Audit

During the audit, you have the opportunity to review, verify, and examine all the items and data recorded by the company. The employee can verify if the device(s) assigned to them is/are correct or if there is an issue with it/them. With this feature, you can validate your inventory health and remove any incorrect or outdated devices. Additionally, the accounting team will have a proper list of used and unused devices.

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Larger companies use this validation method approximately 2-3 times per year

How can start a new inventory audit?

1. Navigate to the Audit menu item on the sidebar.

2. Click the New Audit button on the right side.

3. Give for the new audit a Name. The name must be unique. You are not able to reuse a name that has been previously created across tenants.

4. Select the Participating Tenants from the drop-down menu. You have the option to select one or multiple tenants.

5. Decide if the audit will be conducted by administrators only or if you want to allow users to confirm the items. If you enable the Allow Self-Check input switch, each employee can check their assigned items on their user site. Employees do not require permissions when the administrator conducting audits in areas such as meeting rooms or kitchens, etc.

6. Click the Create button to save the new audit. It will appear on the page as a notebook tile.

   You can view all audits as different notebook tiles with different colors.

   • Blue: Indicates that the inventory audit has been created but not yet opened.

   • Green: Indicates that the inventory audit is currently open and in progress.

   • Red: Indicates that the inventory audit has been processed and closed.

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You can create multiple new audits, however, a tenant can only have one open audit at a time. Only one audit can be in progress at once.

Employee self check

When you as an administrator, enable the Allow Self-Check option during the creation of a new inventory audit, each employee will be able to review on their user site which items have been assigned to them when the audit is open.

• The employees can confirm the items assigned to them by clicking the green Verify button. A green tick mark will appear in the top right corner of the device tile.

• If employees identify an item as a problematic device, they can report it by clicking the Report button. A new small window will appear, allowing them to choose from the following options:

  • Ownership

  • Do not need

  • Damaged

  • Lost

  • Other

    They can write any comments and click Report button. The item will be marked as problematic with a red exclamation mark in the top right corner of the device tile.

Open audit page display

• To begin the audit, find and click on the blue audit tile you created earlier. At this point, the audit has not been opened for tracking yet. You will see the audit name, creation date, and an empty table. To proceed, click the Open inventory for audit button to start tracking.

• At the top of the page, you will find the audit name and the associated tenant for which it was created. If the audit is currently open, you will notice a green padlock icon indicating its status. The creation date will be displayed adjacent to it.

• You will find a red Close Inventory Audit button available, which you can utilize to close the audit once processing is finished.

• As an administrator, you have the option to search for devices using the barcode or serial number from the drop-down menu. When searching for a device, you can view its details, including its name, user, serial number, created and modified date, status and barcode. You will have the option to use two additional buttons: Back to IT, and AUTO BACK TO IT:OFF/ON.

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  Auto Back to IT ON/OFF button: As an administrator, when you search for a device and the device is found to be assigned to an employee or place, the system will automatically assign the device to IT if this button is turned ON. This feature will not work when the button is turned OFF.

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  You can alternatively utilize a mobile phone camera to scan the barcode, or employ a barcode reading device. To initiate this process, simply click on the purple Scan button.

• You can view the total number of devices checked and assigned to employees or IT, along with a separate count.

• You will encounter the Show unverified devices switch. When activated, the list will exhibit devices with grayed-out letters. After verification, the letters will revert to their normal appearance.

• The list of devices and datas will be displayed, including:

  • Device ID
  • Tenant
  • Device name
  • Barcode
  • Serial number
  • Assign to
  • Department
  • Auditor
  • Reported issue
  • Self checked
  • Checked date

  Every data has its own filter option, except for the checked date. You also can use search options for the list, which will not open the detailed view of the device. You can exit the filter by using the clear button.

• You can download the list as an excel file using the green Export to Excel button under the list.

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Learn more about how to check devices that are assigned to your name as an administrator here: Employee self service

How to track the audit?

1. Start by creating a new audit and opening it.

2. Search for devices using either the barcode or serial number.

3. As an administrator, after inspecting a device, click the green Verify Device button. To undo the check, use the red bin button located next to the devices in the list.

4. Once the checking process is completed for all devices (by both employees on the employee self service page and administrators), you can close the audit by clicking the Close Inventory Audit button.