Investment Shares workpaper (IIS)

The Investment Shares (IIS) workpaper reconciles the balance of each share investment account separately. It is currently prepared manually; the extraction logic below is the automation target.

Data extraction

●       Investment name: identified from the Chart of Accounts by finding the account code containing the keyword "INV.SHA" and using its account name.

●       Opening number of shares: for the first year, entered manually. From the second year onward, the workpaper can link to the closing number of shares on the prior year's Zato workpaper.

●       Opening balance: picked from the Trial Balance for the identified account code.

●       Purchases: found in the General Ledger under "Spend Money" transactions for the account code, picking up the debit amount. The number of shares purchased is read from the transaction description where mentioned. Multiple purchase transactions are summed for both the dollar amount and the share quantity.

●       Dividend reinvestment: checked against the supporting document, only where the payment date falls within the accounting year and the dividend paying mode is reinvestment. The net reinvested amount and number of shares allotted are picked up; if not a reinvestment, no action is taken on these fields. Multiple reinvestment documents for the same holding are summed.

●       Sales: found in the General Ledger under "Receive Money" transactions, picking up the credit amount, with the number of shares sold read from the description where mentioned. Multiple sale transactions are summed the same way as purchases.

●       Revaluations: found in the General Ledger under Manual Journal transactions where the narration contains "revalu." A debit balance is entered as a positive figure, a credit balance as negative.

●       Unmapped manual journal transactions: any Manual Journal entry for the account code that is not otherwise mapped in the workpaper is flagged for manual review rather than silently dropped.

Closing balance check

The closing number of shares is reconciled against the supporting document. If it does not match, this is flagged for manual investigation. If the closing shareholding matches a document dated earlier than the balance date, client confirmation should be obtained and recorded, for example: "Closing shareholding as on DD/MM/YYYY per supporting document is XXXX and agreed with workpaper, accepted this as correct."

Note: Do not close out this workpaper on a share count that only reconciles to a pre-balance-date document without getting that client confirmation in writing first. It is the one manual sign-off point in an otherwise automatable workpaper.

Multiple investments

If the Chart of Accounts has more than one account coded with "INV.SHA," a separate section is prepared in the IIS worksheet and the process above is repeated for each. The worksheet stays flexible to add any number of investments.

Supporting

●       Transactions for the relevant account code, extracted from the General Ledger.

●       Any supporting document provided by the client.

Balance per GL

Balance of account codes mapped to Investment - Shares in CoA Mapping.

How to access

●       Go to Jobs and open the relevant job.

●       Click the Workpapers icon or navigate to Job Results then Workpapers.

●       Select IIS on the Workpapers Dashboard.