Professional Documents
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June 2017 1
Audit Assistant User Handbook
Introduction 4
Overview 5
What is Audit Assistant? 5
Why use this technology? 6
Current Templates 7
Historical Financial Audits 7
Compliance Audits 8
Review Engagements 9
Other 9
Hosting 10
Hardware and software requirements 11
Work-flow 11
Support 12
Training 14
Housekeeping 15
Sign-up, billing and service levels 15
Log-in 15
Users 16
Adding firm logos and letterhead 18
Client creation and deletion 19
Links to standards 21
Client selection 22
Assigning users to a Job 23
Client duplicate and restore function 24
Performing work within Audit Assistant 26
Index and Navigation 26
Using the Control Page (A1) 27
Client contacts 29
Creating documents and reports 30
Adding deadlines 32
Sharing pages with third parties 33
Trial balance import 35
Trial balance data from client in Excel - MYOB AO 36
Trial balance data from client in Excel - Xero 36
Trial balance data from client in Excel/CSV Other 36
Using downloadable CSV template for trial balance data 37
Importing Excel/CSV template 37
Second and subsequent year trial balance import 38
Problems with trial balance import 38
Trial balance sorting and sub-totals 39
Risk identification and analysis 40
Materiality assessment 42
Analytical review 43
Transactions testing and sampling 44
Overview 44
Testing page creation 44
Setting up testing table 46
Data entry and testing 47
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Audit Assistant User Handbook
Introduction
In 2009 Clives son Matt joined him to form the present company. As an
experienced developer Matt created a cloud-based platform for a new
version of Audit Assistant while Clive created content based on the New
Zealand versions of the International Auditing Standards (ISA NZs). The
reach of the product expanded deeper into the NZ market as firms began
to transition into paperless and cloud-based applications.
While we work with a wide cross section of auditing and assurance firms,
we are committed in particular to supporting regional firms in their
service of SME businesses and charities. Our primary focus is on NZ
however our products have been found to be useful in other jurisdictions
using international auditing and assurance standards.
Overview
Allows multiple users access to multiple jobs and multi site access in
real time including peer-review
Online sharing of pages with clients and other third parties for
gathering information and audit evidence
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Audit Assistant User Handbook
Audit Assistant combines concepts from all these plus harnessing the
power of real-time on-line processing via the Internet. The following
trends have driven the move towards this type of technology:
Current Templates
*TIP: Use these templates SPFR for FPEs Audits (2016 updates) - for historical financial audits
for jobs ending after 15 referencing International Auditing Standards. Includes testing pages
December 2016 for group audits, and audit reports for period ending 15 December
2016 for financial statements prepared in terms under generic special
purpose policies or in accordance with the Special Purpose
Framework for use by For-Profit Entities (SPFR for FPEs) published
by CAANZ (reports by Bill Heritage of Tupiza Ltd).
In addition the following template has been updated to the 2016 reporting
standards - there is no old version:
The following job types are still available for periods ending up to that
date:
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Audit Assistant User Handbook
Compliance Audits
Review Engagements
Other
PBE Simple Cash Format Reporting Tool - for accountants and third
parties to create Performance Reports that meet the requirements of
the PBE SFR-C (NFP) - Public Benefit Entity Simple Format
Reporting Cash (NFP).
