PRGs Manual on

INTERNAL
AUDIT
WE OFFERING
Manag ement Con sultancy
Prepared
and compiled by:
Tax
Con sultancy

Project
Man
ROOPESH
N agement
TDS
Consultancy to Nationali sed Banks
Director,
PRG Financial
Services
Private Limited
Company
and
Corporate
Affairs
Palakkad
Accounting
& Bookkeeping S ervices

Payroll Servi ces

PRG FINANCIAL SERVICES PRIVATE LIMITED

First Floor, MHR Centre, College Road, Palakkad, Kerala -678 001 Ph: 0491 2548822, 9387527993
Email: peeyarfinancial@gmail.com Web: www.peeyar.in

Dedicated to
My Beloved Parents

Manual on Internal Audit Vol 1

INTERNAL CONTROL QUESTIONNAIRE
Sr. No.

CONTENTS

Page No.

Introduction

II

General

III

Petty Cash

IV

Cash and Bank Receipts

10

Cash and Bank Payments

12

Bank Balances

15

VI

Purchases and Creditors

17

VII

Sales and Debtors

24

VIII

Stocks

31

IX

Fixed Assets

35

Investments

42

XI

Share Capital

44

XII

Salaries and Wages

49

XIII

Loans and Advances

54

IVX

Borrowings

58

XV

Branches

63

-0-

Manual on Internal Audit Vol 1

I. INTRODUCTION

The modern trend in auditing is for the auditor to appraise the internal control in force, before planning his
detailed audit programme.

The American Institute of Certified Public Accountants has defined internal control as follows:-

Internal control comprises the plan of organisation and all of the co-ordinate methods and measures adopted
within a business to safeguard its assets, check the accuracy and reliability of its accounting data, promote
operational efficiency and encourage adherence to prescribed managerial policies.

The same Institute has listed the characteristics of internal control as follows:-

1.

A plan of organisation, which provides appropriate segregation of functional responsibilities.

2.

A system of authorisation and record procedures adequate to provide reasonable accounting control over
assets, liabilities, revenues and expenses.

3.

Sound practices to be followed in performance of duties and functions of each of the organizational
departments.

-1-

Manual on Internal Audit Vol 1

4.

Personnel of a quality commensurate with responsibilities.

The Institute of Chartered Accountants in England & Wales also has come out with statements to the same effect.

By evaluating the internal control system, the auditor can restrict his detailed checking in areas where the internal
control is satisfactory, and extend his checking in areas where the internal control is weak.

This results in a

reduction in the time and cost of conducting an audit while, at the same time, increasing the effectiveness of the
audit, which will benefit both the auditor and the client.

Internal control may be evaluated, by using three different forms of appraisal; appraisal by workflow, appraisal by
duties and appraisal by questionnaire. Use of any one of the three techniques does not preclude the use of the
others.

In this booklet, a specimen Internal Control Questionnaire is presented. The questions are so framed that most of
them can be answered Yes or No or Not applicable. Affirmative answers indicate good internal control while
negative answers indicate weaknesses. Where necessary, suitable explanatory notes may be added, and space is
provided for this purpose.

The controls implied in this Questionnaire may not apply to all organisations.

For

example, accounting control over purchases may begin with purchase orders or goods received notes or suppliers
invoices.

Similarly, accounting control over sales may begin with sales orders or dispatch advices or sales

invoices. The method of doing business and the volume of transactions will govern the controls to be applied and

-2-

Manual on Internal Audit Vol 1

their timing.

Again, the questions included in this booklet are applicable, mostly to manufacturing companies.

Therefore, the questionnaire will have to be modified to suit individual circumstances, but it is hoped that, the
required modifications will be few.

The Questionnaire is to be filled up by the auditor on the basis of observations and personal interviews with the
clients staff. He may check at random a few transactions (say 10 or 15 of each type), to test the accuracy of the
answers to the questions and correct them, if necessary.

The auditor then should review the Internal Control

Questionnaire, and discuss with the client all the negative answer, in order to determine what additional steps he
should take, to enable him to express and opinion on the accounts. Opportunity may also be taken to suggest
improvements in procedures.

A complete evaluation of the internal control system should be done at regular intervals, say once every three or
five years. At the time of every annual audit during the intervening period, the Internal Control Questionnaire
should be reviewed with the client, to note any major changes in the control procedures that may have a bearing
on the extent of audit work.

An Internal Control Questionnaire, covering various aspects of a business is necessarily long; but the time
invested in completing the Questionnaire will be apply justified by the reduced time spent in detailed checking and
the improved quality of audit.

-3-

Manual on Internal Audit Vol 1

II. GENERAL

Sr.

Particulars

Yes

No.
(1)

Is an organisation chart readily available?

(2)

If not, have you prepared an organisation chart on the basis of

the discussion with senior officials?

(3)

Does the organisation chart show a clear definition and

allocation

of

duties

and

responsibilities

of

officials

and

employees?
(4)

Is there an effective plan of rotation of employees duties?

(5)

Is an accounting manual in use?

Note:

Circulars and instructions which fulfil the same

purpose may be regarded as an accounting manual,
for the purpose of this questionnaire.

(6)

Is a chart of accounts in use?

(7)

Are the accounts coded?

(8)

Have you taken a copy of the chart of accounts and code nos.
for the audit file?

-4-

No

N.A.

Ex. N

Manual on Internal Audit Vol 1

(9)

Are the chart of accounts and accounting manual periodically

reviewed and amended?

(10)

Does the chart of accounts /accounting manual clearly define

the items to be recorded in the various accounts?

(11)

(a)

Have you obtained a list of the principal books of

account and equivalent accounting records maintained,
showing the names of the persons responsible for the
same?

(b)

Is the client required by law to maintain cost accounting

records?

(12)

(a)

Are the accounting records kept upto date?

(b)

Are they balanced monthly?

(c)

Are control accounts kept in the General Ledger in

respect of all transactions where the volume justifies it ?

(d)

Are the subsidiary records reconciled with the respective

control accounts periodically?

(13)

Have you obtained (either from the accounting manual or its

equivalent or by discussions with senior officials), a statement
of the major accounting policies adopted by the client?

-5-

Manual on Internal Audit Vol 1

(14)

Are those accounting policies in conformity with the Institutes

and IASCs statements?

(15)

(a)

Is there a system of budgetary control?

(b)

Does the budget cover all aspects of the clients

business?

(16)

(a)

Is there a system of internal management reporting?

(b)

Do such reports bring to the Managements attention

any abnormal financial results?

(17)

Is there an internal audit system in force?

(18)

Is the Internal Auditor independent of accounting functions?

(19)

Does the Internal Auditor report to the Chief Executive?

(20)

Are you satisfied with the scope of the internal audit?

(21)

(a)

Is the Internal Audit Department adequately staffed?

(b)

Are you satisfied with the caliber of the Internal Audit

staff?

(22)

Does the Internal Auditor follow written programmes?

(23)

Have you make notes of the defects, if any, pointed out by the
Internal Auditor?

(24)

Are proper follow up actions taken on the Internal Auditors

report?

-6-

Manual on Internal Audit Vol 1

(25)

Are the Purchase

and

Sales Departments

and

Branches

furnished with upto date lists of Directors and Companies etc.,

in which they are interested?

-7-

Manual on Internal Audit Vol 1

III. PETTY CASH

Sr.

Particulars

Yes

No.
(1)

(2)

Is petty cash maintained on

(i)

Imprest basis?

(ii)

Limited to a reasonable amount?

Is it handled by only one person whose duties are divorced

from other entries of cash receipts and disbursements?

(3)

Is the petty cashier directly responsible for petty cash balance?

(4)

Is petty cash not mingled with cash from other sources (i.e.
cash receipts unpaid salary, etc.)?

(5)

Is it physically verified periodically by a senior officer not

connected

with

the

custody

or

recording

of

such

cash

transactions?
(6)

Do vouchers support all payments?

(7)

Are such vouchers cancelled upon reimbursement to prevent

re-use?

(8)

Are such payments duly authorised /approved?

-8-

No

N.A.

Ex. N

Manual on Internal Audit Vol 1

(9)

Are reimbursement cheques drawn only in favour of the petty

cashier (custodian)?

(10)

(a)

Is prior approval of a responsible official required for

paying cash against employees cheques?

(b)

Are these cheques banked promptly?

(11)

Are I.O.Us prohibited?

(12)

Are

stamps,

money

order

forms,

Hundi

papers,

reimbursed on imprest basis?

(13)

Is a franking machine in use?

-9-

etc.,

Manual on Internal Audit Vol 1

IV. CASH AND BANK
Receipts
Sr.

Particulars

Yes

No.
(1)

Is inward mail opened by persons not connected with handling

cash or the Accounts Department ?

(2)

Is the inward mail date-stamped ?

(3)

Is there a detailed record of receipts prepared ?

(4)

Are all cheques specially crossed by employees opening mail ?

