Ch 7 Audit Evidence

What is Evidence ??? O Evidence : is any information used by the auditor to determine whether the information being audited is in accordance with the established criteria.

Audit Evidence Decisions 1. Which audit procedures to use 2. What sample size to select for a given procedure. 3. Which items to select from the population. 4. When perform the procedures.

Audit Procedures O Is the detailed instructions that explain the audit evidence to be obtained during the audit. O In specific terms. O EX : obtain cash disbursement journal and compare the payee name,amout,and date on the cancelled checks.

Sample Size O Sample size can vary from one to all the items in the population. O The decision of how many items to test must be made by the auditor for each audit. O EX: 50 checks of 6600 recorded in the cash disbursement journal. O The sample size for any procedure is likely to vary from audit to audit.

Items to select O Selecting the 50 checks : 1. Select a week and examine the first 50 checks. 2. Select 50 checks with the largest amounts. 3. Select the checks randomly. 4. Select those checks that the auditor thinks are most likely to be in error.

Timing O The SEC requires that all public companies file audited financial statements within 60 to 90 days of the company’s fiscal year-end.

Audit Program O The list of audit procedures for an audit area or an entire audit. O It always includes a list of the audit procedures, and is usually includes sample sizes, items to select and the timing of the test.

Persuasiveness of Evidence O Two determinants: 1. Appropriateness 2. Sufficiency

Appropriateness O Is a measure of the quality of evidence, meaning its relevance and reliability in meeting audit objectives. 1. Relevance of Evidence 2. Reliability of Evidence

Relevance of Evidence O Evidence must pertain to or be relevant to the audit objective that the auditor is testing. O EX : Auditor is concerned that the client is failing to bill customers(completeness transaction objective). O What is the appropriate procedure ???

O If the auditor selects a sample of duplicate sales invoices and traces each to related shipping documents, is this evidence relevant ??? O A relevant procedure is to trace a sample of shipping documents to related duplicate sales invoices, to determine whether each shipment was billed.

Reliability of Evidence O Refers to the degree to which evidence can be believed or worthy of trust. O Six Characteristics of Reliable Evidence: 1. Independence of provider 2. Effectiveness of client’s internal controls 3. Auditor’s direct knowledge 4. Qualification of individuals providing the information 5. Degree of objectivity 6. Timeliness

1. Independence of provider. Evidence obtained from a source outside the entity is more reliable than that obtained from within. EX: communication from banks, attorneys, or customers is more reliable than answers by the client.

2. Effectiveness of client’s internal controls When internal controls are effective, evidence obtained is more reliable. 3. Auditor’s direct knowledge Evidence obtained directly by the auditor through physical examination, observation, recalculation and inspection is more reliable than information obtained indirectly.

4. Qualification of individuals providing the information. The individual providing the evidence is qualified. EX: communication with banks and attorneys. EX: auditor lacks qualification to examine an inventory of diamonds. 5.Degree of objectivity. Objective evidence is more reliable than evidence that requires judgment. EX of objectives evidence : conformation of A/R and bank balances or the physical count of cash. EX of subjective evidence a letter from the client’s attorney discussing the likely outcome of and outstanding lawsuit.

6. Timeliness. Evidence is more reliable for balance sheet accounts when it is obtained as close to the balance sheet date as possible.

Sufficiency O Is measured primarily by the sample size the auditor selects. O The quantity of evidence obtained determines its sufficiency. O Factors to determine the appropriate sample size : 1. Auditor’s expectation of misstatement. 2. The effectiveness of the client’s internal control

O In addition to sample size, individual items tested affect the sufficiency of evidence. O EX : sample containing items with large dollar amounts. O Items with high likelihood of misstatement. O Items that are representative of the population.

Combined Effect O The persuasiveness of evidence can be evaluated only by considering the combination of appropriateness and sufficiency O A large sample of evidence provided by an independent party is not persuasive unless it is relevant to the audit objective.

Relationships Among Audit Evidence and Persuasiveness Audit Evidence Decisions Qualities Affecting Persuasiveness of Evidence Audit procedures and timing Appropriateness Relevance Reliability Independence of provider Effectiveness of internal controls Auditor's direct knowledge Qualifications of provider Objectivity of evidence Timeliness When procedures are performed Portion of period being audited Sample size and items to select Sufficiency Adequate sample size Selection of proper population items

Persuasiveness and Cost O The auditors goal is to obtain a sufficient amount of appropriate evidence at the lowest possible total cost.

