Understanding Self and Aided Audits l Audits and Physical Verification

Understanding Self and Aided Audits


Understanding Self and Aided Audits 


If a user wants to verify the assets’ location or other details, they can create the Audit for verification of assets and can assign to different users. Alternatively, user of the asset can perform the self-verification process under Audit. 

 

SELF AUDIT 

 

Under Self-Audit, the user can audit their own assets allotted to them. 

 

         

 

          To do a Self-Audit, user can choose Self-Audit option and provide such valid information as: 

 

 

FIELD NAME 

DESCRIPTION 

MANDATORY 

VALIDATION 

Start Date  

Select Start Date for the Audit 

Yes 

Should be present or future date 

End Date  

Select End Date for the Audit 

Yes 

Should be present or future date 

End Date should be bigger than Start Date 

Audit Name  

Enter name of the Audit  

Yes 

Should be unique 

Audit for Fields  

Select fields from the Drop-down. In the Drop-down all fields pertain to Asset information 

No 

 

Category 

Select the Category from the Drop-down 

No 

 

Locations 

Select Locations from the Drop-down 

No 

 

Department 

Select Department from the Drop-down 

No 

 

 

 

VERIFICATION OF SELF AUDIT 

 Bell Icon > Pending Audit 


On creation of the Audit, all assigned users of the given asset in the Audit will get notification in pending audit. They can then perform verification of assets under the Audit process. 


 

 

User can filter out the audit through the given fields. After filtering data, select the Audit. A new screen pops up, from where user can verify the assets under the Audit. 

 

 

 

The audit marked in RED shows the Audit is pending and the Audit marked in BLUE shows the completed and verified audit. 

 

FILTER NAME 

DESCRIPTION 

Start Date 

Here user can search the audits as per Start Date of the Audit 

End Date 

Here user can search the audits as per End Date of the Audit 


After selection of the Audit, a new screen opens from where verification of audit can be processed further. To complete the Audit, user has to classify data on the basis of Present/Not Present/No Action/Present with Incorrect Data as explained below: 

 

  

 

 (A) Present: - Here a user can select the assets from the grid and then select the Present button. 

A pop-up comes up. Confirm it to proceed further. 

 

                                              

 

(B) Not Present: Here a user can select the assets from the grid and then select the Not present button. A new screen pops up. Confirm it by proving a valid remark for the non-availability of the given asset. 


                                                   

 

(C) Present with Incorrect Data: When the Present status for the audit is incorrect, user can click on the particular asset. A new screen pops up, Here, user can change details for which the audit is going on (those field which user chose at the time of making the audit under the Audit For Fields option e.g. the brand has been chosen here.). Use can also insert remarks which will be reflected in the Audit Report. 

 

 

 

 

(D) Add Extra Asset: - If user found new assets while auditing, they can go to the option of Add Extra Asset and provide the required information and click on Save. 


             


After saving the new asset, user can view under the grid in "Extra Assets" on the same page where user is performing verification of assets. 

 

              


For filter out data at the time of verification, a user can use the given fields: 

 

FILTER NAME 

DESCRIPTION 

From Date 

Mention the Start Date for filtering out the date 

To Date 

Mention the End Date for filtering out the date 

Search 

It is a universal field to search all related data mentioned in the grid 

Status 

User can search according to Status: 

1.Present, 

2.Not Present 

3.No Action 

4.Present with Incorrect Data


After completing the audit, user can see the result in Audit report. 

 

 

AIDED AUDIT 


Users who want to allot the audit to multiple users can create the Aided Audit.
We can perform the Aided Audit in two ways:

Assigning to Multiple Users through Interface

In an Aided Audit we can assign Asset Category, Locations and Department to specific users.


 


Aided Audit is created for multiple users.  We can assign Asset Category, Locations and Department to specific users through the interface and these fields are displayed when the user creates an Aided Audit.

         












(Highlighted option helps user to assign an audit to specific users on the basis of Category, Department and Location. It also works independently) 
After allotting the Audit to specific users, user can save by clicking on Save button. 

