1、Designation: E2132 17Standard Practice forInventory Verification: Electronic and Physical Inventory ofAssets1This standard is issued under the fixed designation E2132; the number immediately following the designation indicates the year oforiginal adoption or, in the case of revision, the year of las
2、t revision. A number in parentheses indicates the year of last reapproval. Asuperscript epsilon () indicates an editorial change since the last revision or reapproval.1. Scope1.1 This practice addresses inventory verification whichincludes either physically or electronically confirming theexistence,
3、 location, and quantity of assets.1.2 Inventory verification is a key element in the assetmanagement process.1.3 The appropriate level to track assets is best expressed inPractices E2499 and E2608. Different types of assets may bemanaged or tracked at different levels of control, as noted inPractice
4、 E2608. The location specificity required for an inven-tory verification should match the location specificity requiredby the entitys asset management procedures or other control-ling command media.1.4 Inventory verification requires proper planning andexecution. Depending on the type and scope, the
5、 inventoryverification can involve significant dedication of resources.Entities should ensure that the value earned from an inventoryverification is equal to or greater than the costs of thededication of resources.2. Referenced Documents2.1 ASTM Standards:E2131 Practice for Addressing and Reporting
6、Losses ofTangible PropertyE2135 Terminology for Property and Asset ManagementE2499 Practice for Classification of Asset Physical LocationInformationE2604 Practice for Data Characteristics of Equipment AssetRecordE2608 Practice for Equipment Control Matrix (ECM)3. Terminology3.1 DefinitionsFor defini
7、tions relating to property andasset management, refer to Terminology E2135.3.1.1 independence, nfree from conflict of interest.3.1.2 independent data source, ninformation that is au-tonomous from the official record.3.1.3 inventory verification, nphysically or electronicallyconfirming the existence
8、and location of an asset or group ofassets.3.1.4 overage, nassets that are located during the inven-tory verification that were not previously recorded.3.1.5 reconciliation, nthe process of comparing the assetsand associated data collected during the inventory verificationagainst the entitys assets
9、record information.3.1.5.1 DiscussionThe reconciliation serves to verify ex-istence of assets contained in the official records and theaccuracy of the data maintained on the records, with correctiveaction taken as necessary.3.1.6 shortage, nassets that are not located during theinventory verificatio
10、n that were previously recorded.4. Significance and Use4.1 Inventory verification is conducted to accomplish one ormore of the following:4.1.1 Assess the accuracy of asset records,4.1.2 Validate or update asset records, or both,4.1.3 Assess asset loss experience,4.1.4 Identify process inconsistencie
11、s, and4.1.5 Provide the status of the verified assets for reportingpurposes.4.2 A properly conducted inventory verification providesdata that may be used to report, at a minimum, that quantity onrecord equal quantities on hand.4.2.1 Identifying shortages is critical for assessing theentitys asset ma
12、nagement system.4.3 During the inventory verification, record deficiencies,such as incorrect locations or other descriptive information thatmay be identified. These records should be corrected as part ofthe reconciliation phase.4.4 Assets may be located during the inventory verificationprocess for w
13、hich a record does not exist. Records should becreated upon identification of these assets to ensure assetaccountability.1This practice is under the jurisdiction of ASTM Committee E53 on AssetManagement and is the direct responsibility of E53.01 on Process Management.Current edition approved Jan. 1,
14、 2017. Published February 2017. Originallyapproved in 2001. Last previous edition approved in 2011 as E2132 11. DOI:10.1520/E2132-17.Copyright ASTM International, 100 Barr Harbor Drive, PO Box C700, West Conshohocken, PA 19428-2959. United StatesThis international standard was developed in accordanc
15、e with internationally recognized principles on standardization established in the Decision on Principles for theDevelopment of International Standards, Guides and Recommendations issued by the World Trade Organization Technical Barriers to Trade (TBT) Committee.14.5 Inventory verification serves as
16、 a deterrent to loss, theft,damage, and misuse so those responsible for assets perceivethat they will be held accountable for such assets, and will berequired to produce proof of existence of those assets on aperiodic basis.4.6 An inventory verification may include identification orverification of a
17、dditional information, such as use, condition,status, serial number confirmation, model confirmation, manu-facturer confirmation, assigned user, year of manufacture, etc.5. Physical Inventory Planning5.1 General:5.1.1 Detailed planning, coordination, and adequate super-vision are necessary to ensure
