County governments and state agencies
Asset registers that stand up to the Auditor-General
An asset management system for county governments and state agencies: complete registers, physical verification and disposal approvals for IPSAS accrual.
An asset tag as it could look for this sector. Illustrative.
The problem
Under accrual accounting a county has to show what it owns, where it is and what it is worth. Most registers were not built for that. Assets were inherited at devolution, transferred between departments and acquired through projects, and the records that came with them are partial, duplicated or missing.
The result is the finding every audit repeats: assets on the books that nobody can find, and assets in use that are on no list at all. Without a physical count tied to the register, a clean opinion on property, plant and equipment is out of reach.
How VexCloud AMS helps
One register across every department
Locations nest from county to sub-county, office and room, and departments are first-class. Filter by any branch and see everything beneath it.
Fixed asset register
Physical verification that reconciles itself
Count by location or department, and see matched, missing, wrong-location and unexpected assets the moment counting ends. Corrections are bulk and logged.
Physical asset audits
Bring the old registers in
Import the spreadsheets you have. Duplicate numbers and unknown locations are flagged before anything is saved.
Import from Excel
Depreciation by policy
Policies by category, with net book value on every asset and a posted ledger that cannot be quietly edited.
Depreciation
Disposals that need approval
A request, a different person approving, documents attached, and a numbered certificate. The asset leaves the register with a trail.
Check-in, check-out and transfers
Scenario, not a client
A scenario: one department, one quarter
Imagine a county department with about four hundred assets across three offices, and a register inherited from two predecessor bodies. The records team imports the spreadsheet, and the import flags sixty duplicate numbers and thirty unknown office names, which are fixed in Excel and re-imported.
Tagging follows, office by office. Two field officers then count the first office with phones, each in their own session, while the finance officer watches progress. The reconciliation lists eleven assets not found and nine found in a different office. The nine are moved to where they were seen in one step, and the eleven are investigated. When the audit is finalized, the register and the floor agree, and there is a report to hand to the auditors.
This is an illustration of how the product is used. It describes no real organization.
The tags are half of it
Reconciling a register is far easier once every asset carries a durable, unique tag. Vexar Solutions makes the tags and can count and tag on site.
FAQ
Questions from this sector
Does VexCloud AMS make us IPSAS compliant?
No software does that by itself. VexCloud AMS gives you a complete, verified register, depreciation by policy and an audit trail, which are the inputs that accrual reporting under IPSAS depends on. How you recognise and measure assets is your accounting policy.
Can several departments work in one register?
Yes. Departments and locations are part of every asset record, so each department can filter, count and report on its own assets. Roles control what each person may do.
How do we deal with assets nobody can identify?
Capture them as new assets with a photo and a note, and attach a tag. Assets you cannot find stay on the exception list until they are investigated, written off with approval, or located.
Where can the system be hosted?
In the VexCloud cloud, or on a server you control, including inside a government data centre.
See your own assets in VexCloud AMS.
Book a 30-minute demo.