Stake Audit automatic OTHER audit exception
Posted: Fri Aug 23, 2019 9:04 am
A unit in our stake used the MLS transfer system to transfer funds from their Authorized Member-Financed Activities:OTHER: Girls Camp account to the stake's Authorized Member-Financed Activities:OTHER account late in the day on the last day of the audit period. Thus at midnight on the last day of the audit period there were funds in the Stake Member-Financed Activities:OTHER account.
The units can only transfer funds into that top level OTHER account. The next time we start the Stake MLS computer we use the MLS Transfers system to transfer those funds to the appropriate subcategory.
The 1st Half 2019 LUFAS audit system automatically looks for a balance in the Authorized Member-Financed Activities:OTHER account at end of day June 30th. If there is a balance, the church audit software automatically issues an audit exception. It did so in our instance.
Now the Stake President is left trying to figure out what to write in the three exception text boxes, basically how are we going to correct it and prevent it from happening again.
This same thing transfer issue has happened to our stake audit before on other occasions. In those instances human auditors saw funds in the top level OTHER account, we were able to show those funds were transferred late in the day on the last day of the audit period, we showed the auditor we knew what sub category they were for, and that within a few days of that transfer we transferred them into the correct subcategory. In those instances human auditors did not issue an audit exception.
In this instance the computer just says there is an exception, deal with it.
If we tried to honestly respond to the audit text box questions for this exception it gets bizarre. As of June 30th it took two member authentication to transfer funds between OTHER categories in our stake. Do we really want two people going to the stake center at midnight on the last day of the audit period with a combined travel time of about 3 hours to transfer any late incoming transfers to the proper sub account? Currently we cannot see those transfers on ChurchofJesusChrist.org for several hours after they occur. We can't even tell if there are any without going to the stake center.
Late in the day transfers from the units will continue to happen in our stake because our clerks are trying to square up their systems before the end of the audit period, plus OTHER funds are being transferred to the Stake at midyear time frame to cover major youth events such as Girls Camp and Youth Conference.
Seems like the audit department needs to rethink the criteria used to automatically issue audit exceptions for instances such as this one?
I would note although we can now enter transfers via LCR we do not see those transfers instantly. It can take a few hours out here. They are visible instantly on MLS. So we could be looking at LCR late in the night and not see any funds but they could be showing up on MLS. We may still be required to two man authenticate LCR transfers in the middle of the night.
The units can only transfer funds into that top level OTHER account. The next time we start the Stake MLS computer we use the MLS Transfers system to transfer those funds to the appropriate subcategory.
The 1st Half 2019 LUFAS audit system automatically looks for a balance in the Authorized Member-Financed Activities:OTHER account at end of day June 30th. If there is a balance, the church audit software automatically issues an audit exception. It did so in our instance.
Now the Stake President is left trying to figure out what to write in the three exception text boxes, basically how are we going to correct it and prevent it from happening again.
This same thing transfer issue has happened to our stake audit before on other occasions. In those instances human auditors saw funds in the top level OTHER account, we were able to show those funds were transferred late in the day on the last day of the audit period, we showed the auditor we knew what sub category they were for, and that within a few days of that transfer we transferred them into the correct subcategory. In those instances human auditors did not issue an audit exception.
In this instance the computer just says there is an exception, deal with it.
If we tried to honestly respond to the audit text box questions for this exception it gets bizarre. As of June 30th it took two member authentication to transfer funds between OTHER categories in our stake. Do we really want two people going to the stake center at midnight on the last day of the audit period with a combined travel time of about 3 hours to transfer any late incoming transfers to the proper sub account? Currently we cannot see those transfers on ChurchofJesusChrist.org for several hours after they occur. We can't even tell if there are any without going to the stake center.
Late in the day transfers from the units will continue to happen in our stake because our clerks are trying to square up their systems before the end of the audit period, plus OTHER funds are being transferred to the Stake at midyear time frame to cover major youth events such as Girls Camp and Youth Conference.
Seems like the audit department needs to rethink the criteria used to automatically issue audit exceptions for instances such as this one?
I would note although we can now enter transfers via LCR we do not see those transfers instantly. It can take a few hours out here. They are visible instantly on MLS. So we could be looking at LCR late in the night and not see any funds but they could be showing up on MLS. We may still be required to two man authenticate LCR transfers in the middle of the night.