VARIOUS BOOKS AND RECORDS :

A	GENERAL		B	PAPER PRINTING & DELIVERY
1.	Cash Book		8.	Print Orders
2.	General Ledger		9.	Machine Room Returns
3.	Journal		10.	Newsprint Stock Register
4.	Bank Statement		11.	Newsprint Consumption Register
5.	Bank Reconciliation Statement		12.	Newsprint Bills
6.	Trial Balance		13.	Wastage Records
7.	Cash Sale Records		14.	Dispatch / Distribution Summary
C	AGENTS		D	SUBSCRIPTION
15.	Agents' Invoice / Bill Register		20.	Subscription Scheme
16.	Agents’ Supply Register		21.	Subscribers' form
17.	Agents' Returns Register		22.	Subscription amount receipts
18.	Credit Note Register / Credit Notes		23.	Subscribers Register
19.	Agents' Ledger		24.	Dispatch Records
Auditors should include any adverse observation on the scrutiny of the above books and records in their reports to be annexed alongwith six monthly audit report issued to the publisher.

AGENTS CONFIRMATIONS:

Publishers are required to obtain from their principal agent, sub agents or by any other name called documentary evidence for number of copies supplied to them. The said written evidence could either be: -

1. Advance written indent / orders from agents in support of copies supplied to them.
   
   
2. Subsequent confirmation from agents in cases where advance indents are not available specifying the number of copies.
   
   
3. In absence of (i) and (ii), publisher should obtain monthly statements from agents duly stamped and signed showing number of copies received and those remaining unsold, payment received by either cash, cheque, or demand draft. In such cases, it is the publisher’s responsibility to obtain the duplicate copy of the statement of account from the agent duly stamped and signed. This monthly statement of accounts duly accepted by the agents should be kept on record for auditor’s verification.
   
   
4. Payments received from agents / sub-agents by cheque would be deemed to be considered as confirmed. Monthly confirmations for atleast 60% of the total copies distributed per edition and/or printing centre as the case may be, if available with the publisher / principal agent as the case may be, would be considered to be adequate for audit verification.
   
   Cheque payments received from agents / sub-agents would be included as part of the above 60% limit.
   
   

AGENTS REMITTANCES:

All remittances from agents specially by cash or demand drafts should be supported by documentary evidence such as payment advices, covering letter or statement of accounts. All remittances from agents should be checked with the principal agents books of accounts and bank statements.

In order to have an evidence for payment received in cash by publisher’s representatives / field staff, a pay-in-slip or any other document by whatever name called, duly filled by the agent / dealer detailing name of the agent, place, Bill No. amount paid should be obtained. Auditors may seek direct confirmations from such agents if required.

Cash covering letters upto average 50 copies or less per day / per issue from agents / sub-agents are exempt.

NEWSPRINT PURCHASES AND CONSUMPTION:

In respect of newsprint purchases and / or loan of newsprint, publishers are required to maintain for Auditor’s verification:

1. Invoice from newsprint suppliers duly specifying the quantity, rate, amount
2. If imported newsprint is used, then all documents pertaining to import of newsprint.
3. Transporters bills for transport of newsprint.
4. Lorry receipt, gate pass to authenticate receipt of newsprint.

NEWSPRINT STOCKS REGISTER:

1. Newsprint stocks register should be maintained at all times clearly mentioning the date, quantity, make and / or other particulars of newsprint purchases together details of newsprint issued to the press from time to time.
   
   
2. Loans of newsprint, if any, either received or given should be clearly specified alongwith details of debit and credit notes as applicable.
   
   
3. Newsprint stocks register should be up-to-date at all time and available for auditor’s verification.
   
   

AUDITORS ARE ALSO REQUIRED TO COVER THE FOLLOWING AREAS DURING THEIR CIRCULATION AUDIT:

1. Distribution records:
   
   
   1. Sub agents/ hawkers supply register
   2. Sub agents/ hawkers unsold/returns register
   3. Sub agents written orders or subsequent confirmations for copies ordered by them
   4. Despatch distribution summary
   5. Subscriber records wherever applicable
   
   
   
2. Financial Records:
   
   
   1. Credit note register/ Credit notes
   2. Sub agents ledger for Credit sales
   3. Duplicate bills/invoice of sub agents – Bills register
   4. Cash sales records
   5. Cash/bank book, Bank Reconciliation statement etc.
   6. Supporting payment advices for remittances received from distributing trade

   The Auditors may where deemed necessary, call for such information directly from the parties concerned with the concurrence of the Publisher.
   
   Auditors shall verify that Cash receipts on account of sale of the concerned publication and from all other sources must be deposited with the bank intact on the following day except on a bank holiday, in which case cash receipts are to be deposited on the next working day. The auditor will satisfy himself as to the banking of cash receipts and examine the Bank Pass Book. He will also ensure that cheques deposited on account of sale of the publication have been duly realised by reference to bank reconciliation statement.

   
   
   
3. Agents Confirmations:
   
   For an effective audit, publishers are required to obtain from their principal agent, sub agents or by any other name called documentary evidence for number of copies supplied to them. The said written evidence could either be: -
   
   
   1. Advance written indent / orders from agents in support of copies supplied to them.
      
      
   2. Subsequent confirmation from agents in cases where advance indents are not available specifying the number of copies.
      
      
   3. In absence of (i) and (ii), publisher should obtain monthly statements from agents duly stamped and signed showing number of copies received and those remaining unsold, payment received by either cash, cheque, or demand draft. In such cases, it is the publisher’s responsibility to obtain the duplicate copy of the statement of account from the agent duly stamped and signed. This monthly statement of accounts duly accepted by the agents should be kept on record for auditor’s verification.
      
