Auditing Assets

auditing assets

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.

Contents:
1. What are audits?
2. How to enable audits in EZOfficeInventory
3. Use cases
3.1. How a company can benefit from auditing
3.1.1. Asking custodians to verify possession for items checked out to them
3.1.2. Request Audit from the Asset details page
3.1.3. Asking custodians to go to a warehouse/location and counting up all assets
3.2. How users can verify possession
3.2.1. Verify Possession from Asset’s Detail Page
3.2.2. Mass Action for Users against Audit Requests

1. What are audits?

Audits are an investigation of company activities. They are carried out to verify the authenticity of records and ensure that compliance requirements are met. Firms conduct audits to ensure that all inconsistencies in data and compliance can be isolated and fixed well in time.

With EZOfficeInventory, you can run audits to always have in-depth visibility into operations. 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.

2. How to enable audits in EZOfficeInventory

You can send audit requests to a member to verify possession of the items that are in their possession. Enable this feature from Settings –> Company Settings –> Audit.

audit request by admin

Once you enable this, another checkbox will appear that will ask you if you want to “Enable Administrators to initiate audit requests upon checkout”.

In order to run an audit for a user with this checkbox unchecked, admins will have to filter all items checked out to said user, then go to all their Item Details Pages, and individually request an audit for each item.

With this feature enabled, you can simplify this cumbersome task. Easily request an audit every time you checkout items so you never have to worry about it later. Here is how:

checkout audit

Simply check the “Request Audit” box that appears at the end of the “Checkout Asset” dialogue box. It’s that easy!

This is particularly useful when companies are using a delivery system and want a means to quickly verify that their staff member has received the delivery.

3. Use Cases for auditing

3.1. How a company can benefit from auditing

3.1.1. Ask custodians to verify possession for their items

Say, some assets are checked out to James Francis. With “Enable Administrators to initiate audit requests upon checkout” disabled

  1. Filter assets that are checked out to him by going to Items –> Assets –> Filter –> Assets in Custody of –> James Francis.
  2. Next, select these assets to request an audit by Actions –> Request Audit. James will receive an email asking him to verify possession of the item(s) in his custody.

With “Enable Administrators to initiate audit requests upon checkout” enabled, you don’t have to manually request an audit after checkout. Simply select the “Request Audit” box in the “Checkout Asset” dialogue box as demonstrated above.

Here is everything else that you can do:

  1. Filter assets in the “Audit Pending” state to resend the audit request at any time.
  2. For greater visibility into your audits, go to Reports –> Asset Reports –> Audits and toggle between audited and not audited records.
  3. You can also make it mandatory for staff to always scan the label to verify possession. To enable this, go to Settings –> Company Settings –> Audit. Learn More on Labels.audit request by admin

Tip: You can increase the page size to show 100 records by going to Your name at top right –> Settings –> My Settings –> Records per page.

3.1.2. Request Audit from the Asset details page

Go to the Asset Details Page for the asset you wish to request an audit for. A button on the right will say “Request Audit”. Click this to generate an audit request.

3.1.3. Ask custodians to go to a location and count 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 were verified (scanned) and which ones were not (not scanned).

3.2. How users can verify possession

3.2.1. 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. Click ‘Verify Possession’ from the Item Details Page.

auditing

3.2.2. Mass Action for Users against Audit Requests:

In cases where a staff user has a wide range of items checked out to them, it can be difficult to acknowledge possession for everything in a scenario where scanning isn’t enforced. We’ve got that covered! We have 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.

auditing assets

A Quick look at Types of Audit Alerts I get on each user level

About EZOfficeInventory

We are EZOfficeInventory, an asset management software used to track assets, schedule maintenance, manage compliance and much more. For further details, email us at support@ezofficeinventory.com.

Updated on January 7, 2019- Now Administrators can “request audit” at the time of checkout.