Note:
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Audit Assistant User Handbook
Hosting
Audit Assistant runs in a MySQL database hosted in Auckland, NZ at a
data centre operated by Sitehost (https://sitehost.nz/). Their systems
include:
Secure buildings with double layer concrete and steel mesh wall
structure
Top of the line hardware with 24/7 engineer on call with access
In addition we also:
Run full daily backups plus snapshots made at critical points - these
are stored with data storage provider Amazon S3 (now in Australia -
previously in USA)
Provide every user firm has a unique URL which ensures that there is
no possibility of data being accessed by other firms
Provide every user within a firm with a unique log-in so that all work
may be traced to a specific user - users are controlled by the account
owner (administrator within the audit firm)
Audit Assistant may also be accessed with some limitations from tablet
and smartphone:
Data use is minimal for normal work, but adding larger attachments
will use more - may be preferable to save on device and upload later
if data is limited
Work-flow
Each template follows a similar pattern, incorporating auditing and
assurance standards into a logical sequential flow following best
practice:
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Audit Assistant User Handbook
Each job is driven from the control page - a summary of the whole
audit with branches to subsections
Support
We do our best to offer personal and prompt support. Our preferred
method is through our helpdesk in the first instance:
Within our website use the search bar to access any key words in the
knowledge base:
Also use support site for making suggestions and providing feedback
- this is most helpful
Our response time will depend on the urgency of the request - but
will normally range between immediately to the following day
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Audit Assistant User Handbook
We also allow users to add our logo and link to their website -
contact us for details
Training
We are committed to the ongoing satisfaction of our users. To this end
we aim to provide best quality support and training:
Most firms are able to start using the software immediately, but find
training useful once they have a basic familiarity
*TIP: Give us plenty of Our training is carried out face to face rather than by webinar as we
warning if training is see a much higher value in small-group, personal contact style
required to give us time training
to contact other firms in
the region Training is provided by Clive McKegg, director and one of the
founders of Audit Assistant, who is also a qualified CA with audit
experience in both large and small contexts
Housekeeping
The person who signs up will become account owner and will be
able to add and remove other users
Log-in
Access to the unique homepage/welcome page for each firm is from a
URL chosen on signup:
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Audit Assistant User Handbook
Each firm has an account owner (usually the person signing up for
the account)
This person chooses the URL and their own username and password
In the example below the firm Demo and Associates has a shortened
URL https://demo.auditassistant.com
To log in, type the firm URL into browser - this will return a screen as
follows:
Enter username and password then click sign in or enter to access the
homepage
Each user should have their own unique login and password (see
users)
Any number of users may work on the same job at the same time as
all data is updated in real-time and tagged with the user name and
date of entry
Users
Users are those with unique logins who will carry out and review the
work (including external peer reviewers):
The account owner is the first user - they set up further users from
the users tab in the sidebar as above
By default the account owner will emailed monthly invoices and may
access billing information, but this may also be assigned to one other
user (for example an accounts payable person)
A user may then change their own details (password and user name),
using their own users tab
Only the account owner may change the role of users or delete users
When individual jobs are created the person creating the job is
automatically assigned to the job, and may assign other staff from the
users portion of the sidebar - allowing those assigned people to add
work to those jobs
Third parties (e.g. clients) are not normally set up as users but may
also have access to individual pages through the sharing system (see
sharing pages with third parties)
Before deleting a user ensure that all their jobs are complete and
rolled over (otherwise work that they have done will have no user
name assigned) - it is better in these cases to change their password
in the interim to deny access but leave their work history intact
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Audit Assistant User Handbook
To delete edit the user from the users tab and select the delete button
at the bottom right
Limited users and peer reviewers may only view jobs that they are
assigned to - other staff see all jobs but can only carry out work on jobs
that they are assigned to. Full user roles and levels of authority are as
follows:
Go to account and billing click the custom graphics button - then tick
the items to be added and browse to the appropriate files:
Firm logo will now display on the login page, on the homepage and
on the top right of each page in the workbook
If used the letterhead graphic will be inserted at the top of each document
- if not displaying by default edit the document from the parent page -
tick use firm letterhead:
New jobs may also be created by clicking on the list of types of jobs
(compliance etc.) in the sidebar - there is an option on each of these
pages for creating a new job
From choose job type area select specific template from options -
using descriptions to help choose
Enter year end date then press create client at the bottom of the
dialog box:
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Audit Assistant User Handbook
All open jobs are charged for so if a client has left the firm we
suggest deleting the old job from the step at the bottom right of the
edit window (ensure that the PDF version of the completed job has
been made before deleting to keep for legal retention purposes)
All details may be edited later from the edit icon on the far right of
the client name on the client selection page
Once client jobs have been created all work on them is updated in real-
time (no save button is required):
Prior year files are accessible from the client sidebar (retained in our
system for at least three years)
For long term storage (especially if not printing hard copy) a copy of
the rolled over file must be downloaded as a permanent record (see
rollover)
Links to standards
Much of the workflow is adapted from or lifted directly out of the
relevant auditing and assurance standards. To assist the auditor to delve
deeper into these standards if required there are numerous live links
providing cross references into the XRB or other relevant website here
for example to ISA (NZ) 300:
*TIP: We try to keep the Within NZ the references default to NZ versions of the ISAs in
links up to date but from Australia they will link to ASA equivalents and in the rest of the
time to time these world they will link to IFAC equivalents
change if a link no
longer works or is out of Clicking the blue link will open the standard to allow the auditor to
date please let us know read the detail links open the whole standard on the rather than to
the specific clause
The links are provided for reference and ease of access to the
standard only no specific work is required to be done
To print a report of all the links within a particular job type and the
pages that they appear on there is a button at the bottom right called
export mapping report CSV click this to download the report as per
extract example below:
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Audit Assistant User Handbook
Client selection
Opening an existing job may be done in a variety of ways:
The home/welcome page (see client creation) lists the last five active
jobs across all styles allowing quick access to these jobs click on
the job name to open
To access other jobs select the tab in the sidebar for the type of job
required (compliance audits, historical financial audits, review
engagements etc.)
