Audits

Purpose

Audits makes expected-versus-found property review explicit. Open audit defines the scope and cutoff; each count record preserves what the operator actually observed.

Selecting the audit session

Record count, Review variances, and Post reviewed audit load the active workspace’s authorized audit sessions by their readable reference, state, and pending-review count. Select the session by name; AMS submits its immutable ID. Do not copy an identifier into the workflow. Scan the known registered asset or location when recording an observation so the physical evidence remains scan-first. If the physical item is not in the register, leave the registered-asset field empty and enter the readable identifier from the item itself. AMS stores that value as an unexpected observation without inventing an asset record or silently attaching it to a different asset.

Blind counts

Select Blind count when opening an audit to hide the expected quantity and expected location from the counting actor. Counters receive only observed-state feedback in their count receipt and results. Independent reviewers retain the expected values for reconciliation and variance approval. Blind count does not remove evidence or reconciliation controls; it prevents expectations from influencing the physical observation.

Importing an offline count sheet

Use Import count sheet for an offline CSV captured against one named open audit. Select the audit by readable reference, upload observed values only, and confirm that expected values were not copied into the file. Each row must contain either assetId or unregisteredIdentifier (never both), a non-negative foundQuantity, and optionally foundLocationId, condition, and evidence JSON. AMS stages and validates every row before it can commit. A rejected sheet is never partly applied: correct the source data and validate a new sheet. A clean commit records every observation as the signed-in counter and retains unexpected physical items without inventing asset records.

Required review

Use a second actor for recounts or approvals where the control policy requires it. Review variances loads only unresolved results belonging to the selected audit. For each result, record root cause, remediation action, an audit-capable remediation owner, due date, and review reason. The person who counted a result cannot independently review it. Inspect missing, unexpected, moved, and condition-changed results separately. A variance is not resolved simply because an operator changes an asset’s current field.

Closeout proof

Use Post reviewed audit only after every non-matching result has an independent review. The server rejects posting while any variance is still unreviewed, even if a posting reason is supplied. Keep the scope, count source, variance explanation, remediation ownership/due date, approvals, corrective or compensating events, and links to related maintenance, custody, or finance reviews.