18、 success of the inventory verifi-cation. Written procedures for planning, conducting, and rec-onciling are requisite to conducting a successful inventoryverification. Inventory verifications should be completed byconsistently applying these written procedures. Inventory veri-fications generally meas
19、ure performance over a period ofmonths or years and results are often compared to identifytrends or problem areas. Entities that repeat past inventoryverification, unless found to have been previously deficient orineffective, will be able to make the results comparable frominventory verification to
20、inventory verification.5.1.2 As inventory verifications generally involve signifi-cant time and, resources appropriate project managementtechniques should be employed. Written procedures for plan-ning the inventory verification should address the elements in5.2 through 5.13 when planning.5.1.3 There
21、 are several factors an entity must consider priorto determining the appropriate inventory verification method.These factors include:5.1.3.1 The type of asset(s),5.1.3.2 The number of assets,5.1.3.3 The number of locations,5.1.3.4 The required data elements to be collected,5.1.3.5 Cost restrictions,
22、 and5.1.3.6 Resources.5.2 Management and AccountabilityAssign responsibility,authority, and accountability for the conduct of the inventoryverification and the results.5.3 Key Results RequiredWhen planning, an entity shoulddetermine the questions or actions, or both, that will beaddressed based on t
23、he results of the inventory verification. Forexample, common questions include: How effective are the processes associated with assetmanagement systems? What is the percentage of located assets by value andphysical count? Value may include original acquisition cost,net book value, or market value. O
24、nce a value is selected, itshall be used consistently. This is an indicator of an entityssuccess, or lack thereof, in managing its assets. What is the number or percentage of overages? This isan indicator of an entitys success at achieving control of ordata management over inbound or newly fabricate
25、d assets. What is the percentage of undocumented or unrecordedlocation changes? This is an indicator of an entitys locationrecord accuracy and process of asset control and record updatessupporting moves and transfers.All subsequent elements of inventory verification planningmust accommodate measurem
26、ent of key results with sufficientaccuracy and precision for decision-making.5.4 Population:5.4.1 Determine the population to be verified. A populationmay be defined by asset type, value, location, age, controllingentity or program, use status, or other categories. A populationmay also be defined us
27、ing the criteria in Practice E2608.5.4.2 The population to be verified shall be set at thebeginning of the inventory verification period and “frozen”(that is, no additions or deletions should be allowed to thepopulation). Records should be updated prior to “freezing” thepopulation to reflect status
28、of open transfers and disposals.New items received after the inventory verification has startedshould be excluded from the count and the inventory verifica-tion statistics.5.5 IndependenceInternal controls are established to de-termine how an inventory verification is conducted, verified,reconciled,
29、 recorded and reported. Independence is establishedby removing conflicts of interest through defining roles.5.6 Data RequirementsBeyond the key results determinedin accordance with 5.3, determine the need to verify or updatevarious data elements (based upon business needs) during theinventory verifi
30、cation. Many entities update the location dataelement; other information may also be verified or updated.(See Practice E2604.)5.7 Validation of Record ExistenceEmploy asset-to-recordchecks and other techniques to determine the record accuracystatus that existed prior to the commencement of the inven
31、toryverification.5.8 Validation TechniquesDetermine the validation anddata gathering techniques permissible for the inventory verifi-cation. Validation techniques physically or electronically (orboth) confirm the existence and location of an asset and mayinclude: barcode scanning, RFID, owner valida
32、tion, validationby an independent individual, two signature validation, valida-tion by transactions or records (for example, receipt,maintenance, transfers of accountability or location, networklog-on or use records, and shipping papers) and others. Allacceptable techniques shall meet the independen
33、ce require-ments established in accordance with 5.5, gather the necessarydata determined in accordance with 5.3 and 5.6, and bedocumented in the entitys inventory verification procedures.Software processes and protocols should not allow for undocu-mented and unauthorized alteration of documentation
