Nonprofit Asset Register: Track Donor-Funded Equipment

If a grant ends on 31 December, the laptops, vehicles and generators it paid for need a decision in the next two weeks.

Grant-funded assets usually come with conditions in the award: who owns them at the end, whether they can move to another project, and whether disposal needs the funder's approval. A sound closeout runs in order. List every asset the grant paid for, read the ownership and disposal terms, confirm location and condition with a physical check, decide each item's next use, then record the approval and the evidence. Started months before the end date, it is routine work.

Our Asset Management OS for Excel and Google Sheets starts the review early. Restricted and donor-funded assets are flagged inside a window you set before the project ends, and closeout by project shows what is resolved, in progress or still needs a decision. Physical counts show NOT_FOUND or a location or custodian mismatch, and a disposal stays BLOCKED until review, funder-terms check and approvals are in place. The demo holds a fictional foundation with 27 assets.

Next year's closeout arrives with the decisions already listed.

It isn't an inventory system or accounting software, and it doesn't certify compliance with any donor.