Fixed assets inventory

Under the legislation of the Republic of Moldova, fixed asset inventory is mandatory:

• Annually, before preparing financial statements.
• When changing materially responsible persons (custodians).
• During company reorganization, liquidation, or sale.
• After disasters, fires, thefts, or other events.
• At the request of tax authorities during inspections.
• When transitioning to another accounting system or major changes in company structure.

Even when not mandatory, we recommend periodic inventory (every 2–3 years) to maintain control over assets.

Inventory includes all fixed assets from accounting records and any other items that should be recorded as fixed assets:

• Buildings, structures, and land improvements.
• Machinery, equipment, and production assets.
• Vehicles (cars, trucks, vans, special equipment).
• Office furniture and fittings.
• Computers, servers, printers, and other IT equipment.
• Instruments, devices, and high-value tools.
• Office equipment (air conditioning, security systems, telephony).
• Assets under construction or in custody.

We also identify assets that should be recorded but are missing from registers, as well as items that no longer meet fixed asset criteria.

We follow a structured methodology:

• Preparation and planning — we analyze accounting records, establish teams and schedule, prepare labeling equipment.
• Physical inventory — we identify and verify each asset on location, apply labels with unique code, take photographs, and note technical condition.
• Technical verification — we assess functionality, identify repair needs and assets that can be written off or sold.
• Reconciliation — we compare field data with accounting records, identify surpluses and shortages, and investigate causes.
• Reporting — we prepare the inventory report, reports with recommendations, and documentation for accounting adjustments.

Field work — counting, labeling, and verification — usually completes in one day, at most two for large volumes (typically on weekends). We size the team according to the number of assets to avoid extending inventory over weeks.

For companies with multiple locations we work in stages, by sections or separate locations, minimizing impact on activity.

Reconciliation with accounting records and final report are prepared after completing field work and delivered as quickly as possible.

Assets recorded in accounting but not found physically (shortages) require investigation and proper treatment:

• Thorough verification — we investigate all possible locations and check if the asset was moved, transferred, or written off without removal from records.
• Documentation — we prepare documentation regarding the missing asset, including searches conducted and conclusions.
• Legal solutions — the asset can be removed from records through administrative write-off (if value is small), recovered from the materially responsible person (if fault is established), declared missing through a finding report, or included in deductible losses (under conditions provided by law).

We assist in preparing all necessary documents to regularize the situation according to tax and accounting legislation.

Yes, labeling is part of the service. We offer:

• 1D barcode or 2D QR code labels.
• Labels resistant to wear, moisture, and extreme temperatures.
• Professional application for each asset.
• Management software with mobile scanning.
• Digital database accessible online.
• Staff training on system usage.

Labeling shortens future inventories (can be done in half the time), allows rapid asset location, and simplifies transfers between locations. We also offer maintenance — database updates for changes and relabeling when needed.

We also offer continuous maintenance services — database updates for changes and relabeling when necessary.

These are two distinct but complementary services.

Fixed asset inventory includes identification and physical verification, confirmation of existence and condition, reconciliation with accounting records, and reporting at accounting values.

Fixed asset valuation means determining current market value through a report prepared by authorized appraisers from the Republic of Moldova, used for transactions, bank collateral, or insurance.

During inventory we provide an indicative assessment of condition and residual value. For official valuation with an authorized report, a separate valuation service is required.

The price depends on:

• Total number of assets to be inventoried.
• Asset complexity (simple vs. complex industrial equipment).
• Geographic dispersion (one location vs. multiple locations).
• Labeling and coding requirements.
• Need for detailed technical verification.
• Work urgency.
• Additional services (accounting reconciliation, write-off assistance, etc.).

We work with two models: fixed rate per inventoried asset (for companies with up to 500 assets) and daily team rate (for large volumes or high complexity). We conduct a free assessment and present a detailed offer after preliminary analysis of your records.