(5)

Are bank deposits prepared and made by some one other than
those responsible for cash receipts and/or personal ledger ?

(6)

Are duplicate (or counterfoils of) receipted deposit slips

received from the bank ?

(7)

Is there any comparison of items listed on the duplicate (or

counterfoils of deposit slips with the amounts of cheques
recorded in the cash receipts records ?

(8)

Are receipts given for over-the-counter collections?

(9)

Is there reconciliation of such proofs of collection with amounts

banked ?

- 10 -

No

N.A.

Ex. N

Manual on Internal Audit Vol 1

(10)

Are collections of branch offices and sales offices deposited in

special bank accounts, subject to withdrawal only by the Head
Office ?

(11)

If collections are made by representatives of the company in

cash, have serially numbered receipts been issued to them ?

(12)

Are such collections promptly received and banked ?

(13)

(a)

serially numbered ?

(b)

kept in safe custody ?

(c)

controlled by register ?

(d)

unused stocks checked regularly ?

(e)

made out by one employee and dispatched by another ?

(f)

accounted for, including those cancelled ?

(14)

If post-dated cheques are received, are they held in safe

custody until deposited ?

(15)

Are such cheques entered in a separate register ?

(16)

Is the opening of bank accounts authorised by the Board of

Directors ?

(17)

Are

sundry

items,

such

as,

dividends,

interest,

rent,

commissions, etc. regularly checked by responsible official to

satisfy that correct amounts are received ?

- 11 -

Manual on Internal Audit Vol 1

(18)

Is the cash balance verified frequently ?

Payments
Sr.

Particulars

Yes

No.
(1)

Does the companys policy prohibit disbursements directly from

cash receipts ?

(2)

Are all disbursements made by cheques?

(3)

Are the names of officials and the limits upto which they are
authorised to sign cheques, specified ?

(4)

Are all cheques payable to order and crossed Account Payee

only, except cheques for salaries and wages and petty cash ?

(5)

Are cheque protectors used?

(6)

Are unused cheques under proper physical control?

(7)

Are cancelled cheques mutilated and preserved ?

(8)

Is the practice of signing cheques in blank prohibited ?

(9)

Are

payments

made

only

against

original

invoices

(or

equivalent documents)?
(10)

Do

vouchers

when

presented

for

signature

cheques?

- 12 -

accompany

No

N.A.

Ex. N

Manual on Internal Audit Vol 1

(11)

Do vouchers contain evidence of examination by persons

signing

cheques

and/or

those

authorizing

vouchers

for

payment?
(12)

Is the accounting distribution on the voucher checked at the

time of payment?

(13)

Are all supporting documents properly defaced and identified by

cheque number at the time of signature ?

(14)

Is there a method to check if cheques are dispatched

immediately?

(15)

Are remittances by bank transfers, (e.g. TTs, MTs, standing

instructions), subject to the same controls as cheque payments
?

(16)

Is there proper procedure for transfer between various bank

accounts?

(17)

When stop-payment instructions are issued, are the original

entries reversed immediately?

(18)

Is there a schedule of dates in each month for the recurring

payments such as P.F., Tax deducted at source, Telephone
bills, Electricity bills, etc.?

(19)

In respect of bills accepted:

- 13 -

Manual on Internal Audit Vol 1

(20)

(a)

Is there a record of such bills?

(b)

Are they signed by officials authorised to do so ?

Are bank loans or overdrafts (including temporary overdrafts)

arranged only by officials authorised by the Board?

(21)

Are letters of credit opened only by authorised officials?

(22)

Are requests for issue of guarantees made only by authorised

officials ?

(23)

Is there an effective system in force for following up receipts

from payees and filing complete vouchers ?

- 14 -

Manual on Internal Audit Vol 1

V. BANK BALANCES

Sr.

Particulars

Yes

No.
(1)

Are bank statements opened by a person other than the person

signing cheques, recording cash and receiving or disbursing
amounts?

(2)

Is

Bank

reconciliation

statement

drawn

by

person

independent of cash receipt and disbursement function?

(3)

Does the reconciler compare each item in the deposit and

withdrawal columns of the bank statement with amount
deposited or withdrawn as shown by the cash records both as
regards date and amount?

(4)

(5)

Is there a periodic follow up of old

(i)

outstanding deposits ?

(ii)

outstanding payments ?

(iii)

outstanding stop payment advices ?

Does the reconciler check the total of the debits and credits in
the bank statement with that of the cash book for that period ?

- 15 -

No

N.A.

Ex. N

Manual on Internal Audit Vol 1

(6)

Are the items under reconciliation reviewed by a responsible

official promptly or upon completion ?

(7)

Are confirmations of balances obtained periodically in respect of

all bank balances and compared with the bank statements ?

(8)

Is there a periodic review of balances held as security for

Letters of Credit, Guarantees, etc., to ensure the need for their
continuance ?

(9)

Are Fixed Deposit Receipts held in safe custody?

(10)

Is there a register of Fixed Deposits showing maturity dates,

rates of interest and dates for payment of interest?

(11)

Is there a follow-up system to ensure that interest on Fixed

Deposits is received on due dates?

(12)

Is a Certificate obtained from the bank for Deposit Receipts

lodged as security?

- 16 -

Manual on Internal Audit Vol 1

VI. PURCHASES, RECEIPT OF GOODS AND PAYMENTS FOR INVOICES

Sr.

Particulars

Yes

No.
(1)

Is purchasing centralized in the Purchase Department ?

(2)

Are the following within the scope of the Purchase Department:

(a)

Office supplies (Stationery) ?

(b)

Advertising ?

(c)

Services (maintenance of airconditioners, typewriters,

travel, etc.)

(3)

(a)

Are purchases made only from approved suppliers ?

(b)

Is a list of approved suppliers maintained for this

purpose ?

(c)

Does the master list contain more than one source of

supply for all important materials ?

(4)

Are the Purchase Orders based on valid purchase requisitions

duly signed by persons authorised in this behalf ?

(5)

(a)

Are Purchases on behalf of employees Prohibited ?

(b)

If not, is the same procedure followed as for other

purchases ?

- 17 -

No

N.A.

Ex. N

Manual on Internal Audit Vol 1

(6)

Is special approval required for :

(a)

Purchase from employees, Directors and Companies in

which Directors are interested?

(b)
(7)

Purchases of capital goods?

Are purchases based on competitive quotations from two or

more suppliers?

(8)

Is

comparative

quotation

analysis

sheet

drawn

before

purchases are authorised?

(9)

Are purchase orders pre-numbered and strict control exercised

over unused forms?

(10)

Are purchase orders signed only by employees authorised in

this behalf?
(i)

Do purchase orders contain the following minimum

information:
(a)

Name of suppliers?

(b)

Delivery terms?

(c)

Quantity?

(d)

Price?

(e)

Freight terms?

(f)

Payment terms?

- 18 -

Manual on Internal Audit Vol 1

(g)
(ii)
(12)
(13)

Any extra applicable?

Is the price filled in all cases?

Is revision of terms of purchase orders duly authorised?

(a)

Are copies of purchase orders and revisions forwarded

to Accounts and Receiving Departments?

(b)

If yes do the copies show the quantities ordered?

(c)

If no is there an adequate procedure for the Receiving

Department to be notified to accept deliveries?

(14)

Is a list of pending purchase orders complied by the Purchase

Department at least once every quarter?

(15)

Are all materials, supplies, etc., received only in the Receiving

Department?

(16)

If they are received directly by User Departments | Processors|

Customers,

is

there

procedure

of

obtaining

acknowledgements for the quantity received and the condition

of the goods?
(17)

Are persons connected with receipt of materials and the

keeping of receiving records denied authority to initiate
purchases or to approve invoices?

- 19 -

Manual on Internal Audit Vol 1

(18)

Are materials, supplies, etc. inspected and counted, weighed or

measured in the Receiving Department?

(19)

Are quantities and description checked against purchase order

(or other form of notification)

and goods inspected for

condition?
(20)

(a)

Does the Receiving Department deliver or supervise the

delivery of each item received to the proper Stores or
Department location?

(b)

Are acknowledgements obtained from suppliers for

goods | containers returned to them?

(21)

Are all receipts of materials evidenced by pre-numbered Goods

Received Notes?

(22)

Are copies of Goods Received Notes forwarded to Accounts

Department

and

list

of

Goods

Received

to

purchase

department?
(23)

Are all cases of materials returned, shortages and rejections

advised to the Accounts Department, for raising Debit Memos
on suppliers or claim bills on carriers | insurance companies, as
the case may be?

(24)

(a)

Are all suppliers invoices routed direct to the Accounts

- 20 -

Manual on Internal Audit Vol 1

Department?
(b)

Are they entered in a Bill Register before submitting

them to other departments for check and / or approval?

(c)

Are advance and partial payments entered on the

invoices

before

they

are

submitted

to

other

departments?
(25)

Does the system ensure that all invoices and credit notes
received are duly processed?

