Auditing A Risk-Based Approach To Conducting A Quality

Auditing A Risk-Based Approach To Conducting A Quality Audit 10 th edition Karla M. Johnstone | Audrey A. Gramling | Larry E. Rittenberg CHAPTER 11 AUDITING INVENTORY, GOODS AND SERVICES, AND ACCOUNTS PAYABLE: THE ACQUISITION AND PAYMENT CYCLE Copyright © 2016 South-Western/Cengage Learning

LEARNING OBJECTIVES 1. 2. 3. 4. 5. Identify the significant accounts, disclosures, and relevant assertions in the acquisition and payment cycle Identify and assess inherent risks of material misstatement in the acquisition and payment cycle Identify and assess fraud risks of material misstatement in the acquisition and payment cycle Identify and assess control risks of material misstatement in the acquisition and payment cycle Describe how to use planning analytical procedures to identify possible material misstatements in acquisition and payment cycle accounts, disclosures, and assertions 11 -2 Copyright © 2016 South-Western/Cengage Learning

LEARNING OBJECTIVES 6. 7. 8. Determine appropriate responses to identified risks of material misstatement for acquisition and payment cycle accounts, disclosures, and assertions Determine appropriate tests of controls and consider the results of tests of controls for acquisition and payment cycle accounts, disclosures, and assertions Determine and apply sufficient appropriate substantive audit procedures for testing acquisition and payment cycle accounts, disclosures, and assertions 11 -3 Copyright © 2016 South-Western/Cengage Learning

THE AUDIT OPINION FORMULATION PROCESS 11 -4 Copyright © 2016 South-Western/Cengage Learning

EXHIBIT 11. 1 - MAJOR ACCOUNTS IN ACQUISITION AND PAYMENT CYCLE 11 -5 Copyright

ACTIVITIES INVOLVED IN ACQUISITION AND PAYMENT CYCLE Requisition for goods or services Purchase of goods and services Cash disbursements Approval of items for payment Receipt of, and accounting for, goods and services 11 -6 Copyright © 2016 South-Western/Cengage Learning

RELEVANT FINANCIAL STATEMENT ASSERTIONS RELEVANT TO INVENTORY Existence or occurrence • Inventory balances exist at balance sheet date Completeness • Inventory balances include all inventory transactions that have taken place during the period Rights and obligations • Organization has title to inventory as of the balance sheet date Valuation or allocation • Recorded balances reflect true underlying economic value of those assets Presentation and disclosure • Inventory is properly classified on the balance sheet and disclosed in the notes to the financial statements 11 -7 Copyright © 2016 South-Western/Cengage Learning

RELEVANT FINANCIAL STATEMENT ASSERTIONS RELEVANT TO ACCOUNTS PAYABLE Existence or occurrence • Accounts payable balances exist at the balance sheet date Completeness • Accounts payable balances include all accounts payable transactions that have taken place during the period Rights and obligations • Organization owes a liability for accounts payable as of balance sheet date Valuation or allocation • Recorded balances reflect true underlying economic value of those liabilities Presentation and disclosure • Accounts payable is properly classified on the balance sheet and disclosed in the notes to the financial statements 11 -8 Copyright © 2016 South-Western/Cengage Learning

LEARNING OBJECTIVE 2 IDENTIFY AND ASSESS INHERENT RISKS OF MATERIAL MISSTATEMENT IN THE ACQUISITION AND PAYMENT CYCLE

IDENTIFYING INHERENT RISKS • Inventory is a complex accounting and auditing area • It is usually material, complex, and subject to manipulation • Large number of inventory-related frauds have been perpetrated • Requires exercise of high levels of professional skepticism by the auditor 11 -10 Copyright © 2016 South-Western/Cengage Learning

LEARNING OBJECTIVE 3 IDENTIFY AND ASSESS FRAUD RISKS OF MATERIAL MISSTATEMENT IN THE ACQUISITION AND PAYMENT CYCLE

IDENTIFYING FRAUD RISK FACTORS Frauds in this cycle involve overstatement of inventory or assets and understatement of expenses • Theft of inventory by the employee • Inventory shrinkage: Reduction in inventory presumed to be due to physical loss or theft • Employee schemes involving fictitious vendors as means to transfer payments to themselves See Exhibit 11. 2 11 -12 Copyright © 2016 South-Western/Cengage Learning

