Audits

Audits compare the individually tracked assets expected at a location with what the audit team physically verifies. The process freezes an expected scope, records per-asset and extra findings, and separates closing from variance approval.

#Audit lifecycle

Planned → In Progress → Closed → Approved or Rejected

The first saved finding changes a Planned audit to In Progress. Closing ends data entry. Approval applies supported asset-status changes; rejection leaves asset statuses unchanged.

#Plan the scope carefully

An audit includes assets based on their location and optional category filters at the moment the audit is created. This expected list is frozen so later registry changes do not silently rewrite the audit baseline.

Before creating an audit:

• confirm the selected location is correct;
• receive or otherwise resolve known in-transit assets where appropriate;
• decide whether all categories or only selected categories are in scope;
• agree on the start and end dates and audit team; and
• avoid creating duplicate active audits for the same purpose.

Bulk group quantities are not included because they do not have individual Asset records.

#Create an audit

1. Open Asset Management > Audits.
2. Select Create Audit.
3. Enter a required audit name and optional description.
4. Set the start and end dates.
5. Select the required location.
6. Optionally select one or more categories. Leave the selection empty to include all categories at the location.
7. Select audit-team users where required.
8. Add planning notes.
9. Save the audit.
10. Review the frozen expected-asset list before field work starts.

#Record expected-asset findings

For each in-scope asset:

1. Locate the asset row on the audit page — or type its code, or scan it (with a handheld scanner or your device's camera), to jump straight to that row with the cursor already placed in its finding control.
2. Choose a finding:
   • Found — present as expected;
   • Missing — expected but not found; or
   • Damaged — found with damage.
3. Add remarks that explain exceptions or evidence.
4. Save the finding.

The page records who entered the finding and the time. Progress is shown as verified assets compared with the total expected scope.

Typing or scanning still only finds the row — choosing found, missing, or damaged is always a deliberate step you take afterwards. Once a scan has moved you into a row's finding control, the box stops picking up the next scan until you click back into it — settle each finding first, then click into the code box again for the next asset.

#Record an extra or unregistered item

Use an extra finding when the team discovers property that is not part of the frozen Asset list.

1. Select the extra-finding action.
2. Enter a clear required description.
3. Add identifying details and remarks.
4. Save the finding.

If you type or scan a code in the code box described above and it turns out to belong to a registered asset that is not part of this audit, the description is pre-filled with that asset's code and name instead of taking you to a row — review it, add any remarks, and save the finding as usual.

An extra finding is evidence in the audit; it does not automatically create an Asset Registry record. Even when it was pre-filled from a registered asset's code, the finding records that description as text — it is not linked back to the asset record. Register the item separately after its ownership and details are verified.

#Close the audit

1. Review completion percentage and all findings.
2. Use the Unverified Assets report if some expected records have no finding.
3. Select Close Audit.
4. Optionally identify the supervisor and variance approver.
5. Add closure notes.
6. Confirm closure.

OCTO Ops permits closure even when some assets remain unverified, so the reviewer must decide whether the evidence is sufficient before confirming.

#Approve or reject variance

After closure:

1. Review missing and damaged findings, extra items, completion, and closure notes.
2. Select Approve Variance when the recorded outcome is accepted, or Reject Variance when it is not accepted.
3. Confirm the decision.

Approval changes assets with Missing findings to Lost and assets with Damaged findings to Damaged. Found, unverified, and extra items do not change automatically. Rejection does not change any asset status.

#Use audit reports

Reports provide cross-audit summary, findings, variance, and unverified views with filters and exports. See Asset Reports.

#Current limitations

• Typing or scanning a code is available only while the audit is Planned or In Progress; a closed audit shows findings read-only, with no code box.
• Wrong Location cannot currently be saved from the page.
• The expected scope includes individual Asset records only, not bulk quantities.
• Variance approval updates status for Missing and Damaged findings but does not create follow-up investigations or new registry records.