School inventory program

Manual inventory taking is a complicated and multi-step process. It requires planning well in advance and the involvement of the entire staff. Despite their efforts, school inventories are usually very time-consuming and generate many mistakes due to human error. Due to the large number of fixed assets and teaching aids, counting them without using an intuitive inventory program is tedious and often inefficient.

Failure to conduct an inventory or conducting and accounting for it in a manner that does not comply with the legal norms of the Accounting Act constitutes a violation of public finance discipline in accordance with Article 18(1) of the Law of December 17, 2004 on Responsibility for Violation of Public Finance Discipline (Journal of Laws of 2018, item 1458 as amended) and carries unpleasant consequences.

How to conduct an inventory in a kindergarten / school?
We have a solution for that! HDF Inwentaryzacja 7 is a very easy-to-use fixed asset inventory program that is fully compliant with current legal standards. Helpful in carrying out the inventory of fixed assets in schools are automatic identification devices, such as a mobile terminal with a built-in barcode scanner and an installed HDF InvMobile application and a barcode label printer. You can easily place foil labels with an asset code on a fixed asset, such as furniture, electronic devices or means of transportation.

With our inventory software, it only takes a few clicks and your physical inventory will be ready. In addition, you will automatically generate reports on fixed assets and gain confidence that they have been drawn up without errors. HDF Inwentaryzacja 7 is a program written entirely in Polish and fully adapted to Polish legal standards. Thanks to its intuitive operation you will avoid additional costs associated with time-consuming employee training. After the implementation performed by our specialists at your facility, you can immediately start working with the program.
HDF school inventory program
HDF school inventory program
Inventory program for kindergarten or school - everything you need.
Recording of fixed assets with HDF Inwentaryzacja 7 program includes register of fixed, intangible and legal assets and creation of documentation of company's fixed assets (PT, LT, OT documents). Our inventory program also includes detailed inventory and accounting statements, as well as exports to financial and accounting programs (xls. csv files).

The flexible formula of the fixed asset inventory program also allows you to tailor it to the individual needs of your facility. It can be enriched with additional modules and functions, which will be created specifically for your order and conform to your requirements. These features will make your inventory and depreciation process fully complete, automated, quick to carry out and, most importantly, error-free. Want to learn more about school inventory with HDF Inwentaryzacja 7 software? Visit our website: https://www.hdf.com.pl/ewidencja-srodkow-trwalych or contact our sales department.
Mandatory inventory in every school.

The last day of each fiscal year involves the obligation to conduct an inventory of fixed assets in all educational institutions. This is stipulated in Article 4 paragraph 3 item 3 of the Accounting Act of September 29, 1994 (Journal of Laws of 2018, item 395 as amended). This process is extremely important, as a properly conducted inventory allows to harmonize the data resulting from the accounting books, with the actual state of fixed assets located in the school.
Inventory at school HDF program

How much does inventory software for a school cost?

HDF Inwentaryzacja for schools, kindergartens and other educational institutions is available as a perpetual license in two editions: Standard from PLN 650 and Business from PLN 995 per workstation. The Business edition can be extended with the HDF InvMobile module for mobile inventory taking at PLN 215 per year. The license is a one-time purchase, with no subscription fees.

Most schools find the Standard edition with a single workstation sufficient. Institutions with larger asset bases or several people working on the inventory commission usually choose Business with the mobile module, which allows fixed assets to be counted directly in classrooms using a smartphone or data collector.

See the full price list with package comparison or check the features of HDF Inwentaryzacja, already used by educational institutions and local government units across Poland.

Most frequently asked questions

When does a school have to carry out an inventory?

A school, as an entity of the public finance sector, is required to carry out inventory in accordance with Article 26 of the Polish Accounting Act. A physical inventory of fixed assets located in a guarded area (which includes the school building) may be conducted once every 4 years, while in the remaining years inventory is required by verification, i.e. comparing the books with source documents. Stocks, materials and equipment subject to quantitative or value records must be inventoried by the school at least once a year. Inventory activities for fixed assets may begin as early as 1 October and be completed by 15 January of the following year. Specific deadlines in a given institution result from the accounting policy and inventory instructions approved by the principal.

What is subject to inventory in a school?

All assets of the institution are subject to inventory in a school — both fixed assets and low-value equipment recorded in the quantitative records. In practice, this includes: teaching aids and didactic materials, computer equipment (computers, laptops, tablets, projectors, interactive whiteboards), equipment of subject classrooms, sports equipment in gymnasiums, musical instruments, books and library collections, furniture (desks, chairs, cabinets, workstations), kitchen and canteen equipment, technical and maintenance equipment, as well as means of transport. Intangible assets (software licenses) and warehouse materials are also subject to inventory if the school keeps value records of them. Fixed assets in a guarded area may be inventoried once every 4 years, while equipment and stocks — once a year.