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Auditing: Principles and Techniques

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Chapter 8. Reserves and Provisions

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Chapter 10. Divisible Profits and Dividends

Chapter 9
Company Audit
CHAPTER OUTLINE

9.1 Introduction

9.2 Preliminaries before Commencement of Company Audit

9.3 Audit of Share Capital Transactions

9.4 Audit of Debentures

9.5 Audit of Holding Company

9.6 Audit of Pre-incorporation Profit

9.7 Specific Provisions for Accounts in the Companies Act

9.8 Payment of Interest Out of Capital

9.9 Special Requirements of Company Audit

9.10 Company Auditor

9.11 Special Auditor

9.12 Branch Auditor

9.13 Joint Auditor

9.14 Legal Views on Auditor’s Liability

9.1 INTRODUCTION

A company is said to be an artificial person created by law having a separate legal entity distinct
from its shareholders. It cannot be directly managed by its owners, i.e. shareholders, because
they are very large in number having small holding and also scattered over a wide area. As such,
the management and control of the affairs of the company is done by other persons generally
known as Directors. Hence, it becomes essential for a company to appoint an independent and
qualified person, i.e. an auditor, to verify and certify the truth and fairness of the financial
statements.

9.2 PRELIMINARIES BEFORE COMMENCEMENT OF COMPANY AUDIT

Before commencing the actual audit work of a company, the auditor should go through the
following preliminaries:

1. Ensuring whether his appointment is in order

Before accepting the offer for appointment as auditor in a company, the auditor should ensure
that his appointment is made according to the provisions of Section 224 and Section 225 of the
Companies Act and whether all the formalities are being maintained by the company before
giving him the appointment as auditor.

The auditor should go through the following:

1. He should see whether his appointment has been made according to Section 224 (1B) of
the Companies Act. For this purpose he should obtain a copy of resolution adopted at
board meeting or the shareholders meeting as the case may be.
2. If he is appointed in place of a retiring auditor he should enquire whether due notice was
served to the retiring auditor. He should find out from retiring auditor about the
circumstances under which he has retired and whether he should accept the appointment.
This is a professional requirement as per the Chartered Accountants Act, 1949.
 3. He should, within thirty days of receipt of appointment letter, inform the Registrar in
writing that he has accepted or refused to accept the appointment.
4. If he is appointed to fill the casual vacancy caused by the death of the previous auditor,
he should get the copy of the minutes of the Board meeting in this regard and also get the
confirmation of death of the previous auditor.
5. He should see that if the company has failed to appoint or re-appoint any auditor in the
annual general meeting, the central government has appointed him to fill the vacancy.
6. If he is appointed due to the resignation of the previous auditor he must see that he has
been appointed in a general meeting of shareholders. The Board of Directors will have no
right to appoint him under such circumstances.
7. He should verify whether his remuneration has been fixed according to the provisions of
the Companies Act.

2. Inspection of statutory books and documents

1. Documents Before the auditor commences the work of audit, he should examine the
following documents:
1. Memorandum of Association. The auditor must do the following:
 See whether the activities of the company are consistent with the
‘objective clause’
 Check whether the amount of share capital is within the limit of authorised
capital
 Observe whether there is any amendment to memorandum and, if so,
whether legal formalities have been complied with
2. Articles of Association. The auditor must go through the following points:
 The issue of share capital and its subdivisions
 The payment of underwriting commission and brokerage on shares
 The amount of minimum subscription
 Date and amount of call
 Appointments, duties and powers of auditors in addition to statutory
powers and duties
 Appointment and remuneration of directors

The above is the list of few examples, which are available in the Articles of
Association. The articles may contain several other items and the auditor should
go through each item very carefully. If he does not go through the articles and
consequently fails to audit properly, he will be held liable as was held in the case
of ‘Leeds Estate Building and Investment Society Ltd. vs Shepherd (1887)’.

