Title Page
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Document No.
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Audit Title
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Client / Site
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Conducted on
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Prepared by
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Location
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Personnel
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The audit is designed to provide the Auditor with the the relevant prompts and information to be sourced at site during visits. Each Category concludes with a Yes, No, N/A question.
Information to be collated before visiting site includes:
A copy of the contract you are working with to compare to site copy
A recent invoice that includes client backcharges, free issues and functions
Confirm all float balances that should be onsite with Treasury
Generate Z reads from Zip Thru reporting for daily takings reconciliation
A copy of the latest Catering and Retail full stock counts
MAP 1 – CLIENT SALES
Contract
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View the contract maintained on site and ensuring that it is:
1. Fully executed
2. Is the latest version
3. Contains all the latest variations -
There is a signed and dated current contract in place. Contractual information is complete, adequately safeguarded and the Unit Manager is aware of the main contract clauses.
Cost + Billing
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Select a sample of 5 days from the Billing Schedule and:
1. Agree to the booking system
2. Sight evidence of client approval
3. Trace through to applicable invoice and Oracle -
All mandays captured are in agreement with the on-site booking system and is agreed with/approved by the client.
Free-issues and Functions
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Select a sample of 5 Smoko/Functions from Oracle and trace back to the supporting documentation. Ensuring that the pricing is as per the appropriate pricing schedule
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Smoko/Function pricing is as per the appropriate agreed pricing schedule.
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Select a sample 5 Smoko/Functions from the admin file and trace them through to invoice and Oracle.
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All Smoko/Functions provided are invoiced to the client.
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Select a sample of 1 ad-hoc/non-standard function from the admin file and ensure it has been adequately documented and costed, including a markup.
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Ad-hoc & non-standard functions are costed accordingly and documented to ensure appropriate profit is earned.
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Ensure that there is necessary approval to execute the function based on the DOA due to the value of the function.
Backcharges
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Select a sample of 5 Backcharges from Oracle and trace back to the supporting documentation ensuring that the charge is accurate and included the appropriate markup in terms of the contract.
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Mark up is consistently applied to backcharges in terms of the contract requirements.
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Select a sample 5 Backcharges requests from the admin file and:
1. Trace them invoice value through to the billing spreadsheet.
2. Trace the corresponding purchase invoice through to Converga and confirm the invoice was originally coded to ST 91. -
All Backcharges items provided are invoiced to the client.
MAP 2 – CONSUMER SALES
Pricing
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Select a sample of 3 retail prices from the POS till and trace back to the client/GM approved price list.
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Pricing is as per agreement with the client or General Manager (where client approval not required).
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Select a sample of 3 retail items off the shelf and trace the pricing as displayed to the pricing as per Micros.
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Prices as displayed are in agreement to Micros.
POS access
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Obtain a list of Micros employee access profile and confirm that only valid employees are included on the list.
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All till / POS users have their own individual login and access profiles are consistent with the employee's responsibilities. Logins are not shared and there are no generic logins or passwords.
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Sight 2 examples of the management review of access profiles and ensure the evidence of amendments are actioned.
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Access profiles are reviewed and signed off by the manager on a monthly basis and amendments made where necessary.
Cash
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Perform a cash count of all monies in the tills and safes. Reconcile cash on hand to expected till floats, safe floats and unbanked takings.
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All cash on site is accounted for and reconciled to cash floats and POS.
ATM
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Perform a cash count of all monies in ATM’s and reconcile to ATM balance reports.
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All cash in the ATM’s are accounted for and reconciled.
Cash Access
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Inspect site safes and confirm that they are secure and only required personnel have access and keys.
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All cash on site is adequately safeguarded. Safes at the unit are bolted to the floor and it can only be accessed by authorized personnel.
Cash up procedures
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Select a sample of 5 end of day cashing up and reconciliations and inspect for:
1. Sign off by the bar/retail manager
2. Sign off by the unit manager
3. Evidence of resolution of variances.
4. Ensure Z read match ESMS submissions -
Cashing up procedures are completed and reviewed in a manner as prescribed.
Other Revenue Streams
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Identify any other possible sources of Revenue, i.e vending machines, pool tables, duke boxes and Gym Deposits and refunds
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All other Revenue streams have been identified and listed and the item's internal counters or receipts are recorded and reconciled to match revenue received.
MAP 3 – FOOD
Purchasing
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Select a sample of 5 approved invoices from Converga and trace to corresponding delivery note and inspect delivery note for evidence of receipt by the site. Trace the delivery note details to the Stock and Cost for the corresponding period.
