The Work Papers records for each service comprise two main sections:
- Permanent Archive, which contains useful information for a period of years. Each section is a necessary and integral part of the Working Papers for any year. The Current files are incomplete without the Permanent ones, as these contain audit work and data applicable to both the current and previous years.
- Current File, for each period covered by the audit;
In general, the permanent file should contain subjects that are of interest for consultation whenever data on the system, area or unit being audited is desired. The papers and attachments of this nature must not be included in the Current files, nor duplicated by material in this file, but must be kept only in the Permanent. Proper cross-references and the convenient use of the Permanent file will make such duplications unnecessary.
The attachments attached to the Permanent file are an integral part of the Working Papers for each service and must be reviewed and updated with each exam. Obsolete or replaced material must be removed and filed separately, in a separate Permanent folder, for registration purposes.
As each service has its own characteristics, the contents of the Permanent file may, of course, vary. Thus, we present below, examples of materials generally included in it:
- “Pre-audit” points to be settled;
- “Pre-audit” points paid;
- Area chart;
- Board meeting minutes;
- Important minutes of the meeting of the local leaders;
- Memorandum of procedures;
- Important printed forms and records;
- Among others
Current Audit Files
The current Working Papers archives contain the audit program, the record of the examinations performed and the conclusions resulting from the audit work. Along with the Permanent file, the Current Work Papers must constitute a clear and accurate record of the service performed. With the exception of certain cases, it is not practical to use standardized models of Working Papers, nor to prescribe the information that should appear on the papers.
Work Papers should be designed and designed in such a way that they present important details to the attention of those who use or examine them. An audit involves so many details, that important items may go unnoticed as a result of unsatisfactory working papers.
The papers should be organized in a way that facilitates the comparison of related data. Therefore, the structure in which they are framed is, in general, the following:
- Index Sheets
These are papers that only list the various target areas of the audit exams and the reference of the working paper where the evidence of the exams and surveys performed can be found.
- Master Worksheets
There is usually a separate master sheet for each important exam area. These master sheets summarize the individual exam areas and provide general information. For example, the master sheet for examination in the workspace can indicate only the account balances by nature of accounts (transaction, collection, payments, etc.).
- Subsidiary Sheets
Usually, there is one or more detail sheets in support of each master, in which the audit work is recorded and the information obtained is documented. These sheets contain the record of the analysis and tests carried out, and must provide the auditor’s opinion as to the result achieved. Sub-sheets of details should be prepared when necessary to test the data supporting the transactions or to perform other necessary audit work.
For filing the Current Work Papers, it is advisable that the individual folders are small in volume, in order to facilitate handling. Therefore, the papers should be distributed in as many folders as necessary, depending on the size of the work. The sequence of papers, despite the number of individual folders, must be relatively uniform for all jobs. The following logical order is suggested:
- List of identified audit points;
- Draft Reports;
- Record of applied hours (Time Control);
- Work review sheets, with the points raised to be completed / completed;
- Index Sheets;
- Master Sheets;
- Subsidiary Sheets.
- General considerations
Each Working Paper must have a heading mentioning the name of the area or system, the type of examination object, the name of the Working Paper and the date of the examination. The appropriate index number is placed in the upper right corner of the sheet. If the paper consists of more than one page, this is indicated by numbering each page “1 of 3”, “2 of 3”, etc. Each paper must be signed and dated by the auditor, in such a way that his work is identified.
Audit Seniors assume responsibility for the Work Papers prepared by the Assistants under their guidance and must indicate their examination and approval of the work, placing their visa in each role.