In the accounting profession, the audit process is rapidly evolving, and traditional approaches are giving way to electronic solutions. One area of the audit process that is experiencing significant change is the audit confirmation process, and more firms are turning to electronic audit confirmation to improve it.
This article explores the confirmation process, the benefits of electronic confirmations, potential risks, and relevant guidance from the Public Company Accounting Oversight Board (PCAOB). CPAs and audit professionals will gain practical insights to implement best practices in their audit engagements.
What is the confirmation process?
The confirmation process is an essential step in the audit, conducted to ensure the accuracy of the information the client provides to the auditor. During the confirmation process, the auditor requests information directly from third parties, including the client’s bank, customers, or vendors. The process is conducted to ensure the accuracy of the client’s information and includes verifying the existence, completeness, and accuracy of the client’s balances.
Traditionally, auditors conducted confirmations via email, postal service, or fax and waited for responses, which could take days or weeks. These delays can affect the audit. The electronic audit confirmation process replaces this traditional method.
How the electronic audit confirmation process works
The electronic audit confirmation process is streamlined and secure. The audit confirmation process begins when the auditor sends a confirmation request through a specific platform. The third party receives the confirmation request, with the client’s consent, through a secure portal or email. The third party verifies the requested information through a dedicated online portal. The response received is automatically recorded, dated, and saved.
The steps involved in the audit confirmation process are:
- Preparation – The CPA prepares the confirmation request and supporting information for the third party to verify, with the client’s consent.
- Request initiation – The third party receives a confirmation request via electronic means.
- Confirmation – The third party verifies the information and sends a response back via an online portal to the CPA.
- Documentation – The response received is archived (evidence).
Benefits of the electronic audit confirmation process
Using the electronic audit confirmation process has many benefits:
- Efficiency and speed – The confirmation process is significantly faster through electronic confirmation. Auditors send the confirmation request electronically, and third parties respond within the given timeline, helping them meet deadlines.
- Accuracy and reliability – The audit confirmation process is more accurate, minimizing errors. The response received is in a standardized format, providing reliable information.
- Enhanced security – The audit confirmation process is secure, reducing the risk of unauthorized access to financial information.
- Audit trail and documentation – The audit confirmation process electronically records all confirmations, creating a clear audit trail that meets regulatory requirements.
- Global reach – The process extends to third parties worldwide, a significant advantage for multinational corporations that reduces the risk of delays due to international mail and time zone differences.
- Improved response rates – Third parties find it more convenient to respond to electronic confirmations, resulting in higher response rates and, in turn, more comprehensive audit evidence.
- Cost reduction – Reducing traditional processes with less manual work and administrative costs, thereby reducing the overall audit process cost without compromising quality.
Risks and challenges in the electronic audit confirmation process
Even though the electronic process is more efficient, it is not without its challenges and risks, including:
- Cybersecurity threats – Electronic systems are more prone to hacking, phishing, and unauthorized access. The electronic process must have stringent cybersecurity measures in place.
- Authentication of third parties – The electronic process relies on the third party to respond electronically; therefore, it is essential to authenticate the third party to ensure the response is accurate and not fraudulent.
- Technical challenges – The electronic process may be affected by technical hitches, such as system downtime, connectivity issues, and software problems, which can delay the process.
- Regulatory compliance – Electronic confirmation processes must comply with PCAOB AS 2310, AU-C 505, and ISA 505; failure to do so may result in inspection findings or audit deficiencies.
- Resistance to change – Third parties may resist the electronic process and prefer the traditional method; therefore, it is essential to educate clients about its benefits.
Best practices for implementing electronic audit confirmations
CPAs can adopt several best practices to use electronic audit confirmations more effectively:
- Selection of a reliable platform – CPAs should select a platform that offers the highest level of security, a user-friendly interface, and the ability to track confirmation status.
- Training of audit staff – CPAs need to train their audit staff to use the electronic confirmation system.
