Receive & Inspect
Confirm supplier or transfer documents, quantity, condition and acceptance before the item enters accountable government custody.
Controlled public asset workflow
From Store Receipt to Accountable Asset Recognition.
NEAR provides a controlled path for receiving government items, classifying them correctly, maintaining store accountability and converting eligible capital items into traceable asset records.
Store-to-Asset workflow
Every conversion should preserve one continuous audit trail from the source document and store transaction to the final asset record.
Classify & Map
Identify the item correctly and select the approved NCOA classification. Do not create or guess an account code outside authorised master data.
Post to Store
Record the accepted quantity and value in the store ledger with the responsible MDA, store, location and source-document reference.
Determine Treatment
Decide whether the item remains inventory/consumable or qualifies for controlled PPE capitalisation under approved accounting policy.
Capitalise & Register
For an approved PPE candidate, create the asset record, retain the source trail, assign class, custodian, location, measurement basis and asset tag.
Manage & Report
Maintain depreciation, verification, movement, impairment, revaluation where applicable, disposal and audit evidence throughout the asset lifecycle.
Accounting decision: Store item or Asset?
Physical receipt into a store does not, by itself, determine the final accounting treatment. Classification and recognition must be reviewed.
Remain in Stores / Inventory
Use this route where the item is held as inventory for consumption, distribution, issue or another purpose that falls within the approved inventory accounting policy.
- Maintain quantity and value in the store ledger.
- Retain receipt, issue, transfer and adjustment references.
- Apply the approved NCOA inventory classification.
- Expense or otherwise account for the item when the applicable transaction occurs.
Route for Asset Capitalisation
Use this route only where the item qualifies for recognition as property, plant and equipment under IPSAS 45 and the approved government capitalisation policy.
- Tangible item held for operational or service-delivery use.
- Expected to be used for more than one reporting period.
- Government control and recognition requirements are satisfied.
- Amount can be supported using the applicable measurement requirements.
Before Store-to-Asset conversion
The conversion should not be completed until the accounting, custody and audit-control information is complete.
- Valid receipt, purchase, transfer, donation or other approved source document.
- Correct MDA, store, location, custodian and responsibility assignment.
- Approved NCOA account and asset-class mapping selected from controlled master data.
- Capitalisation policy and recognition criteria reviewed before conversion.
- Cost or other authorised measurement evidence retained and traceable.
- Unique asset identifier/tag created only after approved capitalisation.
- Approval history and Store-to-Asset source link preserved for audit.
- Depreciation begins when the recognised depreciable asset is available for use, in accordance with policy.
Good control practice
Three simple rules help keep Stores, Assets and financial reporting aligned.
The asset record should retain the originating receipt, issue, transfer, donation or acquisition reference. Do not create an isolated asset record without evidence.
NCOA and asset-class selections should come from controlled master data so Stores, Assets, Accounting and Reports use the same classification.
Recognition is only the beginning. Custody, movement, verification, depreciation, impairment, maintenance and disposal must remain traceable to authorised officers.
Authorised officers can continue in the secure portal.
Operational store, asset, accounting, approval and audit records are not displayed on this public page.