34、or re-cords.5.9 Result ValidationSome entities have requirements forindependent validation of results. This validation can beincorporated into the inventory verification itself or occur afterthe inventory verification close. Determine if any such require-ment exists and, if so, establish inventory v
35、erification plans orprocedures to meet the requirement. Generally, validation ismore effective and efficient if conducted during the inventoryverification.E2132 1725.10 PeriodDetermine the time frame for the inventoryverification. The period determines the permissible time framefor validations. The
36、inventory verification plan or proceduresmay include provisions for extension of the period undercertain circumstances.5.11 ResourcesConsiderations in 5.2 through 5.10 aregenerally sufficient to determine resource requirements. Deter-mine the individuals who will perform and manage theinventory veri
37、fication (in accordance with the entitys indepen-dence requirements and asset management procedures). Deter-mine additional resource requirements, including funding,equipment, vehicles, supplies, information systems needs, andunique expertise (for example, statistics). Those who will beheld accounta
38、ble for the results should control the resources.5.12 Information ManagementDetermine the process forupdating asset records based upon each permissible type ofvalidation. Determine the process for recording previouslyunrecorded assets (overages) identified during the inventoryverification. Determine
39、 how results (ongoing and final) will begathered, maintained, and reported. Determine requirementsand procedures for supporting documentation. Establish ad-equate controls to ensure validity, such as independence anddivision of responsibility.5.13 Training and CommunicationEnsure that individualsinv
40、olved in the inventory verification have all necessary skillsand information, and ensure that all those affected by theinventory verification are familiar with the establishedobjectives, period, population, and validation techniques.6. Procedure6.1 Inventory verification should be conducted accordin
41、g tothe written inventory verification plan and/or asset manage-ment procedures, documenting all deviations as applicable.Conduct the inventory verification in such a way that it couldbe repeated with substantially similar results.7. Reconciliation7.1 Compare the various data elements collected duri
42、ng theinventory verification against the official records. This identi-fies:7.1.1 Asset records in which the data is either accurate orminor changes are required.7.1.2 Assets recorded in the official record and not locatedduring the inventory verification.7.1.3 Assets inventoried in a location diffe
43、rent than thelocation identified on the official record.7.1.4 Assets located for which there is no official record.7.2 Root cause analysis should be performed to determinethe source of significant inventory verification discrepancies. Ifan entity has established asset management procedures forproces
44、s improvement, those procedures should be followed toaddress identified discrepancies.8. ResultsNOTE 1The following calculation methods are for specific inventoryverification results that may be determined to be beneficial to an entity andare furnished solely for standardization purposes. They are n
45、ot to beconstrued to be requisite to the planning, conduct or reporting of aninventory verification.8.1 Key results of an inventory verification are measured bylocated rate, by verified count, or by value and an overage rateby verified count or value.8.1.1 Located rate by verified count is calculate
46、d as follows:Calculated:Number of assets locatedNumber of assets in the total population(1)8.1.2 Located rate by value is calculated as follows:Value as defined in 5.3 ! of assets locatedvalue of assets in the total population(2)8.1.3 Overage rate by number is calculated as follows:Number of overage
47、sNumber of assets in the total population(3)8.1.4 Overage rate by value is calculated as follows:Value as defined in 5.3 ! of overagesValue of assets in the total population(4)8.2 Loss rates can be addressed and reported in accordancewith Practice E2131.8.3 Other measures should be employed to provi
48、de therequired key results established in 5.3.9. Interpreting Physical Inventory Results9.1 The accuracy and validity of inventory verificationresults are dependent upon the techniques employed, theconfidence and precision of samples, and the level of effortexpended.9.2 Lists and internal analyses o
49、f the following informationare useful for determining control effectiveness and vulner-abilities.9.2.1 Location rate of recorded assets verified. (See Section8 for calculation instructions.)9.2.2 Location rate of assets verified in the proper custodialarea. (See Section 8 for calculation instructions.)9.2.3 Verification that assets on record are assigned an entityidentification control number.9.2.4 Identification of unrecorded assets so that they can bereconciled to asset management and financial records.9.2.5 Identification of location and
