Chapter 10 – Circularisation audit

This module allows the user to prepare and print third party confirmation statements for specified accounts or accounts selected in the Balances or Dormancy modules.

0. Introduction

0.1 Description of Circularisation function

0.2. Suggested sequence and frequency of using this module

1. Select source of circulatisation

2. Enter user selected members

3. Printer Parameters

4. Statement Parameters

5. Print Statements

6. Enter Replies

7. Print Circulaisation Report

8. Clear Selected Source File

0. INTRODUCTION

0.1 Description of Circularisation function

This function allows you print letters to members regarding their account(s). You may select a list of members based on their Dormancy status, confirmation of Balances, or specific members you nominate. You can create a letter of your choice, and will be kept separate for each selection as noted above. This means you can conduct a positive or negative circularisation very easily, simply by wording the message appropriately.

With the data from the replies, CAPS will produce a comprehensive circularisation report. Also, if the response is insufficient, CAPS will allow you to print out a second request, for the members who did not reply.

0.2 Suggested sequence and frequency of using this module

The Incompatible Duties audit should be run at the beginning of each visit to the client to highlight transactions for further scrutiny. Internal auditors may want to run it once a month to follow up exceptions on a regular basis.

The sequence is as follows:

Step Description
1 Select the source of the Circularisation using menu option 1. You may choose Dormancy, Balances or Specially Selected Members.
2 If you wish to select special members you may input them using menu option 2.
3 Specify the printer parameters using menu option 3. Once this is set up, you don't need to change them unless you change printer.
4 Enter the statement parameters using menu option 4. This step allows you specify what message and information goes onto the statement.
5 Print the statements using menu option 5.
6 As replies come in log them using menu option 6.
7 When sufficient statements are returned use step 7 to print the Circularisation report.
7a You may then send a second or subsequent request to those who did not reply. When sufficient second requests are returned use step 7 to print the Circularisation report.
8 When finished clear the statements file with option 8.

1. SELECT SOURCE OF CIRCULARISATION

This menu option allows you to choose which audit will be the source of the Circularisation. CAPS will prompt you with the following screen :

Enter the number of the source you wish to produce statements for. CAPS will automatically return you to the Circularisation menu. You will notice CAPS displays your choice on the main Circularisation menu. You will then have a separate Statement Parameters screen for each source. This is to give you the flexibility to enter different parameters for each source.

2. ENTER USER SELECTED MEMBERS

If you have chosen User Selected Members as your source of Circularisation CAPS will allow you to enter accounts here. However if you have chosen another source CAPS will display an error message.

Member Number
Enter here the member number of the member to be selected . For example 66825.

Member Name
CAPS displays here the member name of the member to be selected. This is not an input field.

1. Accounts Selected (window)
List here the members accounts to be circularised. If CAPS cannot locate the account input it will display a message. If you wish to circularise all accounts, leave this field blank.

3. PRINTER PARAMETERS

This menu option allows you to specify the parameters used to produce the statement printout.

<1> Page Length
Enter the printer page length (in lines).

<2> Page Width
Enter the printer page width (in columns).

<3> Page Break Control Codes (window)
Enter any control codes in ASCII numbers for advancing to a new page. Normally you should leave this field blank unless you are using a special printer. This special control code is also required if the page length is not 11 inches. Most printers default paper length to 11 inches, if A4 paper is used. Talk to your computer operator for more information about using printer control codes.

<4> Control Lines
Enter the number of lines that the page break control codes take up. Normally this will be zero.

<5> Top Margin
Enter the top margin measured in lines (include lines for the control code).

<6> Bottom Margin
Enter the number of lines for the bottom margin.

4. STATEMENT PARAMETERS

This step allows you to enter the parameters for the content of the letters (statements). You may have a separate Statement Parameters screen for each source of your Members list. This gives you the flexibility to enter different letters (statements) for each Member list.

The 'Statement Print' function will list the Member's account transactions (if requested) in effective date order as opposed to processing date order. This is so if the client recalculates interest, they use the correct dates.

The parameter screen is as follows:

<1> Statement Date
Enter the date you would like to appear on the statements as the 'statement date'.

<2> First Tran Date
Enter the date of the first transaction to include in the statement. This is the opening balance date.

<3> Last Tran Date
Enter the date of the last transaction to include in the statement. This is the closing balance date.

<4> Stationery
Type [L] for letter head stationery or [P] for plain computer paper. If you choose [L], CAPS will not print the Financial Institution name and address on the statement. Plain computer paper has 66 lines.

<5> Signature Line
Do you wish to provide space for the member's signature on the statements? Enter [Y] for Yes or [N] for No.