3. Prospectus : In case of newly started company and company gone for public issue
the auditor will examine the prospectus to see the matters like whether shares can
be issued at a discount, the amount payable on application, allotment and calls,
underwriting commission and brokerage etc.
4. Certificate of Incorporation and certificate of commencement: These certificates
are required to be examined to see whether the company has been duly
 incorporated and it has started its business, in case of public limited company,
after getting commencement of certificate.
2. Books and registers The following is the list of books and registers required to be
maintained by the companies:

o Register of Members (u/s 150)

o Index of Members (u/s 151)
o Register and Index of Debenture-holders (u/s 152)
o Register of Mortgage and Charges (Section 143)
o Register of Investments [Section 49(7)]
o Foreign Register (Section 157 and 158)
o Register of contracts with companies and firms in which the Directors are
interested (Section 297, 299 & 301)
o Register of Directors, Managing Director, Manager and Secretary (Section 303)
o Register of Director’s shareholdings (Section 307)
o Register of Loans [Section 370(1C)]
o Minute Books (Section 193)

3. Inspection of contracts

The auditor should inspect and examine the contracts, which have been entered into by a
company with others, for example,

1. Contracts with the vendors of any property

2. Contracts with the brokers and underwriters for their commission
3. Contracts with the promoters for the preliminary expenses, etc.

4. Study of previous year’s balance sheet and auditor’s report

The auditor should inspect the previous year’s balance sheet to verify the opening balances of the
current year. Moreover, according to the Companies Act, the corresponding figures of the
previous year have to be given in the balance sheet of the current year. The auditor should also
study the audit report of the previous year/s in order to identify the problem areas of the
company.

5. Study of internal control system in operation

The study and evaluation of the internal control system in operation is important, because it
serves as a basis for reliance thereon. It helps the auditor in determining the extent of the test to
which auditing procedures can be restricted.

9.3 AUDIT OF SHARE CAPITAL TRANSACTIONS

Share capital may be defined as the capital raised by a company by the issue of shares. Section
86 of the Companies Act provides that the share capital of a company limited by shares shall be
of two kinds only, namely,
 1. Preference Share Capital
2. Equity Share Capital

The audit of share capital is necessary on incorporation as well as when further shares are issued,
and the same is explained in the following part of this section.

9.3.1 Audit of Shares Issued for Cash

While conducting audit of share capital transactions, the auditor has to check the following.

1. Ensure that the requirements as laid down in Section 69 and 149, in this connection have
been duly complied with.
2. See that the issue of shares is properly authorised and that there is no over issue beyond
the limit as prescribed in the memorandum.
3. See that the provision relating to rights of shareholders are duly complied with.
4. Ensure that generally accepted accounting principles are followed while preparing the
accounts.

While auditing the amount of share capital, the auditor will have to follow the procedures as
stated below:

1. Application stage
1. He should check the original applications and compare the entries in the
application and allotment book with the help of these applications.
2. He should compare entries in the application and allotment book with those in the
cash book and the bank statement.
3. He should ensure that the amount received on application is not less than five
percent of the nominal value of shares [Section 69 (3)].
4. He should ensure that the application money is deposited into a scheduled bank
until the certificate to commence business is obtained or they are returned in
accordance with the provisions of Section 69(5).
5. He should vouch the amount refunded to unsuccessful applications with copies of
letters of regret sent to them.
6. He should check the totals in the application and allotment book and see that
appropriate journal entries have been passed accordingly.
2. Allotment stage
1. The auditor should examine the Director’s minute book to verify approvals for
allotment.
2. He should check copies of letters of allotment and letters of regret with entries in
the application and allotment book.
3. The money received on allotment should be vouched by comparing the entries in
the applications and allotment book with the cash book or bank statement.
4. He should check the postings in the share register of the amount received on
application and allotment with the totals in the application and allotment book.
5. He should see that the total of shares issued does not exceed the total authorised
capital according to the memorandum.
 6. He should see that the totals have been correctly made and that proper entry has
been passed for this purpose.
3. Call stage
1. The auditor should examine the Director’s minute book for verifying approval for
call money.
2. He should check the entries in the calls book from the copies of call letters.
3. In order to verify the amount of calls in arrear, he should compare the total
amount due on calls as per registers and the actual money received as per cash
book or statement of bank account.
4. He should also verify the calls in advance received by the company.
5. He should check the postings from the calls book and the cash book into the share
register.
6. He should see that the appropriate entries have been passed in the books
accordingly.
4. Other aspects
1. The auditor should see that the shares issued by the company are within the
amount of authorised capital of the company.
2. He should see that the allotment of shares has been made in conformity with the
conditions as stipulated in the prospectus.
3. If the shares are issued through underwriters, the auditor should see the contracts
with the underwriters to ascertain whether the terms and conditions have been
complied in full by the underwriters. In this respect, he should also see that the
commission given to the underwriters does not exceed the statutory limit.