LEARNING OBJECTIVE 4 IDENTIFY AND ASSESS CONTROL RISKS OF MATERIAL MISSTATEMENT IN THE ACQUISITION AND PAYMENT CYCLE

EXHIBIT 11. 3 - OVERVIEW OF COMMON CONTROLS IN THE REQUISITION PROCESS 11 -14

CONTROLS RELATED TO PURCHASE OF GOODS AND SERVICES • Approval of a contract with suppliers • Restricted access to the computer program • Monitoring of inventory and purchase levels by management • To avoid the risk of purchasing agents entering into kickback arrangements with vendors, controls include: • Requiring competitive bids for large purchases • Rotating purchase agents across product lines 11 -15 Copyright © 2016 South-Western/Cengage Learning

CONTROLS RELATED TO PURCHASE OF GOODS AND SERVICES • Companies may consider the following additional controls • Maximum quantity that can be ordered within a given time period • Minimum amount of previous usage during a specified time period • Required review by a purchasing agent for some accounts or for high-dollar levels 11 -16 Copyright © 2016 South-Western/Cengage Learning

RECEIPT OF, AND ACCOUNTING FOR, GOODS AND SERVICES • Receiving department should make sure that: • • Only authorized goods are received Goods meet order specifications Accurate count of the goods received is taken Accountability is established to assure that all receipts are recorded 11 -17 Copyright © 2016 South-Western/Cengage Learning

THREE-WAY MATCH: CONTROL FOR PAYMENT APPROVAL • Type of control (automated or manual) that determines accuracy of vendor’s invoice by matching: • Purchase Order • Receiving Information • Vendor invoice • In case of discrepancies: • Review with purchasing agent • Supporting documentation and authorization are presented to accounts payable department for payment 11 -18 Copyright © 2016 South-Western/Cengage Learning

LEARNING OBJECTIVE 5 DESCRIBE HOW TO USE PLANNING ANALYTICAL PROCEDURES TO IDENTIFY POSSIBLE MATERIAL MISSTATEMENTS IN ACQUISITION AND PAYMENT CYCLE ACCOUNTS, DISCLOSURES, AND ASSERTIONS

EXHIBIT 11. 6 - USING RATIOS IN PLANNING ANALYTICAL PROCEDURES IN THE ACQUISITION AND

FACTORS SUGGESTING A HEIGHTENED RISK OF FRAUD IN ACQUISITION AND PAYMENT CYCLE Unexpected increases in gross margin Inventory that is growing at a rate greater than sales Expenses that are either significantly above or below industry norms Unexpected increases in the number of suppliers Capital assets that seem to be growing faster than the business and for which there are no strategic plans Expense accounts that have significant credit entries Travel and entertainment expense accounts, but no documentation or approval of expenditures 11 -21 Copyright © 2016 South-Western/Cengage Learning

LEARNING OBJECTIVE 6 DETERMINE APPROPRIATE RESPONSES TO IDENTIFIED RISKS OF MATERIAL MISSTATEMENT FOR ACQUISITION AND PAYMENT CYCLE ACCOUNTS, DISCLOSURES, AND ASSERTIONS

RESPONDING TO IDENTIFIED RISKS OF MATERIAL MISSTATEMENT • Developing an audit approach that includes: • Tests of controls, if applicable • Substantive procedures • Tests of details • Substantive analytical procedures, if applicable • Appropriateness and sufficiency of selected procedures vary for each relevant assertion 11 -23 Copyright © 2016 South-Western/Cengage Learning

EXHIBIT 11. 7 - PANEL A: SUFFICIENCY OF EVIDENCE FOR EXISTENCE OF INVENTORY 11

EXHIBIT 11. 7 - PANEL B: APPROACHES TO OBTAINING AUDIT EVIDENCE FOR EXISTENCE OF

LEARNING OBJECTIVE 7 DETERMINE APPROPRIATE TESTS OF CONTROLS AND CONSIDER THE RESULTS OF TESTS OF CONTROLS FOR ACQUISITION AND PAYMENT CYCLE ACCOUNTS, DISCLOSURES, AND ASSERTIONS

SELECTING CONTROLS TO TEST AND TYPICAL TESTS OF CONTROLS • The internal controls to be tested are those that help to assure that all purchases are: • Authorized and all payments are for goods received, • Made at appropriate amount and in correct time period • Paid only once to the authorized vendor • Typical tests of controls • Inquiry of relevant personnel • Observation of the control being performed • Examination of documentation corroborating that the control has been performed • Reperformance of the control by the auditor testing the control 11 -27 Copyright © 2016 South-Western/Cengage Learning