(26)

In respect of raw materials and supplies, are Reconciliations

made of quantities and /or values received, as shown by
purchase invoices, with receipts into stock records?

(27)

Are duplicate invoices marked immediately on receipt to avoid

payment against them?

(28)

Does the Accounts Department match the invoices of suppliers

with Goods Received Notes or acknowledgements received as
per Q. 16 and purchase orders?

(29)

(a)

Are

Goods

Received

Notes

and

receiving

records

regularly reviewed for items for which no invoices have

been received?
(b)

Are any such items investigated and is provision made

- 21 -

Manual on Internal Audit Vol 1

for the liability in respect of such items?
(c)

Is

such

review

/investigation

done

by

person

independent of those responsible for the receipt and

control of goods?
(30)

Do all invoices bear evidence of being checked for prices,

freight terms, extensions and additions?

(31)

(a)

Is the relative purchase order attached to the invoice for

payment?

(b)

Does the invoice bear cancellation to avoid double

payment?

(32)

Are accounting distributions on an invoice checked before

payment?

(33)

(a)

Is a special form of request used for making payments

in advance or against documents through Bank?

(b)

Thereafter, are the invoices processed in the normal

course?

(34)

(a)

Are all advance payments duly authorised by persons

competent to authorise such payment?

(b)

Is a list of pending advances made at least every

quarter and is a proper follow-up maintained?

- 22 -

Manual on Internal Audit Vol 1

(35)

Does the payment routine provide for cheques being marked

out without returning to the person who prepared the cheques?

(36)

Are all adjustments to creditors accounts duly approved by

those authorised in this behalf?

(37)

Is a list of employees by designation with limits of authority in

respect

of

several

matters

referred

to

in

this

section

maintained?
(38)

Are all suppliers statements compared with ledger accounts?

(39)

Is there any follow up action to investigate differences, if any,

between the suppliers statements and the ledger accounts?

(40)

Is a list of unpaid creditors prepared and reconciled periodically

with the General Ledger Control account?

(41)

Is there a system of ensuring that cash discounts are availed

of, whenever offered?

VII. SALES AND DEBTORS

- 23 -

Manual on Internal Audit Vol 1

Sr.

Particulars

Yes

No.
(1)
(2)

Are standard price lists maintained?

Are prices which are not based on standard price lists, required
to be approved by a senior executive outside the Sales
Department?

(3)

Are written orders from customers received in all cases?

(4)

If oral/telephonic orders are received, are they recorded

immediately in the clients standard forms?

(5)

Is there a numerical control of all customers orders?

(6)

Are credit limits fixed in respect of individual customers?

(7)

Are these limits approved by an official independent of the

Sales Department?

(8)

Are credit limits reviewed periodically?

(9)

Are

customers

credit

limits

checked

before

orders

are

accepted?
(10)

Is this done by a person independent of the Sales Department?

(11)

Is special approval required for sales to employees, Directors

and Companies in which Directors are interested?

- 24 -

No

N.A.

Ex. N

(12)

Are sales to Directors/Companies in which Directors are

interested
(a)

Reported to the Board?

(b)

Recorded

in

the

Register

of

Contracts

in

which

Directors are interested?

(13)

If sales to employees are made at concessional price,

(a)

Is there a limit to the value of such sales?

(b)

Is there an adequate procedure to see that these limits

are not exceeded?

(14)

Are

dispatches

of

goods

authorised

only

by

Dispatch

Notes/Gate Passes or similar documents?

(15)

Do such Dispatch Notes/Gate Passes or similar documents bear

pre-printed numbers?

(16)

Are they under numerical control?

(17)

Are they prepared by a person independent of

(18)

(a)

The Sales Department?

(b)

The processing of invoices?

Except when all documents are prepared in one operation, are

the Dispatch Notes/Gate Passes matched with
(a)

Excise Duty records?

- 25 -

(19)

(b)

Sales invoices?

(c)

Freight payable to carriers (where applicable) ?

Are

unmatched

Dispatch

Notes/Gate

Passes

reviewed

periodically?
(20)

Are the goods actually dispatched checked independently with

the Dispatch Notes |Gate Passes and Customers Orders?

(21)

Are acknowledgements obtained from the customers for the

goods delivered?

(22)

Are the customers orders marked for goods delivered?

(23)

Are

shortages

in

goods

delivered

to

the

Customers

investigated?
(24)

Are credits to customers for shortages, breakages & losses in

transit matched with claims lodged against carriers/insurers?

(25)

Are sales invoices pre-numbered?

(26)

Are all invoice numbers accounted for?

(27)

Are invoices checked for

(a)

Prices?

(b)

Calculations (including excise duty and sales tax)?

(c)

Terms of payment?

- 26 -

Manual on Internal Audit Vol 1

(28)

Are no charge invoices authorised by a person independent of

the custody of goods or cash?

(29)

Are invoices mailed direct to the customers?

(30)

Are credits to customers for remittances posted only from the

entries in the cash book (or equivalent record)?

(31)

and

Does cashier notify immediately

(a)

Sales Department,

(b)

Debtors Ledger Section

(c)

Credit Controller (i)

Of all dishonored cheques?

(ii)

Of all documents sent through bank but not

retired by the customers?

(32)

Is immediate follow up action taken on such notification?

(33)

Are bills

of

exchange

(or

other

negotiable

instruments)

accepted by customers recorded?

(34)

Are the bills of exchange, etc., as per such record periodically

verified with the bills on hand?

(35)

Does the Receiving Department count, weigh or measure the

goods returned by customers?

- 27 -

Manual on Internal Audit Vol 1

(36)

Does the Receiving Department record them on a Sales Returns

Note?

(37)

Are copies of Sales Returns Notes sent to

(a)

Customer?

(b)

Sales Department?

(c)

Debtors Ledger Section?

(38)

Are the returned goods taken into stock immediately?

(39)

Is a Credit Note issued to the customer for the goods returned?

(40)

Are all Credit Notes pre-numbered?

(41)

Are Credit Notes numerically controlled?

(42)

Are Credit Notes authorised by a person independent of

(43)

(a)

Customer?

(b)

Sales Department?

(c)

Debtors Ledger Section?

Are Credit Notes

(a)

Compared

with

Sales

Returns

Notes

substantiating evidence?
(b)

Checked by prices?

(c)

Checked for calculations?

- 28 -

or

other

Manual on Internal Audit Vol 1

(44)

Are corresponding recoveries of sales commissions made, when

credit notes are issued to customers?

(45)

Is the Sales Ledger balanced periodically and tallied with the

General Ledger Control account?

(46)

Are ageing schedules prepared periodically?

(47)

Are they reviewed by a responsible person?

(48)

Are statements of accounts regularly sent to all customers?

(49)

Are the statements checked with the Debtors Ledger before

they are issued?

(50)

Are the statements mailed by a person independent of the

ledger keeper?

(51)

Are confirmations of balances obtained periodically?

(52)

Is special approval required for

(53)
(54)

(a)

Payment of customers credit balances?

(b)

Writing off bad debts?

Is any accounting control kept for bad debts written off?

Is any follow up action taken for recovering the amounts
written off?

- 29 -

Manual on Internal Audit Vol 1

(55)

Are units of sales (as per sales invoices) correlated and

reconciled with the purchase (or production) and stocks on
hand?

(56)

In the case of export sales,

(a)

Is a record maintained of import entitlements due?

(b)

Does the record cover the utilization/disposal of such

entitlements?

(57)

Are sales of scrap and wastage subject to the same procedures

and controls as sales of finished goods?

- 30 -

Manual on Internal Audit Vol 1

VIII. STOCKS

Sr.

Particulars

Yes

No.
(1)

Are stocks stored in assigned areas?

(2)

If so, is access to these areas limited?

(3)

Are stocks insured against the following risks:

(4)

(a)

Fire?

(b)

Strike, riot and civil commotion?

(c)

Flood?

If the answer to any of the above is negative, is it due to a

specific decision taken by a senior official?

(5)

Is a record maintained for the insurance policies?

(6)

Is the record reviewed periodically?

(7)

Is there an official who decides on the value for which the

stocks are to be insured?

(8)

Are stocks insured on reinstatement basis?

(9)

Is the adequacy of the insurance cover reviewed periodically?

(10)

Are perpetual stock records kept for:

(a)

Raw materials?

- 31 -

No

N.A

Ex.N.

Manual on Internal Audit Vol 1

(b)

Work-in-progress?

(c)

Finished goods?

(d)

Stores?

(11)

Are they periodically reconciled with accounting records?

(12)

Is there a system of perpetual inventory for stocks of:

(13)

(a)

Raw materials?

(b)

Work-in-progress?

(c)

Finished goods?

(d)

Stores?

Where there is a system of perpetual inventory taking:

(a)

Is there a periodical report of shortages/excess?

(b)

If so, are these differences investigated?

