Office inventory compares the asset register with items physically present. Identifiers, locations and other agreed data help distinguish missing assets from those moved or incorrectly described.
1. What are office fixed assets?
Office fixed assets may include:
- computers, laptops and monitors
- furniture: desks, chairs and cabinets
- office equipment: printers, scanners and phones
- air conditioners, safes and alarm systems
- in some cases, high-value interior fittings
2. Office inventory specifics
a) Actual location
Assets are often moved between rooms without records being updated, so the actual location needs checking.
b) Responsible people
Responsibility for each asset should be assigned and documented. If records are outdated, review the relevant orders or agreements.
c) Asset identification
Check that every item has its inventory number. Missing or damaged labels should be restored under the agreed procedure.
d) Software assets
Software licences also need verification, although they are not always classified as fixed assets. Check contracts and activation keys.
3. Documentation
Inventory order: defines the committee, dates and assets to be checked.
Inventory sheets: completed from the physical inspection.
Inventory reconciliation documents: compare physical findings with accounting records.
Follow-up orders may document write-offs, handovers or transfers.
4. Common problems
- computers with missing drives or upgrades: possible valuation differences
- lost equipment still recorded because it has not been written off
- duplicates, such as two printers with the same inventory number
- office equipment temporarily at employees’ homes: custody and recordkeeping risks