By regularly performing spotchecks, updating records, and resolving discrepancies, businesses can ensure proper asset management and prevent inventory inaccuracies.
Why should I use Spotchecks?
Spotchecks in Cheqroom are a tool for maintaining accurate inventory records and ensuring the physical location of assets matches what's recorded in the system. Here are the key reasons to perform spotchecks:
- Verify asset locations and availability
- Identify missing or misplaced equipment
- Maintain accurate inventory records
- Detect potential theft or unauthorized equipment movement
- Ensure compliance with inventory management policies
Regular spotchecks help organizations maintain control over their assets and prevent discrepancies between physical inventory and digital records. This practice is particularly important for businesses managing valuable or critical equipment.
How to use
Follow these steps to perform effective spotchecks in Cheqroom:
- Access the Spotcheck feature: Navigate to the inventory section in Cheqroom to begin the spotcheck process.
- Select items to check: Choose specific by location, category, kit, custody user, reservation or check out.
- Scan or manually verify: Use the mobile app to scan item QR codes or manually confirm the presence and location of each asset.
- Unscanned items will be counted as missing when a spotcheck is finished
- Unexpected items will be counted as an Issue when spotcheck is finished
- Review issues and update records: Make necessary adjustments to asset records based on your findings.
- Generate reports: Create spotcheck reports to track inventory accuracy over time.
Best practices for spotchecks:
- Perform spotchecks regularly (weekly or monthly)
- Rotate through different equipment categories
- Document all findings, even minor discrepancies
- Follow up on any missing or misplaced items immediately
The spotcheck feature will maintain a record of all spotchecks completed.
Resolving issues found in a spotcheck
When issues are discovered during a spotcheck, follow these steps to resolve them:
- Review the discrepancy: Carefully examine the nature of the issue (missing item, unexpected item, wrong location)
- Investigate the cause: Check recent check-outs, returns, and movement history of the affected items
- Contact relevant parties: Reach out to the last known user or current custodian of the item
- Update system records: Make necessary corrections in Cheqroom to reflect the actual status or location of items
- Document resolution: Record how the issue was resolved and any preventive measures implemented
Remember to:
- Address issues promptly to maintain accurate inventory records
- Update any relevant policies or procedures to prevent similar issues
- Communicate changes or findings to team members as needed
If an item cannot be located:
- Mark the item as missing in the system
- Follow your organization's lost/missing equipment procedures
- Consider implementing additional tracking measures for frequently misplaced items