 

FIELD NAME 

DESCRIPTION 

MANDATORY 

VALIDATION 

Start Date  

Select Start Date for the Audit 

Yes 

Should be present or future date 

End Date 

Select End Date for the Audit 

Yes 

Should be present or future Date 

End Date should be bigger then Start Date 

Audit Name  

Enter name of the Audit  

Yes 

Should be unique 

Audit for Fields  

Select fields from the Drop-down. In the Drop-down all the fields pertain to Asset information 

No 

 

Category 

Select the Category from the Drop-down 

No 

 

Locations 

Select Locations from the Drop-down 

No 

 

Department 

Select Department from the Drop-down 

No 

 

Audit User  

Select user from the Drop-down to assign the Audit 

Yes 

 


Assigning Multiple Users through upload of Excel 

Under this type, Aided Audit is created by uploading Excel for multiple users. We have to provide valid information such as: 


 

FIELD NAME 

DESCRIPTION 

MANDATORY 

VALIDATION 

Start Date  

Select Start Date for the Audit 

Yes 

Should be present or future date 

End Date  

Select End Date for the Audit 

Yes 

Should be present or future date 

Audit Name  

Enter name of the Audit  

Yes 

Should be unique 

Audit for Fields  

Select fields from the Drop-down. In the Drop-down, all the fields pertain to Asset information 

No 

 


After that click on Click Here To Download A Template File For Creating Audit (A template file is downloaded. User enters the fields and creates Aided Audit for multiple users). Here, we can assign Asset Category, Locations and Department to specific user in the given Excel. 

 

 

After preparing the Excel, user can directly go to Upload A File For Audit where they can choose the file from their system and save it. The audit will be reflected in the List of All Audits grid in Manage Audits. 

Verification of Aided Audit 
 Bell icon > Pending Audit 

 

 


User can filter out the Audit through the given fields. After filtering data, select the audit. A new screen pops up from where the user can verify assets under the Audit. 

 

 

  

FILTER NAME 

DESCRIPTION 

Start Date 

Search audit on the basis of Start Date of the audit 

End Date 

Search audit on the basis of End Date of the audit 


After selecting the Audit, it leads to a new screen from where verification of audit can be processed further. To complete the audit, we have to classify data on the basis of Present/Not Present/No Action/Present with Incorrect Data explained below: 

 

  

 

  1. (A) Present: User can select assets from the grid and then select the Present button 

A pop-up comes up, confirm it and proceed further. 

 

                                         

 

  1. (B) Not Present: User can select assets from the grid and then select Not Present button. A new screen pops up. Confirm it by providing a valid remark for non-availability of the given asset. 

                                            

 

  1. (C) Present with Incorrect Data: - When Present for the audit is incorrect, user can  click on the particular asset. A new screen pops up, where user can change details for which the audit is going on (those fields which user chose at the time of making the audit under the Audit For Fields option e.g. we have chosen the brand here). User can also insert remarks, which will be reflected in the Audit report. 

 

 

 

  1. (D) Add Extra Asset: - If user found new assets while auditing, they can go to the option Add Extra Asset and provide required information there and select Save. 

 

 


After saving the new asset, user can view under the grid in Extra Assets on the same page where they are performing verification of assets. 

 

 


For filtering out data at the time of verification, a user can use the given fields: 

 

FILTER NAME 

DESCRIPTION 

From Date 

Mention the Start Date for filtering out on the date 

To Date 

Mention the End Date for filtering out on the date 

Search 

It is a universal field. User can search all the related data which are mentioned in the grid 

Status 

User can search according to status: 

1.Present, 

2.Not Present 

3.No action 

4.Present with incorrect data 


After completing the audit user can see the results in Audit Report. 

 

System Configuration


Here is the configuration through which we can hide/unhide the following buttons from the system at the time of verification of assets under Audit:

  1. Present Button 

  1. Not Present Button 

  1. Incorrect Data Button 

  1. Extra Details 


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