Module 9 - Fieldwork (Mercia)

Completing programmes

Select Current audit file from within fieldwork folder of main index (if still greyed out after signing off planning you will need to refresh index by right clicking in main index) or from current audit file tab next to main index. This provides access to all areas of the audit file to record completion work and gives overview of stage of completion audit has reached across all areas and enables access to programmes, checklists, documents etc. for each audit area. 

Open the Tangible fixed assets folder and double click on the combined audit programme. The system will extract the programme and display the Audit programme completion window listing all outstanding tests.

Double-click on the test to be completed and the Audit test completion dialog will be displayed.

You may now enter the following details for each test:

• Comments
• Working paper reference (i.e. attach a document)
• Change or calculate the sample size
• Time spent on the test.
• Select Complete button to complete test
• Enter a note and select attention of relevant person (e.g. partner)

To change the sample size, click on the Calculator button and change the sample calculation that was entered during planning - remember to click on Use to close the calculator and transfer the result back to the test.

Review mode

If the review mode checkbox is ticked at the bottom of the current audit file navigation panel then additional programmes may be displayed depending on whether they are relevant as follows:

1. Risk Mitigation Tests
2. Tests of Control
3. Non-sampling substantive tests
4. Other Substantive Work

These programmes would be generated through tests selected in the risk assessment process or when recording work programmes for key controls. 

When designing work programmes to deal with identified audit risks and controls all tests selected will also be shown in the risks mitigation programme so that the reviewer can assess whether the tests selected are adequate and whether the field work done is adequate.  To do this select risk mitigation tests.

The reviewer will need to put in a conclusion on each risk by selecting the Risk details button in the assertions column and then selecting Risk conclusion button in the displayed audit risk dialog box. 

A conclusion cannot be entered against a risk if the procedures selected have not been completed.

Title of combined audit programme

Some users have indicated that the existing title of “Combined audit programme” is confusing as it implies that it includes all tests, including the standard tests. Other users have indicated that they are perfectly happy with the current description. We have therefore added the facility for practices to enter their own title for this view of the selected audit procedures. A new field has been added to the Firm's details tab of the System setting.

The default setting is the current title so practices that are happy with this need take no further action, however, practices that wish to use a different title can enter it here.

Index and adding notes & documents to audit areas

When an audit area is selected towards the top of the dialog there are icons to add notes and documents to that audit area and also view the objectives for the area.

One way of adding a document to an area is to select the Index icon, , and select the Add button.

Enter a reference for the document and the name where requested. The system knows the audit area you are in so it is not necessary to include the area identifier in the reference. Select New document and you will taken to standard screen for adding a document.

Moving existing documents: To move a document from one area to another right click on the document in the current file index and select Change working paper folder and reference

Reviewing documents and setting them to read only: When you mark a document as having been reviewed, the system sets the underlying file to be read only. This means that you can, from this point, load the document to view it, but you will not be able to change or save the document unless you are of the same or higher level as the highest level of review. See below for more details.

However, there may be occasions where someone with a lower access level needs to edit a document after it has been reviewed. To facilitate this, a concept has been added allowing you to “Release a document for edit.” This option has been added to the pop up menu in the following dialogs:

• Permanent file
• Current year’s audit file
• User documents

The option will be active when a document has been selected that has been reviewed. On selecting the option, the system will ask you if you wish to release the selected document. If you indicate that you do, it will record the fact that you have released it, both in the record of the review and by adding an 'Audit trail' entry to the log of changes made after planning has been signed off. 

To ensure you are aware that you are opening a read only document the system will warn you of this when you open the document. If the document is then opened by someone of a lower level than the reviewer it will remain locked and the user will see a message flash up saying the document is read only:

If the document is opened by someone who is of the same level or higher than the reviewer the system will automatically remove the read only status and displays a dialog advising the user that they are opening a document that has been reviewed:

The system maintains a record of reviewed working papers that the user has opened during the current run. During the session the documents remain released, but the system monitors if another user opens the same document and switches ownership to the other user if the current user no longer has the document open. If the current user still has the document open the new user will still see it in read only mode.

When the user closes the client, the system resets the read only status of any reviewed documents that they have released and checks to see if the user has modified the document. If the document was modified, an entry is made in the audit trail indicating that the reviewed document has been modified. If the document was not modified then no entry is made in the log.

When the partner signs off the audit via the completion menu, all documents are set to read only. This means that documents that have not been reviewed will also become read only. When a client is balanced forward, all read only attributes are removed for documents that are retained for the following year.

Review of tests in audit programmes

The system does not allow you to review your own work. To review tests, go into the audit programme, and select Show to review which will show all tests including the completed ones.  Then double click on the tests and select Reviewed and a red tick will appear against the test.

 

Conclusions on key controls

If you are relying on controls you will need to record which procedures are being used to test them and a conclusion needs to be entered for these controls before the file can be signed off.

After the field work has been completed, you will need to record your conclusion on the control. The Conclusion button will be active at all times and if no procedures have been designed, you are free to enter a conclusion during planning or completion. However, if procedures have been planned, the system will only allow you to enter a conclusion if all work has been completed. Clicking on this button will result in the following dialog being displayed:

Enter your conclusion and click on OK. If you have entered a conclusion in error, or later wish to remove it, you can remove it by returning to this form and selecting Remove conclusion.

Adding comments to the details entered by someone else

If you open a control that has been raised by another member of staff who is at a more senior level than you, you will not be able to edit the details, however, an Add to comments button appears above the details and you can use this to add your own observations.

Linking controls to more than one source

As you enter controls via a source, e.g. Key processes, the system stores the source with each control and when you access the list of controls you only see the controls associated with the source from which you entered the list. It is possible that you may wish to associate the same control with more than one source and this is possible via the Key controls list. To do this, click on the Show all key controls checkbox and all audit controls will be displayed.

Select the control to be linked and then click the Link button. The association will be made. If you remove the “Show all” tick, only the controls associated with the current source will be displayed.

The final column in the dialog shows the source, or sources, of the control. You may drill down to a source, by highlighting the control and clicking on the right mouse button, or clicking on Source.  A pop up menu will appear listed in the sources to which the control has been associated. Click on the source to be displayed and the source dialog from which the risk was originally entered will be displayed.

Procedures: Clicking the Procedures button results in the display of a report containing all recorded controls, the procedures that have been carried out in connection therewith, results and conclusions.

Summary: Clicking this button results in the display of a report of all controls and conclusions, without the audit procedures.

Sign off audit areas

When all the tests and questions in an audit area have been done the area can be signed off – this would usually be done by the senior and manager.

Select the audit area and sign off options for senior and manager will appear at the bottom of the dialog.  Once an area is signed off by a senior it will turn red and when signed off by a manager it will go green.  It is therefore easy to see what stage has been reached across all audit areas at any time by use of the colour coding.