Surplus Asset Management Software | 2 Time Saving Benefits

A very wise surplus manager once told us: “We follow a routine, but you deal with something new every day, and time can run away from you.”

So how can automation help you get more done, in less time? In this post, we’ll explore two ways:

1. Warehouse Management

2. Integration

Warehouse Management

Surplus asset management software eliminates many of the manual steps involved in everyday warehouse management activities.

Regardless of the methods you’re currently using, your time is likely spent juggling dozens of tasks, including the management of forms for asset transfers, coordinating the pickup and receiving process for incoming surplus assets, and documenting all of the above.

Surplus asset management software can help with all of that.

Asset Transfer

Let’s start with asset transfers. At AssetWorks, when we refer to “asset transfers”, we’re referring to the process by which eligible parties notify you that they have items they’d like to dispose of.

Keeping up with asset transfers manually is a difficult process for many organizations the AssetWorks team has worked with. Planning, managing, and maintaining current documents for the request and approval processes are hard enough on their own. They may even be compounded by the fact that your staff is small.

If you’re not currently using an automated solution, you’re probably dealing with heaps of hard-copy forms, spreadsheets, and email folders—in addition to the stress of actually facilitating the transport of surplus assets to and from your warehouse, which may be back logged by weeks—or even months.

Surplus asset management software allows you to create, approve, and receive new surplus transfers directly within the system, eliminating the need for hard copies, and delays in processing.

Location isn’t everything. Learn the 5 Keys to Running

a Successful Off-Campus Surplus Operation.

Pickups and Receiving

Surplus asset management software can also help your warehouse save time during pickup and receiving processes.

When creating an asset transfer request, eligible parties can also select a delivery method, and even print pick-up labels to be placed on necessary items, so that when surplus arrives to pick-up assets, they know exactly what to collect.

Automating pick up and receiving processes will also save you time when it comes to scheduling, producing and filing necessary forms.

Quick tip: If you’re considering an automated surplus management solution, you’ll want to start with clean data. To help facilitate that, consider conducting a physical inventory of your warehouse.

Be sure to uniquely identify some assets, and uniquely identify groups of assets with quantities (like chairs, tables, and filing cabinets).

At the most basic level, you should aim to capture data including quantity, location, condition, serial number, make, and model. It can also be helpful to maintain photos of each of your assets, if time—and staff capacity—permit.

If you’re not currently using an automated solution for asset or surplus management, this might seem like a daunting process. But automated solutions are an investment, and since bad data in means bad data out, you’ll want to make sure you’re starting with good, accurate, clean data that you can trust.


Another great way that surplus asset management software can save you time is by integrating with any other software systems routinely used within your organization, like ERPs, systems for managing active assets, accounting functions, and more.

Active Asset System

When integrated with your software system for active assets, parties seeking to submit a transfer request for capitalized assets can pick from a list of current assets living within the surplus management platform. Once selected, this will automatically pull in all of the capitalized asset information that already exists on the asset record.

Once the asset is received by Surplus Property, that information can be automatically fed back to your organization’s active asset or accounting system, including automatic system disposal for capital assets.

Work Order Management System

Automated surplus asset management software also has the ability to integrate with work order management software systems, which can help to simplify the pickup and receiving process.

Once an asset transfer has been approved, all transaction information related to the request, including assets, is sent to your work order system.

In addition to making life a little easier, integrations like these also help maintain data accuracy and consistency.

A robust surplus solution can do a lot to help you reclaim more hours in the day. By taking responsibility for things like property transfers and email notifications, you and your staff can spend your newfound time tending to things that even the most advanced automation can’t do, like developing new initiatives to generate sales.

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