The Application of Barcode Technology in the Management of Fixed Assets
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Fixed assets are an important part of corporate assets and an important material basis for ensuring the development of various tasks. Although the fixed asset management software that has appeared in recent years has solved the problem of manual bookkeeping to a large extent, most systems use manual data entry, which is not only slow and error-prone, but also has physical assets and assets in asset management. The serious problem of disconnection of accounting information is difficult to meet the needs of management, and it is not compatible with advanced network management methods.
Scientifically managing fixed assets is a basic task. Good asset management can reduce waste, increase asset utilization, and directly reduce operating costs. Combining barcode technology can make the management of fixed assets easier and simpler. In fixed asset management, the main function of bar codes is to realize fast and accurate data collection. It has the characteristics of fast speed, high accuracy rate, easy production and low cost, which greatly simplifies the operation and improves the work efficiency. The introduction of bar code technology effectively solves the problems of fixed asset management such as the correspondence between information flow and poor-product physical logistics, making it easier and more effective for enterprises to manage fixed assets. In this article, we will give you a detailed introduction to the application of barcode technology in the fixed asset management system of administrative institutions and other units.
1. Application of Fixed Assets Management System in Administrative Institutions
Fixed assets are necessary material conditions for maintaining normal operations. Whether the structure of fixed assets is reasonable, whether the use is effective, and whether the accounting is correct is directly related to the physical management of assets and financial accounting. Therefore, to strengthen the accounting and management of fixed assets, to manage and use them well, the purpose is to protect the safety and integrity of fixed assets and improve the efficiency of the use of fixed assets, give full play to their effectiveness, save funds, and ensure that the administrative undertakings Healthy development and improved efficiency are of great significance.
The People’s Government of XX District was newly formed by two districts, with geographical expansion and rapid growth in assets. In order to prevent the loss of state-owned assets, optimize the allocation, improve the efficiency of use, and save the national financial expenditure, it is decided to further regulate the fixed asset management of administrative institutions in the whole district and realize the information management of fixed assets of administrative institutions at the district level. The interim measures for the management of fixed assets of administrative institutions have been formulated, a leading group of fixed assets management has been established, and the implementation measures, scope, and time arrangements for the management of fixed assets of administrative institutions have been issued.
In view of the fixed asset management system provided by our company, combined with the district people’s government’s fixed asset management measures, certain customized amendments have been made to the fixed asset management system.
1. In order to ensure the original data of the assets, the “Asset Ownership” field is added to the system and the block building card. This field has 2 states: 0 and 1, which means “XX area” and “YY area”. You can choose in the input of the system. The card display mode is:-a multi-select box, and the text is: XX area assets. When this item is selected, it means that the asset is in the XX area, and when it is not selected, it is in the YY area.
2. A drop-down list is added to the query, report, and inventory interface. The content is: the whole area (XX area, YY area) and statistics can be made according to the selected content. When selecting “full area”, it is equivalent to selecting all assets.
3. Fixed asset cards are divided into two categories, real estate and non-real estate (yang card).
4. According to the detailed rules of administrative institutions, revise the “method of purchase” and the related reports for statistics of the method of purchase. Purchase method: within budget, outside budget, self-raised, allocation, donation, inventory, etc.
5. Revised the “Monthly Statistics of Fixed Assets Report II” and the “Annual Report of Fixed Assets Classified Statistics”. For the format, see “Fixed Assets Classified Statistical Yearly Report. x: s”. Among them, the total purchases are within the budget + extra-budgetary + self-raised.
6. Modify the “Exit Method” and the related reports that are counted by exit method. Withdrawal methods: scrap, transfer, inventory loss, invalidation, donation, transfer.
7. Add the “Area” field, see the “Fixed Assets Inventory Loss List. x, s” in the format, and add a print preview, especially in the “Comprehensive Query”.