9.3.2 Audit of Shares Issued for Consideration Other Than Cash

Shares may be issued for consideration other than cash under the following circumstances:

1. Issue of shares against purchase consideration to the vendor for the business taken over
by the company.
2. Issue of shares against services rendered to the underwriters, promoters or any other
special service rendering agencies by way of payment of their remuneration or for any
expenses incurred by them.
3. Issue of shares to the existing shareholders as bonus shares.

In order to issue shares for consideration other than cash, the auditor should follow the
procedures as explained in the following segment.

1. Issue of shares to vendors/promoters

1. Examination of contract   The auditor should examine the contract entered into by the
company with the vendors/promoters to know the amount of purchase consideration and
the mode of payment. For the purchase consideration settlement, the mode of payment
would be according to the prospectus. So, the auditor should also examine the prospectus
to see the mode of payment.
  

2. Checking of Director’s minute book   The decision regarding issue of shares to the

vendors/promoters are taken at the Board meeting. The resolution passed by the Directors
for allotment of shares to vendors/promoters should be confirmed from the minute book.

3. Filing of contracts with the Registrar   Such contracts are required to be filed with the
registrar of companies within 30 days from the date of allotment.

4. Allotment of shares to the nominees   If shares have been allotted to the nominees of the
vendors/promoters, the auditor should examine the vendor’s/promoter’s authority given
to them in their favour.

2. Issue of shares to underwriters

1. Examination of the contract   The auditor should examine the contract with the
underwriters. It is required to know the terms and conditions of the contract between the
company and the underwriters.

2. Examination of the prospectus   The auditor should also examine the prospectus of the
company to see the mode of payment. The auditor should verify whether the right for the
payment of commission in the form of shares has been mentioned in the prospectus or
not.

3. Director’s minute book   He should examine the resolution of the directors by reference
to the Director’s minute book.

4. Examination of the articles of association   He may confirm the amount of underwriting

commission from the Articles of Association. In fact, in the Articles of Association the
maximum limit of underwriting commission that can be given to the underwriters and the
mode of payment and procedure to be followed are mentioned.

3. Issue of bonus shares

1. Examination of the Articles of Association   The auditor should examine the Articles of

Association to ascertain whether the articles permit capitalisation of profit and also
 whether the company had a sufficient number of un-issued shares for allotment as bonus
shares.

2. Assurance about the compliance of SEBI Guidelines   The auditor should ensure that
SEBI Guidelines (Chapter XV of the SEBI [D & IP] guidelines, 2000) relating to issue of
bonus shares have been complied with.

3. Checking of allotment book   The auditor should trace the allotment of shares as per
particulars contained in the allotment book or sheets into the register of members.

4. Confirmation about the fulfilment of legal requirements   The auditor should confirm

that all statutory requirements relevant to the issue of shares have been complied with.
The company has to file the particulars of the bonus shares allotted with the Registrar
together with a copy of the resolution on the basis of which allotment of bonus shares has
been made.

5. Inspection of the minute book of shareholders   The auditor should inspect the minute
book of shareholders for the resolution authorising declaration of the bonus and
Director’s minute for the resolution appropriating profits for being applied in payment of
shares to be allotted to shareholders as bonus shares.

6. Checking of accounting entries   The auditor should also check the accounting entries
passed for issue of bonus shares and confirm that they are in conformity with the legal
requirements and basic accounting principles.

4. Issue of sweat equity shares

As per explanation to Section 79A of the Companies (Amendment) Act, 1999, the term “Sweat
Equity Shares” means the equity shares issued by the company to its employees or Directors at a
discount or for consideration other than cash for providing know-how or making available rights
in the nature of intellectual property rights or value additions, by whatever name called.

The auditor should cover the following aspects while checking the issue of sweat equity share
transactions:
 1. Authorised by a special resolution   The issue of sweat equity shares is authorised by a
special resolution passed by the company in the general meeting.

2. Details about share issues are specified   The resolution specifies the number of shares,
current market price, consideration, if any, and the class or classes of Directors or
employees to whom such equity shares are to be issued.

3. Minimum time gap for issue   Not less than one year has, at the date of the issue, elapsed
since the date on which the company was entitled to commence business.

4. SEBI guidelines   The sweat equity shares of a company, whose equity shares are listed
on a recognised stock exchange, are issued in accordance with the regulations by the
SEBI.

