated with their ERP provider - Grad, enabling them to directly export census data and make reporting easier.

"The audit with the terminals is faster - we have two terminals, one is in use, the other is being filled, the audite teams can be changed smoothly, and the next day we have all the information."

Results

Since the launch of Frontman Find, the inventory in the Municipality of Kamnik is faster, easier and practically error-free, as it is based on the reading of unique bar codes. Terminals record fixed assets locations, which facilitates their subsequent search, as well as their cost location, which makes accounting job much easier. As the audit data are combined with the final inventory report, the audit can be performed simultaneously by several committees.

In the first audit, the Municipality of Kamnik re-numbered all fixed assets and optimized their labeling. With Frontman FINS it is possible to add new assets on-site together with all the comments, inconsistencies and corrections. In the same way also suggestions for writing off the assets can be on during the audit (on the location).

Control of the movement of fixed assets became a routine task with Frontman FIND.  The municipality got rid of manual entries and typing, thus reducing the time  needed for implementing the audit.  

Advantages of Frontman FIND

  • Recording of movements of assets and other activities during the inventory
  • Entering comments and corrections during the audit
  • A submition of a proposal for write-off during the census
  • Time stamp of the date and time of audit
  • Simultaneous audit performed by different comitees is possible
  • Integration with the majority of accounting programs and ERP systems