8.Added second-level operator authority management
Operators of the two levels of the general part, one can see and operate the assets of the subordinate unit, and the other can only see and operate the assets of the unit. In order to ensure that the data entered in the fixed asset system of the whole district is consistent with the relevant data registered and retained by the finance department, the district fixed asset management leading group has calculated the original value or appraised value of fixed assets and the depreciation of fixed assets calculated on this basis , The number of assets, the entered data and time, the retirement of fixed assets and other matters shall be coordinated, communicated and unified with the financial department of the subordinate unit.
Relevant systems and regulations for the implementation of fixed assets management of administrative institutions have been formulated: asset entry and bar code pasting work, the responsible person is clear; asset retirement, transfer, and borrowing procedures are established and improved; original regulations and corresponding documents for similar assets measure. The asset management department of the subordinate unit of the district provides asset classification, asset ownership department, asset custodian, etc.
The project team of our company and the fixed asset management leading group of XX district are carefully organized to conduct systematic training (system structure and operation) for the asset custodians and related personnel of the district units in 2-3 batches before entering the implementation stage.
2. System implementation
Fixed asset management system one operation process (see Figure 1)
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1. Asset information entry
A.Classification and increase of fixed assets
In the fixed asset management system, all fixed assets are classified and classified completely in accordance with national standards. The user can also redefine it according to the actual situation.For some specific fixed assets such as: the division of HUB, it is possible
It is used by communication equipment, and may also be used in network equipment, so we have to make a unified classification when entering the system. At the same time, some new fixed asset equipment may appear over time. The entry of such fixed assets requires the creation of fixed asset categories. In the early stage of software use, it is recommended to use the query function to query the classification of this asset before the asset is entered, which should be consistent with the previous classification.
Asset entry considers the name first, and the purpose from the name. Assets with special names or uses should be specified in “Remarks” and “Sui Ming”. When entering each asset, it should be implemented into a specific brand, model and type, such as ” “HP 6L laser printer”, this name will be reflected on the label, it should be clear at a glance, dim; can only write “HP” to avoid differences when there are too many similar products, and the inability to distinguish models will affect efficiency.
B. The departments of administrative agencies are different from enterprises and institutions, and they can be increased or decreased in the department setting.
C. The custodian of fixed assets is clear. The custodian of fixed assets must be put in place, and each department can designate a person who is responsible for keeping all the assets of the department. When borrowing from each other, this person must handle it and implement it in writing.
D.Use period and depreciation month
The use period and the depreciation month can be different, subject to the regulations of the financial department. The depreciation method of administrative agencies is different from that of enterprises and institutions, and the depreciation rate can be filled in according to specific regulations.
E.Character input status
2. Pay attention to the character input status when entering assets, and only numbers can be input in some places.
3.Generate asset barcodes and asset schedules by department after review
4. Pasting of asset barcode labels (with barcode labels and related schedules)
5.Inventory process and matters needing attention
A. Before the asset inventory, you need to download the department’s asset information to the barcode reader, and then bring the fixed asset inventory table, or you can print out all the asset statements of the department for on-site query. During the on-site inventory, the inventory reader will prompt, immediately contact the custodian, ask the reason, and record it in the fixed asset inventory table. After all the inventory is completed, use the query function of the reader to query the “abnormal” and “non-inventory” information. If this happens, contact the custodian immediately and record the inventory loss of all assets on another fixed asset inventory table— Information, come back to enter uniformly, adjust the data according to the recorded content, and adjust the assets that need to be adjusted in “Add”, “Delete”, and “Transfer”.
B. Targeted design of the first and second inventory table of fixed assets. In the process of taking inventory of fixed assets for the first time, we will learn about the specific name of the fixed asset, the department where it is located, the current status of use, and so on. For the second inventory of fixed assets, we may not accurately reflect the department where the fixed assets are located during the first inventory of fixed assets. We need to do corresponding asset adjustments. At this time, we need to perform fixed assets based on the actual situation. Transfer.
