Auditing Assets in Work Orders

To perform asset Audits in Work Orders, you will need to make sure you have the Edit Asset Space asset permission within your role.

Having that permission will allow you to see the "Perform Audit" action on the following pages

• View All Assets
• View All Assets (all fields)
• Asset Tab when editing a Space record

In addition, you will have access to the "Manage Audits" page, which will give you a listing of all Audits conducted.

Perform an Asset Audit  

1. Select Assets > View All Assets or View All Assets (all fields).

   Note: If you want to continue work on an audit previously started, select Assets > Manage Audits. Click the audit name, and go to step 5.

2. Find an asset by searching or using a filter(s). 

   Note: To view all assets, in the column of your choice, click . In the filter () section, select Check All, and then click Filter.

3. Select the checkbox next to the assets you want to audit.

   Note: This step is the same as View All Assets, View All Assets (All Fields), and The Asset Tab when Editing a Space Record.

4. Select Actions > Perform Audit. The Audit assets page appears.
5. Do any of the following: 

   • Update the Audit name. 

     Note: The name defaults to include a date/time stamp of when the audit was created. You can edit the name any time while the audit is In Progress.

   • Select a Date. 
   • To save the Audit name or Date, click Save. 
6. To add additional assets, do the following: 
   • Select an asset's Location from the drop-down.
   • Scan or type its barcode. If you have a carriage return setting for your scanner, the scan is done automatically. Otherwise, click Scan.
7. For each asset already in the audit, do any of the following:

   • To verify an individual asset, in the Confirmed column, select the toggle.

     Note: The name of the user conducting the audit appears under Confirmed User, and a date/time stamp appears under Audit Date.

   • To verify the status and/or confirm several assets at once, select the checkbox to the left of the assets. Use the Assign status drop-down to select the status and/or click Confirm. 
     
8. To update the asset location, status, or condition, do the following: 
   1. In the asset row, click .

   2. Use the drop-down in the appropriate column to select the new Location, Status, and/or Condition.
      

      Note: Options for the Status drop-down vary based on the asset's current status. You cannot change the status to In Transit while an asset is in audit.

   3. Click Save in the asset row.

9. To add information about the audit, enter it in the Note field.

   Note: If you do not complete an audit by clicking Submit Audit, and you want to save the Note, click Back to Manage Audits.

10. When all assets in the audit are accounted for, click Submit Audit.

    Note: If all assets are not confirmed, a pop-up verification appears. You can either Return to Audit or Submit Anyway.

Remove an asset from an audit

To remove an asset from the Audit, select .

Confirm the asset removal from the Audit by selecting OK.

Manage Audits Page

Navigate to Assets > Manage Audits to see a listing of all Audits in your program

• The Name link will direct you to your Audit
• The # of Audited Assets is a count of all assets that have/had a confirmation checkbox in the Audit. Assets that do/did not have a checkmark for confirmation will count as "Non-Audited Assets".

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Asset Detail Page - Audits Tab

Once an asset is included in an Audit, an Audit tab will populate on the asset records detail page. This way you can track the Audit history of each asset.

• The Audit Name is a clickable link to direct you right to your Audit.
• On this tab, the Date field is the create date
• The Status will sync real-time to the status of the Audit the Audit create user is tracked.

View All Assets (All Fields)

When an asset gets a confirmation checkmark during the Audit, the "Last Audit User" and "Last Audit Date" will update.