How important is asset tracking software

Inventory (inventory, inventory)

In addition to the general software criteria that were described in the previous sections, you will find the following subject-specific criteria for evaluating software for inventory purposes.


Typical functions for inventory software for recording or managing the inventory (fixed assets)


  • Inventory data acquisition, record inventory (fixed assets) (by scanner or manually)
  • Support of a key date inventory or permanent inventory
  • Processing of the inventory history
  • Asset management
  • Extrapolation method
  • Barcode recognition, object management with barcodes
  • Processing of the basic inventory data: acquisition costs, location, type, manufacturer, category
  • Mapping of additional inventory data, such as the device life cycle (requests for quotations, device orders, delivery date, disposal)
  • Registration of the articles (current assets)
  • Accessory acquisition
  • Accounting
  • Contract administration, management and assignment of purchase, leasing, maintenance, support and license contracts as well as other types of contract (e.g. for mobile phone contracts)
  • Integrated search (almost all inventory information should be combinable)
  • Illustration of the organizational structure
  • Creation, administration and output of inventory lists
  • Label printing for inventory stickers
  • Accounting or Finance functions
  • Sales lists (e.g. by manufacturer)
  • Cost overviews (e.g. according to projects)
  • Internal charging of costs based on price lists
  • Display of different views of the inventory, evaluations, representations
  • Logging of changes in the inventory
  • Inventory management or order proposals
  • Evaluate inventory
  • Archiving (with retention period)

Typical functions for software for inventorying and managing IT resources


  • Management of hardware, software, users, rooms, suppliers, contracts and faults
  • Additional hardware information, network information, software information
  • Change logs
  • Read out and manage the network devices and network components
  • Software lists and software license management
  • Administration and processing of contract data
  • Processing and updating of network plans
  • IT documentation and IT visualization
  • IT Infrastructure Library (ITIL) - Management of processes, functions and roles from the IT infrastructure
  • Configuration Management Database (CMDB) to manage the Configuration Item (CI) and the dependencies
  • HelpDesk - help systems via telephone or software (remote maintenance, live support)

Further specific criteria and suggestions for questions for the assessment of inventory software (fixed assets) and inventory software (IT resources)

  • Make sure the software supports a postponed inventory. This is useful if, for example, you have very large inventories on the balance sheet date or do not have enough resources available.
  • It is important that the software does a due date inventory<#fussnote>A key date inventory is an inventory carried out on a specified key date or within a 10-day period. supported. This is appropriate, for example in the case of an inventory to be recorded in terms of quantity on a fixed date (usually on the balance sheet date). This is more useful if it is carried out in a period that does not have a high turnover.
  • Inquire whether the software supports a permanent inventory. This is useful if you are constantly recording your inventory. That is, their real recording at the end of the financial year, through the accounting regular, because monthly, inventory recording.
  • Consider whether the software supports an inventory sampling. This makes sense if you record the majority of your goods in kind and the remaining part (small parts, e.g. screws) by extrapolation. The random sample inventory must be subject to proper bookkeeping so that realistic estimates of the goods can be determined by random samples in the mathematical-statistical method while maintaining the proportionality of a physical inventory.
  • Make sure the software allows physical inventory. This is useful if the inventory and all stocks of goods are to be recorded manually with exact numbers.
  • Note that the software supports book inventory. This is appropriate when intangible assets are to be recorded (for accounting purposes).
  • Make sure that the software enables an asset inventory. This is useful if instead of a physical inventory for goods of the mobile fixed assets, such as office and storage facilities, machines or vehicles, this should be carried out for accounting purposes. Each good is then provided with a precisely regulated system map in a system directory.
  • Please note that the software can merge, process and evaluate the data collected via mobile data acquisition, for example by a barcode scanner or an RFID reader. It is also important that the software can work with OCR (optical character recognition - automatic text recognition).
  • Find out whether the accumulated data can be processed and exported in all common formats (e.g. .rtf, .xls, .docx) so that you can use them in your office software, for example.
  • Inquire whether a history is created for each inventory or each stock so that you can later determine exactly whether or how the stock has changed.
  • Be aware that this allows you to manage appointments.
  • Basically, it should be noted that the inventory software should include article masters and continuously monitor the progress of the inventory.
  • Make sure that the inventory software is compatible with the server you are using.
  • It is advantageous if the digital inventory could be used for several technologies, e.g. via LAN, WLAN or USB.
  • In general, it would be helpful if the software supports a batch processing mode (batch variant) via mobile data acquisition.
  • Compatibility with all common label printers and with all standardized labels or labels would be desirable.
  • Ask about multi-user or multi-client capability. Software is multi-tenant if it can be used to manage several tenants or if separate user accounts are supported. This is important so that, for example, tax consultants can manage accounting data for several clients or so that different clerks in a company can only access the data for their respective area. 1
  • Find out that the software offers the possibility that recorded objects or documents can also be assigned to a project by means of a clear identification and whether the one-off recording of additional information (e.g. ensuring office, location, date) would also be possible.
  • Clarify whether it is possible that the software - especially in warehousing - supports an inventory at the push of a button and the display of stock levels.
  • Adapting the software to individual customer requirements is called customizing. The adaptation is time-consuming depending on the scope of the work, but it is also very useful for the economical use of the software. Therefore, clarify whether the software can be adapted to your specific company needs.2
  • In any case, it is important for the inventory software to be able to connect to the common merchandise management and ERP systems via an interface. An interface connection to common business applications (e.g. DATEV, Varial or Syska) is also desirable.
  • Please note that it is extremely important to have import and export interfaces to important software manufacturers (e.g. Microsoft, SAP or Oracle).
  • Do not forget that the software can also be used by inexperienced staff if, for example, you use student assistants for the inventory.