The Audit Selection Criteria form is displayed when the Enter audit details option is selected from the ASSET REGISTER menu.
Audit information [the result of the actual audit] is held on tab six of each Asset Record, the Asset Audit Details page. Shown on the page are the Condition Code, the Audit Date and the Auditor fields. The Auditor field holds the initials or User ID of the person responsible for carrying out the audit.
The data field that records the current audited state of the asset is the Condition Code field. Only a valid code - one of those which has been set up with Audit conditions option on the AR System Maintenance Menu - may be entered to this field.
Condition Codes: The condition code is two alphanumeric
characters in length; their number and meaning are defined according
to your company's requirements. When running the Enter audit details
option, you may display a window of valid Condition Codes by clicking on the
button. This field appears on the second screen that is displayed
after you have selected some assets to audit.
There are several steps or stages involved in using the Enter audit details option:
BACKGROUND
The selection criteria form is divided into two sections:
The upper section of the screen enables you to define the type of Asset Records you wish to auditing. Input as required the following of the assets that you wish to audit[ many of the input fields do not require specific explanation:
Asset Class
Cost Centre
Both the above buttons have an search facility.
Keeper
The lower section enables you to define the starting point at which the audit will begin.[i.e the actual assets involved] Input the following as required:
Asset Class
Item Number
For example, if you are auditing within Asset Class Vehicles, in which there are ten assets, the first five of which have been already audited, you would enter to the starting Item Number field the Item Number of the sixth asset within that Class.
THE PROCESS STEPS
In the Audit Selection Criteria form, specify the range of assets for
auditing. You may do so by Asset Class and Cost Centre(Both these
fields have
button search facilities), and by
Location and/or Keeper. All these fields do not have to be filled in;
just enough to select some records.
Secondly, you specify the Class and Item Number with which you
wish to begin the audit. Again, you may leave these fields blank, but
clicking on the
button search facilities will
enable to view all selections available. At this point it is necessary to click the Process Audit Selection button. An Exit and Help button are also available on this form.
Thirdly, the system responds to your selection criteria by
presenting the Asset Audit Details page of each specified Record on
the Register, in alphabetic sequence of Asset Class and numeric
sequence of Item Number. For each asset, complete the Audit date,[the
button is available to aid searching],
Auditor [user-definable], and Condition Code [ the
button is available here to aid searching]fields.
Once all the fields have been completed and you must click the Update button, to actually process the changes. Each item will be presented to the user in sequence, until such time as there are no more items to audit or the user chooses to quit from the process.
BUTTONS
Quit: Returns you to the Audit Selection Criteria menu.
Help: Displays help on the current application using the default browser.
