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How to Run a Barcode Audit

xAssets Barcoding Guide
How To

How to Run a Barcode Audit

This page provides a step-by-step procedure for running a barcode audit from start to finish, including creating the audit, scanning assets, and reviewing the results.

Prerequisites

Step 1: Create the Audit

  1. Navigate to Barcoding > Create a New Audit.
  2. Select the Audit Type that matches your purpose (e.g., Existence Verification, Asset Move, Stock Count).
  3. Fill in the audit fields:
    • Description -- a meaningful name (e.g., "Q1 2026 Server Room Verification").
    • Start Date -- the scheduled date for the audit.
    • Grouping -- choose Individual to show the audit form for each scanned asset, or Batched Assets to apply one form to all scanned assets.
    • Selection Type -- choose how expected assets are identified:
      • Selected by Scanner -- no pre-defined list; any scanned asset is included.
      • Selected by Query -- a query defines the expected asset list.
      • Selected by User -- you manually select the expected assets.
    • Blind Audit -- enable this if the auditor should not see the expected asset list.
    • Barcode Scanner -- select the scanner to use.
  4. Save the audit.

See Creating a New Audit for full details on each field.

Important: When using "Selected by Query" or "Selected by User", any expected assets that are not scanned will be flagged as "Missing" and set to Status Lost if the audit results are accepted. Double-check your expected asset list before proceeding.

Step 2: Begin Scanning

  1. From the audit record, click Start Scanning (for a new audit) or Continue Scanning (to resume).
  2. Keywedge scanner: Scan each asset's barcode label. The audit form appears on screen for each scanned asset (or once at the start for Batched grouping). Fill in any required fields and confirm.
  3. Intelligent scanner: Export the audit data to the scanner device, then scan assets offline. When finished, import the scanned data back into xAssets.

See Performing an Audit for detailed scanning procedures for both scanner types.

Tips for Efficient Scanning

  • Scan the location barcode first during an asset move audit -- this sets the location for all subsequently scanned assets.
  • Work systematically through each room or area to avoid missing assets.
  • For large audits, break the work into multiple sessions. Use Continue Scanning to resume where you left off.

Step 3: Set the Audit to In Acceptance

When all scanning is complete:

  1. Open the audit record.
  2. Click Set to In Acceptance to mark scanning as finished.
  3. No further assets can be scanned after this point.

Step 4: Review the Results

  1. Navigate to Barcoding > Completed Audits or open the audit record directly.
  2. Click Show Assets to see the expected vs. scanned results.
  3. Review the findings:
    • Found -- assets that were scanned and matched an expected record.
    • Missing -- expected assets that were not scanned.
    • Unexpected -- assets that were scanned but were not in the expected list.
  4. For each discrepancy, decide whether to Accept (update the database) or Reject (ignore the finding).
  5. Accept the audit results to apply changes to the asset database.

See Reviewing the Results of an Audit for full details on the review process.

Warning: Accepting missing assets will set their status to Lost. Verify that all expected assets were genuinely not found before accepting.

Tips

  • Run a small pilot audit (10-20 assets) before conducting a full-scale audit to verify your setup.
  • Schedule regular audits (quarterly or annually) to maintain accurate asset records.
  • Use Blind Audits for unbiased physical counts where the auditor should not be influenced by the expected list.
  • For large multi-building audits in areas without reliable network access, use an Intelligent scanner for offline scanning.