Counting 5,000 assets each quarter, the whole company each year — one person flipping through Excel clearly won't do. Stocktake tasks slice the scope into multiple sub-tasks assigned to several people, each scanning the part they're responsible for; the system auto-aggregates and flags discrepancies.
From launching the task to producing results, everything is digital
Define the stocktake scope (by category / department / location / age), slice by period and owner, and create batch sub-tasks at once
Each sub-task is assigned a primary counter + a re-check counter; when counts conflict, the re-checker confirms to avoid one-sided miscounting
Phone scanning QR codes, PDA scanning barcodes, RFID readers counting from a distance — all three terminals write back to the same task in real time
On completion, books vs. reality are auto-compared: on-book not present (shortage) / present not on-book (overage) / misplaced (should be in A, in B) — each flagged separately
Shortages can launch a loss-report flow, overages can register a file, misplacements can adjust location; each discrepancy keeps a handling note
The task end generates a report: completion rate / discrepancy rate / discrepancy detail / counter performance, exportable as Excel / PDF
2026 Mid-Year Count · 5,000 assets total · sliced by floor
In the past, one person counting the whole company took a month — low efficiency and error-prone. The system auto-slices into N sub-tasks by "floor + department," each with 200–500 assets assigned to one administrator. With 5 people working simultaneously and independently, a preliminary stocktake report comes out the same day.
50 discrepancies in a stocktake don't mean 50 problems — perhaps 30 are misplacements, 15 need registering, 5 are true shortages. The system auto-classifies by discrepancy type, each through its own flow: misplacements adjust location, registrations go through file change, true shortages go through loss-report approval and insurance claim. The responsible person signs the stocktake document to own it.
Each December, a company-wide asset count slices into 50 sub-tasks by branch / department / floor, completed by 30 people collaborating over 3 days.
Sample 10% of assets each quarter, focusing on high-value classes like IT equipment / vehicles, at 30 items / person / half-day, escalating to a full count on anomalies.
When a department head transfers roles, all department assets are counted before handover; the task scope is auto-scoped by department, with predecessor and successor co-signing.
Suspecting an issue with a warehouse manager, launch a surprise stocktake; within an hour 5 people arrive to scan the shelves, clearing anomalies with no advance warning.
Stocktaking is the means; discrepancy handling and performance stats are the ends
RFID is the first choice for large-batch asset counting — one sweep registers a whole shelf automatically
Assets without labels can't be scan-counted — get the labels on first
In-between states like "under repair" / "on sub-loan" found during a count auto-adjust the stocktake conclusion
Stocktake results generate stocktake and discrepancy reports as standard annual audit attachments
Sign up to experience the full asset management suite for free, or book a consultant demo