5. Issue out of already issued share type   The sweat equity shares issued by the company
should be of a class of shares already issued by the company.

9.3.3 Shares Issued at a Discount

According to Section 79 of the Companies Act, a company can issue shares at a discount subject
to the fulfilment of the following conditions:

 The issue should be authorised by an ordinary resolution of the company and sanctioned
by the central government.
 No such resolutions shall be sanctioned by the company law board in case the maximum
rate for discount exceeds 10% unless the Board is of the opinion that a higher rate of
discount is justified by the special circumstances of the case.
 The issue should be made within two months of the sanction by the company law board,
but not earlier than one year after the date of commencement of business.
 The shares should be of a class already issued by the company.

Auditor’s duty

1. The auditor should confirm that all the conditions of Section 79 have been duly complied
with.
2. He should also see that the amount of discount, not yet written off, is shown separately in
the balance sheet under the head “miscellaneous expenditure”.
 3. The auditor should check that the appropriate entries have been passed in the books of
accounts.

9.3.4 Shares Issued at a Premium

According to Section 78 of the Companies Act, a company can issue shares at a premium subject
to the fulfilment of the following conditions:

1. Where a company issues shares at a premium, whether for cash or otherwise, a sum equal
to the aggregate amount or value of the premium on those shares shall be transferred to
an account, to be called the “Securities Premium Account”-Section 78 (1).
2. The securities premium account may be applied by the company in the following matters:
o In paying up un-issued shares of the company to be issued to members of the
company as fully paid bonus shares
o In writing off the preliminary expenses of the company
o In writing off the expenses of, or the commission paid or discount allowed on any
issue of shares or debentures of the company
o In providing for the premium payable on the redemption of any redeemable
preference shares or of any debentures of the company-Section 78 (2)

Auditor’s duty

1. The auditor should examine the prospectus, the Articles of Association and the minutes
book of the Directors to ascertain whether they permit the issue of shares at a premium
and, if so, the rate.
2. He should check the amount of premium received.
3. He should also check that the share premium received has been taken to the ‘Securities
Premium Account’ and shown on the liabilities side of the balance sheet under the head
“reserves and surplus”.
4. He should see that the ‘Securities Premium Account’ if utilised has been utilised for the
purposes as specified in Section 78.

9.3.5 Calls in Arrear

Calls in arrear refer to that portion of the share capital, which has been called up, but not yet paid
by the shareholders. When a shareholder fails to pay the amount due on allotment and/or calls,
the allotment account and/or calls account will show debit balance equal to the total unpaid
amount of each instalment. Generally such amount is transferred to a special account called
‘calls in arrear’ Account.

The balance of ‘calls in arrear account’ at the end is shown in the balance sheet as a deduction
from respective share capital account.

Interest on calls in arrear may be collected by the directors from the shareholders if the Articles
of Association so provide. If the company has adopted ‘Table A’, then it can charge interest @
5% p.a. from the due date to the actual date of collection of call money.
Auditor’s duty

1. The amount due from shareholders in respect of calls in arrears should be verified by
reference to the share register.
2. If any calls are due from directors, they should be shown separately in the balance sheet.
3. Often the articles provide that interest be charged on calls in arrears, the adjustment of
interest in such a case should be verified.
4. The auditors should also check that the appropriate entries have been passed in the books
of accounts and ensure that calls in arrear are properly shown in the balance sheet.

9.3.6 Calls in Advance

A company, if permitted by the articles, may accept from members, either the whole or part of
the amount remaining unpaid on any shares held by him as calls in advance. But the amount so
received cannot be treated as a part of the capital for the purpose of any voting rights until the
same becomes presently payable and duly appropriated (Section 92 of the Companies Act).

A company, if so authorised by the articles, may pay dividend in proportion to the amount paid
Fupon each share, where a larger amount is paid up on some shares than that on other (Section
93 of the Companies Act).

Interest may be paid on calls in advance if Articles of Association so provide. If the company has
adopted ‘Table A’, then it is required to pay interest @ 6% p.a. from the date of receipt to the
due date (Article 18 of Table A). Such interest is a charge against profit. However, such interest
can be paid out of capital, when profits are not available for such payment.

