NGOs and donor-funded projects
Show donors exactly where their assets are
NGO asset management software: track donor-funded assets by project, count them offline in field offices, and document every transfer and disposal.
An asset tag as it could look for this sector. Illustrative.
The problem
A donor-funded laptop, vehicle or generator belongs to a project, a grant and often a donor with its own rules about use and disposal. Projects open and close, staff move on, and field offices are far from the finance team.
When a donor asks where its assets are, or what happened at project close, the answer is usually assembled by hand from several spreadsheets. Gaps are expensive: assets may have to be repaid, and a poor record can cost the next grant.
How VexCloud AMS helps
Every asset tied to its project
Use custom fields and departments to record the project, grant or donor on each asset, and filter or report by them.
Fixed asset register
Field offices count offline
Offices with poor signal count assets on Android phones and sync when they reach a connection.
Android app, offline
Transfers at project close
Move assets to another project or office in bulk, with a recorded dispatch and receipt, and see anything that did not arrive.
Check-in, check-out and transfers
Evidence on record
Photos and documents attach to each asset, and every change is logged with who made it and when.
Fixed asset register
Reports donors ask for
Asset register, custodian inventory, movement and disposals, exported to Excel or PDF for the period.
Reports and dashboards
Scenario, not a client
A scenario: closing a project
Imagine an NGO closing a three-year project with assets in four district offices. Each office counts its assets on a phone, offline, over two days, and the reconciliation shows what is where.
The finance team transfers the assets the donor has agreed can move to the successor project, and starts a disposal request, with the donor's letter attached, for the rest. When the donor asks for the final asset register, it is a report, not a project.
This is an illustration of how the product is used. It describes no real organization.
The tags are half of it
Tags that survive field conditions keep a register honest between audits. Vexar Solutions supplies durable tags and can tag assets across offices.
FAQ
Questions from this sector
Can we record which donor funded an asset?
Yes. Add a custom field for donor, grant or project, and use it in filters and reports. Departments can represent projects too.
Do field offices need internet?
Not to count. The Android app works offline and syncs when the phone reconnects.
Can a donor see the register?
Give them a read-only role in your company, or export a report for the period.
What if an asset is lost or stolen?
It is marked missing, the people who should know are notified, and a disposal request with the supporting documents can follow, with approval.
See your own assets in VexCloud AMS.
Book a 30-minute demo.