(c)

Are these differences adjusted in the stock records and

in the financial accounts?

(d)

Is written approval obtained from a responsible official

to adjust these differences?

(14)
(15)

Are there norms for stock levels to be held?

Is there a periodic reporting of:
(a)

Slow moving items?

(b)

Damaged items?

- 32 -

Manual on Internal Audit Vol 1

(c)

Obsolete items?

(d)

Over-stock items?

(16)

Is there a well laid out written procedure for inventory taking?

(17)

(a)

Are stocks physically verified at least once in a year?

(b)

Is this done by a person independent of persons who

are responsible for maintaining these records or the
storekeeper?

(c)

Are

written

instructions

prepared

for

guidance

of

employees engaged in physical stock taking to cover:

(i) proper identification and arrangement of Stocks?
(ii) Cut-off points of receipts and deliveries?
(iii) Recording of the condition of the stocks?
(iv) Compliance with the conditions / warranties in the
relative insurance policies?
(18)

Are the physical inventory records, such as, tags, cards, tally
sheets, under numerical control?

(19)

Are the clerical steps in the preparation of stock sheets checked

independently for:
(i)

Summarization of quantities?

(ii)

Unit rates?

- 33 -

Manual on Internal Audit Vol 1

(20)

(iii)

Additions?

(iv)

Extensions?

(v)

Unit conversions?

(vi)

Summarization of cards and/or sheets?

If there are significant variations between the actual stocks and

book stocks:

(21)

(a)

Are they investigated?

(b)

Is a recount made where necessary?

(c)

Is the book stock corrected with proper authority?

Are the following stocks checked:

(i)

Physically by the Companys staff?

(ii)

With certificates from concerned holders of the stocks?

(a) Stocks in Public warehouses?
(b) Stocks with consignees?
(c) Stocks with sub-contractors for Fabrication, etc.?
(d) Stocks with customers, on approval?

IX. FIXED ASSETS

- 34 -

Manual on Internal Audit Vol 1

Sr.

Particulars

Yes

No.
Purchases and Disposals:
(1)

Are budgets for capital expenditure approved by the Board?

(2)

Are approved budgets communicated in writing to

(3)

(a)

Purchase Department?

(b)

Accounts Department?

(c)

Department originating the request?

Are

written

authorisations

required

for

incurring

capital

expenditure for items included in the Budget?

(4)

Is the authority to incur capital expenditure restricted to

specified officials?

(5)

Are purchases of capital items subject to same controls as

applicable to purchases of raw materials, stores, etc.?

(6)

Are receipts of capital items subject to same procedures as

applicable to raw materials, stores, etc.?

(7)

Is there proper check to see that amounts expended do not

exceed the amount authorized?

(8)

Are

supplemental

authorisations

required

for

expenditures?

- 35 -

excess

No

N.A

Ex.N.

Manual on Internal Audit Vol 1

(9)

Is there an established procedure for moving plant and

machinery from one location to another?

(10)

(i)

Is written authority required for

(a) Scrapping fixed assets?
(b) Selling fixed assets?

(ii)

Is the authority to permit scrapping/selling of fixed

assets restricted to specified officials?

(iii)

Are limits specified in this regard?

(iv)

Are sales of fixed assets subject to same procedures as

are applicable to sales of finished goods?

(11)

Are reports issued promptly in respect of

(a)

Units sold?

(b)

Units scrapped?

(c)

Units moved from one location to another?

- 36 -

Manual on Internal Audit Vol 1

Records:

Sr.

Particulars

Yes

No.
(12)

(13)

Are fixed assets under construction

(a)

Subject to separate control account in General Ledger?

(b)

Controlled by job number?

Is expenditure on wages, materials and stores charged to

capital account on reasonable basis?

(14)

Is there any official responsible for ensuring that allocation of

expenditure between capital and revenue is in accordance with
the companys accounting policy?

(15)

Is a register of all fixed assets (including fully depreciated

assets) maintained?

(16)

Is the register regularly written up throughout the year?

(17)

Is the register periodically tallied with the financial accounts?

(18)

Is the following information available in the register?

(a)

Suppliers name

(b)

Date of purchase

(c)

Cost

- 37 -

No

N.A

Ex.N.

Manual on Internal Audit Vol 1

(19)

(d)

Location and identification number

(e)

Rate of depreciation and estimated life

(f)

Accumulated depreciation

(g)

Estimated salvage value

Is a record maintained of equipment used by the company, but

owned by others?

(20)

Is the register of patents or trade marks maintained up-todate?

(21)

Is there a list of title deeds for the landed properties and

buildings?

(22)

Are title deeds of properties kept in a safe place?

(23)

If they are lodged as security, are certificates obtained to that

effect periodically?

(24)

Are registration books of vehicles kept in safe place?

Verification:
Sr.

Particulars

Yes

No.
(25)

Are fixed assets verified periodically?

(26)

Is there a written procedure for such verification?

- 38 -

No

N.A

Ex.N.

Manual on Internal Audit Vol 1

(27)

Does the procedure provide for verification / confirmation of

fixed assets with third parties?

(28)

Does the procedure provide for verification of compliance with

the

warranties

and

conditions

in

the relevant

insurance

policies?
(29)

Are reports prepared on such verification?

(30)

Do such reports indicate damaged / obsolete items of fixed

assets?

(31)

(a)

Are

discrepancies

disclosed

by

such

reports

investigated?
(b)

Are the records and financial accounts corrected, with

proper authority?

(32)

Are damaged/obsolete items disclosed by such reports removed

from the records and financial accounts, with proper authority?

Loose Tools, etc.:

(33)

Is there satisfactory control over the acquisition and write-off of

small tools?

(34)

Are there physical safeguards against theft or loss of tools and

other movable equipment?

- 39 -

Manual on Internal Audit Vol 1

(35)

Are records maintained for

(a)

Items treated as stock?

(b)

Items treated as fixed assets?

Insurance:
(36)

(i)

Are the following risks covered in respect of buildings

and machinery:

(ii)

(a)

Fire

(b)

Strike, riot and civil commotion

(c)

Flood

(d)

Earthquake

(e)

Nuclear risks

(f)

Malicious damage

If the answer to any of the above is negative, is it due

to a specific decision taken by a senior official?

(37)

Is there an adequate procedure to ensure that assets acquired

during a period are also covered by insurance?

(38)

Is there an official who decides on the value for which policies

are taken?

(39)

Are the fixed assets insured on reinstatement basis?

- 40 -

Manual on Internal Audit Vol 1

(40)

Does the official, who decides on the value for which policies
are taken, review periodically the adequacy of the insurance
cover?

- 41 -

Manual on Internal Audit Vol 1

X. INVESTMENTS

Sr.

Particulars

Yes

No.
(1)

Is an investment register kept, showing

(a)

the nature and description of the investments?

(b)

in the case of investments in companies, the name of

company in which the investment has been made?

(2)

(c)

Certificate numbers?

(d)

Distinctive numbers?

(e)

Amounts paid up and face value?

(f)

The names in which the investments have been made?

(g)

Due dates for receipt of interest?

(h)

Dates on which dividends are ordinarily received?

(i)

Maturity dates?

Are the scrips etc. kept by independent custodian with

adequate security arrangements?

(3)

Are the scrips etc. periodically physically verified with the

Register?

- 42 -

No

N.A

Ex.N.

Manual on Internal Audit Vol 1

(4)

Is there a periodic review to ensure that all investment income

is received when due?

(5)

Are transactions in investments authorized by the Board or a

person to whom powers have been delegated under section 292
of the Companies Act?

(6)

Is a proper record made of all bonus issues, sub-divisions of

shares, entitlements to rights, etc.?

- 43 -

Manual on Internal Audit Vol 1

XI. SHARE CAPITAL

Sr.

Particulars

Yes

No.
(1)

Does the company have its own share department?

(2)

Are all share certificates signed manually by all the persons

authorized to sign them?

(3)

If any signature on a share certificate is affixed by mechanical

means, are the plates or other devices kept under the control
of a person other than the one who signs the certificates
manually?

(4)

Is there a record of
(a)

Duplicate share certificates issued?

(b)

Split share certificates issued?

(c)

certified transfer deeds issued?

(d)

New share certificates issued in lieu of damaged

certificates?

(5)

Are the old share certificates marked cancelled, after new or

split certificates are issued?

(6)

Is there a Register of share transfers / transmissions lodged?

- 44 -

No

N.A

Ex.N.

Manual on Internal Audit Vol 1

(7)

Are transfer deeds individually numbered on receipt?

(8)

Are the transfer deeds entered in the Register immediately on

receipt?

(9)

Are transferors notified immediately on receipt of the transfer

deeds?

(10)

Is the share transfer/transmission register verified by an

authorized officer, before the share transfers / transmissions
are placed before the Board / Committee for approval?

(11)

Is the share transfer / transmission Register signed by the

Chairman of the Committee / Board, in token of approval of the
transfers / transmissions?

