One fixed asset register for every ministry, department, agency and facility — with physical verification, custodian records, depreciation and a history of every change that auditors can follow line by line.
A public body rarely owns its assets in one place. A laptop is bought centrally, issued to a department, used by an officer in a district facility, and appears in an annual statement prepared by a finance team that has never seen it.
Add each department, building and facility.
Tag furniture, IT, vehicles and equipment, and name a responsible custodian.
See where each asset is, who is responsible for it, and its value for reporting.
Verification, depreciation and disposal records all come from one register you can stand behind at audit.
The day-to-day failures government teams describe before they move off spreadsheets and paper registers.
Registers are often built once, at acquisition, and then drift. Assets are moved between offices without paperwork, replaced without being written off, or bought through a project and never recorded. By the time the annual verification arrives, nobody can say whether a line in the register is still a real object.
Physical verification still means printed lists, clipboards and a team walking every room, then days of re-keying ticks into a spreadsheet. Anything found that is not on the list — an unregistered asset — tends to be noted on the margin and forgotten.
When a projector moves from one directorate to another, or an officer is posted to a new station with a laptop, the register rarely follows. Without a named custodian and a department on every record, a missing asset becomes nobody’s responsibility.
Acquisition cost, accumulated depreciation and net book value are calculated in a separate workbook that is not linked to the physical asset. When auditors ask how a figure in the statements maps to real equipment, the trail breaks.
Vehicles are auctioned, computers are condemned, furniture is written off — but the decision, the date, the method and the proceeds live in separate files. Reconstructing why an asset left the register years later is painful.
In a shared spreadsheet anyone can overwrite a value, and there is no reliable record of who changed a location, a cost or a status, or when. That makes the register difficult to defend in an audit.
Each record holds identification (asset ID, serial, model, manufacturer), acquisition (supplier, invoice reference, date, cost), location down to the room, department and custodian, condition, warranty expiry and value — plus custom fields for anything your own register format requires, such as a funding vote, programme code or legacy asset number.
Learn moreCreate a stock-take scoped to a facility, building, floor, room, category or department. Verification officers scan QR labels or sweep UHF RFID tags with the mobile app, and Asetavo compares every scan with what the register expected for that scope.
Learn moreReconciliation sorts every result into found, missing, misplaced, unregistered or duplicate. Each variance is resolved in the worklist — confirm the move, write it off, or register an unknown tag as a new asset — and the closed session is kept as the verification record rather than a separate memo.
Learn moreAssign each asset to a department and a named custodian. Transfers between departments or stations are recorded as movements with a reason and a reference number, so the register reflects postings and reorganizations as they happen.
Learn moreChoose from eight depreciation methods with separate book and tax profiles, set defaults per category, and see accumulated depreciation and net book value on each asset. Valuation reports export to Excel or CSV for your finance team.
Learn moreDispose of an asset with its date, method and proceeds. Asetavo records the gain or loss against net book value, freezes the book value and keeps the asset in history — and it blocks disposal while an asset is still checked out.
Learn moreNine granular permissions separate who can view, create, edit, delete, manage structure, see finance fields, run stock-takes, manage devices and handle alerts. Every change is written to an audit trail with who made it and when.
Learn moreStart from the register as it stands. Verification teams scan each facility room by room. Asetavo produces the variance — missing and unregistered items — which officers investigate and correct in the system. Every correction is attributed and timestamped, so the audit trail shows not just the final register but how it got there.
When an asset moves to another department or station, record the movement with the destination room, the new custodian, a reason and your transfer form number. The next scan at the new location confirms it arrived. Approval itself follows your own procedure — Asetavo keeps the evidence.
List assets marked damaged, obsolete or written off, review their condition and net book value, attach the committee decision, then record the disposal with method and proceeds. The asset leaves the active register but its full history remains.
Shared items such as pool vehicles, cameras or projectors are checked out to an officer with a due date and condition, and checked back in. Overdue items are flagged automatically.
On the phone · Government
Officers count each room on the phone, then review variances with Found it, Still searching or Write off, on the phone or the web. The register report previews on the phone and exports to Excel or CSV. Your workspace decides whether location is off, optional or required; it is never collected in the background.
Swipe to see more screens →
An illustrative government overview beside a real Asetavo screen.
Categories and custom fields keep the details each group needs — serials, warranty, custodian, room.
