Validations and counts are completed using the Validate Unit transaction on the mobile app.

An audit schedule can be set up to define a facility and select all or specific areas to count. The audit schedule includes enhanced reconciliation grids and exception reporting. Currently, audit schedules support validations and counts against facilities and areas. You determine when the audit is closed.

An audit schedule is not required to complete a count. When selecting an area or custodian outside of an audit schedule, expected items are returned immediately. Log entries are set with a 24-hour expiration. Validations and counts can be worked against the logged expected items until that point. After expiration, selecting the same area or custodian generates a new log.

What Items Are Returned

• By Area — Items with the status of Received, Available, Out of Service, and Deployed are returned. Items that are Picked, Reserved, Checked Out, or Missing are excluded.
• By Custodian — Units checked out to the selected custodian are returned.

Area Setup

Areas included in validation-counts must have the template rule Enable Area for Validate Unit enabled. Areas without this rule will not appear as selections for audit schedules or on the transaction. This allows you to exclude staging areas or areas designated for on-hold restrictions.

Creating an Audit Schedule

A. Under the Validate-Count section, select Scheduled Audits.

• The list of current audits is displayed in the grid view.
• Create a new audit by selecting Create New.

B. Enter the audit criteria:

• Audit ID — Can be manually entered or auto-generated. If creating your own, it must be unique.
• Audit Description — Optional field for additional information.
• Owning Team — If tracking ownership, select the owner. An option to validate/count all units owned by the organization is also available. If no owner is selected, all items are returned.
• Facility — Required. Select the facility for the validation.

Select Create Audit to return the corresponding areas for the facility. The audit status is set to New.

Audit schedule setup — facility and criteria entry

Select Areas

Use the checkbox in the header to select all areas, or check individual areas to include. Additional areas can be added until the validation has started for the audit schedule.

Area selection for the audit schedule

Validate-Count Transaction

On the mobile app, select Validate Unit from the menu. Based on the logged-in team and facility, new and in-progress audit schedules are available in the dropdown.

Expected items are returned in the log and reconcile at the point when the first user selects the area. The Handle field supports scanning (recommended) or lookup of expected items.

• Serial-tracked items — When scanned or selected, the item is marked as Validated on the log and reconcile.
• Quantity-tracked items — When scanned or selected, enter a count. Any variance to the expected quantity is displayed before submit. Variances are processed immediately.
• Quantity-tracked items remain in the lookup list with the current count (moved to the bottom). A recount can be completed.

!!! note The system currently does not support building a cumulative count. The count for each item is entered only once.

Find Unit

The Find Unit tab supports accessing items that were not returned as expected for the area.

• Serial-tracked — The unit can be selected to transfer or move to the current area being validated. The unit must match any ownership criteria for the audit to be available.
• Quantity-tracked — The item can be added (created) for the area.
• Any moved or created items are added to the log and reconcile and will appear under Exceptions.
• Find Unit is not available for custodian validations.

Reconcile Grid

On the Reconcile tab of the Audit Schedule, all unit records are displayed. For quantity-tracked items, the original expected quantity is documented along with the last validated quantity.

For example, if the expected quantity when the area is selected is 20 EACH and a count of 22 EACH was entered, an adjustment of +2 would have been made. The log would reflect 20 EACH with a validated quantity of 22 EACH.

Close Audit

The audit remains available to work against until it is closed. The Reconcile grid can be filtered and exported to Excel for further evaluation. Once all items and units have been validated and counted, close the audit.

The details of the audit remain available to review after closing.