Audit Functions
Audit Overview
The audit system helps you verify physical inventory against system records, ensuring accuracy and identifying discrepancies.
Key Audit Features
- Schedule regular audits by location or category
- Real-time RFID scanning for quick verification
- Automatic discrepancy detection
- Mobile app support for on-the-go auditing
- Historical audit trail for compliance
Creating an Audit
Setting Up a New Audit
- Navigate to Audit → New Audit
- Select audit scope:
- Full Audit: Verify entire inventory
- Location Audit: Specific location only
- Category Audit: Items in selected categories
- Cycle Count: Random sample for regular checks
- Configure audit parameters:
- Audit name and description
- Start and end dates
- Assigned auditors
- Approval requirements
- Click "Start Audit" to begin
Best Practice: Schedule audits during low-activity periods to minimize disruption to operations.
Scanning Process
RFID Scanning
Handheld Scanner
- Connect scanner via Bluetooth
- Select audit session
- Scan items in location
- Review scanned items on device
- Submit results when complete
Fixed Reader
- Position items in reader range
- Trigger bulk scan
- System auto-matches to audit
- Review detected items
- Confirm or adjust results
Manual Entry
For items without RFID tags or when scanners are unavailable:
- Access audit session on mobile or desktop
- Search for item by name, SKU, or barcode
- Enter physical count
- Add notes for any observations
- Mark item as verified
Scanning Status Indicators
| Status | Meaning | Action |
|---|---|---|
| ✓ Matched | Matches system | None |
| ⚠ Missing | Not found | Search or mark lost |
| + Extra | Not in system | Add or relocate |
| ✗ Mismatch | Qty differs | Investigate |
Managing Discrepancies
Resolving Discrepancies
When discrepancies are found, follow this process:
1. Investigate
- Check recent movements
- Review transaction history
- Verify scanning accuracy
2. Document
- Record findings
- Take photos if needed
- Add detailed notes
3. Adjust
- Create adjustment entry
- Update system quantity
- Get supervisor approval
4. Prevent
- Identify root cause
- Update procedures
- Train staff if needed
Approval Workflow
Adjustments may require approval based on value or quantity:
| Adjustment Type | Approval |
|---|---|
| Minor (< 5 units) | Auto |
| Standard | Supervisor |
| High value (>$1k) | Manager |
| Write-off | Finance |
Audit Reports
Available Reports
Audit Summary
High-level overview of audit results
- Total items audited
- Accuracy percentage
- Value of discrepancies
Discrepancy Detail
Line-by-line discrepancy list
- Item details
- Expected vs actual
- Resolution status
Location Analysis
Accuracy by location
- Location performance
- Common issues
- Trend analysis
Compliance Report
Regulatory compliance documentation
- Audit trail
- Approvals
- Adjustments made
Exporting Reports
- Go to Audit → Reports
- Select audit session and report type
- Choose export format (PDF, Excel, CSV)
- Click "Generate Report"
- Download or email the report