Audit — User Guide

Module: Fixed Equipment
Audience: Asset managers, internal auditors, operations leads
Version: 1.0.0
Last updated: 2026-07-22

Overview

Audit helps you verify that equipment on the books matches what you physically have on site. You define what to count (by location, model, specific assets, or check-in status), get the list approved, then walk the floor recording actual counts. When the audit is closed and approved, the system can reduce quantities, deactivate missing assets, or trim license seats to match your findings.

Use audits for periodic stock takes, location spot-checks, and reconciliation after large moves.

Prerequisites

View own users only see audits where they are the assigned Auditor. Global View sees all audits and can filter by auditor.

Setup:

1. Settings → Locations and Settings → Models — used as scope filters.
2. Settings → Approval — configure whether opening and closing an audit requires approvers.

Step-by-step: View and filter audits

1. Go to Fixed Equipment → Audit.
2. Optionally filter by Auditor, Status (New / Approved / Rejected), and Audit date range.
3. The table shows title, auditor, audit date, status, and created date.

Expected result: You can open pending audits for approval or approved audits for field counting.

Step-by-step: Create an audit request

1. On the Audit page, click Add.
2. Enter a Title and Audit date.
3. Select the Auditor (defaults to you).
4. Set at least one scope filter:
   • Location — items stored at or checked out to that location
   • Model
   • Assets — pick specific items
   • Check-in / Check-out — only items currently in or out
5. Click Load items to populate the grid with expected quantities.
6. Review the item list, then click Submit.

Expected result: A new audit is created. If approval is enabled, approvers are notified. If not, the audit is immediately approved for counting.

Step-by-step: Approve an audit (opening)

1. Open the audit from the list (Detail on a New audit).
2. Review the scope and item list.
3. If you are an assigned approver, use Approve or Deny (with optional reason).
4. If the process requires choosing an approver, select one and submit.

Expected result: Status changes to Approved when all required approvers agree. The auditor can then perform the physical count.

Step-by-step: Perform the audit (field count)

1. Open an Approved audit (title link or Detail).
2. For each line, enter:
   • Adjust — quantity you actually counted
   • Accept — mark when you confirm the adjustment
   • Maintenance — flag if the item needs service (optional)
3. Use Scan QR code to find an asset by its tag.
4. Click Submit when counting is complete.

Expected result: Counts are saved. If close approval is configured, approvers must sign off before register quantities change. Otherwise adjustments apply immediately.

Step-by-step: Close approval

1. After the auditor submits, assigned close approvers open the same audit record.
2. Approve or deny the closing request.

Expected result: On approval, missing quantities are written back to the register (assets deactivated, license seats or stock quantities reduced). Status shows the audit as closed.

Step-by-step: Record maintenance from an audit line

1. On the audit detail screen, use the maintenance action on a line item.
2. Complete the maintenance form (asset, supplier, type, dates, cost).
3. Save.

Expected result: A maintenance record is created and linked to the audit context.

Field reference

Common issues

Related features

• Maintenances — service records linked from audit lines
• Assets — physical items in audit scope
• Licenses — seat counts adjusted on audit close
• Order list — returns can spawn audit requests