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Inventory Audit

Purpose

The Inventory Audit feature is used to verify that physical inventory matches the quantities recorded in the system. It helps labs maintain accurate stock levels, improve accountability, and ensure compliance with internal and regulatory requirements.

Inventory audits can be performed:

  • To compare physical stock vs. system inventory
  • On a random basis for compliance and spot checks
  • On a recurring schedule for routine inventory verification
  • For items that are used without regular checkout, the as-you-go method
  • To assign responsibility to specific users for counting inventory

The system allows labs to schedule audits, assign users, and track progress. Users receive reminders when audits are due or overdue, and administrators can monitor completion status to ensure inventory counts are performed on time.

Procedure

  • Accessing Inventory Audit
    • From the Home Page or side navigation menu, select Inventory Audit.
    • On the Inventory Audit page, click Create Audit. Only users with “Create, Edit & Assign Inventory Audit” permission can create audits.
  • Creating an Audit Task
    • Search items by name, or
    • Use filters (Department, Category, Location, Sub-location, Assay, Instrument).
    • Click Add to List to include items.
    • Optionally, click Select 5 Random Items for a random audit selection.
  • Audit Name
    1. Enter a descriptive name in the Audit Name field.
    2. Select Due Date and Time.
  1. One-Time Audit
  • Choose One-Time from the Audit Type dropdown
  • Assign Primary and Secondary assignees.
  • Add comments (if applicable).
  • Click Send.
    • Assignees receive an email notification.
    • Assignor is copied on the email.
    • Any assignee can complete the audit.
  1. Recurring Audit
  • Choose Recurring from the Audit Type dropdown
  • Define Recurring Frequency: Weekly, Bi-Weekly, Monthly, Quarterly, or Yearly.
  • Due dates for future recurring audit are automatically calculated and displayed by the system based on the defined due date, time and frequency.
  • Assign Primary and Secondary assignees.
  • Review the 3 future scheduled audits displayed.
  • Add comments (if applicable).
  • Click Send to save the recurring audit.

System Behavior:

  • Lab Symplified auto-creates recurring audits and assigns them to designated assignees.
  • Notifications are sent on audit creation, due date reminders, and overdue alerts.
  • Recurring audits can be viewed, paused, or edited under Manage Recurring Audits.
  • Active and upcoming recurring audits appear under the Active tab, marked with an “R” in a blue circle.
  • Completed or overdue audits move to the History tab.
  • Recurring audit with a pending or in progress audit can be edited/updated from “Manage Recurring Audits” page.
  • Changes made in the recurring audits apply only to the future generated audits.

Performing an Audit

  • In the Active section, locate the audit.
  • Select 3 dots → Start Audit.
  • At the item/lot level, perform reconciliation:
    • Use the Pencil Icon to make inventory edits.
    • Use the Check Mark if physical and digital counts match.
    • View edit history by clicking the History Icon.
  • Once all items are reviewed:
    • Click Mark as Completed.
    • Optionally, click Save for Later to save progress and resume later.
  • Notifications
    • Email notifications are sent:
      • When a new audit is assigned.
      • A day before the audit is due.
      • When the audit is past due.
      • Upon completion of the audit (sent to both assignee and assignor).

Lab Symplified identifies the inventory audit tasks with an unique number (Audit ID) which can be used to reference the audit tasks.

Additional Notes on Inventory Audit

  1. Audit Editing
    • Any user with the “Create, Edit & Assign Inventory Audit” permission can modify an existing audit.
    • Editable fields: audit name, primary/secondary assignees, Recurring frequency, Due date and Time, and the item list.
  2. Permission Enforcement
    • Users without the “Create, Edit & Assign Inventory Audit” permission do not have option to make edits to the exiting audits.
    • Users with the “Create, Edit & Assign Inventory Audit” permission can edit audits regardless of who created it.
  3. Add to Wishlist
    • An “Add to Wishlist” button appears next to each item row on the audit screen.
    • One click moves the item to the Orders > Wishlist.
  4. Instrument Filter
    • The Instrument filter now lists all instrument that have been added in the lab. Instruments can be added from Data Management > Instruments.
    • Selecting an instrument displays all linked items.
  5. Parent + Sub-item Display
    • Parent and sub-items now display together. You have ability to add them individually to the audit.
    • Any filter (Assay, Instrument, Department, Category, Location, Sub-location) now returns the parent and sub-item grouped together.
  6. My Tasks Integration
    • One-time and recurring audits appear in “My Tasks” the moment they are assigned.
    • Visible in three places:
      • Top-right “My Inventory Tasks” next to the notification bell icon.
      • Home-page “My Tasks” menu
      • Left side-bar menu → “My Tasks”
    • Only tasks related to inventory audit are populated in Tasks section. Each menu is populated with the counter if there is any task that is assigned to the user.