Case study: Libochovice Primary School — a whole-school inventory in one afternoon

Libochovice Primary School has been using Správce majetku since 2023. A whole-school inventory now takes one afternoon — it used to take several days. This case study describes what changed and what the rollout revealed in the accounting records.

At a glance

Starting point: manual records and a multi-day inventory

The school kept records of computers, furniture, books and other equipment by hand. Recording and updating the data was slow and prone to typos, because inventory numbers were copied from paper. The annual inventory took several days of work. And this is not optional paperwork: Act No. 563/1991 Coll. on Accounting, Sections 29 and 30, requires establishing the actual state of assets and verifying that it matches the accounting records.

The solution: a QR code on every asset and scanning with a phone

The school labelled its assets with QR codes and switched to scanning with a mobile phone. The scan reads the code straight from the item, which removes manual transcription of inventory numbers — the most common source of errors in asset records. No readers or other hardware were needed; the phone the asset manager already carries is enough.

Results

The school reports the following results after the rollout:

• A whole-school inventory now takes one afternoon instead of several days.
• After the QR rollout it turned out that part of the assets listed in the accounting records did not physically exist. The records could then be cleaned up.
• Once the records were cleaned up, the school saved on asset insurance — it no longer insures items it does not physically hold.
• Reports for the founding authority are generated with one click instead of being assembled by hand.
• Inspection deadlines are flagged automatically, so they are not tracked in a calendar.
• Asset transfers between classrooms and departments, repair records and inspection planning are all in one place, available to every member of staff.

What the school principal says

Správce majetku saved us dozens of hours of work during the annual inventory. Scanning QR codes with a phone is incredibly fast and clear.

Miloš Matějka, principal of Libochovice Primary School

Why the discrepancy matters in accounting terms

An asset that is listed in the accounting records but does not physically exist is an inventory difference — specifically a shortage. Under Section 30 of the Accounting Act, such a difference must be investigated and posted to the period the inventory covers. As a public-funded organisation, the school is a selected accounting unit, so it follows Decree No. 410/2009 Coll., not Decree No. 500/2002 Coll. which applies to businesses. Cleaning up the records therefore affects more than the insurance premium — it affects whether the accounts match reality when the founding authority or the Supreme Audit Office inspects them.

Not just the school: the founding authority uses the same system

The town of Libochovice uses Správce majetku for its complete municipal asset records, including assets entrusted to its public-funded organisations. The founding authority and the school therefore work with the same data structure, which simplifies handing over the annual documentation.

Feedback from staff

Teachers and school staff appreciate how easy the app is to use and how quickly they can look up asset information. Because each item shows its location and the responsible person, transparency and accountability for entrusted equipment have improved.

The experience of Libochovice Primary School shows that the biggest benefit need not be the time saved. Cutting the inventory from several days to a single afternoon is felt immediately, but the more lasting value came from discovering that the records did not match reality — and from putting that right. If you are facing the same problem, try the app on your own assets.

The information in this case study is based on the experience of Libochovice Primary School with Správce majetku since 2023.