Before an audit starts, gathering the documents in a structured space makes it possible to share the context of the project quickly. The aim is to make transactions understandable and documents easy to reach.
Clarify the framework of the engagement
Financing agreements, the budget, amendments and scoping documents explain what was decided. They help to specify the period examined, the responsibilities and what is expected of the report.
Organise the document chain
A transaction may involve several documents: decision, order, supporting document, payment and accounting entry. A common reference across these documents makes it easier to follow the path of the expense.
Document responsibilities
Procedures, delegations and approvals show who prepares, checks and approves transactions. Where practices have changed, the changes must be explainable.
Appoint a point of contact
A named point of contact makes document requests and coordination easier. A shared tracker of the documents expected distinguishes what has been sent, what is missing and what needs clarifying.
Points of organisation. The list of documents expected depends on the engagement letter, the project and the requirements of the donor concerned.