(12)

Are the entries in the Share Ledgers initialed by an authorized

officer?

(13)

Is the Share Ledger balanced and tallied with the financial

ledger?
(a)

When filing the Annual Return with the Registrar of

Companies?

(14)

(b)

When preparing dividend lists?

(c)

On any other occasion?

Does the schedule of balances under item (13) show separately

- 45 -

Manual on Internal Audit Vol 1

(a)

Amount paid up on each share?

(b)

Amount of calls in arrears?

(c)

Amount of calls in advance?

(15)

Is the printing of share certificates authorized by the Board?

(16)

Are the share certificates numbered at the time of printing?

(17)

Are

the

dies,

blocks

etc.,

used

for

printing

the

share

certificates, kept in safe custody?

(18)

(a)

Are unused share certificates kept in safe custody by an

authorized officer?

(b)

Is

record

kept

of

the stock

of

unused

share

certificates?
(c)

Are the stocks of such unused share certificates verified

by an authorized officer and tallied with the Stock
Register?

(19)

Are dividend mandates

(a)

Scrutinised?

(b)

Filed in sequence and cross-referenced to the Share

Ledger?

(20)

If dividend warrants are pre-signed,

(a)

Is a certificate obtained from the printers regarding the

- 46 -

Manual on Internal Audit Vol 1

number of warrants?
(b)

is a reconciliation prepared of the number of warrants

used and the spare warrants?

(c)

are unused warrants marked to prevent unauthorized

use?

(21)

(a)

Is the dividend list checked by a person other than the

one who prepared it?

(b)

Is

the

dividend

list

compared

with

the

dividend

warrants?
(c)

Is a separate bank account kept for dividends?

(d)

Are the paid warrants returned by the Bank?

(e)

Is a schedule of unpaid dividends taken and tallied with

the balance in the Dividend Bank account?

(22)

Is revalidation of stale dividend warrants prohibited, and are

fresh cheques issued in lieu of stale dividend warrants
surrendered?

(23)

Powers of Attorney:
(a)

Are they entered in a separate register?

(b)

Are copies kept?

(c)

Are specimen signatures of the power of attorney

- 47 -

Manual on Internal Audit Vol 1

holders obtained and kept on file?
(24)

Does the company use the services of a Share Transfer Agent

or Registrar?

(25)

If so, does the company obtain annually a certificate from the

Registrar to the effect that all the controls mentioned above are
in operation?

- 48 -

Manual on Internal Audit Vol 1

XII. SALARIES, WAGES AND RELATED MATTERS

Sr.

Particulars

Yes

No.
(1)

Are there approved scales of pay?

(2)

Are there approved schemes for benefits to employees? (e.g.,

pension, gratuity, medical reimbursements, etc.)

(3)

(4)

Are the following approved by a competent official?

(a)

Employment of an individual?

(b)

Fixing his starting pay in the companys scales of pay?

Are

such

written

authorities

communicated

to

Accounts

Department?
(5)

Are there written authorities from competent officials for:

(a)

General increase in pay?

(b)

Individual increase in pay?

(c)

Advances of wages?

(d)

Leave availed?

(e)

Leave encashment?

(f)

Holiday pay?

(g)

Reimbursement of medical and other expenses in

- 49 -

No

N.A

Ex.N.

Manual on Internal Audit Vol 1

accordance with the companys scheme?

(6)

(h)

Bonus?

(i)

Gratuity and terminal payments?

(j)

Discharges?

Are records kept for each employee showing particulars of:

(a)

Employment?

(b)

Retirement or dismissal?

(c)

Rates of pay?

(d)

Increments and promotions?

(e)

Leave availed/ encashed?

(f)

Benefits availed under various schemes?

(g)

Specimen signatures?

(7)

Is there physical control over personnel records?

(8)

Are identity cards

(a)

Issued to all employees at the time of appointment?

(b)

Renewed periodically?

(c)

got back at the time of ceasing to be in service, and

before final payment in made?

(9)

Are time-keeping and attendance recording functions separated

from pay-roll preparation?

- 50 -

Manual on Internal Audit Vol 1

(10)

Is there adequate supervision of employees checking in and

out?

(11)

Is overtime working authorized by a competent official?

(12)

Does preparation of payroll include

(a)

Check of original time records?

(b)

Check against employment and rates of pay records?

(c)

Check against production cards?

(13)

Are payrolls checked independently by another person?

(14)

Is the payroll completed in ink or other permanent form before

it is approved for payment?

(15)

Is approval of the payroll given by an authorized official?

(16)

Is the gross pay for each wage period reconciled with the
corresponding amount for the preceding wage period?

(17)

(18)

Are payroll payments made

(a)

In cash?

(b)

By cheques or bank transfers?

If payment is made in cash, is the net amount withdrawn from

the bank?

(19)

Is the net amount payable sorted and tallied, before payment

starts?

- 51 -

Manual on Internal Audit Vol 1

(20)

Are employees identified at the time of payment?

(21)

Are employees signatures obtained at the time of payment?

(22)

Are employees advised of their gross pay, deductions and net

pay?

(23)

Is written authority from an employee required for some one

else to collect his wages?

(24)

Are surprise checks made at the time of wage payment, by a

responsible official independent of the wages department?

(25)

Does the paying official make an immediate record of all

unclaimed wages handed to the cashier?

(26)

Does the obtain an acknowledgement from the cashier?

(27)

Does a responsible official regularly check the unpaid wages?

(28)

(a)

Is a separate voucher obtained at the time of disbursing

unpaid wages?

(b)

Is the payroll cross referenced to such voucher?

(29)

Are the unpaid wages periodically re-deposited in the bank?

(30)

Are the deductions from wages properly recorded in control

accounts?

(31)

Is there a proper system for checking the E.S.I. cards

periodically against payrolls and salaries record?

- 52 -

Manual on Internal Audit Vol 1

(32)

Is there periodical checking to see that the cards are up-todate?

(33)

Is the official responsible for checking independent of

(a) Maintaining the cards?
(b) control of the stamps/franking machine
(c)

Maintaining the records relating to direct payments?

- 53 -

Manual on Internal Audit Vol 1

XIII. LOANS AND ADVANCES

Sr.

Particulars

Yes

No.
(1)

Does the Board resolution authorizing the loans specify

(a)

The total amount upto which loans may be made?

(b)

The purposes for which loans may be made?

(c)

Maximum amount of loans which may be made for each

such purpose in individual cases?

(d)
(2)

The terms on which such loans may be granted?

Does the resolution specify the persons who are empowered to

make loans?

(3)

Where loans are sanctioned to outsiders, is a formal credit

rating carried out?

(4)

Are all advances to employees under a scheme duly approved

by the competent authority?

(5)

(6)

Do letters sanctioning the loan/advances specify

(a)

The number and amount of installments payable?

(b)

Rates of interest payable?

Are all variations in the terms duly approved in writing?

- 54 -

No

N.A

Ex.N.

Manual on Internal Audit Vol 1

(7)

Where

security

is

taken

against

the

loans

(e.g.,

H.P.

Endorsement for motor car loans), are the form and adequacy
of security reviewed by a responsible official?
(8)

Is there a review to ensure that installments / interest are

received on the due dates?

(9)

Are outstanding balances on loans / advances reviewed with

General Ledger periodically?

(10)

Are confirmations of balances obtained periodically?

(11)

Is there a procedure to ensure that advances for travel and

other expenses are cleared within a reasonable time?

(12)

Is specific approval of a senior official required for drawing an

advance while an earlier advance is outstanding?

PREPAID EXPENSES
Sr.

Particulars

Yes

No.
(13)

Does the accounting manual specify the expenses which shall

be treated as prepaid, taking into account the nature of
payments and the materiality?

- 55 -

No

N.A

Ex.N.

Manual on Internal Audit Vol 1

(14)

Does the company maintain subsidiary records showing the

total amount of prepaid expenses and its distribution over the
year?

(15)

Are such subsidiary records reconciled with the General Ledger

periodically?

(16)

Are the balances in prepaid expense accounts reviewed to

ensure that they are properly chargeable to future accounting
periods?

(17)

Is there a system to ensure that refunds due on premature

termination of contracts are accounted for?

CLAIMS AND OTHER RECEIVABLES

(18)

(a)

Is a detailed list kept in the form of a Register or similar

record?

(b)

Is the Register tallied with the financial accounts?

(c)

Are the outstanding items reviewed periodically?

TAX DEDUCTED AT SOURCE

(19)

Are the original tax deduction certificates held in safe custody

till they are filed with the Tax Department?

- 56 -

Manual on Internal Audit Vol 1

DEPOSITS
(20)

Does the company maintain proper records of deposits made

showing
(a)

Name of the authority with whom the money is

deposited?

(b)

Amount?

(c)

The period for which the deposit is to be held?

(d)

The mode of repayment, e.g., whether by refund order

or by adjustment against bills?

