This article explains how site-level users can view district-created audits, monitor audit progress, review district audit details, and access available audit reports in Asset Management. The “Audits” page helps site users track room audits, understand audit statuses, prepare audits for district reconciliation, and review compliance and summary reporting.
- Navigation:
- Admin View
- Audits
The “Audits” page allows site-level users to view administrative-created audits for their site and monitor the progress of room audits as they move through different statuses. Only the administrative level takes action on administrative-created audits in the “Scan Complete” status.
View Site Audits
View Site Audits, located on the top navigation bar under Audits, allows site-level users to view all room audits created by the administrative level and monitor the site’s progress for each audit.
Filters help users search for specific audit information. At least one filter must be selected.
| Filter | Description |
|---|---|
| Audit Name | A unique alphanumeric name assigned to a district-created audit |
| Site | A single-select drop-down menu listing each site in Asset Management |
| Created Date | The date the audit was created by the administrative level |
| Audit Due Date | The date the audit must be completed |
| Last Modified Date | The most recent date any room audit within the site audit was modified, including status changes |
| Progress | The percentage of room audits for the site in the status of “Scanned” or “Reconciled,” or whether the site has “Closed” the audit |
| Compliance | The site’s audit compliance status |
| Police Report Required | Indicates whether a police report is required for tags in the “Lost” or “Stolen” status |
The “Filter Results” grid appears below the filters section and displays audits based on the selected criteria.
| Function | Description |
|---|---|
| Begins the Initiate Site Audit process | |
Lets an administrator choose which columns appear in the “View Site Audits” grid and the order in which they appear Available fields include “Audit Name,” “Created Date,” “Audit Due Date,” “Last Modified Date,” “New,” “In Progress,” “Scan Complete,” “Closed,” “Progress,” “Compliance,” “Action,” “Site,” “Inventory,” “Verified,” “Missing,” “Misplaced,” “Police Report,” “First Scan Date,” and “% Scanned” | |
| Emails a copy of the “Compliance Report” to the audit creator, audit approver, primary site contact, or other specified email addresses | |
| Audit Name | A unique alphanumeric name assigned to a district-created audit |
| Site | A single-select drop-down menu listing each site in Asset Management |
| Created Date | The date the audit was created by the district level |
| Audit Due Date | The date the audit must be completed. Audits not completed or marked “Scan Complete” by the due date appear in red. |
| Last Modified Date | The most recent date any room audit within the site audit was modified, including status changes |
| New | The number of room audits created for the site based on the selected audit filters |
| In Progress | The number of room audits for the site in “In Progress” status |
| Scan Complete | The number of room audits for the site in “Scan Complete” status |
| Closed | The number of room audits for the site in “Closed” status |
| Progress | The percentage of room audits for the site in “Scanned” or “Reconciled” status, or whether the site has “Closed” the audit |
| Compliance | The site’s audit compliance status |
Actions Column
| Function | Description |
|---|---|
| Matches missing tags from a current audit with misplaced tags from approved, administrative-initiated audits and updates their state to “Found” | |
| Opens the “District Audit Details” window, which lists each room audit created by the district and its tag audit state information | |
| Audit Detail Report | Provides a CSV report listing tags and their most recent audit state from room audits in the selected administrative-created site audit. The report includes “Site ID,” “Site Name,” “Region,” “Tag,” “Asset Type,” “Parent Tag,” “Serial Number,” “Audit State,” “Audit Scan Date,” “Audit Scan By,” “Audit Location,” “Expected Location,” “Location Type,” “Grade,” “Audit Date,” “Audit By,” “Audit Notes,” “Audit Status,” “Action Taken,” “Product Number,” “Product Name,” “Model,” “Manufacturer,” “Product Type,” “Inventory Status,” “Tag Notes,” “Order Number,” “Funding Source,” “Department,” “Purchase Price,” and “Facility ID” |
| Emails a PDF copy of the “Audit Compliance Report” |
Reconcile Audits
Reconcile Audits, located on the top navigation bar under Audits, allows site administrators to review filtered room-audit results from administrative-initiated audits for their site.
Basic Filters help site administrators search for specific tag information. At least one filter must be selected.
