Guide to the Auditor's Report Online portal

To start a new audit:

• use the +Invite new client button, or
• use the +Invite prior year client button to start a new audit for a trust account that you audited last year (this will save you time as you won't need to re-enter the client information).

Important - if you need to update the details for a client from the previous year, do this before requesting authorisation.

To launch and complete an existing audit:

• find the audit in the list using the search bar on the top right-hand side
• apply filters or sort the list of audits by selecting on any column heading
• select the Status column to filter to narrow the list of audits
• select the Refresh dashboard button to see updated information
• select the Show all clients button to display the full list of audits again (if you have applied any filtering)
• use the more action button to open the audit and display the options available
• use the page numbers at the bottom of the screen to navigate through your list of audits
• use the Back and Next links to scroll through your list of audits.

Choose the more actions button displayed on the right side column of the audit. The actions available to you will depend on the status of the audit.

Actions available for each status

Pending

• Resend the request to your client. If the licensee’s name or email address were incorrect, you can change them before re-sending the request.
• Delete the request.

Rejected

• Resend the request to your client. Only resend the request if your client accidentally rejected the request, or if they rejected it because their name or email address was incorrect.
• Delete the request so that you can start a new audit. You should start a new audit if details other than the licensee’s name and email were incorrect. Choose +Invite new client and start again.

Revoked

• Delete the request. The rules for revoking an audit are based on the ABN or ACN and bank account. An audit will be automatically revoked if another audit is authorised by the licensee for the same trust account.

Abandon

• Select a reason from the list displayed – Duress, Request withdrawn, or Other – and then choose the Abandon audit button.

Important: You should notify NSW Fair Trading if you are abandoning an audit because of duress.

In progress

• Complete audit.
• Abandon audit.
• Request extension.

Submitted

• View and download a copy of the Auditor’s Report.

Read the privacy collection notice for the Auditor's Report Online portal - auditor's dashboard.

To start an audit, choose one of the following buttons on the top left section of the dashboard:

• +Invite new client
• +Invite prior year client
• +Submit prior year audit

Note: You can change certain details for a client in the portal BEFORE you start an audit.

If the particular field you need to change is greyed out you must re-invite the client as new and start again. Any changes must be made before you request authorisation.

1. Enter the required information about your client and the trust account/s that you are auditing for them.
2. You can use the +Invite prior year client button if auditing same trust account You can use the +Invite prior year client button each year to save re-entering client and trust account details for current year audit submission.
3. Check that you have entered the correct details. If you are working with a previous client, make sure their details are still up-to-date. You will not be able to make any changes after the request is sent to the licensee.
4. Download the client information form to send to your clients if you need to collect the required information before you conduct the audit.
5. Get permission from your client to submit an audit on their behalf via the Request Authorisation button at the bottom of the screen.

Reminder emails

Auditors will receive a reminder email if your client has not responded to your invitation within 3 days.

Your client will receive an email 15 days before the due date if they authorised your request and you have not yet submitted the audit report.

If you've not been authorised by your client yet, you can:

• resend the request to them. If required, you can change the licensee’s name and the email address before re-sending
• delete the audit.

If you have been authorised by your client, you can:

• commence the audit checklist
• complete a checklist that you have already started
• abandon the audit - choose this action if you do not intend to complete the audit
• request an extension – choose this action if you will not be able to complete the audit before the due date.

The auditor's report must contain:

• Licensee Entity Name (corporation) and Licensee Entity Number
• ABN / ACN
• General trust account Unique Identifying Number (UID)
• Trust account bank details – BSB and account number

Note: Please ensure that you only enter your client’s bank account number as it appears on the bank statement and NOT their member or facility number.

The trust account audit checklist

The trust account audit checklist is a series of questions grouped into 16 sections. You will be guided through the checklist, but you may jump to any section and complete the questions in any order.

How to respond to questions

Enter responses to the trust fund auditing requirements checklist by answering:

• yes
• no, or
• not applicable

to defined questions.

Some questions require you to choose a reason for a negative response. You should tick all applicable reasons from the displayed options.

Understanding what each question relates to

Underneath each checklist question is a reference to the associated legislation section or clause.

Where a question does not apply to a real estate agent, conveyancer, strata manager or stock and station agent, the question will be disabled.

Attachments

Adding an attachment to an audit report

You will be asked to attach supporting documents or choose from a list of reasons for a negative response. If you have determined that a negative response is required, you must change the response.

Where there are breaches of a financial nature, the auditor must attach a copy of the trust bank reconciliation statement and the trial balance. If this is not provided, you will need to attach your explanation.

Please ensure you attach the correct document/s before submitting the audit.

Requirements for attachments

• Each file attached must not exceed 30 MB.
• Each file must be closed before uploading.
• Each file name must not exceed 72 characters.
• Scanned images should be clear and readable.
• Most formats are accepted including .xlsx, .pdf, csv, .docx, .jpeg, .gif.
• You can upload or drag and drop multiple documents against a checklist question.

Before submitting the audit, you must:

1. review your responses
2. ensure any required documents are attached
3. add comments about your findings
4. attach supporting evidence if there is a finding that may be a breach
5. complete the declaration.

After the audit is submitted, a copy of the auditor’s report will be sent to both the auditor and the licensee.

Saving a copy

If you would like to save or print a copy of the full checklist, choose the download option before you submit. After submitting, you will be able to download a copy of the audit report summary but not the full checklist.

Once you have completed the checklist and attached all required supporting documentation, select the next button to proceed to the Summary of Breaches page.

Summary of audit

A summary of the audit is displayed, listing any breach along with error messages highlighting any missing responses or attachments.

Use the edit option on the right‐hand side to jump straight to the checklist question that has missing information and enter the response or upload the requested attachments.

Use the checklist option on the left‐hand side to go back to any checklist section to check your responses. You can change your response or upload attachments at any time before you submit the audit to NSW Fair Trading.

Important - auditors must not wait for the breaches to be rectified before lodgement.