Auditor’s duty

1. The auditor should see that the provisions regarding payment of calls in advance exist in
the articles.
2. He should see that calls in advance have not been treated as part of the share capital and
are shown separately in the balance sheet.
3. He should ensure that the payment of interest on calls in advance does not exceed the
percentage stated in the articles.
4. He should vouch the receipt of such amount and the payment of interest thereon by
inspecting the relevant entries in the cash book or passbook.

9.3.7 Forfeiture of Shares

If a shareholder fails to pay the calls made on him, the Directors may have the power of
forfeiting the shares held by him. The Directors are empowered, subject to the fulfilment of
certain conditions, to remove his name from the register of members and to treat the amount
already paid by him forfeited to the company.

But it should be noted that shares could be forfeited only if the articles authorise the directors to
do so. Forfeiture shall be void, if it is contrary to the provisions of the articles. Forfeiture of
shares can ordinarily be made only for non-payment of calls, but the articles may provide for
forfeiture on grounds other than non-payment of calls.

Conditions to be fulfilled before forfeiting shares

1. Notice to the shareholder   Before forfeiting any shares, the defaulting member must be
served with a notice requiring him to pay the unpaid amount of call together with interest.
The notice must mention the day on or before which the payment is to be made and also
mention that in the event of non-payment, the shares will be liable to forfeiture.

2. Resolution of the board   If the requirements of the above notice are not complied with,
the shares may be forfeited by a resolution of the directors.

Auditor’s duty

1. The auditor should ascertain that the articles authorise the board of directors to forfeit the
shares and that the power has been exercised by the board in the best interest of the
company.
2. He should verify the amount of call which was outstanding in respect of each of the share
forfeited.
3. He should also ascertain that the procedure in the articles has been followed, viz. the
notice given (14 days, according to Table A) to the defaulting shareholders, warning
them that in the event of non-payment by a specified date, the shares shall be forfeited.
4. The auditor should verify the entries recorded in the books of account consequent upon
forfeiture of shares to confirm that the premium, if any, received on the issue of shares
has not been transferred to the forfeited shares account.

9.3.8 Re-issue of Forfeited Shares

A forfeited share is merely a share available to the company for sale and remains vested in the
company for that purpose only. Re-issue of forfeited shares is not allotment of shares but only a
sale. When shares are re-issued, return of the forfeited shares need not be filed under Section
75(1) of the Companies Act, 1956.

The share, after forfeiture in the hands of the company, is subject to an obligation to dispose it
off. In practice, forfeited shares are disposed off by auction. These shares can be re-issued at any
price so long as the total amount received for those shares is not less than the amount in arrear on
those shares.

Auditor’s duty

1. The auditor should ascertain that the Board of Directors has the authority under the
articles to re-issue forfeited shares.
 2. He should refer to the resolution of the Board of Directors when re-allotting forfeited
shares.
3. He should vouch the amount collected from person to whom the shares have been allotted
and also check the entries recorded for this purpose.
4. The auditor should see that the total amount received on the shares, including that
received prior to forfeiture, is not less than the par value of shares.
5. He should also verify that the surplus resulting on the re-issue of shares is credited to the
capital reserve account.

9.3.9 Issue of Right Shares

According to Section 81 of the Companies Act, 1956, the new shares that are offered in the first
instance to the existing equity shareholders of the company are known as “right shares”, because
they are so offered to the existing shareholders as a matter of their right.

Where at any time after the expiry of two years from the formation of a company or at any time
after the expiry of one year from the allotment of share of the company made for the first time
after its formation, whichever is earlier, the company proposes to issue further shares, then such
further shares shall be offered to the existing equity shareholders of the company, in proportions,
as nearly as possible to their present holding of shares. The existing shareholders shall have to
exercise their right within fifteen days or such further time as may be mentioned. Thereafter they
may accept such offer, may decline to accept or may transfer their right to their nominees.

Auditor’s duty

1. The auditor should ensure that the provisions of Section 81 have been duly complied
with.
2. He should satisfy that appropriate resolution was passed either by the Board or the
general meeting depending upon the circumstances of the issue.
3. He should see that consideration money was duly received.
4. He should also check to ensure that the guidelines issued by SEBI have been duly
followed.
5. He should examine the filing of the return of allotment with the registrar.
6. He should satisfy that the allotment was made on pro rata basis.

9.3.10 Buying Back of Equity Shares

The Companies (Amendment) Act, 1999 contains provisions regarding buying back of own
securities by a company. The word ‘security’ includes both equity and preference share. But
preference share can also be redeemed, perhaps the provision is intended for equity share only.

