2024 Fiscal Year Physical Inventory Verification
COUNTY DEADLINE: April 12, 2024
Please follow the instructions below to complete your county’s Annual Physical Inventory Verification as soon as possible.
- Go to AssetWorks Scan & Validate Login site:
Scan & Validate Website - Login with appropriate credentials.
- This will take you to your County Inventory page. Click on VIEW (notepad-pencil icon).
- This will open your Inventory List. Review your list and verify it physically with each of your assets.
- Click on the VIEW icon for each asset. The only 2 choices you are to select are either “CHANGE” or “CORRECT” from the Status drop down menu.
DO NOT select “No Scan”, “SubChange”, “New” or “Delete”.- “CORRECT” – if the items are correct and no changes need to be made, select CORRECT, and click on SAVE at the bottom of the page.
- “CHANGE” – select CHANGE if you need to make any updates and add notes as appropriate (see #7)
- REVIEW AND UPDATE THE FOLLOWING DATA for each asset:
- Building
- Room/Floor
- Other Location
- User Group
- Code Condition (Property Control Codes)
- NOTES SECTION is located toward bottom left. Enter the following information as needed for each asset:
- Update Description
- Update Serial Number
- Asset Surplus (include Reference Number and Date if possible)
- Transferred (include Reference Number and Date if possible)
- Verified by picture/email (for Property Used Away from Office – must fill out AG-311 form and email with pic of item and its tag number to District Office)
- Need Barcode Label
- No notes are needed for updating Bldg, Room, Location, UserGroup, UIN, or Code Condition
- Asset Missing should be marked as “Change” and be listed as follows:
– Bldg: 00003
– Room: MISS
– Other Location: MISSING AG308-FY (Current)
– Notes: Item Reported Missing (Current FY) Certification; AG-308 submitted.
— Each County will need to submit an AG-308 Missing or Stolen Property Report for any Missing asset(s). The asset(s) will be marked with a MS (Missing Request) code for 2 years, and if they are not found at the end of the 2 years, the asset(s) will be deleted from the county’s inventory and the AG-308 form will be used as the deletion form.
- Click on “SAVE” at the bottom of the page for each asset.
- NOTE: DO NOT “APPROVE” your inventory. This is to be done at the State level.
- FINAL STEP: Once you have completed your online inventory verification, click here to fill out and print an AG-320 Annual Certification of Physical Inventory of Property Form which must be signed by County Coordinator and emailed to the District Office Manager.
- This process should be completed by the county deadline of April 12, 2024!
**REQUIRED – Picture of any asset that is 15 years or older.
The picture should include the entire asset and the asset sticker affixed to it.
If you need to find the Acquisition Date of an asset, you can go to FAMIS FFX screen 535 and enter the asset number.
Please call the District Office Manager if you have any questions. Thank you so much for your prompt attention!