(e)

The dates on which interest, if any, is payable on the

deposits?

(21)

In the case of refundable deposits, are the original receipts

kept in safe custody for production at the time of refund?

(22)

Is there a system of follow-up on the deposits which are due for

refund?

(23)

Is the Deposit Register reconciled with the General Ledger

periodically?

- 57 -

Manual on Internal Audit Vol 1

XIV. BORROWINGS

Sr.

Particulars

Yes

No.
GENERAL
(1)

(2)

(3)

Does the Board resolution authorizing the borrowings specify

(a)

The total amount upto which monies may be borrowed?

(b)

The persons authorized to borrow?

(c)

The security that can be offered against the borrowings?

(d)

The period of the borrowings?

(e)

The rate of interest?

Is the borrowing made in the form of

(a)

Debentures issued to the public?

(b)

Term loans?

(c)

Bank overdrafts?

(d)

Public deposits?

Does the company employ a Transfer Agent or Register or any

other agency for
(a)

Issue of securities?

(b)

Payment of interest?

- 58 -

No

N.A

Ex.N.

Manual on Internal Audit Vol 1

(4)

If so, does the company obtain a certificate from the outside

agency as to the controls followed by them?

ISSUE OF SECURITIES/EXECUTION OF LOAN AGREEMENT

(5)

Where Debentures are issued,

(a)

Are Debenture Certificates renumbered?

(b)

Are the numbers accounted for?

(c)

Are the unused certificates kept in safe custody by an

authorized official?

(d)

Is the printing of Debenture Certificates authorized by a

Board resolution?

(6)

In the case of Public Deposits,

(a)

Are the Deposit Receipts serially numbered?

(b)

Are the numbers accounted for?

(c)

Are the unused receipts kept in safe custody by an

authorized official?

(7)

Are

the

Debenture

Certificates/Deposit

Receipts/Loan

Agreements signed by persons and sealed in the presence of

those specified in the resolutions?

- 59 -

Manual on Internal Audit Vol 1

(8)

If any signature on any Certificate or Receipt is affixed by

mechanical means, are the plates or other devices kept under
the control of a person other than the one who signs the
Certificate or Receipt manually?

(9)

Is an abstract of the Loan Agreement sent to the Accounts

Department?

(10)

Is there a review by a responsible official periodically to ensure

that all covenants under the Loan Agreement are complied
with?

TRANSFERS
(11)

(12)

Are Transfer Deeds received in respect of

(a)

Numbered on receipt?

(b)

Entered in a Transfer Register?

Are the Transferors notified immediately on receipt of the

Transfer Deed?

(13)

Is the Transfer Register verified by an authorized official before

it is submitted for approval?

(14)

Is the Transfer Register signed by the Chairman of the

Committee/Board in token of approval?

- 60 -

Manual on Internal Audit Vol 1

(15)

(16)

Is there a record of
(a)

Duplicate certificates issued?

(b)

New certificates issued in lieu of damaged certificates?

Are the old certificates marked Cancelled after new certificates

are issued?

(17)

Are the entries in the Debenture Holders/Deposits Ledger

initialed by an authorized official?

(18)

Is the Debenture-Holders/Depositors Ledger reconciled with the

financial ledger periodically?

REPAYMENT OF PRINCIPAL/PAYMENT OF INTEREST

(19)

Is a Schedule of Repayments maintained?

(20)

Is a list of due dates for payment of interest maintained?

(21)

Is a list of interest warrants payable prepared and reconciled

with the total interest payable?

(22)

Is a separate bank account kept for payment of interest?

(23)

Are the paid interest warrants returned by the bank?

(24)

Is a schedule of unpaid interest warrants taken and tallied with

the balance in the bank account?

(25)

Are mandates received entered in a separate register?

- 61 -

Manual on Internal Audit Vol 1

(26)

If interest warrants are pre-signed, is a certificate obtained

from the printer regarding the number of warrants?

(27)

Is a reconciliation prepared of the numbers used and spare

warrants?

(28)

Are there controls to ensure that spare warrants are not used
without proper authorization?

(29)

Are fresh cheques issued in lieu of stale interest warrants

surrendered?

(30)

Are Debenture Certificates/Deposit Receipts surrendered to the

company on maturity,

(31)

(a)

Discharged by the Debenture Holder/Deposit Holder?

(b)

Cancelled after payment?

Where foreign exchange is involved,

(a)

Does a responsible official negotiate foreign exchange

rates?

(b)

Is forward cover taken wherever necessary?

- 62 -

Manual on Internal Audit Vol 1

XV. BRANCHES / FACTORIES
Sr.

Particulars

Yes

No.
(1)

Are the branches / factories self accounting

(2)

If so, has the internal control system at the branches been

evaluated

(3)

Does the Head Office exercise control over the branches /

factories? (e.g., through budgets, target return on investment,
etc.)

(4)

Are collections of branches / factories deposited in special bank

accounts, subject to withdrawal only by the Head Office?

(5)

Are disbursements at the branches/factories controlled on

imprest basis?

(6)

Is there an adequate control over stocks at the branches /

factories?

(7)

Are daily returns and reports received from branches / factories

for
(a)

Collections?

(b)

Sales and dispatches?

(c)

Production and receipt of goods?

- 63 -

No

N.A

Ex.N.

Manual on Internal Audit Vol 1

(8)

Are periodical returns and reports received from branches /

factories, covering their operations?

(9)

Is there proper check of the returns and reports at the Head

Office?

(10)

Are there frequent spot checks and audits by the Head Office
over the branches / factories?

(11)

Are inter-office accounts reconciled periodically?

(12)

Are the items in the reconciliation reviewed and followed up

promptly?

- 64 -

Manual on Internal Audit Vol 1

INTERNAL AUDIT

PROGRAMME

To
The Reporting Authority
Name of the company

Sir,
Sub: Internal audit report for the period from 1st Dec 2008 to 31st Dec 2008.
We have conducted internal audit & came across certain internal control weaknesses and lapses
during the course of the audit, which we are highlighting in this report. The Scope of the internal
audit was checking the efficiency & effectiveness of the internal controls and verification of related
records. Further we have given recommendations for rectifying / strengthening the same as follows:
Key issues department wise
We are waiting for the explanations from all the departments.
We believe that the given recommendations shall improve the existing controls. Further we hope
that these recommendations are implemented as early as possible. We thank the management for
their cooperation in conduct of this audit. Should there be any clarifications the management is free
to revert to us.
Thanking you,
Regards,
CA.MS JAYAPRAKSH FCA
Chief Consultant
PRG Financial Services Private Limited
Palakkad

65

Manual on Internal Audit Vol 1

INTERNAL AUDIT REPORT FOR THE PERIOD 1st Dec TO 31st Dec 2008.

To
The Reporting Authority
Name of the company
We have audited the vouchers and records of XYZ LIMITED, at Head office, HYDERABAD (MAIN
OFFICE) and OTHER OFFICES for the period 01.12.2008 to 31.12.2008. In carrying out the audit we
have given emphasis on introducing systems and procedures to enable the Company carry on the
operations in a smooth way with better internal control systems. However the clerical errors which
were rectified then and there during the course of our audit and other matters, which in our opinion
are not material, have not been dealt with in this report.
The following are various areas where more emphasis is laid out for the purpose of verification:
1. Departments verified

66

Manual on Internal Audit Vol 1

INDEX
Scope

Departments
Various departments

Statutory Compliance

12

Cash verification HO

13

List of Annexure

14

67

Manual on Internal Audit Vol 1

XYZ PRIVATE LIMITED
INTERNAL AUDIT REPORT FOR THE MONTH OF DEC 2008.
X DEPARTMENT
S.No
1
2
3
4
5

Observation

Implication

Suggestion/remarks
Refer annexure x1
Refer annexure x2
Refer annexure x3

Y DEPARTMENT
S.No
1
2
3
4
5

Observation

Implication

Suggestion/remarks
Refer annexure y1
Refer annexure y2

Z DEPARTMENT
S.No
1
2
3
4
5

Observation

Implication

68

Suggestion/remarks
Refer annexure z1
Refer annexure z2

Manual on Internal Audit Vol 1

STATUTORY COMPLIANCES
Statement showing the PF and ESI contributions with delays if any in payment.
S.No Name of the company
Employer
Employee
Date of
Due Date
Delay
contribution contribution Payment
Days
Provident Fund
1
**
**
15/12/2008 0
2
**
** indicates still challans not received from the Bank

**

**

21/12/2008 0

QUARTERLY RETURNS:
Quarterly Returns filing relating to TDS for YYY Publications Pvt Ltd not yet filed. Due date for
Filling the quarterly return is July 15th
Form No
26Q
24Q
27EQ -

Particulars
TDS not filed
Salary not filed
TCS filed

Due date
15/10/08
15/10/08
15/10/08

Date of Return
Not filed -due to lack of PAN Nos
16/10/08
16/10/08

69

Manual on Internal Audit Vol 1

PHYSICAL VERIFICATION OF CASH AS ON 05.12.08

Conducted cash verification at 5.40 P M on 05.12.08
S.NO

1
2
3
4
5
6
7

DENOMINATION

NO OF
NOTES

1000
500
100
50
20
10
CHANGE
As per physical
verification
As per records (IN
4C PLUS)
Difference in
excess

1
211
106
1
2

TOTAL (in Rs)

REMARKS

1000
105500
10600
50
20
117179
117176
3

70

When verified physically it is

found that there is excess
amount of Rs 3 is available.