Types of Audit Evidence 1. Physical examination 2. Confirmation 3. Documentation 4. Analytical procedures 5. Inquiries of the client 6. Recalculation 7. Reperformance 8. Observation

Physical Examination O Is the inspection or count by the auditor of a tangible asset. O Most often associated with inventory and cash but can applicable to securities, notes receivable and intangible fixed assets. O Is a direct means for verifying that an asset actually exists (existence objective). O It is considered one of the most reliable and useful types of evidence.

O Used for ascertaining both the quantity and the description of the asset. O Is not sufficient to verify that existing assets are owned by the client(rights and obligations). O Not sufficient to verify (realizable value) or (accuracy).

Confirmation O The receipt of a written or oral response from an independent third party verifying the accuracy of information that was requested by the auditor. O They are from an independent source and so are highly regarded. O Are costly to obtain and may cause inconvenience to those asked to supply them. O Auditors typically obtain written responses rather than oral ones.

O Auditor must decide whether to use confirmation or not. O Not used for fixed assets (physical examination and documentation). O Are not used to verify individual transactions between organizations such as sales. O The auditor determines that there are 2 extraordinary large sales transactions recorded before balance sheet date, here confirmation may be used. O Used for A/R. O They must be controlled by the auditor from the time they are prepared to the time they are received.

Confirmation InformationSource Assets Cash in bank Marketable securities Accounts receivable Notes receivable Owned inventory out on consignment Inventory held in public warehouses Cash surrender value of life insurance Bank Investment Custodian customer Maker consignee Public warehouse Insurance company

Confirmation Information Source Liabilities Accounts payable Notes payable Advances from customers Mortgages payable Bonds payable Creditor Lender Customer Mortgagor Bondholder

Confirmation InformationSource Owners’ Equity Shares outstandingRegistrar and transfer agent Other Information Insurance coverage Contingent liabilities Bond indenture agreements Collateral held by creditors Insurance company Bank, lender, and client’s legal counsel Bond holder Creditor

Documentation O It is the auditor’s inspection of the client’s documents and records. O Provide information of conducting business. O May be in paper or electronic form. O Large volume of documents is usually available. O Is widely used because its available at low cost.

O Could be internal or External. O An Internal document has been prepared and used within the client’s organization without ever leaving it. EX : employee time reports/duplicate sales invoices. O An External document has been handled by someone outside the client’s organization. EX: insurance policies/title of land. O External are more reliable why ??? O Internal documents created under good control. O Original better than photocopies.

Analytical Procedures O Use comparison and relationships to assess whether account balance or other data appear reasonable. O Compare gross margin % of this year with the preceding year. O Required during the planning and completion phases on all audit.

Purposes of Analytical Procedures 1- Understand the client’s industry and business. O Auditor must obtain knowledge about client’s industry and business as a part of planning an audit. O Current year’s unaudited information is compared with the prior year’s audited information or industry data. O Changes are highlighted. O These changes can represent important trends or specific events which will influence audit planning. O EX : decline of gross margin percentage may indicate increasing competition.

Purposes of Analytical Procedures 2-Assess the entity’s ability to continue as a going concern. O Determine whether the client company has financial problems. O Higher than normal ratio of long term debt to net worth is combined with lower than normal ratio of profits to total assets “indicates high risk of financial Failure” O This will affect the audit plan and a report modification.

Purposes of Analytical Procedures 3- Indicate the presence of possible misstatements in the financial statements. O Unusual Fluctuations : significant differences between the current year’s unaudited financial data and other data used in comparison. O If the unusual fluctuation is large the auditor must determine the reason and be satisfied that the cause is valid economic event and not a misstatement. O Allowance for uncollectible accounts compared to last year. O This needs “Attention Directing”.

Purposes of Analytical Procedures 4-Reduce detailed audit tests. When there is no unusual fluctuations this means that the possibility of material misstatement is minimized.

Inquiries of the Client O It is the obtaining of written or oral information from the client in response to questions from the auditor. O It is not from an independent source and may be biased. O The auditor has to obtain additional evidence.

Recalculation O It involves rechecking a sample of calculation made by the client. Reperformance O It is the auditor’s independent tests of client accounting procedures or controls that were originally done. O Information in the sales journal has been included for the proper customer at the correct amount in the subsidiary A/R and is accurately summarized in the general ledger.

Observation O It is the use of the senses to assess client activities. O The auditor may tour the plant to obtain a general impression of the client’s facilities.

