Skip to main content
FixedAsset Pro
Teacher with students at their desks in an Indian classroom

Industry solution · Education

Every lab, classroom and department accountable for what it holds

A campus is a collection of departments, each with its own labs, computers and furniture, often bought from different budgets and grants. The annual stock verification is a ritual of registers and signatures. FixedAsset Pro gives each department and campus its own view of one register and turns verification into a campaign with evidence.

Start Free TrialBook a Demo

Who this page is for

  • Schools
  • Universities
  • Colleges
  • Research institutions
  • Multi-campus groups
  • Bursars and finance offices

Common challenges

The operational and financial problems this industry brings to an asset register, and what FixedAsset Pro does about each.

  • Operational

    Department registers on paper

    Each department keeps a stock register in its own format. The central office cannot see what the physics lab holds or which computers the library has.

  • Operational

    Annual verification takes a term

    Committees walk every room with printed lists. Discrepancies are written in the margin and carried to next year.

  • Operational

    Equipment moves between labs and campuses

    Projectors, lab instruments and furniture are shifted between rooms, buildings and campuses without a record, so nobody is accountable.

  • Financial

    Grants and projects need their own trail

    Equipment bought under a research grant or a funded project must be traceable to that grant, and reported separately when the funder asks.

  • Financial

    Write-offs need committee approval

    Condemning old computers or broken furniture needs a recorded proposal, an approval and a disposal method. Paper files make that hard to show later.

  • Financial

    Depreciation and fund accounting differ

    Institutions may follow different accounting rules from companies. The register must support the books your auditor expects, not a fixed method.

Asset categories you can track

Categories, lives and depreciation rates are configurable; these are the ones this industry usually needs.

  • Computerscomputer-lab PCs, faculty laptops, servers, projectors, smart boards
  • Laboratory equipmentmicroscopes, spectrometers, fume hoods, engineering workshop machines
  • Furnitureclassroom desks, hostel furniture, auditorium seating, staff-room furniture
  • Library equipmentshelving, scanners, self-issue kiosks, digital-library servers
  • Vehiclesschool buses, campus vehicles, ambulances
  • Campus infrastructureDG sets, solar plant, water treatment, lifts, sports equipment

Applicable workflows

Each workflow is a product area; the link opens the feature page.

  1. Step 1

    Departments, campuses and custodians

    Each campus is a branch; buildings, labs and rooms are locations, and each asset has a department and a custodian such as the lab in-charge. Users are scoped to their campus or department.

    Fixed Asset Management

  2. Step 2

    Annual verification as a campaign

    Scope the campaign by campus, department or location, assign teams, scan room labels and tags, and resolve missing and found-elsewhere items before sign-off.

    Physical Verification

  3. Step 3

    Transfers and condemnation

    Moves between labs, departments or campuses are approved transfers; condemnation goes through technical, finance and management review with a disposal approval certificate.

    Asset Lifecycle

  4. Step 4

    Budgets for new labs and buildings

    Budget and approve a new lab or building, book costs to CWIP while it is built, and capitalise when it is ready for use.

    Procurement & CapEx

  5. Step 5

    Department and campus reports

    Assets by Location, Assets by Employee, Branch-wise Summary and Asset Age Analysis per campus or department, exported to PDF, Excel, CSV or Word.

    Reporting & Analytics

Key features

  • Grant or project references

    Record the funding grant or project as a cost centre on the asset where you configure it, and keep the sanction letter in the evidence vault, so funded equipment can be listed on request.

  • Custodian acknowledgement

    An Employee Asset Acknowledgement per lab in-charge or faculty member, listing what they hold, with signature lines.

  • Configurable books

    Companies Act and Income-tax books are built in; Management or custom books with their own methods can be added to match the accounting your institution follows.

  • Verification sign-off

    Campaigns end with sign-off from asset manager to finance to management, and an evidence pack with a SHA-256 checksum.

  • Warranty and AMC alerts

    Computer-lab warranties and AMCs for lifts, DG sets and lab equipment, with alerts at 90, 60, 30 and 7 days.

  • Import from department registers

    Bring each department's spreadsheet in through the column-mapping wizard with a dry run that checks every row.

Example dashboard

Counting a lab with a scanner

A real screen of the desktop edition, captured on a demo server. The figures are sample data, not customer data.

Verify & Count screen: scan or type a code, camera scanning, the asset found with its expected location and custodian, and the proposed result
Product screenshot · desktop edition · demo data · Desktop edition, demo data: the Verify & Count screen during a campaign, with the scanned asset and the proposed decision.

What this screen shows

  • Campaign, team and the location being counted
  • Progress for the location
  • Scan or type a code, or use the camera
  • Asset found: serial, tag, expected location and custodian, last count
  • Proposed result and observed location
  • Rapid mode for unchanged items

Typical buyers and users

Deployment considerations

The desktop edition is available today for a single PC or an office LAN; the cloud-hosted web edition and the mobile app are available too. All start with your real company, never demo data.

  • Desktop editionAvailable now

    Runs today on a server PC in the campus network, with client PCs in the accounts office and departments; daily work needs no internet and data stays on campus.

  • Web editionAvailable now

    Suits multi-campus groups and universities with distributed departments: browser access with a Branch context bar, approvals from anywhere, and counting through the companion mobile app.

  • Using bothSame rules, same engine

    An institution that starts on desktop keeps its register; both editions share the same rules, approvals and audit trail.

Compare deployment models

Frequently asked questions

Can each department see only its own assets?

Yes. Users are scoped by company, branch and location, and assets carry a department and custodian. The central office can see everything.

Can we link equipment to a research grant?

Where you configure it, the grant or project is recorded as a cost centre on the asset and the sanction documents are kept in the evidence vault, so you can list funded equipment for the funder.

Do we have to use Companies Act depreciation?

No. Companies Act and Income-tax books are built in, and Management or custom books with their own methods can be added. Agree the policy with your auditor before the first run.

How does the annual verification work?

As a campaign scoped by campus, department or location, counted with a USB scanner, webcam or count sheets, and signed off with an evidence pack. See Physical Verification.

Can we condemn old equipment through a committee?

Yes. Disposal goes through technical, finance and management review, records the method (sale, scrap, donation or write-off) and produces a disposal approval certificate.

Guides and articles

Published articles tagged for this industry.

Other industries

All industries

See FixedAsset Pro on your own campus register

Start a free trial, or book a demo and bring one department's stock register and last year's verification report.

Start Free TrialBook a Demo