- Verification of third parties – CPAs must use a system to verify respondents’ identities.
- Monitoring of responses – CPAs should monitor responses in real time for swift follow-ups.
- Maintain clear documentation – Auditors must document all confirmations, communications, and follow-ups to support the audit evidence.
- Assess risks – Risks may include cybersecurity breaches, technology failures, and third-party non-compliance.
- Continuous improvement – Auditors should continually improve the confirmation process by seeking feedback from audit teams, clients, and third parties.
Real-world examples
The electronic audit confirmation process has gained significant traction among CPA firms and other large-scale auditing firms. Banks, multinational corporations, and publicly traded companies have begun using these systems to speed up their audits. Some of the confirmation types that can be verified using electronic systems include:
- Bank balances
- Loans obtained from banks
- Accounts receivable from major clients
- Accounts payable to major vendors
- Investment holdings
- Legal confirmations
The role of CPAs in electronic confirmations
The role of CPAs is of prime importance in electronic audit confirmation. The responsibilities of a CPA include planning and executing confirmation procedures. Additionally, it includes assessing the reliability of client responses and resolving discrepancies or non-responses. Finally, it includes maintaining proper documentation.
Future trends in electronic audit confirmations
Technological advancements will continue to drive the evolution and improvement of the electronic audit confirmation process. Some of the trends that will shape the future of electronic audit confirmations include:
- Integration of the electronic audit confirmation process with audit management software for improved workflow and integration with audit work papers and accounting systems.
- The use of blockchain technology for real-time electronic confirmations and digital ledgers creates tamper-proof audit evidence.
- The use of Artificial Intelligence (AI) to analyze electronic data collected around confirmations, such as bank transactional data.
- Standardization of the electronic audit confirmation process globally for the development of a consistent approach to the use of electronic confirmations in the auditing process.
Conclusion
The electronic audit confirmation process is a significant improvement over the traditional manual- and often paper-based approach. It provides a fast, more accurate, and efficient process that is also more secure, with the added advantage of operating on a global scale.
The electronic audit confirmation process enables the CPA to obtain reliable and sufficient audit evidence. However, the CPA must be mindful of the risks associated with the electronic audit confirmation process and be able to identify and mitigate them.
The electronic confirmation process provides sufficient and appropriate audit evidence for the CPA. For CPA firms seeking a robust, reliable, efficient, and practical electronic confirmation solution, AuditConfirm provides a comprehensive solution for the electronic audit confirmation process. It provides a smooth, efficient process that ensures compliance with audit standards.
The electronic confirmation process is a significant improvement over the traditional paper-based approach. It is a technological upgrade that significantly improves the accuracy, security, and efficiency of the audit process. It is a strategic move that ensures the audit process is more accurate, transparent, and efficient.
FAQs
The confirmation process is an audit procedure where auditors obtain independent verification of account balances or transactions from third parties. This process provides reliable evidence to support, e.g., financial statements and ensures accuracy, completeness, and existence of reported information.
In the electronic audit confirmation process, auditors send confirmation requests digitally through secure platforms. Third parties respond electronically, and all responses are automatically recorded and stored. This method reduces delays, minimizes errors, and enhances overall audit efficiency.
The audit confirmation process is crucial because it provides independent verification of, e.g., financial information. It helps auditors detect discrepancies, prevent fraud, and meet regulatory requirements such as PCAOB standards. Reliable confirmations strengthen audit quality and credibility.
The electronic audit confirmation process offers faster responses, enhanced security, improved accuracy, and a complete audit trail. It also reduces administrative costs and allows CPAs to reach third parties globally, ensuring more timely and reliable audit evidence.
CPAs can ensure security and reliability by using trusted platforms, verifying third-party identities, monitoring responses in real-time, and documenting all confirmations. Adhering to PCAOB AS 2310, AU-C 505, and ISA 505 ensures that electronic audit confirmations provide sufficient and appropriate audit evidence.