The number after the job type in the sidebar tab indicates how many
current jobs there are in that job type
This view will default is to the list of current jobs - select archived or
all then browse to the job required
Current jobs are those personally assigned to the user that have been
accessed in the last 30 days
Archived jobs are those that have not been used in the last 30 days
archiving is automatic
All shows all jobs of that type in the system (a limited user or a peer
reviewer will only see jobs that they are assigned to)
Alternatively, use the find clients box at the top of the left sidebar to
search all jobs over all job types by name - type name or part name -
then press enter
The grey boxes after the client name indicate the template type used
for the job - this is also displayed in the sidebar when opening the
job
Client names, year end and template type may be edited by selecting
the pencil icon ( ) at the right-hand end of the client selection box
There is also a delete button at the bottom right of the edit dialog box
- unused client jobs should be deleted (after copies of PDFs have
been made) so as to not be charged for them unnecessarily (see client
creation and deletion)
The green box with down arrow icon at the right-hand end of the
client selection box is used to duplicate a client (see duplicate and
restore function)
From the sidebar under users click edit and check those staff
members who are be assigned to the job (must already be set up as
users)
Assigned users may then carry out work on the jobs (prior to being
assigned they are read-only for standard users, partners and managers
and not visible to limited users and peer-reviewers):
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Audit Assistant User Handbook
The job may be renamed as the duplicate is created or the name may
be edited later:
These versions are taken from snapshots that are created daily (at
2:00am NZ time) on days when work has been done on the file, plus
a snapshot is of the job is taken every time a page is deleted, and
prior to trial balance import and rollover prior to action in case
recovery is required:
To roll back duplicate all content, select which version required from
drop-down list and create the duplicate
Lost data may be copied out of the prior version (copy) into the later
version (by copying and pasting) then the duplicate may be deleted
Only duplicates still in existence at the monthly billing cycle date are
charged for, so make sure that temporary duplicates are removed as
soon as no longer required
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Audit Assistant User Handbook
It is not compulsory for all pages to be marked reviewed but all pages
must be concluded before rollover
To view all available pages including those that have not yet been used
select view all available pages button at bottom right of index page -
(unused pages are in blue shading):
Clicking on the link - say Q1 here to open the inventory section - will
link to the parent page from where the target page may be created - in
the case above to the control page point 15.6
Follow the path to create the page and section - for example clicking
Q3 would link to A1 point 15.6 where the user could then create Q1,
then Q3 - pages cannot be created without creating their pathway via
other pages:
Every page has a top bar that allows direct access tabs to index, control,
trial balance, risks, points (management report), adjustments (audit error
schedule journals) and summary (audit summary information page):
Every page also contains page back and forward arrows on left and right
of screen to move consecutively through file - especially useful for
reviewing:
At the top left of the screen, the back to audit assistant home takes the
user back to client view/homepage:
Tabs at top right allow direct access to pages - hovering over section
shows drop-downs of pages available:
The progress bar in the sidebar shows the number of pages created and
completed opening the page indicates how many work items on each
page are outstanding:
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Audit Assistant User Handbook
The page forms a branching point for all the sections, and once these
sections are completed the conclusions from those pages
automatically update the control page
Brought forward items from prior year that have not been adopted
