You can request an audit by having custodians simply acknowledge possession or scan the asset labels as proof that they have the asset on hand. They could also list it as damaged, lost, or stolen.
Audits allow process-based checkpoints on asset utilization in the field, endorsing transparency and accuracy of information. They help ensure that a year-end asset audit is not a daunting task, but just a simple click of a button in the reports section to see who has (and hasn’t!) been regularly auditing assets in their possession. Enable this feature from Settings -> Company Settings -> Audit.
Auditing – Ways a company can use it
A – Asking custodians to verify possession for the items checked out to them
1) Say some assets are checked out to James Francis.
2) You can filter the assets to get to assets that are checked out to him. Items -> Assets -> Filter -> Assets in Custody of -> James Francis.
3) Then select these assets to request an audit. Actions -> Request Audit.
4) James will receive an email asking him to verify possession of the item(s) in his custody.
5) You can filter assets by Audit Pending to resend the audit request at any time.
6) You can also go to Reports -> Asset Reports -> Audits and toggle between audited and not audited records.
7) You can make it mandatory for staff to ALWAYS scan the label to verify possession. This is a setting under Settings -> Company Settings -> Audit. Learn More on Labels.
Tip: You can increase the page size to show 100 records (Your name at top right -> Settings -> My Settings -> Records per page).
Request Audit from the Asset details page
B –Asking custodians to go to a warehouse/location and counting up all assets
1) Pick a date for doing the count.
2) Say James Francis takes LA main warehouse and Jennifer Lawson takes SF main warehouse.
3) James goes to LA and scans all items in the warehouse (in batches of 25), using the mobile app .
4) After scanning, from Actions -> Edit -> location, the location can be updated to LA. This is not a required step but will help sanitize the data; assets for which you’ve not recorded LA as a location (but which are in LA regardless) will now correctly show this association.
5) Jennifer does the same for SF.
6) From Reports -> Asset Reports -> Asset Scans, set the date you had picked for doing the counts.
7) Toggle between Scanned and Not Scanned to see which items have been verified (scanned) and which ones were not (not scanned).
Ways a User can verify Possession
A – Verify Possession from Asset’s detail page: Whenever an audit request is made, a staff user can verify possession for that item from its detail page or can also do a self-audit too. Click ‘Verify Possession’ from the item’s detail page.
B – Mass Action for Users against Audit Requests: In cases, where a staff user has a wide range of items checked out to him/her, it can be rather difficult to acknowledge possession for everything in a scenario where scanning isn’t enforced. We’ve got that covered! A feature which will eliminate equipment loss by verifying possession of multiple items (assets only). Say Company A loans out gaming consoles to some developers and they want to track these to make sure their IP isn’t compromised and the consoles don’t end up in the wrong hands. They can send out mass audit requests to track the condition or location of these consoles. If a developer has been issued 50 consoles, they can now verify possession and report the condition in a single step.