IT Asset Ledger Kit

When this helps

You want an IT asset ledger, but gear from leavers goes uncollected and audits don't match reality

What it does

Imports your existing device list (Excel or CSV, including Shift_JIS) and assigns asset numbers automatically. Tracks lending and overdue returns, collects equipment from departing staff (producing a "please return" notice for that person), runs physical audits (a sheet you take around, then matched against the ledger), and records data erasure when devices are disposed of (including a disposal request for vendors). For each device, it gives a reasoned estimate of expensing thresholds (¥100k/¥200k/¥400k), useful life, lease treatment, and whether it belongs on the depreciable-assets tax filing — decisions remain with your company and tax accountant. Passwords and recovery keys found in old management sheets are redacted rather than carried into the ledger, and instruction-like text hidden in imported documents is flagged rather than followed.

The fixes baked into this kit

1. Judges the ¥100k threshold using the tax-inclusive price at a tax-exclusive companyA ¥107,800 (tax-inclusive) PC at a tax-exclusive-accounting company was judged "¥100k or more" using the tax-inclusive price. Fixed to judge using whichever accounting method the company actually uses, defaulting to the heavier tax-inclusive figure — flagged for review — when that's unknown.
2. Applies the post-April-2026 ¥400k exemption to equipment bought before the cutoffA ¥350k device bought in March 2026 was placed under the ¥400k small-business exemption, which only applies to acquisitions from April 1, 2026 onward (the limit was ¥300k before that). Fixed to switch the limit based on acquisition date, and to flag for review when the date is missing.
3. Excludes exemption-expensed equipment from the depreciable-assets tax filingEquipment expensed under the small-business exemption was treated as exempt from the depreciable-assets filing. Under the Local Tax Act enforcement order, only items under ¥100k expensed in full, or lump-sum depreciated items, are actually excluded; exemption-expensed items still need filing. Fixed to report each device's filing status accordingly.
4. Offers the small-value exemption estimate for a leased copierA leased multifunction printer, whose ownership never transfers, was shown an estimate suggesting the small-value/small-business exemption could apply. Fixed to report that leases without a transfer of ownership cannot use the exemption.
5. Carries passwords and recovery keys from old sheets into the ledgerA password column from an imported old management sheet, and a BitLocker recovery key written in a memo field, were showing up in the ledger. Fixed to skip reading password columns entirely and to detect and redact recovery keys, PINs and product-key patterns.
6. Redacts a phone's IMEI because it happens to pass a card-number checkA phone's 15-digit IMEI happened to pass the digit-check used to detect card numbers, so it got redacted and could no longer be used in audits. Fixed so numbers following words like "IMEI", "serial" or "serial number" are never redacted.
7. Reads "use of dedicated data-erasure software" as mere factory resetThe guideline phrase "use of dedicated data-erasure software" was being matched on the word "erasure" and misread as a plain factory reset, marked ✗. Fixed to check for the official phrasing first before judging.
8. Skips the certificate check for vendor-handled disposalWhen disposal was outsourced to a vendor, the check that the erasure certificate matches the device serial number was being skipped. Fixed so that any vendor-involved disposal always triggers a certificate and serial-number check, regardless of the erasure method used.
9. Marks a lent-out projector as missing during an auditA projector that was out on loan showed up as missing (✗) during a physical audit. Fixed so that lent-out or in-repair devices are marked "confirm with the holder" instead of "missing".
10. Misses a departing employee's gear when only their family name is givenTold "Morita is leaving this month," the kit failed to match the ledger's full name "Keisuke Morita" and replied that no such person was on the ledger, risking uncollected equipment. Fixed to match on family name alone or with an honorific, and to ask which person is meant when more than one match is found.
11. Includes unspecified pending-disposal devices in a vendor handoff listAsking for a vendor handoff list for specific devices instead pulled in every device awaiting disposal. Fixed so the list only ever contains the devices that were actually specified.
12. Risks deleting a disposed device's record entirely on "delete this"Asked to "delete" an already-disposed device, the kit's usual reply ("I'll mark it as withdrawn") would have wiped out the disposal record along with it. Fixed so an already-disposed device gets a dedicated reply: keep the record as-is, since bookkeeping records must be kept for 7 years.
13. Can't read the Japanese-era-coded acquisition date on a tax filing scheduleA municipal depreciable-assets filing schedule listed the acquisition month using a Japanese-era numeric code (e.g., "50604"), which couldn't be read, and non-IT rows (like fixtures or artwork) risked being pulled in too. Fixed to decode the era-code format and to skip and report rows that aren't IT equipment.

What's inside

• Importing existing device lists (Excel/CSV, including Shift_JIS) with automatic asset numbering
• Lending and overdue-return tracking, with alerts once a return date has passed
• Finding a departing employee's equipment and drafting a "please return" notice for them
• A physical audit sheet and matching against the ledger (lent-out/in-repair items are not flagged as missing)
• Data-erasure records for disposal, plus a disposal-and-erasure request to hand to a vendor
• Per-device accounting/tax estimates (¥100k/¥200k/¥400k thresholds, useful life, depreciable-asset filing)
• Automatic redaction of passwords, recovery keys and product keys
• Detection of instruction-like text hidden in imported documents, flagged rather than followed

The first three decisions

1. Company name
2. Whether you have an existing device list (Excel/CSV)
3. Whether you're a small/medium business using tax-exclusive accounting

What you need

• No extra costClaude Code or CodexBoth CLAUDE.md and AGENTS.md are included
• No extra costNode.js 18 or laterNeeded to run the tools. Nothing else to install
• No extra costExcel (or compatible software) and a browserTo view the ledger, audit sheet and results page

How to use

Just paste this into your AI.

I want to use the nice to have kit "IT Asset Ledger Kit". Follow https://nicetohave.app/en/g/AUKETCV2-•••••••••• and set it up.

Works the same in Claude Code or Codex.
Read what this tells your AI to do, before you paste it

FAQ

Can it produce journal entries or the depreciable-assets tax filing itself?

No. It only produces a per-device accounting/tax estimate and a guess at whether it belongs on the depreciable-assets filing. Journal entries, depreciation calculations, entry into accounting software, and the actual filing are left to your company and tax accountant.

Can it read a PDF or scanned image of an invoice directly?

Not on its own. The AI reads the invoice and transcribes it, and the tool then enters that into the ledger.

Can it also file a data-breach report if a device goes missing?

No. Reporting to the authorities for a missing device with unencrypted personal data is handled by a separate data-breach report kit. This kit covers the ledger and audits only.

Can it also track lease/SaaS contract renewal and cancellation deadlines?

No. This kit covers the equipment itself (for leases, just the end date and erasure before return). Renewal and cancellation deadlines for the contracts/subscriptions themselves are handled by a contract/subscription ledger kit.

How long does trying the sample take?

Running through the full sample (21 devices) took about 4 seconds on the machine it was built on. This can vary, roughly up to double, depending on your computer and load.

Supporters

Once support opens, the people who backed this kit will be listed here.