> ## Documentation Index > Fetch the complete documentation index at: https://docs.assetinfinity.ai/llms.txt > Use this file to discover all available pages before exploring further. # Asset verification > Physical audit rounds — scoping what to count, sending auditors to walk it or asking custodians by email, recording what was found, and closing the round with a report. 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**. If you don't see this in your navigation, your administrator can switch the module on under **Administration → Modules**, or it may not be included in your plan. The verification register, listing two rounds with their kind, standing, progress and due date 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](#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 New verification round form The New verification round form ### 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 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](#walking-a-round) | In progress, not self-verification | **Record what was found while walking a round** | | **Report** | Opens [the report](#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](#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 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. 1. **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. 2. 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. 3. Choose what you found: **It is here**, **It is somewhere else**, **I cannot find it**, **It is damaged** or **Could not get to it**. 4. 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. A self-verification round, listing who was asked and whether each has opened or answered A self-verification round, listing who was asked and whether each has opened or answered **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 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 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 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](/setup/roles) for the defaults. 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