Order
A centralized inventory with photos, fields specific to your business and a history of every change.
Fixed asset control
Do a physical count.
Right now.
Tap each asset in the office to scan it. When you close the count, the system tells you what is missing, what is damaged and what is in the wrong place.
Floor 2 · Accounting officeTap an asset to scan it
What each label means
- FoundIt is where it should be and under the right person's name.
- DamagedIt exists, but it is in poor condition.
- Wrong locationIt exists, but somewhere else.
- MissingIt is in the record and does not show up.
What isn't scanned doesn't count. That is why everything is walked through.
What changes
Order, visibility and loss prevention
Nobody thinks they have a problem with their assets until they lose one, a critical one fails or an audit arrives.
Visibility
Who holds each asset, where it is and since when, even if you have several branches.
Prevention and audit
Counts that detect missing and damaged items, and traceability for when the audit arrives.
Asset ledger
The whole life cycle, in one place
From purchase to disposal. Open each module.
MOD-01Assignments and custodiansWho holds each asset
Assignment and unassignment to a team member, with history. A user who has assigned assets cannot be deactivated. Custody card in PDF ready to sign.
MOD-02Transfers and disposalsWhere it has been and what happened
Transfers with user and origin and destination location, plus the document reference. Disposals store the reason and supporting document: the asset leaves the inventory but stays in the history.
MOD-03MaintenancePreventive, with alerts
Plans by time (days, months, years) or by usage (km, hours, cycles), next-date calculation, email alerts and configurable statuses. The costs feed the replacement analysis.
MOD-04DepreciationFour methods
Straight-line, sum-of-the-years' digits, units of production and accelerated, with an annual table and book value.
MOD-05RevaluationWith approval and traceability
Market value, replacement cost, income or insurance. Difference in green or red, appraisal date and custom fields, such as the appraiser's certificate. The value updates on approval. An increase goes to equity and a decrease to expense, as IFRS requires (IAS 16 and IAS 36). It is entered by hand because it requires an appraiser.
MOD-06Physical countFull or partial
Full for audits and fiscal close, and partial by location, custodian or category. It supports cycle counts, for example 20% every month. Conditions: found, missing, damaged or wrong location.
MOD-07Risk and replacementData-driven decisions
Risk assessment per asset (low, medium, high, critical) and a replacement analysis that recommends keeping, reviewing or replacing. It works from day one, using only the recorded depreciation.
MOD-08Approvals, roles and reportsControl and audit
Configurable approval workflows, roles and permissions per module, custom fields and reports of additions, transfers and disposals with Excel export.
Decision sheet
Keep or replace this equipment?
It compares accumulated maintenance with the original cost and the useful life consumed. It is the same rule the replacement analysis uses.
- Keep: maintenance under 50% of cost and useful life under 80%.
- Review: maintenance between 50% and 75%, or useful life between 80% and 100%.
- Replace: maintenance at 75% or more, or useful life exceeded.
Versus Excel
The spreadsheet everyone knows
Everything is in Excel and out of date. And at audit time you have to run around looking for information.
| A | B | C | |
|---|---|---|---|
| 1 | Laptop?? | Luis's one | 2019 |
| 2 | Monitor | #REF! | Floor 2? |
| 3 | Printer | Meeting room | no idea |
| 4 | Chair (x3?) | Ana | — |
| 5 | Laptop | #N/A | who has it? |
| Code | Asset | Custodian | Status |
|---|---|---|---|
| AF-00124 | Laptop 14" | Ana R. | Found |
| AF-00131 | Laptop 15" | Luis M. | Missing |
| AF-00157 | Monitor 27" | Ana R. | Found |
| AF-00163 | Printer | Meeting room | Wrong location |
| AF-00175 | Chair | Carla P. | Found |
Fixed Assets is designed to live alongside your ERP: it focuses on asset control in more detail and can be connected. We review the integration you need in the meeting.
For every department
Everyone sees what they need
Finance and accounting
Depreciation, revaluation, audit and reports. It organizes what you do by hand today.
Operations and IT
Assignment, location, maintenance and risk. Real operational control of assets.
Management
Visibility and data-driven decisions, without depending on manual reports.
How we start
From the spreadsheet to the first count
- 1
Demo with your case
We look at how many assets and branches you have and what you need to control.
- 2
Setup
We load your assets and adjust fields, roles, statuses and approvals to your company.
- 3
First count
You verify what exists and detect differences from the start.
Plans and pricing depend on the number of assets and branches. Write to us and we will send you a proposal.
Frequently asked questions
Does it work if I have several branches?
Yes. Every asset has a location and a custodian, and you can run partial counts by location so an auditor counts only what is at one site.
What is a partial count?
You verify only part of the assets: by location, by custodian, by category or by sampling. It is useful for cycle counts, for example 20% every month. To create one you use fields marked as filters.
Does it replace my ERP?
No. It focuses on asset control and is designed to live alongside your ERP. The integration is defined according to your case.
Can I customize the asset data?
Yes. Each company defines additional fields (text, number, date, photo and more) and decides where they are shown. Assets can also carry photos.
Why is revaluation manual?
Because it normally requires an appraiser and an accounting criterion that changes by asset type and country. The system records, approves and leaves a trail; the value is decided by the responsible person.
What happens if an employee leaves with assigned assets?
The system does not allow deactivating a user who has assigned assets. They are reassigned or transferred first, and everything stays in the history.
How much does it cost?
It depends on the number of assets and branches. Write to us and we will send you a proposal.
Arrive at your next audit with everything in order
Request a demo with your case. We show you Fixed Assets with data similar to yours.
gerencia@rgsolutions.pro