Stockroom Audits

Tracking when Accessories are loaned out and returned is only part of the value of Oomnitza's Accessories module. The other value is its ability to track existing Accessories and use those inventory levels to drive purchasing decisions. To ensure Stockroom inventories are accurate, we've developed an easy-to-use system to perform inventory audits on your stockrooms.

Contents

  1. What is an Audit?
  2. The Audit Sub-Module
  3. The Audit Object
    1. Auditors
    2. Accessories
  4. The Audit App
  5. Completing the Audit

What is an Audit?

While it may be obvious, it's helpful to understand what an "Audit" represents in Oomnitza in order to effectively perform audits on your accessories.

It's handy to think of an Audit as two separate things:

  1. First is the physical process of an audit, which I'll call the "Audit Process" when appropriate. This is the act of going into a stockroom and effectively counting the total number of each item, and recording that information somewhere.
  2. Second is an Audit Object in Oomnitza. The Audit object provides the somewhere needed to record the results of the physical audit performed.

Creating an Audit Object in Oomnitza does a few things. First, it locks down transactions in the stock room, in order to ensure the number of accessories doesn't change during the course of the audit. Second, it enables assigned auditors to begin the audit itself through the app.

In the app, auditors are able to scan barcodes, record object counts,  and transmit the results directly back to the stockroom in Oomnitza, allowing you to capture the results of the audit itself, and have new, accurate numbers in your Stockroom in Oomnitza.

We'll go more in-depth into the auditing process soon, but the Audit module is fairly complex, so for now, let's get a good idea of the Audit module's landscape.

The Audit Sub-Module

Audits are initiated through their own Sub-Module under Locations, much like the Stockrooms themselves.

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The module looks much like Oomnitza's other modules, with a sort-and-filter-able list of all audits, and an "Add" button in the upper right to create a new audit.

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The Audit Object

By default, an Audit must be created with three mandatory fields:  Audit Name, Stockroom, and Approver. By default, there are also optional Planned Start and End Date fields:

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Saving those fields creates a "Draft" audit. Before the audit process can begin, the Audit object in Oomnitza requires an Auditor and a set of Accessories be assigned.

Audits can have a number of different statuses, not just Draft, which I've included below:

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Once the Draft Audit is saved, new Auditors and Accessories Tabs will become available:

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Auditors

An auditor is a person assigned to conduct an audit. By assigning a user as an Auditor, they'll be given access to the Audit Object within the Audit App,  in order to perform the Audit. 

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Here, you'll see a list of Auditors for the given audit. A single audit can have up to 9 assigned to it. Additional Auditors can be added using the (mceclip5.png) icon in the upper right.

Accessories

The Accessories tab allows you to specify the accessories to be Audited. Often, an audit will only focus on a certain accessory or subset of accessories. 

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Once you've assigned auditors and added accessories, you can complete the audit from the Information tab.

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The Audit App

The Audit App allows auditors to easily capture the stock of accessories under audit using their iPhone. It not only provides a standardized, straightforward workflow for the audit, but allows for scanning of SKUs for quicker item lookups.

When the auditor logs into the app, they'll be given a list of stockrooms with audits available. 

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Selecting the stockroom will give a list of available audits. This allows for concurrent management of multiple audits, which can be helpful when dealing with large inventories with multiple auditors.

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Selecting the Audit will take you to an initialization page, where you can officially begin the audit. By clicking start on this page, you'll be asked to confirm that you'd like to begin the audit. This is important because starting the audit will lock down any other transactions for the stockroom.

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Once you've begun the audit, you'll be given a view of all the items being audited and the status of the audit, along with a few other handy tools, such as the ability to scan barcodes or SKUs of items to quickly pull them up for the audit.

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Selecting or scanning an item will prompt you to enter the count of items in the stockroom. Adjust the new and used quantities with the [ + ] and [ - ] buttons, and click Confirm at the bottom to confirm the amount.

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Once you've confirmed a quantity, the count will be indicated in green. Once all accessories have been counted, select "Complete" in the upper right to complete the audit. 

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Completing the Audit

After an auditor has completed an Audit, it will be moved to the "Waiting for Approval," and the Accessories tab of that Audit will be highlighted. 

At this point, the Stockroom is still locked, as approving a new count for a given accessory will ultimately update its quantity in the stockroom.

On the Approval page, you'll notice a few things:

  1. Status - This indicates whether or not the accessory has been audit yet. This applies most for in-progress audits.
  2. Accessory - Indicates what accessory is being audited.
  3. State - Whether or not the audited accessory has been approved. 
  4. Expected Quantity New - The expected quantity of new Accessories, pre-audit.
  5. Expected Quantity User - The expected quantity of used Accessories, pre-audit.
  6. Fact Quantity New - The actual quantity of new accessories, post-audit.
  7. Fact Quantity Used - The actual quantity of used accessories, post-audit.

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From here, the reviewer can get a detailed look at each of the audited accessories, and either approve them individually or all at once.

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The results of the audit can also be declined if there were any issues, or all the results should be thrown away. The choice to approve all accessories, approve some accessories, or decline the audit will determine the final outcome.

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Once all items have been reviewed and either approved or declined, the audit will be complete.

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