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Performing an Audit

Barcoding Guide
Asset Audits

Performing an Audit

This page describes the scanning process for a Keywedge handheld scanner audit, from starting the scan through to completing it. It follows on from Creating a New Audit -- an audit record must already exist before it can be started.

Open the audit record (from Barcoding > Audits > Incomplete Audits, or the equivalent list for the audit's category) and click the Start Audit button

button in the audit's edit dialog. A confirmation dialog reminds you that once the audit contains scanned assets, its configuration (audit type, expected-asset selection, grouping, etc.) can no longer be changed:

Screenshot

Click Yes button

to proceed to the scanning dialog.

Scanning Assets

The following is an example of the scanning dialog when using a Keywedge scanner:

Screenshot

In this example, the audit type is "Asset Move" with expected assets selected by a query. The query returns all 11 assets in the "New Jersey Labs" location. The dialog title names the source and destination ("Move Assets from New Jersey Labs to Seattle DataCenter"), and the form above the asset lists includes the fields Barcode Scanner, Auditor User Name, New Location, Custodian, and Location Notes -- these come from the Asset Move audit type's form, shown here in the form editor:

Screenshot

Each field's Field Type on the form controls its scanning behaviour:

  • Locked Dropdown / read-only fields (such as Barcode Scanner and Auditor User Name above) show a fixed default and are applied to every scanned asset without further input.
  • Lookup fields (such as New Location and Custodian) can be changed before scanning starts, using the dot lookup or by scanning a barcode for the value (for example, a location barcode).
  • Optional fields left blank preserve the existing value on the asset record; mandatory fields must be filled before scanning can proceed.

When the audit uses Batched Assets grouping, this form is displayed once at the start and the values entered apply to every asset scanned in the session; once the first asset is scanned, the values are locked and cannot be edited for the rest of the audit. (Audits using Individual Assets grouping instead prompt for these values separately for each asset scanned.)

To scan assets, place the cursor in the Scanned Barcodes box and scan with the Keywedge scanner -- each barcode it reads is typed into the box automatically. As each asset barcode is recognised, that asset moves from the Expected Assets list to the Scanned Assets list. (In a blind audit, both lists are hidden so the auditor cannot see what is expected or already scanned.)

After scanning a location barcode and one asset barcode, the dialog looks like this:

Screenshot

Here the New Location field has been updated to "Seattle Datacenter" by scanning a location barcode, one asset has moved into Scanned Assets, and the note above the grids confirms the form values are now locked because scanning has started.

Pausing and Resuming

You can pause scanning at any time by clicking OK to exit the dialog -- progress already scanned is kept. Resume later by opening the audit and clicking the Continue Audit button

button to reopen the scanning dialog where you left off.

Completing the Scan

When all expected assets have been scanned, click Set to In Acceptance button

to set the audit to **In Acceptance**. This locks the audit for [review](reviewing-the-results-of-an-audit.md) -- no further scanning is allowed. If further scanning is needed after this point, an Administrator can click the ![ReOpen Audit button](../../images/button-reopen-audit.png) button (shown on the audit's edit dialog once it is In Acceptance) to reopen it for scanning.