Assets Inventory Using QR Codes

The developed solution uses two‑dimensional barcode technology. Thanks to fast QR code scanning, it significantly reduces processing time and improves inventory accuracy by eliminating manual data entry.

The solution is an effective tool for performing inventories in compliance with applicable legislation, with the option to further customise the solution according to specific customer requirements.

Inventory Procedure

A prerequisite for performing an inventory using QR codes is the labelling of assets with self-adhesive labels. These labels contain basic asset information stored in the SAP system: a unique asset number, a textual asset description, and a QR code. Labels are printed directly from the SAP system.

For assets with greater physical wear and tear, it is possible to use a more durable material, such as metal labels. For intangible assets and assets where labelling is not appropriate, an inventory card is printed on which the corresponding label can be affixed. The actual QR code scanning is then performed using a mobile terminal equipped with a camera and the required software.

Inventory Steps

1. Create a regular or transfer inventory in SAP
2. Export asset data to a mobile terminal with a QR code scanner
3. Perform a physical inventory by scanning the QR codes
4. Export collected data from the terminal to SAP
5. Close the inventory
6. Create and print the inventory report

Inventory Extent

The inventory can be performed to different extents depending on inventory requirements:

Proper Inventory
For statutory inventory purposes, all assets are inventoried. The inventory is created for the location, and the assets are blocked from changes and accounting for the duration of the inventory. Accounting for unfinished investments and newly acquired assets remains possible.

Handover Inventory
Used for continuous control or for transferring assets between employees. The inventory can be based on a cost centre or a personnel number. With this inventory type, changes and asset accounting in the SAP system are not blocked.

Random Inventory
Random inventory is used for selected assets and can be limited by cost centre(s), personnel number(s), and asset class(es). This inventory type does not block assets from accounting.

Inventory Output

• Inventory report by general ledger accounts, serving as a basis for accounting

• Physical inventory report, serving as a basis for updating asset master data

Inventory results are provided in reports containing the asset number, asset description, and the result of the physical inventory (difference in location in the centre/room, confirmation of correct location, loss, or new asset – assets that were created during the inventory were provided with a QR code and scanned).

Aditional Functionalities

• Automatic settlement of inventory differences by cost centre or room
• Automatic settlement of inventory differences through asset retirement

Benefits

• Effective inventory processing with significant time savings
• Verifiable compliance with applicable legislation
• Improved inventory accuracy and elimination of errors
• Ability to monitor inventory status throughout the process
• Automatic generation of physical and accounting inventory reports for settling differences
• Customisation of the solution to meet individual customer needs
• No interference with existing SAP system settings or module process logic

Technical Equipment

A prerequisite for deploying the solution is asset registration in the SAP system. Mobile terminals communicate directly with the SAP system and do not require the purchase of additional software.

As part of the implementation, we can ensure the delivery of the required technical equipment, or hardware can be loaned for performing asset inventories.

The solution is also fully compatible with SAP S/4HANA.