| Filter | Description |
|---|---|
| Audit Name | A drop-down menu listing available audits for the site |
| Tag Audit State | A multiselect drop-down menu listing available tag audit states in Asset Management: “Found,” “Misplaced,” “Missing,” and “Verified” |
| Location Audit Status | A multiselect drop-down menu listing audit statuses, including “Scan Complete,” “In Progress,” and “New” |
| Action Taken | A multiselect drop-down menu listing actions such as “No Action Taken,” “Ignored,” “Transfer to Room,” “Transfer to Staff,” “Transfer to Student,” “Auctioned,” “Disposed,” “Lost,” “Recycled,” “Returned to Vendor,” “Sold,” “Stolen,” “Surplus,” and “Used for Parts” |
| Site Name | A multiselect drop-down menu listing each site |
| Expected Location Site | A multiselect drop-down menu with options for whether the expected location matches the audit site |
| Expected Location Type | A multiselect drop-down menu listing location types: “Room,” “Staff,” and “Student” |
| Tag Status | A multiselect drop-down menu listing tag statuses such as “Auctioned,” “Available,” “Disposed,” “In Repair,” “In Transit,” “In Use,” “Lost,” “Pending Transfer,” “Recycled,” “Returned to Vendor,” and “Sold” |
| Funding Source | A multiselect drop-down menu of funding sources used to purchase the item |
| Product Type | Filters results by product type |
| Asset Type | A multiselect drop-down menu listing asset associations: “Standalone,” “Parent,” or “Component” |
Advanced Filters provide additional options to refine audit results. At least one filter must be selected.
| Filter | Description |
|---|---|
| Tag/Serial List | Filters for a specific tag or serial number |
| Audit Date | A calendar filter that limits results to audited tags within the selected date range |
| Audit Due Date | A calendar filter that limits results to audits with due dates in the selected date range |
| Last Scan Date | A calendar filter that limits results by the last scan date |
| Price | Filters results by each tag’s purchase price, which may differ from the product’s suggested price |
| When selected, displays the most recent tag audit state for each tag, whether it came from a site-level audit or a district-created audit | |
| When selected, displays tag audit state information only for administrative-created audits approved by the site level |
The “Reconcile Filter Results” grid appears below the filters section and displays the matching results.
| Function | Description |
|---|---|
| Items Selected | Displays the number of tags selected for reconciliation |
Lets an administrative user choose which columns appear in the “Reconcile Audits” grid and their display order Available fields include “Audit State,” “Tag,” “Actions,” “Asset Type,” “Audit Date,” “Audit Due Date,” “Audit Location,” “Expected Location,” “Funding Source,” “Last Scan Date,” “Product Name,” “Product Type,” “Serial,” and “Tag Status” | |
| Opens the “Reconcile Inventory” window and allows an administrative user to take bulk action on filtered tags | |
| Audit State | Displays the tag’s audit state, including “Missing,” “Misplaced,” and “Verified” |
| Tag | The unique asset identifier or Asset Management-created tag number |
| Product Name | The product name |
| Tag Status | The current tag status |
| Funding Source | The funding source used to purchase the item |
| Last Scan Date | Displays the last scan date for the audited tag |
| Audit Due Date | Displays the audit due date |
| Expected Location | The current location associated with the tag |
| Audit Location | The location where the tag was found during the audit |
| Audit Date | The date the audit was conducted |
| Action | A line-item tool used to reconcile the selected tag with available options |
| Appears when a note was recorded while reconciling a “Missing” or “Misplaced” tag, or when the site added a note during the room audit. Hover over the icon to view the note. |
District Audit Details
The “District Audit Details” window allows site-level users to view all room audits created by the administrative level and track site progress for the audit. This window also allows the site to Approve the site audit results, which communicates to the district that the site is ready for reconciliation. The “Room Types,” “Staff Types,” and “Grades” fields depend on the “Audit For” selection.
| Function | Description |
|---|---|
| Audit Name | A unique alphanumeric name assigned to an administrative-created audit |
| Audit For | Identifies what is included in the audit, such as rooms, staff, students, or a combination |
| Created Date | The date the audit was created |
| Last Modified Date | The most recent date any room audit within the site audit was modified |
| Audit Due Date | The date the audit must be completed |
| Product Types | The product types included in the audit |
| Room Types | The room types included in the audit |
| Staff Types | The staff types included in the audit |
| Grades | The grade levels included in the audit for staff members or students |
| Ignore Tags Modified Date | The cutoff date for modified tags to be included in the audit |
| New | The number of room audits for the site in “New” status |
| In Progress | The number of room audits for the site in “In Progress” status |
| Scan Complete | The number of room audits for the site in “Scan Complete” status |
District Audit Grid
| Function | Description |
|---|---|
