Information
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Audit No.
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Park
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General Manager
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Supporting Staff
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Conducted on
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Conducted by
1 - Zonal Till Declarations
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All transactions should take place as usual on 31st January.<br><br>Complete end of day close down as normal on 31st January.
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Run Session Cash Up on Zonal to prove end of day took place. On screen is suitable, print out not required.
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Run Open Accounts report on Zonal. There must never be any open accounts ("tabs"). Any open accounts must be noted on this audit item along with their value and agreed plan to resolve. On screen is suitable, print out not required.
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Retail and leisure outlets should ensure all Zonal tills are declared on 31st January by the end of the trading day. <br><br>No till or retail area should be left undeclared for any reason.
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Run Session Cash Up on Zonal to prove end of day took place. On screen is suitable, print out not required.
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Run Open Accounts report on Zonal. There must never be any open accounts ("tabs"). Any open accounts must be noted on this audit item along with their value and agreed plan to resolve. On screen is suitable, print out not required.
2 - Floats
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Floats should be balanced for 31st January and under/overs addressed on the Zonal end of day close down for 31st January. <br><br>Any floats being re-banked must be clearly identifiable.
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Run Session Cash Up report on Zonal Aztec system to prove all under / overs and floats are declared. Any issues should be noted as part of this audit item. This can be completed on screen, a print out is not required.
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Run HO Floats report on Zonal Aztec system to check the float value expected by the system. Record the Zonal amount. This can be completed on screen, a print out is not required.
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All floats will be checked as part of the audit.
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Record total float in safe plus any active till and compare to expected balance. i.e. £800 in safe + £150 in till = £950
3 - Petty Cash
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A final petty cash claim should be made by 31st January.
All managers responsible for holding petty cash should certify the float held by writing the following on the final claim:
"The petty cash float held by me, once all outstanding claims have been reimbursed, amounts to £ ..." -
See copy of petty cash claim with annotation.
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Managers need to email Assya Begum the petty cash float amount held at the end of 31st January.
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See the sent email. On screen is suitable, print out not required.
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Petty cash will be checked as part of the audit.
Ensure that the amount in the tin plus the amount on the final claim equals the correct balance held. -
Record amounts in the tin and amount on the final claim and compare to expected balance. i.e. £250 + £300 = £550
4 - Expense Claims
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A separate claim covering all unclaimed expenses incurred up to 31st January should be made and sent for authorisation then forwarded to the Payroll department.
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Verbally confirm that the Park Manager has communicated this to all staff.
5 - Company Credit Cards
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Credit Card PDs should be raised prior to 31st January with support sent to the Purchase Ledger team as normal.
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See raised PDs on the procurement system covering Dec and Jan for any member of staff with a company credit card. On screen is suitable, print out not required.
6 - Purchase Documents
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Every park should run the "PDs At My Park" report by 27th January to identify outstanding approved PDs.
The Management Accountant team will assume that all PDs prior to the new due date system and all PDs dated as due before 31st January will need to be accrued.
Communicate with Area Management Accountant to agree final accruals required. -
See proof that the SharePoint "PDs At My Park" report has been run and email communication has been completed with Management Accountant. On screen is suitable, print out not required.
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Accruals will be made upon approved PDs.
It is therefore essential that all submitted PDs are approved by the end of 31st January. -
See proof that the park manager has no outstanding approvals for the entire park on the Procurement Portal. On screen is suitable, print out not required.
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Run the "PDs At My Park" report for submitted PDs to ensure that there are no PDs awaiting approval by any other member of staff. On screen is suitable, print out not required.
7 - Caravan Sale Orders
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All monies for sales or deposits should be banked by the end of 29th January.
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Run SharePoint "Future Sales Orders" report to see what money was expected by 29th January. Adjust any incorrect balance due, deposit due or expected handover dates if monies have not been received. On screen is suitable, print out is not required.
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Run ParcVu "Report 213" for park postings only for 29th January to ensure Reception have a copy with a valid paying in slip number and money collection receipt as proof monies have been declared correctly and the collected to be banked. Physical copy to be provided but not required to be kept.