OUTCOMES OF CONSIDERING THE RESULTS OF TESTS OF CONTROLS • When control deficiencies are identified Assess those deficiencies to determine their severity Modify the preliminary control risk assessment Document the implications of the control deficiencies 11 -28 Copyright © 2016 South-Western/Cengage Learning

OUTCOMES OF CONSIDERING THE RESULTS OF TESTS OF CONTROLS • When no control deficiencies are identified Determine whether the preliminary assessment of control risk as low is still appropriate Determine the extent that controls can provide evidence on the correctness of account balances Determine planned substantive audit procedures 11 -29 Copyright © 2016 South-Western/Cengage Learning

LEARNING OBJECTIVE 8 DETERMINE AND APPLY SUFFICIENT APPROPRIATE SUBSTANTIVE AUDIT PROCEDURES FOR TESTING ACQUISITION AND PAYMENT CYCLE ACCOUNTS, DISCLOSURES, AND ASSERTIONS

SUBSTANTIVE TESTS OF INVENTORY AND COST OF GOODS SOLD • Requires assurance that inventory: • Exists • Is actually owned by the company • Is valued accurately • Should be performed for all relevant assertions related to: • Significant acquisition and payment cycle accounts and disclosures • Includes substantive analytics (e. g. , reasonableness test) and tests of details 11 -31 Copyright © 2016 South-Western/Cengage Learning

INVENTORY AND COST OF GOODS SOLD: EXISTENCE/OCCURRENCE ASSERTION • Review client’s proposed physical inventory procedures • Is a complete and accurate physical inventory likely? • Observe client’s count of annual physical inventory • Make selected test counts that can later be traced into the client’s inventory compilation • Sample should emphasize high-dollar-value items • Trace test counts to the inventory compilation and test the clients computation of extended cost • Look for evidence of slow-moving, obsolete, or damaged inventory 11 -32 Copyright © 2016 South-Western/Cengage Learning

AUDITING IN PRACTICE: USING GAS • Use GAS to gather following types of evidence: Mathematical accuracy of inventory records Reports of recent shipments used for cutoff testing Items to count during physical inventory observation Evaluations of gross margin amounts by product line Analyses of inventory whose cost exceeds market value • Comparison of inventory quantities to budgetary plans • List of inventory items with unusual prices, units, or descriptions • • • 11 -33 Copyright © 2016 South-Western/Cengage Learning

INVENTORY AND COST OF GOODS SOLD: COMPLETENESS ASSERTION • Year-end cutoff tests • Note last shipping and receiving document numbers used before physical inventory is taken • Review the purchase and sales journals shortly before and after year end • Note shipping and receiving document numbers to determine whether goods are recorded in the proper period • Make inquiries regarding goods on consignment or located in outside warehouses • If material, either visit locations or send confirmation to 11 -34 the outside warehouse management Copyright © 2016 South-Western/Cengage Learning

ALLOWANCE FOR RETURNS • Determine client policy for accounting for returned items • Review receipt of transactions for a selected period of time to determine whether significant returns are received and appropriately accounted for 11 -35 Copyright © 2016 South-Western/Cengage Learning

INVENTORY AND COST OF GOODS SOLD: RIGHTS AND OBLIGATIONS ASSERTION • Review vendor invoices when testing disbursements to determine that proper title is conveyed • Review purchase contracts to assess rights to return merchandise 11 -36 Copyright © 2016 South-Western/Cengage Learning

INVENTORY AND COST OF GOODS SOLD: VALUATION/ALLOCATION • Determine whether the valuation method is appropriate for the client • Inquire of production and warehouse personnel about the existence of obsolete inventory • Note potentially obsolete inventory while observing physical inventory counts • Trace the potentially obsolete items to client’s inventory compilation • Determine whether they are properly labeled as obsolete items 11 -37 Copyright © 2016 South-Western/Cengage Learning

INVENTORY AND COST OF GOODS SOLD: VALUATION/ALLOCATION • Test inventory cost by taking a sample of recorded inventory, and trace to source documents • Raw material purchases to vendor invoices • Test standard costing system • Test for possibility of obsolete inventory that should be written down to market value: • Reviewing trade journals for changes in product technology 11 -38 Copyright © 2016 South-Western/Cengage Learning

