Inventory - ibcsService

Inventory

Why is an effective inventory crucial for your business?

An effective inventory is not only a legal requirement – it is, above all, a strategic tool supporting the management of fixed and current assets within a company. A properly conducted inventory allows companies in various industries – from industry to logistics to the public sector – to gain full control over their assets and make better business decisions.

By utilizing the right equipment and technologies, such as inventory software for fixed asset management (e.g., Evidei), RFID tagging (which simplifies and accelerates the inventory process), and label design systems (e.g., Loftware NiceLabel), companies can conduct inventory faster, more accurately, and without operational disruptions.

It is also worth paying special attention to properly preparing the equipment necessary for the inventory – whether by purchasing it in advance, renting it, or acquiring it from the second-hand market. Well-selected and technically efficient equipment, such as RFID readers, label printers, and mobile terminals, is crucial for the smooth running of inventory counts. Regular maintenance and software updates are also essential to ensure the reliability and accuracy of these activities.

What are the types of inventory counts and what should you pay attention to?

Fixed Asset Inventory
Goods and Materials Inventory
IT Equipment and Mobile Device Inventory
Cyclic and Periodic Inventory
Labeling and Marking Services

Benefits of a well-planned and executed inventory:

Data accuracy – eliminating human error. Traditional, paper-based inventory carries the risk of errors, data duplication, and oversights. Process automation – using barcode scanners, RFID tags, and dedicated software such as Evidei – minimizes the impact of the human factor, ensuring a precise and up-to-date picture of company assets. Investing in modern, well-calibrated equipment – even used but proven – further increases the reliability of the entire process. It’s also worth ensuring regular servicing to maintain high-quality readings and compatibility with ERP systems.

Saving time and resources – process automation. Using mobile terminals and software such as Evidei makes the entire process much faster than manual counting and recording. The system enables instant data synchronization, real-time reporting, and integration with financial and accounting systems. Companies can rent equipment for the duration of the inventory count or purchase it depending on the frequency of counts – both options offer a real opportunity to reduce costs and shorten the workload of inventory teams.

What technological tools and technologies do we offer to support inventory counts?

Mobile data terminals and barcode and RFID scanners
Evidei inventory management software

Evidei is an advanced tool supporting inventory and recordkeeping processes:

o Desktop or web application – data management, report generation, integration with ERP systems, inspection reminders, etc.

o Mobile application – conducting physical inventory using mobile terminals. The Evidei system supports asset identification using barcodes and RFID technology, ensuring the accuracy and efficiency of the inventory process. The system also allows you to create custom labels for fixed assets and has the ability to program RFID tags, either during printing or on plastic labels.
Label Design Software – Loftware NiceLabel

Loftware NiceLabel is an intuitive tool for designing and comprehensively managing the label printing process.

It enables:

· Easy template creation – no programming required.
· Integration with ERP/WMS systems – automatic label data download.
· Error minimization – thanks to controlled templates and print preview.
· Printing process automation – faster and more efficient labeling.

The system allows for central management of all labeling stages, ensuring consistency and full process control.

· Labeling and marking services – permanent marking of fixed assets using barcode and RFID technologies. More information at www.etyfol.pl

FAQs

How long does an inventory take?

The duration of an inventory depends primarily on the number and distribution of fixed assets, as well as the methods used. Using technologies such as RFID, mobile terminals, and Evidei software, the duration can be reduced by up to 50–70% compared to traditional methods. In small companies, the process can take several hours, while in large organizations, it can take from several days to several weeks, depending on the level of preparation.
What are fixed assets?

Fixed assets include assets used by a company for more than a year – such as machinery, equipment, furniture, vehicles, computers, IT equipment, and specialized office and production equipment. To be recognized as a fixed asset, they must be usable and have an initial value assigned to them.
How to label fixed assets?

Barcode labels or RFID tags are most commonly used, containing a unique inventory number, the name of the fixed asset, and additional information (e.g., location, registration number). It’s worth noting that RFID technology significantly simplifies and speeds up the inventory process compared to barcodes.

Labels can be printed independently (e.g., in the Loftware NiceLabel system) or ordered ready-made ones. In challenging environments, consider durable, laminated labels or metal tags.
What are the most common mistakes made during inventory counts?

The most common errors include: failure to include all assets, incorrect location assignments, duplicate entries, outdated data, or failure to clearly assign a fixed asset to an organizational unit. Implementing a digital inventory system and training your team significantly reduces the risk of these errors.
What to do if the inventory count is inconsistent?

First, compare the data with the accounting system, documentation, and physical condition. The Evidei system enables automatic detection of discrepancies and convenient generation of correction reports. Additional actions can also be assigned if necessary, such as checking usage history or transfers between units.
Can inventory equipment be rented?

Yes – mobile terminals, barcode scanners, label printers, and RFID devices are available for rental during inventory counts. This is a beneficial option for companies that conduct inventory counts once or twice a year and don’t want to invest in permanent equipment.
What are the advantages of RFID technology?

RFID technology enables contactless and fast data capture, even for hard-to-reach or invisible assets. This significantly shortens inventory count times, enables simultaneous reading of multiple tags, and eliminates human error. RFID is particularly useful in large warehouses, production, logistics, and institutions with distributed infrastructure.
Does Evidei integrate with other systems?
Can I create and encode traditional and RFID labels in the Evidei system?
How often should an inventory be conducted?

According to regulations (the Accounting Act), inventory should be conducted at least once a year. In practice, more and more companies are opting for cyclical (continuous) or rotational inventory counts – for example, quarterly – to maintain ongoing control over assets and minimize the risk of non-compliance.
Can inventory be conducted mobile?
What are the costs of implementing an inventory system?

Costs depend on the scope of the implementation, the number of users, the quantity and type of assets, and the chosen technologies (e.g., RFID vs. barcodes). Costs can be optimized, for example, by renting equipment or starting the implementation with a specific part of the organization.
Do you offer system training?
What are the hardware requirements for Evidei?

The Evidei desktop application runs on a Windows desktop or web application, and the mobile version is available for Android devices. Mobile terminals or smartphones, as well as devices capable of reading barcodes or RFID tags, are required, depending on the chosen marking method.
Can fixed assets be marked independently?
What are the benefits of implementing an inventory system?
What are the legal regulations regarding inventory counts?

According to the Accounting Act, mandatory inventory counts cover, among other things, fixed assets, inventories, and financial assets and must be conducted at least once a year. Documentation of discrepancies and the making of any corrections in the accounting records are also required.
Can inventory counts be conducted outside of business hours?
Is specialized IT knowledge required to operate the system?
What industries most frequently use inventory systems?