Asset verification

Asset verification is how you prove the register matches the floor: a round names the assets to be checked, auditors walk it with a scanner or a phone and record what they find, and the round closes with a report of what was verified, moved, damaged or missing. Open it from Assets → Verification.

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The verification register, listing two rounds with their kind, standing, progress and due date

How a round works

Step	Screen	Who
1. Create the round — its name, kind, dates and rules	New round on the register	Whoever runs the count
2. Write the scope — which assets it covers — and see what it selects	The round	Whoever runs the count
3. Publish — the scope becomes a fixed list	The round	Whoever runs the count
4. Send somebody — give auditors their slice, or, for self-verification, custodians are emailed	The round	Whoever runs the count
5. Walk it — scan each asset and record the outcome	The walk	Auditors
6. Close round — settle what was not reached, write the conclusion	The round	Whoever runs the count
7. Report	The report	Anybody who can see the round

The list is fixed when the round is published and does not change afterwards. That is what makes “not found” mean something: an asset is missing from a list everybody agreed on, not from one that moved under the auditors’ feet.

Kinds of round

Kind	What it counts
Full	Everything the scope selects
Sample	A random draw from the scope, by percentage or number of assets. The draw is recorded, so the same sample can be reproduced for an auditor
Targeted	A list somebody supplies — typically a recount of what went missing last time
Self-verification	Nobody walks it. Each custodian is emailed a link listing the assets recorded against them and answers from the email, without an account. See Self-verification

The register

The header

Item	What it means
rounds	How many rounds match
overdue	Rounds past their end date with lines still open
walked, not closed	Rounds fully walked that nobody has closed
Export	Downloads the list, for people with Export verification results
New round	Creates a round, for people with Define verification rounds and their scope

The two warning figures are the ones nothing else in the product mentions: both kinds of round look perfectly ordinary on a list sorted by date. Search rounds searches; Still running hides closed and cancelled rounds.

Columns

Column	What it means
Round	Name and number. Click to open
Kind	Full, sample, targeted or self
Standing	Draft, In progress, Closed or Cancelled
Assets	How many assets are on the list
Settled	Share of the list with an answer, and how many were settled at closure
Not found	Assets nobody could find
Unexpected	Assets found that the list did not include
Due	The end date
People on it	Auditors assigned, or custodians asked

Creating a round

New round opens the round form. Creating a round does not start it: the next screen is where the scope is written, and publishing is what turns it into a list.

The round

Field	What it means	Notes
Name	What somebody calls this count — “Annual verification 2026”, “Q3 laptops, Pune”	Required
Kind	Full, Sample, Targeted or Self-verification	Defaults to full
Description	Anything else worth saying	Optional

When it runs

Field	What it means	Notes
Starts on	The first day the walk is expected to happen	Required
Ends on	The day it is expected to be finished	Required. Overdue is measured from here. Nobody is stopped from recording outside these dates

Sampling

Shown for a Sample round. Set one of the two.

Field	What it means
Sample (%)	What proportion of the scope to draw
Sample (assets)	How many assets to draw

What counts as having looked

Each of these is enforced the moment an outcome is recorded, not warned about afterwards. Turning one on part-way through a round does not undo lines already settled.

Field	What it means	Default
Photograph required	A line cannot be recorded as here, moved or damaged without a photograph. Not found and could not get to it are exempt	No
Remarks required	Every outcome needs a remark	No
Condition required	The auditor must say what state the asset is in, not only that it is there	No
Location fix required	The scan must carry the phone’s position. Leave it off for a round that walks a basement, where a phone cannot see a satellite	No
Reason required when not found	An asset recorded as missing needs an explanation	Yes

Rules of the walk

Field	What it means	Default
Accept unexpected finds	Whether scanning something the list does not include records it as a find. Turn it off for a targeted recount, which should not turn into an inventory	Yes
When something is not found	Record leaves it as a finding for the report. Recount also flags the line so it comes back on a second pass before the round can be closed clean	Record

What to tell them

Field	What it means
Instructions	What the auditor should know before setting off — which gate to use, who holds the substation keys. On a self-verification this is what the email says, so write it to the person holding the asset

Inside a round

A full verification round in progress, with its scope rules, three auditors and the list of assets with their outcomes

The header shows the round’s number, name and standing, and counts expected, walked (or answered for self-verification), not found and unexpected.

Button	What it does	Shown when	Permission
Publish	Resolves the scope into the fixed list and hands it out. For a self-verification, custodians are emailed a link	Draft	Publish a round, resolving its scope into a fixed list
Walk it	Opens the walk	In progress, not self-verification	Record what was found while walking a round
Report	Opens the report	Always	View verification rounds and their results
Send somebody	Assigns an auditor	Not self-verification	Send auditors to walk a verification round
Close round	Closes it. See Closing a round	In progress	Close or abandon a verification round
Edit	Changes the round’s settings		Edit a verification round before it is published
Abandon	Stops the round, with a required reason. What was walked stays on record	In progress	Close or abandon a verification round

What should be verified — the scope

The scope is a set of rules. Name assets adds individual assets — pick One asset, or paste asset numbers one to a line or separated by commas (numbers already on the list, at a site you cannot reach, or not recognised are reported). Add a rule adds a rule:

Field	What it means
Site	Assets at this site
Location	Assets at this location
Include Sublocations	Whether a location also takes everything beneath it. On by default
Category	Assets in this category and every category beneath it
Department	Assets owned by this department
Asset Status	Assets in this status
Criticality	Assets at this criticality
Custodian	Assets one person holds — what a self-verification is usually scoped by
Include	On adds what the rule selects; off makes it an exclusion that subtracts from everything the other rules gathered

Everything set on one rule has to match; rules are added together; exclusions are taken away from all of them. A rule with nothing set selects nothing, on purpose — the other reading would put every asset on the round. While the round is a draft, the preview under the rules shows how many assets the scope selects, broken down by site, refreshed after every change — “Pune 1,203, Chennai 637” is a figure somebody can recognise as wrong at a glance.

