The Inventory and Asset Reorganization Process (IRP) or Asset Control is essential to ensure a high-quality, reliable and standardized database of movable and immovable assets, free from reservations by audits. To execute it efficiently, it is necessary to follow the following activities:
Pre-Diagnosis: It begins with checking the existence of a fixed asset accounting register or some type of asset control. It is essential to identify the weaknesses of the existing system to improve the register and, consequently, asset control.
Preparation of the Action Plan: At this stage, it is necessary to request additional documentation, define people with knowledge of the company or the organizational-functional structure to guide the inventory team, establish a work schedule and determine the locations, such as factories, branches, among others, that will be the target of the asset survey.
Accounting Survey: If the company already has an accounting record, an analysis is performed to verify the correct classification of the assets. If it does not have one, it is necessary to create a new accounting record based on the registration of the assets from the invoices, observing criteria such as values, acquisition dates and technical characteristics, as defined in CPC – 27.
Validation: After creating or reviewing the accounting record, verification and authorization are carried out by the client.
Physical Survey: This stage involves a physical inspection to identify the existence and technical characteristics of the assets, as well as their physical and operational conditions. Asset labels are placed to facilitate future Asset Control routines.
Reconciliation: Consists of comparing accounting records and inventoried assets to check for discrepancies. Reports are generated on reconciled assets, accounting surpluses and physical surpluses.
Analysis of Surpluses and Sanitation: The aim is to eliminate physical and accounting surpluses, carrying out specific procedures that even include new due diligences at the locations to seek solutions.
Preparation of the Database: Consists of organizing the database in the format desired by the company, with a complete and uniform description of all the technical characteristics of the goods, as well as other information relevant to control.
Implementation Report: Finally, an updated list of assets is generated in a file with the format appropriate to the company’s system, accompanied by the term of responsibility.
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