Manual on Internal Audit Vol 1

Other brief observations department wise
Followup of the previous month reporting issues.
X1- FURTHER ACTION TAKEN. REPORT OF NEW LIST ATTACHED
X2
X3
Y1
Y2
Y3- SOFTWARE UPDATED AS PER OUR REQUIREMENT
Z1
Z2
Z3

LIST OF ANNEXURES
X1- Description of the annexure
X2
X3
Y1
Y2
Y3
Z1
Z2
Z3

Prepare all annexure in MS Excel.

71

Manual on Internal Audit Vol 1

INTERNAL AUDIT

PROCEDURE

I. SALES
1

To study the system for approval and acceptance of orders and to give suggestions for
improvement.

To check the order acceptance with price list, if any, and to report the financial impact of sales
below the price list.

To compute the percentage mix of sales made to new parties developed during the period
under review and also compute the opportunity loss due to non-development of prospective
parties as customers.
To identify the reasons for non development of these parties into customers. This may,
further, be correlated with the expenses incurred during foreign tours conducted by the
marketing personnel.

To study the system of order acceptance and invoicing and to report deficiencies in internal
control, if any, along with suggestions for improvement.

To check the complaints and rejections during the period under review. Following aspects are
to be checked in details:
a)

Nature of various complaints and percentage thereof. Reasons for frequent complaints
of similar nature to be looked into.

b)

To study the role and follow up done by the Quality Assurance Department in respect
of various complaints received during the period.

c)

To check whether there has been any major rejection, both, in domestic and overseas
market, identify the reasons for the same and follow up action taken in this respect.

d)

To study the various reports prepared for monitoring and reporting the complaints and
rejections during the period under review. If not reported in the MIS, to suggest a
proper reporting format.

72

Manual on Internal Audit Vol 1

6.

Checking of samples sent to various customers and parties:

a)

To check whether samples are sent to all the parties with special reference to the
parties whose demand is substantial and payment term are also good. To identify the
reasons for not sending the samples and compute any opportunity loss.

b)

To see whether any report/MIS prepared for samples sent to various parties and
suggest any improvement, if required.

c)

Check the follow up actions taken on samples sent to various parties.

7.

To verify and report the delay in despatch of materials as per schedule mentioned in the Order
Confirmation and to identify the reasons for delay in despatch. Also to check that there is no
time gap between production and dispatch.

8.

To test check sales invoice with price list, orders and contracts.

9.

To test check calculation of sales invoices.

10.

To test check delivery challans, dispatch register/challans and stock register.

11.

Check Debit Note/Credit Note raised during the period and to verify the justification for raising
such Debit Note/Credit Note.

12.

Study the MIS reports prepared and note that all the relevant information is available in the
same.

13.

To study the system of Sales Accounting and to give suggestions for improvement.

14.

To check reconciliation of total sales as per the financial records and stock records to ensure
that corresponding entries have been recorded and passed.

15.

To check the reconciliation of total sales with the Sales Tax Returns.

16.

To check that Sales Tax Forms are received along with payment and if not, payment for
additional tax is received.

II. DEBTORS
1.

To compute the holding period of Debtors and to report old outstandings and the follow up
made for the same.

73

Manual on Internal Audit Vol 1

2.

To analyse the trend in Debtors Turnover over the years.

3.

To study the system of accounting of collections made from Debtors and to give suggestions
for further improvement.

4.

To scrutinise the Ageing Report of Debtors and see that all the credit entries have been
adjusted against the corresponding debits. To report the deficiencies observed in the Ageing
Report.

5.

To report the lack in follow up action by the marketing personnel for overdue Debtors. Also to
report cases where further sales are made to the customers who have huge outstanding
overdue balance as on the date of further sales.

6.

To study the system of giving discount and check the following:

a)

To check whether the same is being given as per the rules.

b)

To see whether cash discount is given on the basis of date of realization of cheque or
on the basis of date of receipt of cheque. If the same is on the basis of date of receipt of
cheques, to check that the cheque has been realized within a reasonable time.

7.

To study the MIS reports prepared for Debtors and suggest improvement therein, if required.

8.

To see whether the status of overdue debts is reviewed and the follow up actions taken is
respect of the same.

74

Manual on Internal Audit Vol 1

III. PURCHASES
1.

Raw Material Direct Import:

1.1

To check the basis of pricing of materials for direct imports and to see that the terms as stated
in the contract is applied.

1.2

To check whether quotations are invited from various suppliers to obtain best competitive
rates.

1.3

To study the system of checking of invoice in the Accounts Department and to see that proper
internal control exists. Report any lacuna observed in this respect and also give suggestions for
improvement.

1.4

To check the packing list with the Bill of Entry and the Bill of Lading.

1.5

To check the accounting of purchases and to verify the documents attached with the Purchase
Journal including purchase order.

1.6

To check the Purchase Bills with Purchase Register, Stock Register, GRR, inspection report,
weighment report etc.

1.7

To check demurrage incurred, if any, and reasons for the same.

1.8

To check reconciliation of total purchases as per the financial records and stock records to
ensure that corresponding entries have been recorded and passed.

1.9

To verify freight, clearing agents expenses etc. and to see that the same is not excessive.

2.

Raw Material High Sea Purchases:

2.1

To check the Contract/Agreement with the Importer.

2.2

To check the Internal Control System on checking of rates applied for high sea purchases. To
report deficiencies, if any and to give suggestions for improvement.

2.3

To study the system of recording of receipt of materials and to check the internal control on
the same.

75

Manual on Internal Audit Vol 1

3.

Raw Material Local Purchase:

3.1

To check the Agreement/Contract for raw material purchase done in domestic market and
check the basis of pricing.

3.2

To check quotations invited to obtain best competitive rates.

4.

Purchases General Stores:

4.1

To check that registration of parties is reviewed from time to time and to review the possibility
of purchasing directly from the manufacturers or their authorised agents and to report on
purchase made from general order suppliers and un-registered parties.

4.2

To check and report on the procurement of materials from a single source and whether such
purchases could be avoided.

4.3

Random checking of delivery with reference to terms and conditions of purchase orders and
whether liquidated damages if applicable have been recovered from the defaulting parties.

4.4

To check pending purchase orders and report on the overdue orders with reasons thereof.

4.5

To check the Indent/Stores Requisition/Purchase Orders to establish that all the materials
procured were actually required.

4.6

To check the Purchase Order and the Comparative Statement to see that the Purchase are
made at best market price and terms.

4.7

To check entries in the Gate Records and GRR to ascertain that GRR has been made for all the
materials received and that no material is received without entry in the gate records.

4.8

To check whether purchases are made from un-registered dealers and to ascertain additional
sales tax liability arising there from and whether the same can be avoided.
To scrutinize pending purchase orders and report on the overdue order with reasons thereof.

4.9
4.10

Random checking of delivery with reference to terms and conditions of purchase orders and
whether liquidated damages, if applicable, have been recovered from defaulting parties.

4.11

To check local purchases and to verify whether the rates are higher than regular purchases.

76

Manual on Internal Audit Vol 1

IV.SUNDRY CREDITORS
1.

To check the bill wise details of Sundry Creditors and to check the correctness of the
outstanding balance with reference to the accounting vouchers.

2.

To check the accounting for acceptance of materials against L/C.

3.

To check that payment to suppliers is made as per the terms of reference.

4.

To check the debit balance lying in the name of Suppliers and ascertain the reasons for the
same to report any further advances given to the parties with whom advances already exists
on the date of fresh advance.

77

Manual on Internal Audit Vol 1

V.STOCK
1.

Raw Materials:

1.1

To check the consumption of raw materials with reference to the norms/target.

1.2

To check the reconciliation of quantity issued as per stores and quantity received as per the
Planning/Production Department.

1.3

To scrutinize the consumption trend on monthly basis and compare the overall trend in the
earlier years.

1.4

To compute the stock holding period and to report excess stock holding with reference to
norms/projections.

1.5

To check the raw materials issues with the requisition slips on a test basis.

1.6

To check physical verification working papers and the shortage/excess noticed on physical
verification.

1.7

To check closing stock valuation with purchase bills, stock register, cost sheets, market price/
contract price etc.

1.8

To see the utilisation of Advance license for import of raw materials. Also check and suggest
hedging transaction for achieving the contemplated material margin.

