KOSA Annual Audit & Reconciliation Checklist

As the Keeper of the Seals and Archives (KOSA), maintaining an accurate and immutable record of the Consistory’s financial health is your primary responsibility. This guide provides a structured checklist for conducting a digital annual audit using the newly enhanced dues recording system.

KOSA Annual Audit & Reconciliation Checklist

1. Pre-Audit Preparation

• Verify Initial Balances: Confirm that the Initial Balance / Arrears figure at the top of the ledger matches the "Ending Balance" from the previous fiscal year's physical or digital archive.

• Rank Validation: Ensure the member's rank (SP, GIG, SGIG) is correctly displayed, as this determines whether the USC-DC recording section is active.

2. Dues Verification (Monthly Ledger)

• Payment Reconciliation: Cross-reference each entry in the Paid column with your physical bank deposit slips or digital merchant statements.

• Receipt Continuity: Verify that the Receipt # sequence for the member is continuous and corresponds to the Consistory’s official receipt book. We are investigating the development of incorporating a new “receipts database table to enable the automatic population of the next available receipt number.  This will add to the the Warrant Workflow System's function of “printing the receipt book based on a starting/ending date for the Audit Committee. 

• Running Balance Check: Validate that the Running Balance decreases correctly after each recorded payment.

3. USC-DC Special Reporting (If Applicable for the current reporting period)

• Status Confirmation: If the General/Executive member’s USC-DC dues are being recorded in the current reporting period, ensure the USC-DC checkbox is selected.

• Credit Accuracy: Verify that the General ($50) or Executive ($75) amounts are recorded correctly and that any automated Dues Credit is properly applied to the member's account.

4. Finalization & Archiving

• Audit Notes: Use the Communication History section to leave a timestamped note confirming the audit was completed (e.g., "2026 Annual Audit completed by KOSA - Records reconciled with bank statement").

• Generate PDF Archive: Click the PDF button to generate a final snapshot of the year's records.

• Permanent Save: Click Update Dues to commit all audited data to the master database.