INVENTORY AND COST OF GOODS SOLD: VALUATION/ALLOCATION • Use GAS to: • age the inventory items and compute inventory turnover • foot the inventory compilation • test extensions and prepare a printout of differences • Inquire of the client about sales adjustments that have been offered to sell any products • Verify sales price by reviewing recent sales activity • Analyze sales by product line • Review purchase commitments for potential loss exposures Copyright © 2016 South-Western/Cengage Learning 11 -39

TESTING COSTING SYSTEM Standard Costing System • Auditor should inquire about : • Method for developing standard costs • How recently the standards have been updated • Method for identifying components of overhead and of allocating overhead to products • Methods for identifying variances, following up on their causes, and allocating them to inventory and cost of goods sold Perpetual Inventory System • Auditor needs to determine that: • Authorized receipts and sales of inventory are recorded accurately and promptly • Only authorized receipts and sales of inventory have been recorded 2 -40 Copyright © 2016 South-Western/Cengage Learning

INVENTORY AND COST OF GOODS SOLD: PRESENTATION AND DISCLOSURE ASSERTION • Review client’s financial statement disclosures of: Inventory valuation methods used FIFO cost figures and LIFO liquidation effects Percentage of inventory valued by different methods Classification of inventory as raw material, work in process, and finished goods • Existence of contingent losses associated with longterm contracts or purchase commitments • Inventory policy regarding returns and allowances • • 11 -41 Copyright © 2016 South-Western/Cengage Learning

FRAUD-RELATED SUBSTANTIVE PROCEDURES FOR INVENTORY AND COST OF GOODS SOLD • Observe all inventory locations simultaneously • Confirm inventories at locations that are outside the entity • Compare carrying inventory amounts to recent sales amounts • Examine consignment agreements and determine that consignments are properly accounted for • Send confirmations to vendors confirming invoices and unusual terms • Determine if there are bulk sales at steep discounts 11 -42 Copyright © 2016 South-Western/Cengage Learning

SUBSTANTIVE TESTS OF ACCOUNTS PAYABLE AND RELATED EXPENSE ACCOUNTS • If there is little risk of an understatement of accounts payable, testing might be limited to substantive analytical procedures • When evaluating evidence regarding expense accounts, auditor should consider that management is more likely to: • Understate rather than overstate expenses • Classify expense items as assets rather than vice versa • Most relevant assertion related to expenses in acquisition and payment cycle is completeness assertion 11 -43 Copyright © 2016 South-Western/Cengage Learning

EXHIBIT 11. 12 - ASSERTIONS AND AUDIT PROCEDURES FOR ACCOUNTS PAYABLE 11 -44 Copyright

ACCOUNTS PAYABLE AND RELATED EXPENSE ACCOUNTS: SUBSTANTIVE ANALYTICAL PROCEDURES Expense account not within expected range Analytical model built using either audited data or independently generated data Expense account falls within expected range Auditor develops hypotheses as to why it may differ Systematically investigates the situation through tests of details Auditor can comfortably conclude that expenses are not materially misstated 11 -45 Copyright © 2016 South-Western/Cengage Learning

REVIEW OF UNUSUAL ENTRIES TO EXPENSE ACCOUNTS • A vast majority of transactions to expense accounts should be debits • Exceptions to this rule are accounts that represent estimates or accounts that are based on a relationship with specific asset or liability accounts such as fixed assets (depreciation) or bonds (interest expense) 11 -46 Copyright © 2016 South-Western/Cengage Learning

FRAUD-RELATED SUBSTANTIVE PROCEDURES FOR ACCOUNTS PAYABLE AND RELATED EXPENSES • Send blank confirmations to vendors to furnish information on outstanding invoices, payment terms, payment histories • Scan journals for unusual or large year-end transactions and adjustments • Review client’s vendor files for unusual items • Obtain and examine documentation for payments of invoices for amounts just under the limit that typically requires some level of approval 11 -47 Copyright © 2016 South-Western/Cengage Learning

DOCUMENTING SUBSTANTIVE PROCEDURES • Evidence: • Other items • About physical inventory observations • About product costing • Pertaining to net realizable valuable calculations • From inventory specialists • From evaluating subsequent disbursements for accounts payable • Of conducting a review of unusual entries • Substantive analytical procedures conducted, conclusions reached, and related actions taken • Vendor statements • Confirmations with vendors • Summaries of evidence obtained and conclusions reached about material amounts of inventory on 2 -48 consignment Copyright © 2016 South-Western/Cengage Learning