🔥 Why Audit Matters?

Audits help you keep your inventory reliable, usable, and aligned with reality—without the manual overhead. For Fashion, Luxury, and Beauty teams working across seasons, regions, and showrooms, they’re key to staying in control.

With the Audit Manager, you can:

• Quickly identify missing or misplaced samples
• Take action —no need to switch tools or export spreadsheets
• Archive collections accurately to support re-edits, legal traceability, and brand storytelling

Audits also reduce cross-team friction. They surface issues early—like unreturned samples or items sent to the wrong department—so you can resolve them before they create bigger problems.

Whether you're preparing for a campaign, closing a showroom, or handing off samples between teams, audits give you the confidence that what’s in Samples matches what’s on the ground.

🚀 Run an Audit

✅ Step 1: Create a New Audit

You can access audits created on your desktop from your mobile application and vice versa.

• Go to the Audit page in the navigation menu. 
• Click on Create New Audit. 
• Fill in
  • Name: [Required] Define the name of the audit so you can easily find it and return to it when needed. e.g. End of Season Audit.
  • Department: [Required] Select the department for which you want to verify the inventory.
    • Audits can be performed on a single department at a time.
  • Current Location: If your samples should be in a specific location, you can select the precise one you're auditing.
  • Designer, Season, or Collection: If your department manages multiple designers, seasons, or collections at a time, you can select the precise stock you want to audit within your whole inventory.
• Add Filters (Optional)
  • Click Add field to narrow scope
  • Choose up to 2 custom or standard fields (e.g. item_type, style_number, size)
  • These help you run audits on a specific rack or product type
• Click on Start Session (or Done from your mobile application) to begin your audit.

🔍 Step 2: Scan Samples

Process your audit by scanning all the samples you have on hand. 

• by typing the barcodes of the samples, and hit Scan
• by scanning the barcodes of the samples using a handheld Zebra scanner to read barcodes from the samples' labels
  • Make sure your mouse cursor is within the Barcode input field
  • You can scan using your phone camera or a handheld Zebra scanner connected to our application

📈 Step 3: Review Audit Results

Once you are done scanning your samples, you can click Run Report to get the full details of the audit. The system will assess all the items scanned & not scanned and compare them with your live inventory & current send outs. This is only available on desktop.

• Click Run Report
• Two tabs appear:
  • Scanned Samples: All scanned items
    • Found: Sample is in inventory and not on loan. Found and correctly registered. All good! 
    • Overage: Found, but doesn’t belong to your department or your audit definition. You should not have them in front of you, they are probably misplaced. Contact their owner to let them know you have them or verify your audit definition to understand why they are overage. 
    • Marked as Out on Loan: Physically scanned but is still out on loan in Samples. Found but not digitally returned. Should probably be marked as returned as you have it in hand.
  • Not Scanned Samples: What you should have scanned but didn’t
    • Missing: Should be in your inventory but not scanned. You should be looking for these items!
    • Currently Out on Loan: Out digitally, not scanned. The samples are still at your recipient, so you're all set here. 

🔧 Step 4. Acting on Your Audit Results

Once your samples are scanned and the audit is ran, the real value begins: you can clean up your inventory directly from the report—no need to leave the screen or export anything. This is only available on desktop.

Use this step to resolve discrepancies fast, fix status mismatches, and close the loop—so your digital inventory stays as accurate as your physical one.

You can leverage the Audit KPIs to better understand the steps you need to take to conclude your audit. 

From the Scanned Samples and Not Scanned Samples tabs, you can:

• Update individual samples using the dropdown next to each item 
• [COMING SOON] Select multiple items to perform bulk actions in the queue menu
  • If you select samples with incompatible statuses, only shared actions will appear
  • You can only take action on samples you own

🏁 Step 5. Finish your audit

Once you have scanned all samples, choose Finish Session to end the audit.

• You can remove scanned samples from your audit from the scan page

Once you click on Finish Session, this freezes the audit, and you will not be able to edit or scan more samples. 

📄 Export & Share

You can easily export your current audit results to PDF or Excel and even send them by email to a collaborator or yourself. You can export the full audit report or focus on a specific status.

You can easily export your audit results to Excel or PDF, and send them by email—either to yourself or to collaborators. Choose to export the full audit report or focus on a specific status (e.g. only Missing or Overage samples).

Exports are especially useful when:

• You need to share findings with teams who don’t use Samples (e.g. logistics, finance, PR agencies)
• You're preparing a summary after showroom returns or event closeouts
• You want to keep an internal record of sample discrepancies or stock issues for compliance or seasonal reviews
• You’re coordinating across multiple regions or departments and need everyone aligned on what’s been found and what’s still missing

This way, the audit becomes more than a one-time task—it’s a clear, shareable report that helps your team act quickly and stay aligned.

💡 Tips & Best Practices

• Controlled actions: You can only act on your own samples even if you scanned one from another department.
• Filter before acting: Use the “Filter by” menu to isolate samples by status before applying bulk changes.
• Live updates: Changes apply instantly—no page reload needed. Totals and tabs will update in real time.
• Mixed selections: If you select samples with incompatible statuses, only shared actions will appear.
• Error handling: If a sample’s status changes mid-action (e.g. someone else updates it), you’ll get a clear message.
• No persistent queue: Unlike in Samples Manager, selections won’t carry over between tabs.
• Print labels anytime: You can reprint barcodes individually or in bulk, which is especially helpful if you find damaged or missing tags during the audit.
• Audit monthly or after large returns
• Use audit fields to divide work by location or type
• Always review the Not Scanned tab before closing
• You can choose to reset your session at any time. This will clear any scanned samples and allow you to start the session again.
• You can choose your Layout Preferences to display the fields you wish to filter or view your audit results
• If you can't scan a sample, type in the barcode and try after reprinting the label
• If our bulk action fails, refresh the page, some samples statuses may have changed
• You can remove scanned samples from your audit from the scanning page
• You can't see the Audit menu, ask your admin or LM Contacts for access