Appropriateness of Types of Evidence  Type of evidence  Independence of provider  Effectiveness of client’s internal controls  Auditor’s direct knowledge  Qualifications of provider  Objectivity of evidence

Type of Evidence Independence of the provider Effectiveness of Client’s internal Control Auditors Direct Knowledge Qualification of the Provider Objectivity Of evidence Physical Examination HighVariesHighNormally high (auditor Does) High Confirmatio n HighNot Applicable LowVaries-Usually high High documentati on Varies (external more independent than internal variesLowvariesHigh

Type of Evidence Independenc e of the provider Effectiveness of Client’s internal Control Auditors Direct Knowledge Qualification of the Provider Objectivity Of evidence Analytical procedures High/low (auditor does/client responses) variesLowNormally high (auditor does/client responses) Varies-usually low Inquires of client Low (client provides) Not applicable LowVariesVaries-low to high RecalculationHigh(auditor does) VariesHighHigh(auditor Does) High

Type of Evidence Independen ce of the provider Effectiveness of Client’s internal Control Auditors Direct Knowledge Qualification of the Provider Objectivity Of evidence ReperformanceHigh (auditor does) VariesHighHigh (auditor does) High ObservationHigh (auditor does) VariesHighNormally high (auditor does) Medium

Cost of Types of Evidence O Physical examination and confirmation the most expensive types of evidence.  Physical examination requires the presence of the auditor when the client is counting the asset.  Conformation must follow careful procedures in the confirmation preparation, mailing, and receipt.

Cost of Types of Evidence O Documentation and analytical procedures are moderately costly.  If clients personnel locate documents for the auditor and organize them for convenient use, documentation will have low cost.  Analytical procedures are less expensive than confirmation and physical examination.  Therefore, most auditors prefer to replace tests of details with analytical procedures.

Cost of Types of Evidence O The lest expensive types are observation, inquires of the client and reperformance.

Types of Evidence and Four Evidence Decisions for a Balance-Related Audit Objective for Inventory* Type of Evidence Audit ProcedureSample Size Evidence Decisions Items to Select Timing Observation Physical examination Documentation Observes client’s personnel counting inventory to determine whether they are properly following instructions Count a sample of inventory and compare quantity and description to client’s counts Compare quantity on client’s perpetual records to quantity on client’s counts All count teams 120 items 70 items Not applicable 40 items with large dollar value, plus 80 randomly selected 30 items with large dollar value, plus 40 randomly selected Balance sheet date

TermDefinitionType of evidence ExamineA reasonably detailed study of a document or record to determine specific facts about it. Documentation ScanLess detailed examination of a document or record to determine whether there is something unusual warranting further investigation. Analytical procedures ReadAn examination of a written information to determine facts pertinent to the audit. Documentation computeA calculation done by the auditor independent of the client. Analytical procedures

TermDefinitionType of evidence RecomputeA calculation done to determine whether a client’s calculation is correct. Recalculation FootAddition of a column of numbers to determine whether the total is the same as the client’s. Recalculation TraceAn instruction normally associated with documentation or reperformance. The instruction should state what the auditor is tracing and where it is being traced from and to. Documentation/Reperforman ce CompareComparison of information in two different locations. The instruction should state which information is being compared in as much detail as practical. Documentation

TermDefinitionType of evidence CountA determination of assets on hand at a given time. This term should be associated only with the type of evidence defined as physical examination. Physical examination ObserveThe act of observation should be associated with the type of evidence defined as observation. Observation InquireThe act of inquiry should be associated with the type of evidence defined as inquiry. Inquiries of client VouchThe use of documents to verify recorded transactions or amounts. Documentation

Audit Documentation O Audit documentation is the principal record of auditing procedures applied, evidence obtained, and conclusions reached by the auditor in the engagement.

Purposes of audit documentation 1) A Basis for Planning the Audit. 2) A Record of the evidence accumulated and the Results of the Tests. 3) Data for Determining the Proper type of the Audit. 4) A Basis for Review by supervisors and partners.

Ownership of audit files O Is the property of the auditor. Confidentiality O A member shall not disclose any confidential obtained in the course of professional engagement except with the consent of the client.

Retention of Audit Documentation O Auditing standards require that the records of private companies be retained for a minimum of five years. O The Sarbanes-Oxley Act requires auditors of public companies to prepare and maintain audit working papers for a period of no less than seven years.

Contents of Audit files O Permanent Files : These files are intended to contain data of a historical or continuing nature pertinent to the current audit. (EX : contracts). O Current Files : all audit Documentation applicable to the year under audit. (EX : Audit Program).