<6> Suppress Header
Enter [Y] to prevent the report identification header and footer pages from being printed. This may prevent some printers from getting out of alignment.

<7> All Accounts
Enter [Y] if you wish to print statements for all accounts belonging to a selected member even if only some of his accounts are selected on the source list. For instance if the account 12345S1 is selected, do you want to print out statements for this member's other accounts 12345S2 and 12345L1 as well?

<8> Loans
You can suppress statements for lLan accounts by entering [N] here. If you wish to have Loan accounts printed on your statements enter [Y].
If you enter [N] then no loan accounts will be printed on your statements.

<9> Savings
You can suppress statements for Savings accounts by entering [N] here. If you wish to have Savings accounts printed on your statements enter [Y].

<10> Investments
You can suppress statements for Investment accounts by entering [N] here. If you wish to have Investment accounts printed on your statements enter [Y].

<11> Second request
Enter [N] if this is your first statement run for this audit. Enter [Y] if this is a second or subsequent statement request. If [Y] is entered, CAPS will print statements for members who have not yet been registered in the reply screen. If you have not entered any members into the reply screen then CAPS will print all statements as per previous parameters.

<12> Last member printed
This field tells you the last member statement printed. This allows you to print only a remaining portion of the statements if something goes wrong whilst printing. For example if you started printing your statements and the printer jammed or went out of alignment part way through the statement run you could enter the last member number that was successfully printed. When you choose Print Statements again, CAPS would start printing the statements from the member following in your statement list.

IMPORTANT: If you print a small sample of accounts to test the printer alignment and then want to print the whole statement list from the start, or you have generated a new list of Members (via Dormancy Module, Balances Module, or by entering specific Member numbers), you must reset this field to null by typing a '\' (backslash). This will force CAPS to start from the first Member in the selected source.

This field must be cleared in order to perform a second request.

It is recommended that you run Print Statements (Menu option 5) in test mode first to ensure correct layout and then start from the beginning again by clearing this Last Member Printed field with a backslash.

<13> Show Balance Only
Enter [Y] to prevent transactions from being displayed on the statement.

<14> Messages (window)
Enter the message you wish to appear on the statement. You can enter as many lines as you like. Unfortunately there is no word wrap on the editor. The edit keys are as outlined in the introduction section 5.2 of this manual. Maximum line length is 50 characters.

5. PRINT STATEMENTS

- if you are in Test Mode, CAPS prompts:

You are in Test Mode, do you want to start 'Print Statements' now (Y/N)
Enter [Y] if you want to print a sample of statements.

Enter [N] if you don't want to print a sample of statements.

- if you answer [Y], CAPS prompts:

Statements to print

Enter the number of statements you want to print. Enter [0] (zero) if you don't want to print any more.

- if you answer [N], or if you are not in Test Mode, CAPS asks:

Program 'Print Statements' requires running overnight.

Confirm (Y/N)
Enter [Y] to add it to the Night Audit queue.

Enter [N] to cancel the request, and return to the Circularisation Menu.

Result

CAPS prints out the requested statements. Please refer to the example at the end of the chapter.

6. ENTER REPLIES

CAPS allows you to enter members who have replied to your confirmation statements:

Member Number
Enter the member number of the returned statement.

Member Name
CAPS will display the member name so that you can confirm it.

1. Confirmation Details (window)

Account
CAPS will enter the account type for which statements have been printed.

Book Balance
CAPS will display the book balance.

Confirm
Enter [C] here to confirm or [N] if the balances were not confirmed.

Audit Balance
Enter the audited balance if the statement is not confirmed.

Comment
Enter any comment.

Result

CAPS will update the file for use by the Circularisation Report.

7. PRINT CIRCULARISATION REPORT

CAPS allows you to print the results of the Circularisation, incorporating the replies from members.

Print Password
Enter your print password. No user can print a report unless they have their print password.

YOU MUST COLLECT THE PRINT OUT IMMEDIATELY !

DO NOT LEAVE AT THE PRINTER !

Result

CAPS will print out the Circularisation report. Please refer to the example at the end of the chapter.

8. CLEAR SELECTED SOURCE FILE

CAPS allows the user to clear out a source file for re-use. The Source File holds the record keys of the members that will be used to produce the Statements.

CAPS will prompt:

Do you want to clear selected source for "<source name>"?
This is just a warning and a check to make sure you really want to clear this data file. If you answer [Y], CAPS immediately clears the Source File. If you answer [N] CAPS returns you to the Circularisation menu without doing anything.

Result

The Circularisation Source File is cleared.