McLEAN AND CO.

BUSINESS DOCUMENTATION REQUIRED TO AUDIT OF NON-PROFIT, CHARITABLE  AND KOHANGA REO ORGANISATIONS

The following information should be provided to McLean and Co. in relation to the year end preparation of your Financial Statements and your Audit.

• The previous Financial Statements as at the previous balance date if McLean and Co. did not prepare these Financial Statements.

• The Minute Book showing the Minutes of all Meetings during the financial year for which the Financial Statements and Audit is being prepared.

• Your Data Recording Reports e.g. Cashbook , computerised General Ledger.  Ensure that all records for the whole of the financial year have been processed to this.  These should have separate sections for Cash Payments and Cash Receipts and analyse the Payments and Receipts to GST (if applicable) and the cost and income categories.

• Bank Statements for all the bank accounts you have held during the financial year being audited.   Ensure that you provide all the statements from the date of the start of the financial year to the date of the end of the financial year and all dates in between.

• If you have held Investments during the financial year documentation relating to these which indicates their balance at your balance date and interest or dividends received during the financial year.

• Cheque Books for the whole of the financial year.

• Banking Deposit Books for the whole of the financial year.

• If you have any loans from financial institutions statements showing all the transactions from the date of the start of the financial year to the date of the end of the financial year.  Ensure that these statements show the interest charges during the year and the closing balance at the end of the year.

• The Invoices from your suppliers for the whole of the financial year.   Ensure that you have invoice support documentation for every payment you have made during the financial year.  It is helpful if these are filed in cheque sequential order and have the cheque number on each item.

• Wage Books, if you have had employees on wages, that show the wage records for all employees during the year and for the whole of the financial year.

• Remittance Advices received in relation to receipts during the financial year.  

• Your Invoice Book for the whole of the financial year if you prepare invoices in relation to receipts with these records for the whole of the financial year.

• All your Inland Revenue Department documentation as prepared by yourself and Assessments received from IRD for all your tax types (GST. PAYE, ACC Levies on Wages, FBT etc) including any other correspondence with IRD.

• Information as to balances of Cash on Hand at balance date e.g Till Change, Unbanked Takings, Petty Cash Float.

• Petty Cash recording during the financial year e.g .  Petty Cash Book.

• Please review the Fixed Assets Schedule on the Financial Statements for the previous balance date.   Please prepare a list of those items not on hand at  the current balance date and indicate reason e.g. sold and sale price, written off etc.

• If you have Stock on Hand for Resale you should undertake a count of stock at balance date.   This should be valued at lower of cost or market value (excluding GST).   Please provide your Stock Sheets.

• A list of your Accounts Payable as at the end of the financial year.   That is, amounts you owed as at the last day of the financial year but which were paid for by you after that date.   Please list these in the following headings- Cheque Number, Paid to, What For, Amount.

• A list of your Accounts Receivable as at the end of the financial year.   That is, amounts owed to you as at the last day of the financial year but which were paid to you after that date.   Please list these in the following headings- Date Received, Debtor (who owes the money), Relates To, Amount.

• Hire Purchase Agreements for new Hire Purchase Agreements entered into during the financial year.   If an Accountant other than McLean and Co. prepared your Audit and Financial Statements to the previous year balance date  and you had Hire Purchase Agreements in place in that previous financial year and these are still in place in this current financial year please provide the Hire Purchase Agreement relating to this/ these.

• Any other financial documentation not detailed above which is applicable to your organization.

If we can assist further, please email McLean and Co as follows:

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