Automated Fixed Assets Inventory

AMS, or Asset Management System, is an IT system that supports the recording, identification, inventory-taking and control of an organization’s assets. AMS OPTIEST by OPTIDATA stores data on fixed assets, equipment, locations and responsible persons in a single environment.

AMS OPTIEST reduces errors resulting from manual record-keeping, time-consuming physical inventory counts and difficulties in determining the current location of assets. The system also increases data transparency, streamlines inventory settlement and helps reduce the risk of assets being lost or incorrectly assigned.

Implementing AMS OPTIEST is worth considering when an organization has a large number of fixed assets, equipment or devices distributed across multiple locations. The system is particularly useful when records kept in spreadsheets or dispersed applications make it difficult to conduct inventory quickly and obtain reliable data.

AMS OPTIEST is designed for medium-sized and large enterprises, capital groups, public institutions and regulated organizations. The system supports, among others, administration, accounting, finance, controlling and IT departments, as well as teams responsible for asset management.

An ERP system usually focuses on accounting and financial data related to fixed assets, while AMS OPTIEST supports their operational identification, labeling, transfer and inventory-taking. Compared to spreadsheets, it provides a central database, operation history, mobile handling and automatic reading of asset markings.

AMS OPTIEST enables the registration of fixed assets, equipment, components and other asset objects. Each item can have its own record containing identification information, location, responsible person, status and the history of completed operations.

Yes. AMS OPTIEST supports asset management from the moment an asset is received and labeled, through use, transfers and location changes, to sale or disposal. This helps maintain data continuity and a complete history of a given asset.

Individual operations are registered in AMS OPTIEST as asset record events and can be documented accordingly. Activities can also be performed on a mobile device and then transferred to the central database for verification and approval.

Yes. Assets can be assigned to specific locations, organizational units, departments and persons who are materially or organizationally responsible for them. The system also records changes to these assignments, making it easier to control asset movements.

Yes. The scalable architecture of AMS OPTIEST makes it possible to manage assets located across many branches, buildings and organizational units. The central database ensures data consistency while enabling multiple teams to work according to their assigned permissions.

The inventory process begins with preparing the inventory scope and asset record data. The inventory team identifies labeled objects using barcodes, RFID or manual data entry, and AMS OPTIEST compares the actual count with the data recorded in the asset register.

Yes. AMS OPTIEST can be used as software for inventorying fixed assets, equipment, components and other asset objects. The inventory scope can be adapted to the structure of the asset register and the rules applicable in a given organization.

Yes. Inventory can be prepared and settled by location, organizational unit or responsible person. AMS OPTIEST also allows several criteria to be combined, which makes it easier to conduct inventory in complex organizational structures.

The system compares the data collected during the inventory with the current asset records and indicates detected discrepancies. On this basis, shortages, surpluses and discrepancy sheets can be prepared, followed by further verification of the results.

Yes. When mobile devices operate in online mode, the scanned data can be sent directly to the system. This makes it possible to monitor inventory progress on an ongoing basis, analyze results and detect discrepancies faster.

The mobile application allows the inventory team to scan asset markings, verify their data and record the actual status directly at the place of use. The information can then be transferred to the central AMS OPTIEST database and used to settle the inventory.

Yes. AMS OPTIEST works with smartphones equipped with a camera, data collectors and devices supporting 1D/2D barcodes or RFID. The choice of equipment depends on the number of objects, the method of labeling and the conditions in which the inventory is carried out.

One Scan mode is used for detailed scanning and verification of individual assets. Multi Scan enables faster registration of multiple objects, which is particularly useful during inventories covering a large number of labeled assets.

Self-inventory allows the user to independently confirm possession and the condition of assets assigned to them. AMS OPTIEST can automate sending e-mails, sharing inventory sheets and collecting declarations, which are then analyzed and settled.

The system makes it possible to send electronic forms to remote employees regarding assigned equipment, such as computers, monitors or phones. The submitted information is collected in AMS OPTIEST, allowing assets to be verified without a physical visit from the inventory team.

AMS OPTIEST can use 1D barcodes, 2D codes, RFID tags, beacons and other identification solutions adapted to the project. The system also allows manual data entry when automatic reading is not available.

Each asset is labeled with an appropriate RFID tag that can be read using radio waves. The reader makes it possible to register multiple objects without directly scanning each label, and the data is transferred to AMS OPTIEST.

RFID is beneficial when there is a large number of assets, frequent inventories and a need for fast, bulk reading of objects. 1D/2D barcodes are better suited to simpler processes where each asset can be scanned directly and a lower labeling cost is important.

Yes. In properly configured AMS OPTIEST projects, beacons and two-dimensional codes, such as QR and Data Matrix, can be used. The choice of technology depends on the method of asset identification and location, the type of assets, working conditions and the organization’s individual requirements.

The system enables each asset to be assigned a unique identifier and an appropriate label with a barcode, 2D code or RFID tag to be prepared. AMS OPTIEST can work with label printers, while the material and type of marking are selected according to the surface and operating environment of the asset.

Yes. AMS OPTIEST can exchange data with ERP systems and other applications used within the enterprise. Integration reduces repeated entry of the same information and helps maintain consistency between financial records and operational asset control.

AMS OPTIEST enables the generation of, among others, inventory sheets, asset lists, shortage reports, surplus reports and discrepancy reports. Data can be analyzed by location, organizational unit, responsible person, asset category and other parameters available in the asset register.

Yes. AMS OPTIEST can be implemented as a SaaS service or within the organization’s own infrastructure in an on-premise model. The choice depends on the IT strategy, security requirements, data processing policy and the expected system maintenance model.

Implementation includes process analysis, data cleansing and migration, configuration of the organizational structure, selection of labeling technology, integrations, testing and user training. Before starting the project, it is worth verifying asset records, locations, responsible persons and the rules for performing asset record operations.

AMS OPTIEST is OPTIDATA’s proprietary, scalable solution that combines asset records, mobile inventory, automatic identification, reporting and integrations with business systems. It can be developed and configured according to the organization’s structure, processes and technical requirements.

Projects are delivered by experienced OPTIDATA specialists with expertise in inventory processes, RFID, barcodes, mobile devices and system integrations. As a result, the client receives not only software, but also support in selecting technologies, preparing data, launching processes and further developing the solution.