| Marks all room audits within the site audit as “Approved,” moves them to “Finalized,” and prevents further edits or denials | |
| Approve Audit OR Complete Scan (Move to Reconcile) | Marks all room audits within the site audit as “Approved,” moves them to “Scan Complete,” and prevents further edits or denials |
| Changes all “Scan Complete” room audits within the site audit back to “In Progress” so they can be edited again | |
| Opens the selected audit so the site can edit or add tags | |
| Location | Displays whether the line item is a room, staff member, or student |
| Status | Displays the audit status: “New,” “In Progress,” “Scan Complete,” or “Closed” |
| Modified Date | Displays the last date the room audit was modified |
| Inventory | Displays the number of tags in the audited room, staff, or student record |
| Verified | Displays the number of tags verified in the audited location |
| Missing | Displays the number of tags not verified in the audited location |
| Found | Displays the number of tags expected in this location but found elsewhere |
| Misplaced | Displays the number of tags found in this location but expected elsewhere |
| Opens the “Room Audit Details” window, where site users can add notes for “Missing” and “Misplaced” tags and review audit details such as “Audit Status,” “Last Modified Date,” “Last Modified By,” “Created Date,” “Created By,” “Scan Complete Date,” “Scan Complete By,” “Audit Inventory,” “Initiated By,” “Approved By,” “Approved Date,” “Verified,” “Found,” “Missing,” “Misplaced,” detailed product information, “Tag Number,” and “Tag Details” | |
| Room Audit Summary Report | For room audits, provides a report that includes “Room Number,” “Room Name,” “Room Type,” “Site Name,” “Date Printed,” “Status,” “Created By,” “Created Date,” “Last Modified By,” “Last Modified Date,” “Initiated By,” “Approved By,” “Approved Date,” “Scan Completed By,” “Scan Completed On,” “Audit Inventory,” “State,” “Product,” “Tag,” “Asset Type,” “Expected Location,” “Audit Location,” and “Action Taken” |
| Staff Audit Summary Report | For staff audits, provides a report that includes “Staff ID,” “Staff Name,” “Staff Type,” “Site Name,” “Date Printed,” “Status,” “Created By,” “Created Date,” “Last Modified By,” “Last Modified Date,” “Initiated By,” “Approved By,” “Approved Date,” “Scan Complete By,” “Scan Completed On,” “Audit Inventory,” “State,” “Product,” “Tag,” “Asset Type,” “Expected Location,” “Audit Location,” and “Action Taken” |
| Student Audit Summary Report | For student audits, provides a report that includes “Student ID,” “Student Name,” “Site Name,” “Date Printed,” “Status,” “Created By,” “Created Date,” “Last Modified By,” “Last Modified Date,” “Initiated By,” “Approved By,” “Approved Date,” “Scan Completed By,” “Scan Completed On,” “Audit Inventory,” “State,” “Product,” “Tag,” “Asset Type,” “Expected Location,” “Audit Location,” and “Action Taken” |
Audits Reports
The “Audits” page provides reports that compile information from multiple audits for viewing or printing.
Under “Please Select Audit Report”
| Function | Description |
|---|---|
| Full Compliance Report | Provides a PDF report summarizing each approved or closed audit on the “View Site Audits” grid. The report includes “Audit Name,” “Inventory,” “Verified,” “Missing,” “Misplaced,” “Created Date,” “Approved Date,” and “Completed Date.” |
| Audit Listing | Provides a CSV report listing all administrative-initiated audits across all sites based on the filters applied to the “View Site Audits” grid. The report includes “Audit Name,” “Site,” “Created Date,” “Last Modified Date,” “Audit Due Date,” “New,” “In Progress,” “Scan Complete,” “Closed,” and “Progress.” |
Under “District Audit Details”
| Function | Description |
|---|---|
| District Audit Listing Report | Provides a CSV breakdown of the results of an entire district-initiated audit based on the filters applied to the “District Audit Details” grid. The report includes “Location,” “Status Modified Date,” “Inventory,” “Verified,” “Found,” “Missing,” “Misplaced,” “Audit Due Date,” “Approved By,” “Approved Date,” “Scan Completed By,” “Scan Completed Date,” “Total Inventory,” “Total Verified,” “Total Found,” “Total Missing,” and “Total Misplaced.” |
Under “Reconcile Audits”
| Function | Description |
|---|---|
| Audit Details Report | Provides a CSV report listing filtered tags from room audits and their most recent audit state. The report includes “Site ID,” “Site Name,” “Tag,” “Asset Type,” “Parent Tag,” “Serial Number,” “Audit State,” “Audit Scan Date,” “Audit Scan By,” “Audit Location,” “Expected Location,” “Location Type,” “Grade,” “Audit Date,” “Audit Due Date,” “Audit By,” “Audit Status,” “Action Taken,” “Product Number,” “Product Name,” “Model,” “Manufacturer,” “Product Type,” “Tag Status,” “Tag Notes,” “Order Number,” “Funding Source,” “Department,” “Purchase Price,” and “Facility ID.” |
| Closed Audit Details Report | Provides a CSV report listing filtered tags from closed room audits and their most recent audit state. The report includes “Site ID,” “Site Name,” “Tag,” “Asset Type,” “Parent Tag,” “Serial Number,” “Audit State,” “Audit Scan Date,” “Audit Scan By,” “Audit Location,” “Expected Location,” “Location Type,” “Grade,” “Audit Date,” “Audit Due Date,” “Audit By,” “Audit Status,” “Action Taken,” “Product Number,” “Product Name,” “Model,” “Manufacturer,” “Product Type,” “Tag Status,” “Tag Notes,” “Order Number,” “Funding Source,” “Department,” “Purchase Price,” and “Facility ID.” |