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Send New Notification

Overview

The Send New Notification form is used by the admin to invite a company to participate in an audit. Once submitted, the selected company's users will receive an audit invitation notification.

Navigate to: Audit > Audit Planning > Audit Notification > New Notification

Send New Notification Form

Form Fields

Basic Information

Field Type Required Description
Entity Dropdown ✅ Select the company/entity to be audited. Pre-filled if accessed from the Company List. Comes from Entity → Company Information
Auditor Dropdown ✅ Select the auditor responsible for this audit. Comes from User Management → User Information, whose role is Auditor Role
Period Date Range ✅ Set the audit period — Start Date and End Date
Audit Type Radio ✅ Select one: Clearance, Regular, or Other
Circulation Dropdown ✅ Select the auditor responsible for this audit. Comes from User Management → User Information, whose role is not Auditor Role
Expectation Comments Text ❌ Optional comments describing expectations for this audit

Audit Area

Select the area(s) this audit will cover:

Option Description
Financial Audit (Revenue, Expenses, Assets, Liabilities) Covers financial statements and accounts
Compliance (Policy & Regulatory) Covers policy adherence and regulatory compliance

!!! info "Multiple selections allowed" Both audit areas can be selected simultaneously if the audit covers both financial and compliance aspects.

Internal Controls Assessment Questionnaire

A checklist of internal control questions that the auditor will assess during the audit. Use the Check all toggle (top-right of the section) to select all questions at once, or check them individually.

The questions are organized across three columns and cover the following areas:

=== "Financial Statements & Reporting" - Do the financial statements include a Statement of Position or Balance sheet? - Do the financial statements include a Statement of Activities or Income Statement? - Do the financial statements include a Statement of Cash flows? - Does the unit prepare annual reports? - Does the unit prepare semi-annual reports? - Does the unit keep minutes for all meetings?

=== "Tithes, Pledges & Offerings" - Are tithes cards maintained for all members? - Do the tithes cards have details of other offerings such as internal missions, building, conventions, and activities? - Are pledges made by members recorded in the books of accounts? - Are there official acknowledge of pledges when redeemed? - Are tithes returns submitted on due dates? - Are membership tithes credited to them during joint services and conventions? - Are tithes statements distributed to members periodically?

=== "Banking & Financial Controls" - Does the treasurer keep a separate book to record the monies meant for banking independent of the financial secretary? - Does the unit have only one signatory for any of the bank accounts? - Is the financial secretary a signatory of the any bank accounts? - Are bank reconciliations statements reviewed by a higher financial officer above the level of the unit? - Did the unit seek approval before opening all bank accounts? - Did the unit seek approval before closing any bank accounts? - Does the treasurer take cash takings home after church for banking purposes? - Is the petty cash limit in line with the National Financial Policy guidelines?

=== "Assets & Expenditure" - Does the unit keep an asset register? - Did the unit seek approval prior to the acquisition of assets? - Did the unit seek approval prior to the disposal of assets? - Are managerial actions taken regarding budget variances? - Does the unit keep a liability register? - Does the unit have cash safe for the custody of assets such as money and documentation of property? - Are physical safeguards in place such as alarms, cameras, and security personnel? - Does the unit use the COP-EMS? - Does the unit avoid the use of counter checks and ATMS? - Are all expenses approved before payment? - Do other officers approve the vouchers of head of units? - Does the unit have insurance to cover all assets of the church? - Have all assets of the unit been labeled as the property of the church?

=== "Governance & Compliance" - Are handing over notes prepared when there is a change in leadership? - Is there a proper period cut-off for revenues and expenditure? - Does the presbytery meet as prescribed? - Does the unit have a system of filing in place for safeguarding the church's documentation? - Are internal audit admonitions implemented? - Are checks pre-signed? - Is the membership register in COP-CHMS up to date? - Does the unit use COP-CHMS?

!!! tip "Check All" Click the Check all button at the top-right of the questionnaire section to select all questions at once. Click again to deselect all.

Step-by-Step: How to Send an Audit Notification

  1. Go to Audit → Audit Planning → Send New Notification (or click Invite For Audit from the Company List page)
  2. Select the Entity (company) to be audited
  3. Select the Auditor responsible for the audit
  4. Set the Period — pick a Start Date and End Date
  5. Select the Audit Type: Clearance, Regular, or Other
  6. Select the Circulation scope
  7. Optionally add Expectation Comments
  8. Under Audit Area, check the relevant area(s):
    • Financial Audit and/or Compliance
  9. Under Internal Controls Assessment Questionnaire, select the applicable questions
    • Use Check all to select all questions at once
  10. Click Submit to send the notification

!!! success "Expected Result" The selected company's users receive an audit invitation notification. The audit entry appears in Audit → Audit Planning with the configured details.

!!! tip "Buttons" - Back — Returns to the previous page without saving - Reset — Clears all fields and unchecks all selections - Submit — Sends the notification and creates the audit record