College Assets Management
The Coltech Fixed Assets System has many major features and are constantly updated to serve our clients needs.
This module tracks the entire lifecycle of assets, from capturing and depreciation to maintenance and disposal. It records asset locations, conditions, valuation and custodianship. The system supports asset verification processes, generates audit trails, and ensures accurate asset registers for compliance and financial reporting.
- Easily setup and manage categories, departments, depreciations, groups, locations, makes, models, registers, sizes, colours, and donors/suppliers.
- There are no limitations on the number of options that can be set up for each of these sections.
- Set up unlimited depreciations.
- Depreciations can be applied monthly or annually.
- Depreciations can also be created individually for a specific asset item that has been re-evaluated and needs a specialised depreciation.
- Depreciation runs can be set up and verified in Excel prior to actual posting of journals.
- The system caters for both assets that were purchased from vendors using the normal supply chain and for assets that were received as donations from donors/suppliers.
- Assign asset items to a location.
- Issue the asset item to an individual.
- The system tracks the full history of an asset item from the day that it was brought in up to the day that it is disposed/scrapped/lost.
- Every time it is moved or re-allocated the system tracks the change.
- Easily access the historical changes in status of the asset item throughout its useful life.
- A single picture can be uploaded and linked to all asset items.
- Individual pictures can be uploaded to specific asset items to show distinguishing marks/characteristics or to keep as proof of damage.
- Asset items can be verified in any one of three methods.
- They can be verified individually
- They can be verified per location manually.
- They can be verified with the use of a Coltech asset barcode scanner application that fully integrates with the system. It allows for downloading, scanning, and uploading of verified assets.
- Asset items can be filtered by campuses, locations, departments registers or statuses.
- Grids allow for multi-directional and multi-selection sorting.
- The search capabilities of the system allow for searching for information across a range of data columns simultaneously at any of the screens.
- The system offers comprehensive logging of the actions of the users.
- Access the logs to see who did what and when they did it any time.
- This leads to audit integrity and peace of mind.