Technical datasheet

The accounting harmonization process within the Public Administration (Legislative Decree 118/2011) requires all entities to properly manage their financial and asset accounting, which necessarily presupposes a concrete understanding of their assets, both physical and financial. To implement proper financial and asset management, a truly descriptive inventory of assets, detailed in content, and updated to reflect their true value, is essential.

Preparing the initial inventory and its subsequent technical and accounting updates are essential for the orderly maintenance of financial and asset accounting, for the management of income and expenses directly related to assets, and for the ongoing updating of the inventory by category, location, and consignee.

The solutions proposed to simplify the inventory and the ongoing updating of the inventory are based on Gies's 30 years of direct collaboration with public entities.

Service Movable assets census

We provide a complete service for the movable asset inventory census.

Our service is mainly summarized in the following processing phases:

  • Assessment of the Authority’s needs and the offices/areas to be surveyed
  • Preparation of a dedicated project
  • Verification of the documentation and data held by the Authority
  • Mapping of the offices to be surveyed, assigning a unique code to each building/room on specific floor plans
  • On-site inspection of the various offices, with labeling and cataloging of assets
  • Use of labels and the “RFId UHF” Radio Frequency system
  • Differentiated labeling with adhesive “physical” or “virtual” labels
  • Analytical census of the vehicle fleet, cross-checking insurance data, circulation tax, etc.
  • Verification of proprietary software and licenses
  • Valuation of movable assets for Financial Statements purposes (Legislative Decree 118/2011), through purchase cost or direct asset appraisal
  • Control and management of expenses financed by contribution (former endowment)
  • Preparation of the Balance Sheet (Legislative Decree 118/2011)

Service Annual update of the movable asset inventory

We provide a complete service for updating the data of the movable asset inventory, in order to ensure proper data management and the preparation of the required reports, in particular the Balance Sheet, in compliance with current legal provisions:

  • Legislative Decree 118/2011 and subsequent amendments;
  • Legislative Decree of 25 February 1995, No. 77 – TUEL 267/2000 and DPR 194/96;
  • Various circulars and provisions of the Court of Auditors;

The movable asset update service includes the following activities:

  • possible reclassification of assets according to the Arconet chart of accounts;
  • import into BabylonWeb of accounting transactions concerning Financial Plans U.2.02 and E.4.04;
  • generation of the financial and asset accounting entries of the fiscal year for each individual financial plan, U.2.02 and E.4.04;
  • analysis of accounting transactions, comparison with the material received and linking of asset variations to the respective settlements and assessments, with possible adjustment of the entry in relation to the actual asset moved;
  • population in the BabylonWeb DB of the data of assets acquired during the year (e.g. new purchases, donations...);
  • recording of transfer operations (of competence and/or location), disposal and/or sale of movable assets that occurred during the reference year;
  • valuation of assets as required by current legislation and by the Accounting Regulations of the Authority, with calculation in BabylonWeb of the analytical depreciation plan for each accounting transaction, viewable aggregated by asset;

The service also includes, if necessary, the labeling of movable assets acquired in each fiscal year/period, and the review/reconciliation of the quantity and location of movable assets.

The annual management of investment contributions involves the setup in BabylonWeb of the “composition” of the funding for each commitment/sub, full or pro rata, with automatic calculation of the share of active amortization, using the multi-year revenue method.
At the end of the update we proceed with the final reporting and delivery of the reports (Balance Sheet, Statement of Asset Variations and register of movable assets as of 31/12 of the updated fiscal year).

Software BabylonWeb Inventario Beni

Logo BabylonWeb inventory movable assets

The tool BabylonWeb Inventario Beni is a module of the BabylonWeb suite, designed to manage an Authority’s movable and/or immovable assets, both from a technical and financial perspective, for the integrated production of the Balance Sheet, in compliance with Legislative Decree 118/2011 “Accounting Harmonization”.
The BabylonWeb Inventario Beni module enables the creation of historical archives useful for reconstructing movements related to changes in location, responsibility (custodian) or both.
The module is provided as SaaS (as an online service via Internet connection) or installed locally (on the Authority’s PCs or servers).
It facilitates activities thanks to an intuitive interface and guided procedures. The data consistency control system (reconciliations, etc.) eliminates any margin of error. It represents a valuable aid and support to Public Administration activities for the continuous technical/accounting update of the Inventory.

BabylonWeb uses the “RFId UHF” Radio Frequency system and labels

Together with the license, we provide the Authority with:

  • training for the Authority’s staff on the basic use of the procedure;
  • support and maintenance of the platform for the entire duration of the service and until the complete periodic update of the inventory.

Among the functionalities for the Movable Asset Inventory:

  • Possibility of use during surveying, including with “RFId-UHF” Radio Frequency labels;
  • Possibility of use for ordinary updating, with guided multiple entries;
  • Archives dedicated to locations, Responsibility centers, multi-level cataloging;
  • Valuation of individual assets, product groups, depreciation evidence and low-value assets;
  • Transfer, by reason, of assets between different Custodians and/or between different premises;
  • Discharge, by reason, of assets disposed of, demolished, sold;
  • Automated production of detailed reports (e.g. loading/unloading and Custodian Mod. 24);
  • Daily history management of Custodians’ moves and replacements, Sub-Custodians;
  • Integration with the most widely used accounting software, for full management of Financial and Asset Accounting;
  • Possibility of management for different homogeneous categories of assets (vehicles, artistic assets, IT assets, etc.), using a single database;
  • Design and customized printing of adhesive labels, both traditional and RFId;
  • Management of each asset’s document archive (e.g. association of purchase invoice, registration certificate, manuals, warranty, etc.).


Insight Movable asset inventory with “RFId” - UHF radio frequency technology

  • The tool
    GIES srl, leveraging the know-how gained through experience, takes a serious and professional approach to the challenges of technological progress in the RFId field.
    GIES srl has built a set of applications based on RFId technology, integrated into a suite, allowing the creation of an application interface that integrates with its own management system or ERP.
    The adoption of RFId technology makes it possible to improve functional performance, ensuring an extremely high level of reliability in reading systems. The particular composition of the labels allows for write/read interaction at a distance (up to approx. 4 meters) using a portable device.
    Each label contains, within the RFId TAG, a unique customer code which, during detection, will be associated with the category, type and subtype of the detected asset. Each label also includes the location code, essential for recognizing assets coming from other premises during subsequent reviews, enabling verification of correct placement and identification of any movements.
    GIES srl uses passive antenna labels that, having no internal power source, draw the energy to activate from the electromagnetic wave emitted by the reader.
    Inventory review becomes quick and easy; through the BabylonApp the DB is automatically updated, assets are transferred to the premises where they were found with the production of reports, and disposal is proposed for those not found, ensuring high execution speed and maximum accuracy.

  • The main features applied by GIES to RFId:

    1. The tag cannot be overwritten by third parties operating with radio frequency for other purposes;
    2. The customer code ensures certainty and uniqueness of an asset’s belonging to a single inventory;
    3. In the same room assets of different ownership can coexist without creating any confusion;
    4. The location code makes it possible to verify the correct placement of assets and to detect any movements;
    5. The tags can be read by the reader within a 4-meter radius;
    6. No direct visual reading is required, tags can also be placed inside the assets;
    7. Tag identification and signal verification take place in 1/10 of a second;
    8. The RFId-UHF technology allows the code of dozens (or hundreds) of tags to be read and transmitted to the asset information system in just a few seconds;
    9. The tags can contain very detailed information about the associated object (type of asset, description, inventory number, photographic representation, etc.);
    10. At the client’s request, the barcode can be included in the label design.