disappear on conclusion as do completed follow- ups and review
notes (can still see history of reviews and follow-ups in sidebar)
Selecting conclude page tags the page as concluded and updates the
index with a green tick (see conclusions)
Client contacts
Early in a job it is a good practice to set up client contacts the people to
receive audit documentation, who will be required to complete checklists
shared with them and so on:
To edit select the pencil icon at the top right of each client contact
box
Within the workbook there are a number of places where the details
of these contacts will be requested select the name from the
dropdown - for example:
Client details may also be entered directly at these points this will
also update the contacts list:
*TIP: New contacts may When the key contact person is entered into this section of the control
also be added at many page their details will appear in the sidebar as a quick reference for
points, but they may only phoning or emailing these contacts during the job:
be edited from the
sidebar client contacts
tool
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Audit Assistant User Handbook
Documents are accessed as required from within work papers and are
populated by fields either drawn from firm (name and addresses etc.),
the client job (client name, year end etc.), fields completed as part of
the audit (relevant legislation, client contact names and addresses,
addressees etc.) or from data in tables
All blue fields are linked to a variable - in most cases clicking the
blue field will link back to where the data was entered (and allow it
to be edited if required)
In cases of contact names addresses these are edited from the sidebar
contacts box
In this mode whole areas in letters may be edited by clicking the edit
icon at bottom right the section:
To print documents use the print page (PDF) tab at the bottom right,
or use the browser print function (ctrl-P) if say margins need to be
edited
The whole document may also be copied and pasted into a word
processor for additional editing (to change font say there is no
option for alternative fonts)
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Audit Assistant User Handbook
Adding deadlines
Deadlines are set at the planning stage to remind the auditor of progress
and to provide prompt when a job may be falling behind:
After clicking add deadline from the deadlines page (in the A
section) select from drop-down box the appropriate date:
Clicking on this sidebar button displays all deadlines and their status:
As deadlines are met the user ticks these off in page accessed from
the sidebar, and the next deadline status updates:
When a deadline has not been met the date colour changes from
black to red to indicate a problem:
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Audit Assistant User Handbook
Click add to send the client an email includes message and a link
(token) to access that page to add comments and attachments
email looks like this:
When the client follows the link they see only the page shared plus
instructions on how to comment and add attachments
Client may interact with user (users sees what client is adding, and
client sees comments by user in real time could be speaking by
phone or Skype say while completing together)
Link stays open until the shared with message on top of the page is
deleted:
Client may open shared page any number of times using link in
email
*TIP: Problems with access The same page may be shared with multiple people if required - they
by third parties commonly will see each others comments and attachments
result from them using out-
dated browsers or trying to
access via remote desktop In second and subsequent years the commenter will be able to see
prior year comments and attachments and bring forward and edit
these if required
Click edit on share link to see the message and to copy and paste
token for client access if there is a problem say with their spam filter
blocking the original email:
This data is then inspected, sorted, grouped (see trial balance sorting
and sub-totals) and tagged for further work in terms of
risk/materiality
The data feeds through to the lead schedule pages, plus to analytical
review pages
Journal entries may be created against this for audit adjustments and
the adjusted amounts are displayed in the final column on the trial
balance page.