Desktops and laptops · Printers and copiers · Servers and network switches · Projectors and screens · Phones and radios
Pool and field vehicles · Motorcycles · Road plant and graders · Generators · Water pumps
Desks and chairs · Filing cabinets and safes · Conference furniture · Air conditioners · Shelving and lockers
Medical and laboratory equipment · Survey instruments · Workshop tools · Security and CCTV equipment · Kitchen and laundry equipment
Items in central stores · Keys and access cards · Items issued on loan · Donated or project-funded equipment
Many public bodies start with several partial lists — one from finance, one from ICT, one from each facility. You import your existing spreadsheets with the Excel/CSV import wizard, you tag assets facility by facility, and the first full verification turns those lists into one register with every asset tied to a room, a department and a custodian.
Run the verification as a scoped stock-take per facility, resolve the variance, then export the register with acquisition cost, accumulated depreciation and net book value. Finance works from figures that are tied to objects someone has actually scanned.
Filter the register by custodian to see everything an officer holds, verify each item physically, and move it to their successor or back to stores. The movement history shows the handover date and who recorded it.
When an auditor asks about a specific asset, open its record: acquisition details and documents, every location and custodian it has had, every verification it was seen in, depreciation to date and, if applicable, its disposal. The answer is one screen rather than a week of searching.
Pool vehicles, cameras, survey instruments and keys are issued on check-out with due dates. For stores or ICT rooms with UHF RFID readers at the door, zone rules can raise an alert when a tagged item leaves without an open check-out.
Generators, air conditioners, lifts, vehicles and medical equipment need planned servicing, and the service record is part of the asset’s story. Asetavo keeps work orders, preventive maintenance schedules and service contracts on the same record as the asset.
The finance view of an asset sits on the same record as its location and custodian, so the figures in your statements trace back to physical objects. Configure asset records and workflows to support your organization’s applicable accounting, audit and public-sector requirements — Asetavo keeps the records; your policies decide how they are used.
Set up each facility — headquarters, regional offices, district stations, depots — as a site with its own buildings and rooms. Head office sees everything; verification teams work one facility at a time.
A council runs offices, depots, libraries, clinics, parks and community halls, each full of equipment bought from different budgets. Asetavo gives the council one asset register across all of them, with the department that owns each asset, the site and room it lives in and the officer responsible for it — ready for the annual verification and the auditors.
Water and sanitation utilities depend on pumps, motors, generators, dosing equipment, laboratory instruments and vehicles spread across treatment works, pumping stations and depots. Asetavo keeps that equipment in one register with its location, condition and full maintenance history. Buried networks such as pipes and mains stay in your GIS; Asetavo covers the plant, equipment, vehicles and tools that move, wear out and need servicing.
Most public bodies start with printed QR labels on everything, because they are cheap, work with any phone and survive office conditions. RFID is worth adding where verification volume is high or where you want to know when assets leave a controlled room.
Default for furniture, ICT and office equipment. Print asset-numbered labels, scan with the mobile app during verification and when recording moves.
What is QR?Works where an existing government tag or legacy barcode is already fixed to assets — scan it instead of re-labelling.
What is Barcode?Durable tags for vehicles, safes and specialist equipment where a printed label would wear off, and for tap-to-open asset records.
What is NFC?For stores, ICT rooms and large offices: a handheld reader verifies a whole room in one sweep, and fixed readers at doors can raise zone alerts.
What is UHF RFID?Not sure which to use? Try the tag technology selector or compare plans.
A public asset register holds values, locations and names. Access in Asetavo is deny-by-default: each user gets only the permissions their role needs, and every change is attributed in the audit trail.
Asetavo is designed to sit alongside your financial management and procurement systems rather than replace them. Today that connection is through exports and the REST API.
Map ministries, departments and agencies to departments, and facilities to the location hierarchy. Decide the asset categories, depreciation defaults and any custom fields your register format requires.
Import your existing registers from Excel or CSV with the import wizard, keeping legacy asset numbers in a custom field.
Label one facility end to end with QR (or RFID where it makes sense), assign custodians and correct locations as you go. Use it to refine the process before rolling out.
Verify each facility with scoped stock-takes, investigate the variance and record corrections. This becomes the baseline register.
Grant permissions by role — verification officers, custodians, finance, administrators — and train each group on the actions they will actually use.
Something we didn’t cover? Walk us through your sites and assets and we’ll show you how Asetavo would be set up.
Book a demoBook a demo and we’ll walk through a verification, a variance investigation and a disposal on a sample public-sector register — or send us your current spreadsheet and we’ll show it in Asetavo.
No card required · Workspace ready in minutes · Simple USD pricing
