Audit Record

The Audit Record is used to plan the audit, and to record results.

This form is accessed from the Edit button on the Audit Schedule, and is the 21st century equivalent of the clipboard and paper checklist. Key differences include the ability to:

• Import data from an earlier, similar audit
• Cross-reference with documents and other records that relate to the audit
• Generate and email requests for corrective / preventive action

For help on activities associated with this form, go to Audits - Activities

The top section of the Audit Record is used to display background information about the audit. The main section has four tabs - for Summary, Checklist, Follow-up, and Attachments.

Top section

Fields displayed:

Field	Description
Doc. No.	(Optional) The number of a document that is being reviewed. Use the Hyperlink button to open the document. Note: This field is not used to attach evidence to the audit. That is done via the Attachments tab
Doc. Title	(Optional) The title of a document that is being reviewed or that is relevant to the audit. A read-only field
Auditor	Nominated Auditors - select "Any" or a particular auditor
Audit Title	Free text search. Select records that contain that text in the Audit Title field
Audit Type	Audit category - ie its basis e.g. document review, process, contract, certification etc
Audit Issue	Audit Issue ie its primary focus e.g. safety, environment, quality, food safety, and security etc.
Scheduled Date	The date the audit is scheduled to be undertaken
Actual date	The date the audit was performed. The combination of an entry in this field and the lock being applied (see below) is what changes the status of the audit to 'Completed'

Summary tab

Fields displayed:

Field	Description
Summary	Free text field for a synopsis or other information
Score	Number field. Use to indicate a value of performance or conformance between 0-100.
Action	Indicator for whether there is an action associated with the overall audit. Where no Action has been created, the indicator displays 'No'. Where a link has been created, the action reference number is displayed. There is an Action button linked to the field. The Action button is for creating a link to an Action Form or visiting an existing linked action. Use this if the Action form is related to the overall audit rather than a specific audit item. If the action relates to a particular audit checklist item, use the feature on the Checklist tab.
Completed by	Person who completed the audit – use the Lock button to complete this field
Completed	Date that the audit was completed - use the Lock button to complete this field.

The Lock and Unlock buttons enable the auditor to lock or unlock the form for editing.

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Checklist tab

Fields displayed:

Field	Description
Item No.	The software automatically creates a sequential number for this field
Check	Free text description
Results	Free text description
Action	Display field only. No direct data entry (see below)

The Delete button is for deleting a checklist item from the Audit Record

The Action button is for creating a link from the selected checklist item to an Action Form or visiting an existing linked action. Where no link has been created, the relevant field displays 'No'. Where a link has been created, the action reference number is displayed.

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Follow-up tab

Fields displayed:

Field	Description
Follow-up request / details	Free text description. Once text has been entered into this field, the audit will have the status of 'Follow-up outstanding' until the associated name and date fields are completed
Follow-up by	Name field. Select from drop-down list, or use the Person Lookup tool
Follow-up Date	Calendar entry: Date that follow-up was completed

Buttons:

Button	Function
Save	Save the record
Close	Close the record

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Attachments Tab

This tab provides the facility to link one or more attachments to the audit >Fields:

Field	Description
Number	An automatically populated number to identify the attachment
Filename	The name of the attached file
Description	Free-text description of the attached file

Buttons:

Button	Function
Browse	Navigate to, and select the file to be attached
View	View the selected attachment
Delete	Delete the selected attachment

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Contents | Audits | For help on activities associated with this form, go to Audits - Activities