      
   4. Payments received from agents / sub-agents by cheque would be deemed to be considered as confirmed. Monthly confirmations for atleast 60% of the total copies distributed per edition and/or printing centre as the case may be, if available with the publisher / principal agent as the case may be, would be considered to be adequate for audit verification.
      
      
   5. Cheque payments received from agents / sub-agents would be included as part of the above 60% limit.
      
      
   
   
   
4. Agents Remittances:
   
   
   1. All remittances from agents specially by cash or demand drafts should be supported by documentary evidence such as payment advices, covering letter or statement of accounts. All remittances from agents should be checked with the principal agents books of accounts and bank statements.
      
      
   2. Auditor should report all such cases and carry out detailed scrutiny specially where remittances have been made on behalf of more than one agent through a consolidated cheque by another agent.
      
      
   3. In order to have an evidence for payment received in cash by publisher’s representatives / field staff, a pay-in-slip or any other document by whatever name called, duly filled by the agent / dealer detailing name of the agent, place, Bill No. amount paid should be obtained. Auditors may seek direct confirmations from such agents if required.
      
      
   4. Cash covering letters upto average 50 copies or less per day / per issue from agents / sub-agents are exempt.
   
   
   

NEWSPRINT PURCHASES AND CONSUMPTION:

1. Auditors to verify the publisher’s newsprint purchases and loans of newsprint and paper of any other kind used for production of this publication, with reference to invoices, receipts from parties, bank statements correspondence etc. and have excluded copies, if any, printed out of newsprint and paper acquisitions not supported by vouchers.
   
   
2. Auditors to check the summary reconciling acquisition with consumption of newsprint and other paper with reference to the copies printed and thoroughly verified the wastage of ………% which is an overall wastage inclusive of tare, core, tear-off, cut- wastage and spoils etc.
   
   
3. Auditors to check the summary reconciling acquisition with consumption of newsprint and other paper with reference to the copies printed and thoroughly verified the wastage of ………% which is an overall wastage inclusive of tare, core, tear-off, cut- wastage and spoils etc.
   
   
4. Auditors to check the summary reconciling acquisition with consumption of newsprint and other paper with reference to the copies printed and thoroughly verified the wastage of ………% which is an overall wastage inclusive of tare, core, tear-off, cut- wastage and spoils etc.
   
   
5. Auditors to carry out physical verification of newsprint stocks and/or verified stocks with the Bank Certificate, and/or Certificate(s) from outside press(es), which has been found to be in conformity with the records.
   
   
6. Auditors to verify the newsprint consumption with reference to Print Orders, Newsprint Issue Sheets, Machine Room returns. Stock Register and/or periodic newsprint consumption statements received from outside press(es).
   
   
7. Auditors to verify non-payment to newsprint suppliers beyond 90 days which is considered as normal credit period. Secondary documentation like octroi payment, gate pass etc. should be verified. Auditors may seek direct confirmations from the concerned newsprint suppliers if required.
   
   

DISTRIBUTION:

1. Auditors to check:
   
   
   1. Cash Sales with Cash Sales Register and / or Cash Book.
   2. Subscription Sales with Subscriber’s Register and dispatch records.
   3. Agency Sales: Supplies to Agents with advance written orders, subsequent confirmations or statements of Account obtained from agents.
   4. Agency Sales: Agency Sales Register with Railway Road/Air /Postage/Delivery Book etc.
   5. Agents’ Sales Register with Duplicate Bill Copies.
   6. Agents’ Sales Register with Returns register.
   
   
   
2. Auditors to adjust from Qualifying Sales:
   
   
   1. Copies involved in outstanding from agents and others in accordance with the instructions of the Bureau.
   2. Copies returned or intimated as remaining unsold by hawkers/agents/distributors.
   3. Copies not meeting the qualifying criteria.
   
   
   

FINANCIAL RECONCILIATION:

Auditors to check:

1. CASH SALES :
   1. Cash Book with Cash Sales Register
   2. Cash Book with Sales Account in General Ledger.
   
   
   
2. SUBSCRIPTION SALES:
   1. Cash Book with Subscriber’s Register.
   2. Cash Book with Sales account in General Ledger
   
   
   
3. AGENCY SALES:
   1. Agents’ Sales Register with Agents’ Ledger
   2. Agents’ Sales Register with Sales account and Agents’ Account in General Ledger
   3. Cash Book with Agents’ Ledger
   4. Cash Book with Agents’ Account in General Ledger . Agents’ ledger with Credit Note Books.
   5. Totals of Credit Note Books with Agent’s Account and Sales Account in General Ledger.
   6. Journal with Agents’ Ledger and General Ledger.
   7. Cash Book with Bank Pass Books/ Statement.
   
   
   
4. CASH RECEIPTS AND PAYMENTS:
   
   Auditors to confirm that:
   
   Cash receipts from ALL sources including circulation receipts, advertisement receipts, receipts in respect of sister publications and miscellaneous receipts of whatsoever nature have been regularly banked intact and that payments are made from withdrawals from the bank on imprest basis or otherwise.
   
   All payments and/or perquisites to agents have been verified with reference to Agents’ Ledger, Agents’ Account in General Ledger, respective Nominal accounts in the General Ledger, Credit Notes and correspondence between the Publisher and the agent(s) and that payments made or perquisites allowed have been taken into account while arriving at gross Trade Terms as per the Bureau’s instructions.
   
   

OTHER INFORMATION:

1. Principal Agency
   
   Auditors to provide details of principal agencies (An agent who effects 20% or more of the total distribution of a publication subject to a minimum of 25,000 copies per printing centre / edition)
2. Variation in average qualifying sales
   
   Auditors to provide detailed reasoning for variations in qualifying sales (+/- 10% as compared to previous audit period)