Who is walking it

Send somebody opens Send somebody to walk this:

Field	What it means
Auditor	The person walking
Which slice	A site or location that is theirs. Leave it empty for the whole round
Anything they should know	A note for them

Each auditor shows their slice, note, progress (2/3) and status, with Take them off. A line belongs to at most one auditor, so nothing is counted twice; lines nobody was given belong to whoever reaches them first.

The list

Every asset on the round, with Asset, Outcome, Expected (where the register says it is), Found (where it was found), Condition, Auditor (or Asked of for self-verification), Remarks and Evidence (photographs and scans). Outcomes are:

Outcome	Meaning
Not yet walked / pending	No answer yet
Verified	Found where the register says
Somewhere else	Found, but not where the register says
Not found	Nobody could find it. Marked recount where the round recounts missing assets
Damaged	Found, but damaged
Skipped	Could not be reached

Two corrections can be made straight from a line:

Button	What it does
Move it	For an asset found somewhere else, moves it in the register to where it was found, recorded as a movement
Pin it	Saves the position the scan was taken at as the asset’s coordinates. Refused when the phone’s fix was not accurate enough

Walking a round

Walk it opens the auditor’s screen, designed for somebody standing up with a phone or a hand-held scanner.

The walk screen, with the scan box, the Find it and Camera buttons and the count of lines left

The header shows how many lines are left and done, and reminds the auditor what the round demands — a photograph on every line, a condition, a remark, whether a position fix is ready. The whole round goes back to the round.

Scan, or type an asset number or tag into the box and press Find it, or press Camera to read a QR code or barcode. A hand-held scanner types straight into the box, and the box takes focus again after every answer.
The asset appears, with where the register says it is. If the code is not an asset, or the asset is not on this round, the screen says so — and records it as an unexpected find if the round accepts them.
Choose what you found: It is here, It is somewhere else, I cannot find it, It is damaged or Could not get to it.
Add what the round asks for: the Condition (Good, Fair, Poor or Unserviceable), Where it actually is for an asset somewhere else, Remarks, and Evidence photographs.

Every refusal — a missing photograph, a missing reason — is shown when you record the outcome, in plain words.

Self-verification

A self-verification round sends nobody. When it is published, each custodian is emailed a link covering the assets recorded against them. Custodians do not need an account — a contractor, a new joiner or somebody at a hire company can answer, as long as the asset records their name and email.

Who was asked lists each person with their email, how many of their assets they have answered, and whether the email is not opened, opened, not answered or answered. Send it again sends a new link; the older one stops working, though somebody already answering on it is not interrupted. What the email says shows the round’s instructions.

What the custodian sees

The link opens Confirm what you are holding, which greets them by name and lists each item recorded against them, with Our records say where it should be. For each item they choose:

Answer	Notes
I have it	Can carry a condition and a note
I have it, but it is damaged	Can carry a condition and a note
I do not have it	Needs a short note where the round requires a reason

Where the round requires photographs, Take a photograph appears, and an item cannot be confirmed without one. Anything else we should know at the foot takes a free-text note — “I also have a docking station that is not on this list”. Every answer saves as it is given, so a custodian with forty laptops can do them in three sittings. Send my answers sends them and closes the link: Thank you — that is all we needed. A link that has expired, been replaced or already been used shows This link no longer works, and suggests asking whoever sent it for another.

The self-verification page for a link that no longer works

Closing a round

Close round asks what should happen to lines nobody settled.

The Close this round dialog, asking how to record three unsettled lines

Field	What it means
Unsettled lines	Nobody could find them (recorded as not found) or Nobody looked (recorded as skipped). The report shows they were settled at closure rather than walked
What the round concluded	The closing note

Close it closes the round and fixes the report. A round that recounts missing assets cannot be closed clean while flagged lines are still waiting for their second pass.

The report

Report is the round’s result, ready to print.

The verification report, with the counts, a breakdown by site, the exceptions and who walked it

Section	What it shows
Header	The round, its dates and standing. Until the round is closed, the report says its figures will still move
The counts	expected, walked (or answered), settled at closure, verified, somewhere else, not found, damaged, skipped and unexpected, and what share of the list was settled. For a sample, the number of the random draw
By site	Expected, verified, somewhere else and not found per site
Exceptions	Every line that was missing, moved, damaged or not reached, with expected and found locations, remarks and who recorded it
Found that nobody asked about	Unexpected finds, kept out of every percentage above
Who walked it / Who was asked	Each auditor or custodian, their slice and progress
What it concluded / Why it was abandoned	The closing note

Print prints it; the round’s list can also be exported from the round.

Who can do what

Permission	What it allows
View verification rounds and their results	See rounds, lists and reports
Define verification rounds and their scope	Create rounds and write their scope
Edit a verification round before it is published	Change a draft
Publish a round, resolving its scope into a fixed list	Publish
Send auditors to walk a verification round	Assign auditors
Record what was found while walking a round	Walk and record outcomes
Close or abandon a verification round	Close or abandon
Archive verification rounds	Remove rounds
Export verification results	Export

See roles for the defaults.

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