Incident IQ supports verifying and reconciling Assets in a few ways. For serialized assets, the verification can happen from the Audit Policy Grid, using Rapid Scan or from Assets Grid without being in the Audit Policy. For non-serialized assets, after the assets are verified from the Audit Policy, the reconciliation can be done manually and automatically. The following article provides an overview of the verification and reconciliation methods available to districts when using Audit Manager for iiQ Resources.
Serialized Assets
Grid Verification
There are several methods to initiate a verification for Serialized Assets. Assets can be verified in bulk on the Assets tab within an audit policy or on the Asset grid view. Simply select multiple assets and click the "Verify" button. The same steps will apply no matter which method you choose to initiate the verification.
It's important to note that you cannot verify non-serialized assets in bulk.
In the Verification window, you can select a Location, Room, Status, or Owner to verify. These fields will default to blank values as the assets might be in different locations, have different statuses, etc.
If any adjustments are made, you will have two options:
Update & Verify Discrepency - You are confirming that these are the changes, but you don’t want them applied to the asset details.
Update & Verify Correct - You confirm that the changes you made are correct and that you want the asset details updated.
If you’re bulk verifying from the Asset grid view, after selecting an option, the bulk operations window opens to display progress. Once the bulk operation is complete, you will see the ‘Skipped’ and ‘Completed’ assets.
After completing the verification process, you can check the verification status of the assets in the Audit Policy tab.
If you select ‘Update & Verify Discrepancy,’ assets that have a status of ‘Discrepancy’ will be marked with an orange icon in the grid. On the other hand, if you choose ‘Update & Verify Correct,’ assets with a status of ‘Correct’ will be indicated by a green icon.
You can also verify a single serialized asset on the Assets tab within an audit policy, select the "Verify" button to the right of the desired asset.
In the Asset Verification window, you will see multiple fields, including Location, Room, Status, and Owner. There will be two columns available - Expected and Confirmed. The Expected column will show the expected values. The Confirmed column will default to the expected values.
If no adjustments are made and the expected values are correct, you will select ‘Verify Correct’.
On the grid, the asset's status will be displayed as ‘Correct’ with a green icon.
If any adjustments are made, you will have the same two options as mentioned previously: ‘Update & Verify Discrepancy’ and ‘Update & Verify Correct’. Selecting either option will update the verification status column in the policy.
Rapid Scan
The ‘Verify’ option is also available in the Rapid Scan experience, allowing you to quickly verify Serialized Assets without having to navigate to the Audit Manager Policy. When a single asset is scanned, the Single Asset Verification window opens; if multiple assets are scanned, the Bulk Serialized Asset Verification window opens. Selecting Verify lets you confirm asset details or resolve discrepancies, and all verification actions are reflected in the Audit Grid immediately.
In the Asset Verification window, you will see multiple fields, including Location, Room, Status, and Owner. There will be two columns available - Expected and Confirmed. The Expected column will show the expected values. The Confirmed column will default to the expected values.
If no adjustments are made and the expected values are correct, you will select ‘Verify Correct’.
On the grid, the asset's status will be displayed as ‘Correct’ with a green icon.
If any adjustments are made, you will have the same two options as mentioned previously: ‘Update & Verify Discrepancy’ and ‘Update & Verify Correct’. Selecting either option will update the verification status column in the policy.
Non-Serialized Assets
Automatic Reconciliation
When an audit policy with the ‘Automatically Reconcile’ toggle enabled reaches its end date, the system will automatically resolve all discrepancies on that date.
The Audit Policy Details page will notify you when reconciliation has taken place for any discrepant non-serialized assets. A banner will appear at the top of the page following a reconciliation, stating: “XXX discrepancies automatically reconciled on XX/XX/XXXX.”
Once reconciliation occurs, the policy can no longer be edited; the ‘Edit Policy’ button will disappear, and the ‘Currently Active’ toggle will become disabled.
Manual Reconciliation
The 'Awaiting Reconciliation' note in red indicates that reconciliation has not occurred yet. If the scheduled date is still pending, the Reconcile button will not be visible.
When the Automatically Reconcile toggle is disabled, and the schedule date has already ended, the banner will appear at the top of the page stating: “Audit End Date has passed. Reconcile ALL generic and consumable discrepancies?” The two Reconcile buttons will also be visible.
Selecting any Reconcile button triggers a confirmation prompt asking whether you would like to reconcile all discrepancies.
Selecting 'Reconcile # Records' will resolve all discrepancies. The note 'Reconciled: XX/XX/XXXX XX: XX PM' in green will confirm the reconciliation.
