Conduct and Submit an Asset Audit

Overview #

After an asset audit has been created and assigned, the assigned auditor can begin verifying the assets included in its scope.

During the audit, compare each physical asset with its AssetIQ record, record the verification result and document any differences. When all available assets have been reviewed, submit the audit for further review.

Before you begin #

Before starting the audit, confirm that:

• The correct audit has been assigned to you
• You understand the purpose and scope of the audit
• You can access the relevant location and physical assets
• Your device has access to AssetIQ
• Asset labels or QR codes are readable, where used
• You know how your organisation handles missing or inaccessible assets
• Any required supporting evidence is available

If the audit details or assigned assets appear incorrect, contact the audit creator before starting.

Important: Do not mark an asset as verified unless you have physically checked it according to your organisation’s audit procedure.

Open the assigned audit #

1. Sign in to AssetIQ.
2. From the sidebar, open Asset Audits.
3. Find the audit assigned to you.
4. Open the audit record.
5. Review its name, type, location, instructions and due date, where displayed.
6. Review the list of assets included in the audit.

Confirm that you have opened the correct audit before recording any results.

Start the audit #

If AssetIQ displays a start action:

1. Select Start, Begin Audit or the corresponding action.
2. Confirm the action if prompted.
3. Check that the audit status has changed appropriately.

Starting the audit may indicate to other users that verification is underway.

If no separate start action is available, open the audit and begin reviewing its asset list.

Verify an asset #

For each asset included in the audit:

1. Locate the physical asset.
2. Identify it using its asset number, label, QR code or other unique identifier.
3. Open or select the matching asset in the audit.
4. Compare the physical asset with the information shown in AssetIQ.
5. Record the appropriate verification result.
6. Add notes or supporting information when required.
7. Save the result.
8. Continue to the next asset.

Depending on the functions available on your device, you may be able to scan the asset’s QR code to identify it.

See Scan an Asset QR Code for more information.

What should be checked? #

The information checked during an audit depends on your organisation’s procedures. It may include:

• Asset number or unique identifier
• Asset description
• Category
• Serial number
• Make and model
• Current location
• Business unit
• Assigned user or custodian
• Operational status
• Physical condition
• Asset label or QR code

Only update or confirm information that you are authorised and able to verify.

Record the audit result #

Select the result that accurately represents what you found.

The available result options may vary according to your organisation’s AssetIQ configuration. A result may indicate that:

• The asset was located and its information is correct
• The asset was located but some information is incorrect
• The asset could not be found
• The asset was found at a different location
• Verification could not be completed
• Further investigation is required

Add a clear note whenever the result is not a straightforward successful verification.

Note: Use the exact result options available in your AssetIQ environment. Do not select a successful result merely to complete the audit.

Record a discrepancy #

A discrepancy exists when the physical asset or its circumstances do not match the information recorded in AssetIQ.

Examples include:

• The asset cannot be located
• The asset is at a different location
• The asset is assigned to a different user
• The serial number does not match
• The asset status is incorrect
• The asset is damaged
• The asset label is missing or unreadable
• An unrecorded asset is found

When recording a discrepancy:

1. Select the appropriate audit result.
2. Describe what you found.
3. Enter the correct information if the form allows it.
4. Add supporting notes.
5. Attach photographs or other evidence if this option is available and required.
6. Save the result.

Use factual and specific notes. For example:

Preferred: “Asset found in Warehouse B, Bay 4. AssetIQ currently records Warehouse A.”

Avoid: “Wrong location.”

If an asset cannot be verified #

Do not mark an asset as verified if you cannot physically inspect it.

Instead:

1. Select the appropriate unavailable, not-found or exception result.
2. Explain why verification could not be completed.
3. Record the checks you performed.
4. Add supporting information where appropriate.
5. Save the result for review.

Follow your organisation’s procedure before concluding that an asset is missing.

Save your progress #

If AssetIQ allows an audit to be completed over multiple sessions:

• Save each asset result as you work
• Confirm that completed items are recorded
• Review outstanding assets before leaving the audit
• Return to the same audit to continue
• Avoid submitting the audit until verification is complete

Saving regularly reduces the risk of losing audit information.

Review the audit before submission #

Before submitting the completed audit:

1. Review the audit summary.
2. Confirm that all accessible assets have been checked.
3. Identify any assets that remain incomplete.
4. Review all discrepancies and supporting notes.
5. Confirm that the recorded results accurately reflect your findings.
6. Correct any errors you are authorised to change.
7. Ensure required evidence has been attached, where applicable.

AssetIQ may prevent submission if required results or information are missing.

Submit the audit #

When the audit is ready:

1. Open the audit summary or review page.
2. Select Submit, Complete Audit or the corresponding action.
3. Review any confirmation message.
4. Confirm the submission.
5. Check that the audit status has changed.
6. Confirm that the audit is available for review.

Important: Submission may prevent you from changing the audit results. Review all entries carefully before confirming.

After submission #

After the audit has been submitted, an authorised user can review:

• Assets successfully verified
• Assets that could not be located
• Recorded discrepancies
• Supporting notes and evidence
• Incomplete or exceptional results
• The overall audit outcome

Submitting an audit does not necessarily correct the underlying asset records. Discrepancies should be investigated and resolved through the appropriate organisational process.

See Review Audit Discrepancies for the next stage.

Common issues #

The assigned audit is not visible #

Confirm that you are signed in to the correct organisation. The audit may not have been assigned to you, or your role may not provide access.

The asset cannot be found in the audit #

The asset may not be included in the audit scope. Confirm the asset identifier and check the selected audit before recording the result.

The QR code does not scan #

Clean the label, improve the lighting and hold the device steady. If scanning still fails, search for the asset using its asset number or another identifier.

An asset is listed at the wrong location #

Record the discrepancy and provide the physical location where the asset was found. Do not silently mark it as verified if the location is part of the audit.

The audit cannot be submitted #

Check for incomplete assets, missing required fields or unresolved validation messages. Complete the required information and try again.

A mistake is found after submission #

Contact the audit reviewer or AssetIQ administrator. Your permission to reopen or amend a submitted audit depends on your organisation’s process and system configuration.

Recommended practices #

When conducting an asset audit:

• Verify one physical asset at a time
• Match assets using a unique identifier
• Record results immediately
• Use clear and factual discrepancy notes
• Add evidence when required
• Save progress regularly
• Review incomplete items before submission
• Never record an asset as verified without checking it
• Follow up on discrepancies promptly

Next steps #

After submitting the audit, continue with:

• Review Audit Discrepancies
• Export Asset Audit Results

For related guidance, see:

• Introduction to Asset Audits
• Understand Asset Audit Types
• Create and Assign an Asset Audit