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Reconcile Your Asset Register with AGAR and Legacy Records

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

After creating your assets in Civic.ly, the next step is to reconcile them against your existing AGAR return and legacy registers. This ensures all financial and compliance details are transferred correctly, so Civic.ly becomes your single source of truth going forward.

Who is this for?

  • Role: Clerks, RFOs, office staff
  • Platform: Web
  • When: During onboarding, after assets have been created and mapped

Before you start

  • Assets are already in Civic.ly — created via photo upload, manual entry, or import.
  • Gather your old registers — spreadsheets, paper files, financial system exports.
  • Have your last AGAR fixed asset register ready for comparison.

Tip: Keep all assets in DRAFT status until you've fully updated them. Once an asset has been reconciled and you're happy the data is complete, change it to ACTIVE. This helps you track progress within Civic.ly — you can filter by status to see what's done and what still needs attention.

Understanding grouped vs itemised registers

Your old AGAR register likely groups assets into single line items:

  • "32 benches — £23,131"
  • "Memorial Park playground — £128,054"
  • "Street furniture — £8,500"

Civic.ly is always itemised — every bench, swing, lamp post, and bin has its own record. This is essential because inspections, jobs, and defects must be logged against specific assets, not grouped totals.

Your task: Work through your old register line by line, match each entry to the corresponding Civic.ly assets, update those records with the relevant details, and tick off each line as you go.

Steps

1. Choose your reconciliation method

Decide how you'll allocate grouped values across itemised assets:

  • Equal split — divide the total evenly (e.g. £23,131 ÷ 32 benches = £723 each)
  • Weighted allocation — assign values based on size, age, or replacement cost
  • Known values — if you have original purchase records, use those

Record your chosen method so it's consistent and auditable.

2. Work through your old register

For each line item in your AGAR or legacy register:

  1. Find the matching assets in Civic.ly — use search, filters, or the map to locate them.
  2. Update asset details:
    • Tick the AGAR checkbox if the asset should appear on your fixed asset register
    • Add purchase value, insurance value, or current value
    • Enter installation dates, warranty expiry, or other relevant details
  3. Add allocation notes — use the Notes field to explain how values were split (e.g. "Value split equally from grouped 'benches' total of £23,131").
  4. Change status to ACTIVE — once you're satisfied the asset record is complete.
  5. Mark it off on your old register — tick or highlight each line once reconciled.

Can't find an asset? If your old register includes something that isn't in Civic.ly yet, make a note of it on a separate list. Once you've finished the reconciliation, visit those locations to capture photos and upload them. You can then come back and update those newly created assets with the financial details.

3. Handle assets not on your AGAR

Some Civic.ly assets won't appear on your AGAR — they may not meet your financial regulations threshold or weren't previously recorded. Leave the AGAR checkbox unticked for these. They'll still be tracked operationally but won't count toward your AGAR totals.

These assets should still be marked ACTIVE once their details are complete.

4. Reconcile totals

Once all lines are processed, verify your totals match:

  • Option A: Export the Civic.ly register to CSV, filter by AGAR assets, and compare against your AGAR spreadsheet.
  • Option B: Check the dashboard's total purchase value for a quick comparison.

If totals don't match, review any assets that may have been missed or incorrectly flagged.

5. Check for remaining DRAFT assets

Filter Civic.ly by DRAFT status to see if anything was missed. Any assets still in DRAFT either:

  • Need their details completing, or
  • Were created but don't exist on your old register (review and update as needed)

Once everything is reconciled, you should have no DRAFT assets remaining.

Verify it worked

  • Civic.ly totals for AGAR-flagged assets match your AGAR return
  • Every line on your old register is ticked off
  • Allocation decisions are recorded in asset Notes fields
  • No assets remain in DRAFT status
  • Any missing assets have been noted for later capture

Notes and limits

  • Grouped values must be broken down — Civic.ly won't accept lump-sum entries covering multiple assets.
  • Agree your valuation method before starting — changing approach mid-reconciliation creates inconsistencies.
  • Not all assets need AGAR flagging — only those meeting your financial regulations threshold.

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/