Assets Inventory Using QR Code

The development solution uses two-dimensional barcode technology, which, thanks to the rapid scanning of information from the QR code, allows you to significantly save time and make inventory results more accurate by eliminating manual entry.

The supplied solution is an effective tool for carrying out an inventory of assets in accordance with applicable legislation, or with the possibility of supplementing the solution according to your own needs.

Inventory Procedure

A prerequisite for performing an inventory using a QR code is the marking of assets with self-adhesive labels. These labels contain basic information about the asset, which is stored in the SAP ERP system: a unique asset number, a verbal description of the asset, and a QR code. Label printing is performed directly from the SAP ERP 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 the use of a label is inappropriate, a registration card is printed, on which the appropriate label can be placed. The actual scanning of QR codes is then performed using a mobile terminal equipped with a scanning camera and the necessary software.

Inventory Steps

Create a regular or transfer inventory in SAP
Export asset data to a mobile terminal with a QR code scanner
Perform a physical inventory by scanning a QR code
Export data from the terminal to the ERP SAP
Close inventory
Create and print an inventory report

Inventory Extent

The inventory can be carried out to varying extents depending on the need for asset inventory:

Proper Inventory
For the needs of the inventory resulting from the legislation, all assets are inventoried. The inventory is created for the location, and the assets are blocked against changes and accounting for the duration of the inventory. Accounting for unfinished investments and acquisitions of new assets is still possible.

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

Random Inventory
A random inventory is used to inventory assets with the option of limiting them to a cost centre (or multiple cost centres), personal number (or multiple personal numbers), and asset class (or multiple asset classes). This type of inventory does not block assets from accounting.

Inventory Output

An inventory report from the perspective of general ledger accounts, which serves as a basis for accounting.
An inventory report on physical inventory, which serves as a basis for updating asset registration data.

The inventory results in reports that contain the investment asset number, asset designation, 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 — cost centre, room.
Automatic settlement of inventory differences — asset retirement.

Benefits

Effective inventory (time saving).
Demonstrability of inventory in accordance with applicable legislation.
Refinement of inventory results and elimination of errors.
Possibility of monitoring the inventory status during the process.
Automatic creation of physical and accounting inventory reports — documents for settling inventory differences.
Possibility of customising the solution according to the individual needs of the customer.
The solution does not interfere with the system settings that define the functionality of processes in individual modules.

Technical Equipment

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

As part of the implementation of the solution, we will ensure the delivery of the necessary technical equipment, or it will be possible to borrow HW to perform inventories of PREGIS, a.s. assets.

The solution is ready for S/4HANA.