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How to update and reconcile your asset register

Update asset details and reconcile Civic.ly with your AGAR register

Update your Civic.ly asset register with financial and compliance details, then reconcile it against your AGAR return or legacy registers. If your old register groups assets into single line items, you’ll need to reconcile those values across Civic.ly’s itemised assets. Itemisation is essential for inspections, jobs, and defect tracking.

Who is this for?

  • Role: Clerks, RFOs, office staff

  • Platform: Web

  • When: Onboarding, before audits or year-end reporting

Before you start

  • Gather your current registers: spreadsheets, paper files, or system exports.

  • Have a copy of your last AGAR fixed asset register for comparison.

  • Confirm assets are already created and mapped in Civic.ly.

Steps

  1. Review your current register — check how assets are recorded today:

    • Aggregated totals: e.g. “32 benches — £23,131”

    • Grouped by area: e.g. “Memorial Park playground — £128,054”

    • Itemised: each asset already listed separately

    ⚠️ Warning: Civic.ly is always itemised — every bench, swing, lamp post, or bin is its own record. If your old register groups assets, you must reconcile those totals against the new Civic.ly itemised register.

  2. Understand why itemisation matters — Civic.ly isn’t just a register:

    • Inspections: tasks must be assigned to individual play equipment, not a lump-sum “playground” entry.

    • Jobs & defects: issues can only be logged against specific assets (e.g. a broken bench), not grouped entries.

    • Compliance: having a one-to-one record ensures nothing is missed.

  3. Decide how to allocate values in Civic.ly —

    • Agree whether to use purchase price, replacement cost, or another basis.

    • If you’re splitting a group value (e.g. £23,131 for 32 benches), decide how to spread it — equally or weighted.

    • Record your method in the Notes field for audit.

  4. Update Civic.ly asset records

    • Add purchase, insurance, or current values.

    • Enter installation dates, warranties, or technical details.

    • Tick the AGAR box for assets that should appear on your fixed asset register.

  5. Reconcile totals

    • Option A: Export the Civic.ly register → Download CSV and compare against your AGAR spreadsheet.

    • Option B: Check the dashboard total purchase value for a quick sum.

    • Confirm Civic.ly totals match your AGAR or legacy register values.

  6. Record decisions for audit

    • Use the Notes field on assets to explain allocation (e.g. “Bench values split equally from grouped total”).

    • Apply the same approach consistently across assets.

  7. Finish — once reconciled, Civic.ly becomes your single point of truth for asset data, AGAR reporting, and operational management.

Notes & limits

  • Aggregated values in old registers must be broken down to match Civic.ly’s itemised structure.

  • Councils must agree a consistent valuation method before updating Civic.ly.

  • Civic.ly totals will only reconcile if all AGAR assets are correctly flagged.

Verify it worked

  • Export the Civic.ly register to CSV and check totals align with your AGAR return.

  • Confirm dashboard totals match your reconciled figures.

Troubleshooting

  • TBC

Related

  • How to use AI to fill in asset details → /kb/assets-mapping/ai-fill-asset-details/

  • How to add assets via photos → /kb/assets-mapping/upload-photos/