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Only receipted goods are approved via Converga.
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Select a sample of 5 receipts made just before period end and trace through to Oracle to ensure capturing of the cost in the correct period.
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Goods receipted around period end are captured into the correct period.
Stock count (catering)
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Select a sample of 3 period end stock count reports from MyOrders and trace the balances through to ESMS.
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All Catering stock balances are captured into ESMS accurately.
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Select a sample of 1 stock item as per the latest period end MyOrders stock report and reconcile that stock holding to what is on hand as at today. Reconciliation to include deliveries and usage since month end.
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Only stock on hand at period end is captured into Oracle and the correct balance.
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Select a sample of 3 stock items from MyOrders report and trace the unit value back to a recent invoice.
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Stock is valued at the latest purchase price.
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Select a sample of 2 month’s stock counts and inspect reports/summaries for evidence of management review and approval.
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Stock counts are managed and reviewed by management
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Review the site stock count plan and floor plan and inspect the store rooms for evidence of shelf labelling in alignment with the stock count and floor plan.
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A stock take floor plan and shelf labels are in use
Stock count (retail) – period end 100% count
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Select a sample of 3 stock count reports from MyInventory/QD and trace the balances through to ESMS.
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All stock balances are captured into ESMS accurately.
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Select a sample of 1 stock item as per the latest MyIventory/QD stock report and reconcile that stock holding to what is on hand as at today. Reconciliation to include deliveries and usage since the last count.
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Only stock on hand at period end is captured into Oracle and the correct balance.
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Select a sample of 3 stock items from QD/MyInventory and trace the unit value back to a recent invoice.
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Stock is valued at the latest purchase price.
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Select a sample of 2 month’s stock counts and inspect reports/summaries for evidence of management review and approval
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Stock counts are managed and reviewed by management.
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Review the site stock count plan and floor plan and inspect the store rooms for evidence of shelf labelling in alignment with the stock count and floor plan.
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A stock take floor plan and shelf labels are in use in the retail/Tavern environment
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Select a sample of 2 stock count and inspect variance reports for evidence of resolution and communication to unit manager.
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Stock variances are recorded, investigated, resolved and escalated.
MAP 4 – LABOUR
Employee timesheets
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Select a sample of 2 manual timesheets and:
1. Inspect for evidence of approval by the line manager.
2. Trace the hours worked as per the timesheet to PayGlobal reports.
3. Select a sample of 1 manual timesheet that includes non-standard items (e.g. AL, SL, allowance etc) and inspect the timesheet for evidence of line manager approval and trace the details of the non-standard items through to PayGlobal. -
All employees submit timesheets that are approved by the line manager.
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Select a sample of 3 employees from the payroll report and trace back to approved timesheets
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Only valid employees are costed to the site.
Labour reports
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Select a sample of 2 payroll reports sent to the Unit Manager for review and trace back to the response received back to Commercial confirm approval or amendments as documented within the payroll report.
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Payroll reports are reviewed and approved by management.
CAPEX-Asset verification
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Select a sample of 5 assets from the fixed asset register and:
1. Physically verify the existence of the asset
2. Trace the asset back to the approved capex -
All fixed assets exist and are supported by an approved capex request.
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Obtain a copy of the last review performed by the site:
1. Ensure it less than 3 years old, and
2. Trace a sample of 2 requested changes through the system to Oracle -
A review of fixed assets has occurred at least once in the last 3 years.
Key Financial Controls
Delegation of Authority
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Inspect the most recent DOA document and ensure:
1. It is less than 1 year old, and
2. It is signed and dated
3. by both the unit manager and General Manager. -
The DOA is maintained on site and is reviewed and approved by the Area Manager/General Manager on an annual basis.
Segregation of Duties
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Inspect the most recent SOD and ensure:
1. It is less than 1 year old,
2. Where a conflict of interest is identified there is evidence of a mitigating control is in place.
3. It is signed and dated by both the unit manager and General Manager. -
Employee responsibilities, including system access rights, are mapped to a SOD matrix to identify conflicts. Where conflicts exist, mitigating monitoring controls are implemented. The Unit Manager reviews the SOD on an annual basis
A period end Checklist
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Select a sample of 2 period ends and inspect the period end checklists, ensure there is evidence of it been utilised and evidence of sign off by the unit manager.
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A period end checklist is utilised to ensure all period end activities are completed in a timely fashion.
Profit and Loss Statement
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Select a sample of 2 period ends and obtain evidence of the P+L’s being sent to the unit manager and evidence of review by the unit manager.
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A monthly detailed review of the P&L is performed at the unit.