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Record any issues with the above two audit items.
8 - Caravan Sale Invoices
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The final batch of sale invoices will be processed at the end of 29th January.
Any sales competing on 29th January will be included within 2016's sale figures as circulated in February.
The Sales & Stock Admin team will check all all orders prior to invoicing.
Contract documents must be dated 29th January or before to recognise the sale. -
View all sales on ParcVu with expected handover date of 29th to 31st January and navigate to their contracts. Check that the contract is set with a start set of or prior to 31st January. Note any contracts that are not correct as part of this audit item. On screen is suitable, print out not required as long as all on screen documents are in order.
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Navigate to the communication history of all sales with expected handover date of 29th to 31st January. Check that the printed documents show the correct dates. Note any contracts that are not correct as part of this audit item. On screen suitable, print out not required.
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Record any issues with the above two audit items.
9 - Caravan Stock - Completed as separate stock take
10 - Sundry Accommodation Hire Stock
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A list of hire stock items, as supplied by Alex Mooney, must be reconciled on park by counting item sample.
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Record any issues found when counting the item sample.
11 - Sundry Stock - Gas Bottles, Gas Tanks etc.
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A list of bottled gas used for site purposes (i.e. Not for resale) as at 31st January should be prepared for each park and reported to the Management Accountants by 1st November.
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See list provided and sent to Management Accountants. On screen is suitable, print out not required.
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View each Staff Van on ParcVu and check that gas bottles and utility readings are being recorded against each one. Record any issues as part of this audit item.
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A stock take of gas bottles held on site is to be completed by the park manager and sent to the Management Accountants.
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See list provided and sent to Management Accountants. Note the gas bottle totals that were provided on the email as part of this audit item. Physical copy is to be provided, but does not need to be kept.
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Complete a count take of all gas bottles now in stock.
Add a new item for each type of fuel and size in stock.
Gas Bottle Count
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Gas Type
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Bottle Size
- 47kg
- 19kg
- 15kg
- 13kg
- 7kg
- 6kg
- 5kg
- 4.5kg
- 3.9kg
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Stock Count
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All gas, oil, petrol and diesel tanks should be measured to asses stock levels.
Add a new fuel reading for each meter/tank location on park, add photos of the readings shown on any meter wherever possible.
Fuel Reading
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Fuel Type
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Fuel/Tank Location
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Tank Number (If only one tank at the location record as 1)
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Meter Reading
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Meter Reading Proof
12 - Leisure Stock
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Stocks of all leisure goods should be listed, counted and totalled to retail selling price on 31st January. <br><br>All lists are to be sent to the Area Management Accountant.
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See email and stock list sent to Area Management Accountant. On screen is suitable, print out not required.
13 - Petrol Stock
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Levels should be read on 31st January and sent to Area Management Accountant.
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See email sent to Area Management Accountant. On screen is suitable, print out not required.
14 - Meter Readings
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All main park meters should be read on 26th January and entered onto the park spreadsheets found on the 05 - Business Support Drive.
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Check the Business Support Drive spreadsheet to ensure all readings are present. On screen is suitable, print out not required.
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Note any missing meter readings.
15 - Fixed Assets
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In the course of the audit spot checks will be performed to physically verify entries on the asset register and to examine additions in the year.
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Add an entry for each asset checked vs asset register.
Asset
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Asset Name
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Notes
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Add pictures of any issues.
16 - Pitch And Van Costs
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All parks are to run the Pitch and Van Costs report by 24th January to ensure that there are no costs allocated against owner vans/pitches, staff vans or dummy pitches.
Complete "FOR-1024 - Pitch or Van Move Request Form" for any costs that are incorrect. -
See proof that the report has been run. On screen is suitable, print out not required.
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Re-run the report and check all owner, staff and dummy pitches to ensure no costs are present. Note as part of the audit check any pitches where there are still costs.
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Record any pitches where there are still costs and there should not be.
17 - Audit Sign Off
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Add any additional notes following the completion of the audit.
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Park Manager Signature
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Auditor Signature
