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IT asset register template in Excel, free to download
A register you can start filling in today: one row per asset, the columns an auditor or your CFO will ask about, dropdowns where a typo would hurt, and a How to use sheet. It is also exactly the format AssetVow imports, so you lose nothing if you move later.
| Column | What to enter | Example |
|---|---|---|
| Asset tag | Your unique label, such as LAP-0001. Use the category prefix and a number. | LAP-0001 |
| Serial number | From the sticker on the device. The most reliable way to match it later. | 5CG3021XYZ |
| Name | What people call it. | Dell Latitude 5440 |
| Category | Pick from the list. Laptops, desktops, phones and tablets are wiped when they come back. | Laptop |
| Manufacturer | Dell, HP, Lenovo, Apple… | Dell |
| Model | Model number if you have it. | Latitude 5440 |
| Location | The office it belongs to, or Work from home. | Pune |
| Condition | New, Good, Fair or Damaged. | Good |
| Purchase date | DD/MM/YYYY, from the invoice. | 15/04/2024 |
| Purchase cost (₹) | Before GST, in rupees. | 72500 |
| Vendor | Who you bought it from. | Bluechip Infotech |
| Invoice number | So you can find the bill later. | BCI/24-25/0412 |
| Warranty end | DD/MM/YYYY. | 14/04/2027 |
| Notes | Anything else: scratches, a second charger, insurance number. | Stand missing |
| Assigned to (email or employee code) | Who holds it today. Leave empty if it is in the store room. | priya.sharma@yourcompany.in |
| Assigned on | DD/MM/YYYY, the day they got it. | 16/04/2024 |
Three sheets: the register with dropdowns, How to use, and the category list with tag prefixes.
What makes a register useful a year later
Serial numbers, not descriptions. “Dell laptop” matches forty rows; 5CG3021XYZ matches one.
A named holder and a date for every item that is with a person, and an office for everything else. “IT store” is an office; “with someone” is not.
Purchase date, cost, vendor and invoice number, so finance can match the register to the books and work out depreciation.
Where Excel stops working
A spreadsheet is right on the day someone updates it. Swaps at the help desk, laptops couriered to another office and people who leave early all happen without anyone opening the file. Once you pass a hundred people or a second office, keep the sheet as your starting point and move the day-to-day to a system that updates itself.
Import this sheet into AssetVow as it is
Upload the file and AssetVow recognises every column, checks each row before saving, and brings in who holds what today from the Assigned to and Assigned on columns. From then on hand-overs are signed and the register updates when people join, move or leave.
See how it works in AssetVowFAQ
Common questions
What columns should an IT asset register have?+
At least: asset tag, serial number, name, category, location, condition, purchase date, cost, vendor, invoice number, warranty end, who holds it and since when. This template has all of them, plus notes.
Is an IT asset register the same as a fixed asset register?+
They overlap. The fixed asset register is kept by finance for the books; the IT asset register follows each device and who has it. This template keeps the purchase details finance needs, so both can work from one list.
Why are the date columns set as text?+
So that 05/09/2023 stays the 5th of September. Excel otherwise sometimes reads Indian dates as American ones.
Can I add my own columns?+
Yes, add them at the end. If you import into AssetVow later, extra columns can be added as custom fields such as RAM or cost centre.
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