2.

Finished Goods:

2.1

To compute the stock holding period of closing stock of finished goods vis a vis the projections
and to report non moving stocks.

2.2

To report stock in hand without having confirmed orders for the same.

3.

General Stores:

3.1

To check the consumption of major items vis a vis norms/ past trend.

3.2

To compute per ton cost of stores consumed and to report reasons for variation vis a vis
target.

78

Manual on Internal Audit Vol 1

3.3

To compute the stock holding period and compare the same with the stock holding period in
earlier year.

3.4

To study the system of stores accounting and suggest improvement.

3.5

To check whether store issue is recorded cost centre / department wise and the consumption
at the respective centre /department with reference to norms/past trend.

3.6

To check loan register for materials issued on loan with the challan and verify that materials
not returned are included in the closing stock.

3.7

Check materials sent outside for job work/repairs and see the return of the same in due
time.

3.8

To check the indenting procedure and to determine the desirability of fixing Maximum,
Minimum and re-ordering level or any other modality for indenting of materials.

3.9

To check over/under stocking of materials with reference to minimum, maximum and reordering levels of materials and to report on the overall stock holding period as well as that of
major items of stores.

3.10

To report the slow moving, non-moving and obsolete materials.

3.11

To check that used materials have been received back against fresh materials issued from
stores and to check recording of used materials/scrap in the scrap register.

3.12

To check control on receipt and issue of major store items.

3.13

To check that issues to contractors and outside parties are duly sanctioned and whether the
items are included in the works order issued to them.

3.14

To check the rejection memos with the Inspection report and Goods Outward Register.

3.15

To check Excise Invoice and claim of CENVAT.

3.16

To check that no material has been purchased inspite of having sufficient stock as well as to
check that there are no materials having NIL stock for which issue slips have been raised.

3.17

To report materials purchased but not consumed for long.

79

Manual on Internal Audit Vol 1

3.18

To check and report the cases where materials were purchased without inviting quotation
from 2 3 suppliers.

3.19

To check that cash purchases have been made only in case of emergency and have been
routed through stores.

3.20

To check the system of Motor Rewinding and see whether any life analysis is done or not. In
case record for the same is not maintained, work out the life of a rewinded motor and that of
a new motor and compare the same. Also check whether the old bearings/wires are returned
to the stores or not. Also check the mode of inspection and acceptance of the rewinded
motors.

80

Manual on Internal Audit Vol 1

VI. PRODUCTION
1.

To check that production is made as per the programme given by the Planning Department
and to report cases of delay along with the reasons for the same.

2.

To check the product mix with the targets and to report the item wise value addition in the
product mix.

3.

To compute machine wise efficiency and reasons for low efficiency including downtime and
reasons thereof.

4.

To check alloy wise yield for each batch and to ascertain and report the reasons for variance
vis a vis the standard.

5.

To check the percentage/quantity of melting loss vis a vis the standard and reasons thereof.

6.

To check the milling loss percentage from batch to batch.

7.

To compute the production cycle for each batch.

8.

To check machine wise details of scrap generated as per Scrap Report and compute the
percentage with the input of that particular machine with reference to the norms.

9.

To cross check the quantum of Scrap generated per the Scrap Report and the quantity
received in stores.

10.

Quality Control:
a)

11.

To check that the defects noticed during production process/finished goods returned
by customers have been analysed and are not repetitive in nature.

Work in Progress:
a)

To compute the stock holding period of WIP stock and to report cases of excess time
taken in production as well as material lying in WIP for abnormally long time.

b)

To check the correctness of WIP stock with records maintained on shop floor.

81

Manual on Internal Audit Vol 1

VII.OPERATING RESULTS
1.

To work out product wise as well as total contribution. Reasons for variance in the
contribution are to be analysed and reported.

2.

To analyse the reasons for variation in net profit vis a vis projections.

3.

To see the concept of Budget and the targets set for the financial year. Check whether there is
any revision in the same and the basis of such revision. See the performance level reporting
done to the management and report the variance.

82

Manual on Internal Audit Vol 1

VIII. EXPENSES AND OTHER FINANCIAL ASPECTS
1.

To identify the major expense accounts and compare the same with the target as well as the
expense during the corresponding period in previous year. To identify the Internal Control
weakness and report the same along with suggestions for improvement.

2.

To carry out a detailed analysis of all the major expense and to make analytical reporting of
the expenses with suggestions for cost control.

3.

To do detailed analysis of the expenses like Foreign Travelling Expenses to be done and the
opportunity loss incurred due to non- capitalization of the opportunities available to be
reported.

4.

To check the expense vouchers and to report.

a)
b)

Such cases where the expenses are beyond the rules of the company, and
Cases of abnormal expenditures, be it by amount or by nature.0

5.

To check that there is uniformity in accounting treatment of various expenses.

6.

To check the cost of various capital jobs vis a vis job estimates and to check that entries for
capitalization are passed immediately.

7.

To check the calculation of interest charged by the Banks and other financial institutions.

8.

To report the penal interest charged by the banks and other financial institutions.

9.

To see the quantum of cash withdrawal and utilization thereof.

10.

To see whether the Cash Management System facility offered by various banks is utilized or
not and how the time is saved in transferring the realization to the Central Collection center.

11.

Costing System:
a)
b)
c)

12.

To comment on the existing Costing System.

To see the use of costing system in each department.
To do variance Analysis.

To check that Tax is deducted at Source (TDS) according to the Income Tax Act and the same is
timely deposited to the government.

83

Manual on Internal Audit Vol 1

13.

To check that Bank Reconciliation Statements are prepared for all the bank accounts and
obtain details of entries which are pending for long?
Also to see the effect of these pending entries on the position of debtors and creditors.

14.

To check that Inter Unit and Branch Reconciliation is prepared on a monthly basis.

15.

To check whether all the assets are adequately insured or not.

16.

To check whether insurance claims are properly followed or not.

17.

To check the telephone wise expenditure and see that proper use of cheap mode of
communication like e-mail is preferred over other modes.

18.

To check that Power consumption is proper and that the connected load is fully utilized.

19.

To check whether expenses of capital nature have been charged to expenses with special
reference to Repairs and Maintenance.

20.

Vouch the legal and professional expenses and check whether any important suit is pending
with implication thereof and current status.

84

Manual on Internal Audit Vol 1

IX. TIME OFFICE
1.

To check the time office records i.e., attendance register, leave register, payment sheet,
overtime records etc.

2.

To check the labour deployment of casual labour and payment of overtime with work done.

3.

To check leave entitlements and recording of the same in the leave register.

4.

To check incentive payments with the production of the respective department.

5.

To check the compliance of various labour laws including P.F. and ESI for the company own
employees as well as the contract labour.

6.

To check the system of overtime payment and see the reasonableness for payment of
overtime.

7.

To see whether the workers are required to work for a minimum number of hours before
being entitled to overtime.

8.

To study the system of sanction of overtime and report internal control weakness, if any.

9.

To check whether T.D.S. and other statutory dues are deducted and paid in time.

10.

To check whether statutory compliance of various acts has been made.

85

Manual on Internal Audit Vol 1

X. STATUTORY LIABILITIES
1.

To check other statutory payments like Sales Tax, Excise Duty etc. and report any default in
payment of such dues and implication thereof.

2.

To report cases to delay, if any, in payment of Statutory Liabilities.

3.

To report cases of delay in filing various returns under the Companies Act, Income Tax Act and
Sales Tax Act.

4.

To check that the balance kept in the Excise PLA is within reasonable limits.

5.

To check whether timely credit has been taken in respect of items on which CENVAT credit is
available.

6.

To check the deduction and payment of Professional Tax.

7.

To check that P.F. contributions have been collected correctly and also that these have been
deposited promptly.

8.

Check of records under P.F. and E.S.I. Act etc.

86

Manual on Internal Audit Vol 1

XI. UTILITIES
1.

To check the records kept for generators and to verify the consumption of diesel and
lubricants.

2.

To work out the cost per unit of own generated electricity and compare the same with that of
cost per unit charged by the Electricity Board.

3.

To work out the electricity cost and unit consumed per unit of production.

4.

To report wide variance in running cost for generating one unit of electricity.

5.

To check the total HSD Oil consumed as per the generator log book and total issued as per the
stores ledger.

87

Manual on Internal Audit Vol 1

XII. TRANSPORT
1.

To check the meter reading log book of the vehicles and report the discrepancies.

2.

To work out the kilo meters run per litre of fuel consumed.

3.

To check the difference in oil consumed as per the transport log book and the stores ledger.

4.

To work out the total running and maintenance cost per kilo meter run for all the vehicles.

5.

To check the cost of transportation by own vehicles vis a vis to freight paid to transporters.

6.

To check the contracts with all the transporters and also see whether quotations are invited
from various transporters to obtain best competitive rates and that comparative statement
analysis is done before entering into contract with the transporters.

88

Thanks..........All the Best