Conduct a Site or District Initiated Audit

This article explains how to conduct an audit in Asset Management, including how audits work, how to scan and verify assets, how to handle misplaced or missing items, and how to initialize new inventory during an audit. Audits help school districts verify asset locations, improve inventory accuracy, and identify missing or untracked items across rooms, staff, and students.

1. Navigation:
2. Site/Warehouse View
3. Audits

An audit allows a site to scan tags associated with a room, staff member, and/or student to quickly identify missing or misplaced items and validate inventory records.

How an Initiated Audit Works

When a district- or site-level audit is initialized, all assets are temporarily marked as “Missing” in their expected locations at the time of audit creation.

To complete the audit, site users open each audit location (room, staff, or student), scan all tags found in that location, then proceed to the next location until all areas are scanned.

During the audit:

• Verified – Tag is found in the expected location
• Found – Tag belongs elsewhere but was located
• Misplaced – Tag is in the wrong location
• Missing – Tag was not scanned during the audit

Additional audit actions may include recording “Asset Condition,” initializing new inventory, and creating new products in the catalog.

Conduct an Audit

Audits with a status of “New” or “In Progress” appear in the “Audits” grid. Site users are responsible for conducting these audits.

1. Click Audits and select View Site Audits.

This opens the “District Initiated Audits” page.

2. Use the filters section to locate the audit by name, site, or date, or find it directly in the grid.

3. Click the audit row to open the “District Audit Details” window.
4. Search for the room, staff member, or student.
5. Click Edit to open the audit window.
6. Scan or enter each tag in the Enter Tag field.
7. (Optional) Select an Asset Condition.

Room Audit Actions

When a scanned tag belongs to a different location type, such as staff or student, the system prompts for an action.

1. Select Room in the “Transfer To” field.
2. Select a status.
3. (Optional) Add notes.
4. Click Go.
5. Click Complete Scan to finish the room audit.

Staff/Student Audit Actions

When a tag expected in a room is scanned for a staff member or student, select one of the following:

• Mark Tag as Misplaced
• Transfer to Staff or Student

1. Verify the destination location.
2. Enter the staff/student ID.
3. (Optional) Add notes.
4. Click Go.
5. Click Complete Scan to finish.

Initialize Room Inventory

If a scanned tag does not exist in the system, it can be added directly during the audit using Initialize Room Inventory.

1. Click Initialize Room Inventory.
2. Enter or search for the Product Number.
3. Select Funding Source and Status.
4. Enter required custom fields.
5. Enter or scan the Tag and Serial fields, if required.
6. Click Save, then Done.

Initialize Staff Inventory

Use Initialize Inventory to Staff to add and assign a new asset directly to a staff member during an audit.

1. Select Initialize Inventory to Staff.
2. Enter product, funding source, and status.
3. Enter tag and serial.
4. Click Done.

Initialize Student Inventory

Use Initialize Inventory to Student to add and assign a new asset directly to a student during an audit.

1. Select Initialize Inventory to Student.
2. Enter product, funding source, and status.
3. Enter tag and serial.
4. Click Done.

Create a New Product

If an item is not found in the catalog, users can create a new product during the audit.

1. Click Initialize Room Inventory.
2. Click Add New Product.
3. Enter required product details.
4. Click Save.