C. Standardize the relevant documents in the implementation of the system. In the implementation of the fixed asset management system, there are a lot of fixed asset inventory profit and loss data. For these fixed asset data, our on-site system implementation engineers often think that the fixed asset inventory profit and loss data is not particularly large. Relevant data records were made, but the recorded data was not unified, saved, and organized. As a result, when we finally summarized the fixed assets, the data could not be balanced.
D.Develop a fixed asset inventory table
In the process of initial pasting and counting of fixed asset barcodes, some fixed assets may not be able to achieve one-to-one correspondence in the first time. For the extra fixed assets, we need to register on-site for the next step of data adjustment.
E.Statistics summary
When uploading data after inventory, you must first clear the inventory table in the system to avoid confusion between the previous inventory data and this data.
F. Handling of abnormal situations (according to regulations)
G.Asset correction in the system
H.Summary statistics
I.Targeted treatment
J. Generate the final report (the required report format is partly different from the current asset management software and needs to be slightly modified) After the latest monthly report is generated, all assets must be locked. Because if the report is generated, the asset needs to be locked. Once these assets are locked, if they are modified, the system will remind users to regenerate monthly reports to reduce the distortion of report data.
K.Asset database preservation
In “assets”, there is a database file of “assets.db”, and the built fixed asset data are stored in it, which can be copied out and used and backed up on other machines.
In addition, under what circumstances should the asset splitting function be used? Generally, assets cannot be split, but for some special cases, such as when the property rights of the real estate change, the original real estate needs to be dismantled and treated separately. The sum of the original value and area of each asset must be equal to the original value and area before the split.
After more than a month, we have completed the implementation and integration of the entire region’s fixed asset management system, including centralized server-side and dozens of work sites, network operation, internal and external network switching, and so on.
Under the unified guidance of the district’s fixed asset management leading group and the joint efforts of the asset management departments of the district’s subordinate units, the “Fixed Asset Management System for Administrative Institutions” is operating well. After a period of normal use of the fixed asset management system, the “Fixed Asset Management System for Administrative Institutions” passed the system test and acceptance jointly held by the district people’s government: five subordinate units (acceptance includes: data backup, data collection function, system operation Dozens of acceptance items such as speed, comprehensive query, system authorization function, etc.). The meeting unanimously agreed that the software development of the “Administrative Institutions Fixed Assets Management System” meets the requirements, the system is operating well, and it is accepted as qualified.
After using this system, the unified management of fixed assets in the whole district is realized. The district asset management department can grasp the usage of fixed assets in the whole district in real time. After each subordinate unit purchases every asset, it must record and print the barcode in time. At this time, the managers of the time zone or the subordinate units can track the purchase of assets in the counting machine, and can understand the purchase of assets of one or more units or even the entire area through the combination query. Every year, the district asset management department can first find out possible problems through inquiries to subordinate units, and organize specialized personnel to perform key checks, so that it is highly targeted, and it is convenient to use the statistical analysis function in the fixed asset management system. To understand the changes in the fixed assets of the subordinate units in a timely manner, and to investigate the root cause of the problem in time. For example, querying the annual change of a certain unit’s fixed assets can not only grasp the total asset growth and percentage, but also refine the changes of one type of asset and one type of asset. These tasks often take several weeks to perform in manual mode. , After arduous calculation work can obtain the required information. For any piece of asset, you can find out all its information, including purchaser, time, value, post-depreciation value, use unit, use department, custodian, asset transfer and other relevant information, which will strengthen supervision and clarify The responsibility aspect played a huge role.
The established fixed asset management system serves as an auxiliary tool for the approval of the purchase of fixed assets. During the approval process, the approval department only needs to pass the corresponding asset management function to make detailed queries on the existing assets of the applying department, and the result of this query becomes the approval First-hand decision-making information. More fixed asset solutions: http://www.visiontech.com.cn/zichan/
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