Note that trial balance data may be imported without budget and/or
prior year and account codes may be omitted if not required,
however if omitting account codes ensure that names of accounts are
all unique otherwise the first use of the name will be replaced by the
second and the trial balance will not balance
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Audit Assistant User Handbook
To the standard trial balance in Excel add a column to the right with
a heading called section then enter references to match appropriate
section code from trial balance page (e.g. G for income)
Xero does not have the option to include prior year balances - may
need to be added manually (if first year of job)
Type data in manually or copy and paste into template then save
file for importing
Ensure current file is displayed next to choose file button then click
add to complete import in the example below the file is trial
balance.xls:
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Audit Assistant User Handbook
Data may be cleared using the clear all button in the import dialog
box and re-imported if required but remember that clear all will
also remove any prior year work, sub-headings or risk flagging so
should not be used in second and subsequent year
If a mistake is made in second year import rather than using clear all
it will be better to restore a duplicate from backup (see
duplicate/restore function)
If that doesnt work try deleting extra lines to the side of the right
hand column - any odd (and sometimes hidden) characters may
interfere with import
*TIP: If after following all
these steps a file still fails If the file is in Excel try saving as a CSV and importing Excel is a
to import then send a
more complex format and sometimes there can be hidden formatting
copy through to the
that should go away of saved as CSV
support site - we will
advise what is wrong and
If there are missing lines this may be due to duplicated names or
how to fix
duplicated account codes - these may lead to overwriting of each
other - all codes must be unique - in which case account names need
not be unique - but if code column is not used then all account names
must be unique
May drag and drop lines to change section or sequence from drag
handle that appears to the right when hovering over a line (only one
line at a time)
May also change the section by using edit option from dropdown that
appears to right while hovering over line
May drag headings from the bottom into position if required from
drag handle that appears on heading when hovering over it
Once sorted the trial balance data may be subtotaled (e.g. total - GST
below):
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Audit Assistant User Handbook
Subtotals created in one year are maintained for future years after
roll-over and may be further edited or deleted as required
Items tagged in this way are sent to the risk analysis, strategy and
plan page for risk analysis
Risks may also be flagged from a comment made on any work item (for
instance a systems note or an internal controls checklist where a risk
issue is identified) for example from systems notes as below:
Every flagged item will appear on the page in the E section: risk analysis,
strategy and plan - there it will require either a detailed analysis or a
The risk data may also be sent to any other work paper (shown at the
top of the target page) using select target work paper (optional) for
example if a risk may impact on the audit report it could be sent to
the top of the audit report work paper in the Z section
This information will be visible wherever the data is displayed along with
any other work done on the item (say in the analytical review section)
on lead schedules or other pages where the data is referenced:
Here on the G1 lead schedule all the risk assessment work is shown
to prompt the auditor to carry out the specific testing identified at risk
assessment:
All risks identified as high or significant are also carried onto the audit
summary information page in the reporting section of the audit file:
Here the auditor must summarise the outcome of the response made
to the risk, so that the partner may assess this as part of their overall
review:
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Audit Assistant User Handbook
Materiality assessment
Materiality is assessed after the trial balance has been loaded, and
normally it is best to determine this prior to risk identification.
The materiality page draws data from the trial balance to display a
range of values for revenue, expenditure, assets and excess income
over expenditure
These ranges are suggestions only and drawn from common practice
the final assessment is entirely up to the auditor exercising their
professional judgement and their knowledge of the client:
*TIP: Performance
materiality is used for
transaction sample selection
setting it too low will lead
to over -auditing
Analytical review
Analytical review is carried out at the planning stage to identify trends
and areas of risk or possible misstatement. A further assessment may be
made at the end of the job after adjustments have been made if required:
Analytical review pages pull in figures from the trial balance data -
current, prior, difference and percentage columns automatically
Analytical review pages may be shared with client for comment (see
sharing)
May create more than one version of a some pages - say trading a/c
division 1 and trading a/c division 2 - edit pages to rename as
required (respawning pages)
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Overview
Sampling and testing of that sample is used in the planning area and also
in the evidential testing areas (planning for tests of controls in the
internal controls section and substantive testing in the evidential testing
area - say testing a sample of payments). The style of tests is similar in
each place:
In the substantive testing area the detailed testing page will include the
option to select from the drop-down the account(s) or sub-total(s) from
the trial balance to be included in the tests on this page in this case for
substantive testing in the expenditure section:
Tests are selected to a be applied against the sample from the options
in the drop-down or custom tests may be created using the other test
icon:
Next the sample size and rationale for this decision is required - may
be stated by way of narrative or in the substantive testing sections
there is an optional sampling tool to help the user to create a
sampling interval based on the population, materiality and sampling
confidence level:
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Audit Assistant User Handbook
Following through the checklist will produce a report showing how many
tests will be required and generating a random starting point for running
the sample:
Testing tables are like enhanced spreadsheets. They differ from normal
work papers in that the do not use conclusions, and they cannot be
shared:
These columns may be edited and added to from the parent page:
The data columns should correspond with the data being imported
from the sample above either change the import sample to suit the
columns or change the columns to match the import
Once tables are ready with data columns and tests, data is added and
testing begins. Exception reporting is utilised, with only incomplete items
or deviations being reported back to the parent page:
To enter manually go to table and click add to enter data line by line
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Click pending tests to display test then complete each test specified:
Attachments may also be added (once item has been saved) from the
dropdown box at right (such as scanned copies of the items being
tested):
The please select drop-down shows all accounts in the trial balance
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If an account is not yet in the trial balance select add account from
drop down in the within section where the new account is required
All journals are accumulated on the adjustments page W1 (this page may
also be accessed from adjustments tab in top bar) the adjustment
displays on the adjustments page as follows:
Once posted the journal updates the trial balance final column
indicated by changing to green colour
The adjustments page also contains an option to print reports for giving
to client:
To create a point click drop down dialog at right end of all work
items and trial balance lines and select management point:
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Audit Assistant User Handbook
This adds a point on the management report page (in the Y section)
page also accessed from the points tab:
Adding an attachment
Users may attach into the workbook any audit evidence or supporting
work papers such as scanned documents, PDF, Excel, Word, photos or
audio/video files at the appropriate audit steps to achieve fully paperless
files if desired:
Select attachment button from the options from the drop-down box at
the end of any work item
Click choose file and navigate to the location where the location of
the file
If hard copy files are to used (for a printed file that does not require
audit evidence to uploaded) select hard-copy document box to create
a placeholder in the index
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Where a paperless file is not required, there is also scope for adding a
placeholder in the index for items physically filed in the hard-copy audit
file:
In this case, type the name of the work paper in the attachment
box then tick the hard-copy document check-box and select add
to create
The reference will again show on the index referenced with the
work-item on the parent page in this case C2, 1.1:
The index icon for the hard copy attachment displays differently
to an uploaded attachment as an empty page rather than with a
paperclip included
Third party users may also add attachments where the auditor
has shared a page for gathering information for the audit
Adding a comment
Comment boxes are utilised where text-based answers are required. With
multi-choice or yes/no answers narrative may also be added through
adding optional comments:
To enter n/a in a comment box click the ( ) icon on right (also enter
n/a using the esc key on any comment box)
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Text may be drag and dropped into a comment box from elsewhere
or use copy and paste
The work item will display a link to the target work paper, but no
link is shown on that work paper if required create a second
reference back from that page:
The key issue is used for identifying issues that are especially
relevant to the audit especially what are now identified as key audit
matters warranting special mention in audit reports
A key issue may also be sent to the top of any other page in the client
workbook using select target work paper at the bottom of the key
issue dialog box
Any key issue created will appear on the audit summary information
page along with high risks and significant risks along with a text
box that must be completed indicating how the key issue was dealt
with:
Adding a follow up
A follow up is a quick way to create a bookmark of something the auditor
wishes to highlight for further attention:
Does not form part of the final audit file, but ensures easy method of
tagging unfinished items for follow up
All follow up items are listed under follow up box in the sidebar
Other people may answer - the box changes colour when someone
else comments to indicate a response
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Page cannot be completed until follow ups are cleared (unless the
follow up has been created on conclusion box)
Conclusions
Once a page is completed and all items have green ticks, a conclusion
box appears at the bottom of the page:
Review notes
Creating a review note is very much like creating a follow up, but in
this case a reviewer creates them:
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Once page is concluded review notes within the body of the page
disappear so ensure all detail addressing the issue is entered on
page - review notes do not form part of the final audit file
Review notes are listed in the side bar which also displays how
many review notes are incomplete:
Annual rollover
At the completion of work (after signing off A1 page) an annual rollover
dialog box appears in the sidebar:
Click rollover and generate PDF to start a new year afresh with
conclusions deleted and current year data moved to prior
*TIP: it is critical that a copy The rollover produces a PDF version of the completed year, a copy
of this file also be saved to is kept at the bottom of the sidebar:
the auditors backup system
right click on link and
download
Rolled over job includes all comments and attachments as prior year
(greyed out)
New year trial balance may now be imported (see second and
subsequent year trial balance import)
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Printing options
Printing is optional. Many firms only keep paper copies of minimal
documentation such as final signed account and perhaps the engagement
letter. However if required the completed PDF may be printed in full, or
individual pages may be printed. Many firms are opting for paperless
with all attachments uploaded so no printed file is required.
If printing we suggest waiting until the entire job is finished and then
printing all pages at once to ensure all pages are complete
A job may also be printed to PDF at any stage if required from the
print/export client (PDF) command in the sidebar
Pages from outside the workbook (for instance review notes and
follow ups) are not included in the final audit file but may be printed
if required using the browser print (ctrl+p) function
Contact details