As per Section 77A of the Companies Act

1. A company may purchase its own shares or other specified securities out of
o its free reserves
o the securities premium account, or
 o the proceeds of any earlier issue other than from issue of shares made specifying
for buy back purposes.
2. No company shall purchase its own shares or other specified securities, unless
o the buy-back is authorised by its articles
o a special resolution has been passed in general meeting of the company
authorising the buy-back
o the buy-back is less than 25% of the total paid up capital (both equity and
preference) and free reserves of the company
o the debt-equity ratio is not more than 2: 1 after buy-back
o all the shares or other specified securities are fully paid up
o the buy-back of the shares or other specified securities listed on any recognised
stock exchange is in accordance with the regulations made by SEBI
o the buy back in respect of shares or other specified securities, other than those in
point except the last point as above, is in “accordance with the guidelines as may
be prescribed.
3. Every buy-back shall be completed within 12 months from the date of passing the special
resolution or a resolution passed by the board.
4. A solvency certificate should be filed before making buy-back.
5. The company shall, after completion of the buy-back, file with the registrar and the SEBI,
a return containing such particulars relating to the buy-back within 30 days of such
completion.

As per Section 77AA of the Companies Act

In case shares are bought back out of free reserves, then a sum equal to the nominal value of
shares bought back shall be transferred to a reserve account to be called the “capital redemption
reserve account” and details of such transfer shall be disclosed in the balance sheet. This
account, as per SEBI guidelines, shall be allowed to be used for issue of fully paid bonus shares.

As per Section 77B of the Companies Act

No company shall, directly or indirectly, purchase its own shares or other specified securities

 through any subsidiary company including its own subsidiary companies

 through any investment company or group of investment companies
 if a default, in repayment of deposit or interest thereon, in redemption of debentures or
preference shares or in payment of dividend or repayment of a term loan or interest
thereon to any financial institution or bank, is subsisting
 in case it has not complied with provisions of Section 159, Section 207 and Section 211.

Auditor’s duty

1. The auditor should ensure that the provisions of Section 77A has been complied with.
2. He should vouch that amount of consideration was duly paid.
3. He should satisfy that appropriate resolution was passed in general meeting of the
company authorising the buying-back option.
 4. He should also ensure that the guidelines issued by SEBI have been duly followed.
5. He should examine the filing of the return after completion of the buy-back with the
registrar and the SEBI.
6. The auditor should also verify that the proper accounting entries have been passed
immediately after the buy-back.

9.3.11 Employees Stock Option Scheme (ESOPS)

‘Employees Stock Option’ means the option given to the whole-time directors, officers and
employees of a company to purchase or subscribe at a future date, the securities offered by the
company at a pre-determined price. Section 2 (15A) of the Companies Amendment Act, 2000
has allowed the companies to offer stock option scheme to their employees subject to SEBI
Guidelines, 2000 in this regard.

SEBI guidelines on ESOPS

1. Issue of stock options at a discount to the market price would be regarded as another form
of employee compensation and would be treated as such in the financial statement of the
company regardless of the quantum of discount.
2. The issue of ESOPS would be subject to approval of shareholders through a special
resolution.
3. In cases of employees being offered more than 1% of shares, a specific disclosure and
approval would be necessary in the annual general meeting.
4. A minimum period of one year between grant of options and its vesting must be
prescribed. After one year, the period during which the option can be exercised would be
determined by the company.
5. The operation of the ESOP scheme would have to be under the superintendence and
direction of a compensation committee of Board of Directors in which there would be a
majority of independent directors.
6. ESOP would be open to all permanent employees and to the directors of the company but
not to the promoters and large shareholders. With the specific approval of the
shareholders, the scheme would be allowed to cover the employees of a subsidiary or a
holding company.
7. Directors report shall contain the following disclosures:
o The total number of shares covered by the ESOP as approved by the shareholders
o The pricing formula
o Options  granted,  options  vested,  options  exercised,  options  forfeited,
extinguishments or modification of options, money realised by exercise of
options, total number of options in force, employee-wise details of options
granted to senior managerial personnel and to any other employee who receives a
grant in any one year of options amounting to 5% or more of options granted
during that year
o Fully diluted earnings per share (EPS) computed in accordance with international
accounting standards.

Auditor’s duty
 1. The auditor will see whether the company has strictly adhered to the above conditions as
stipulated in SEBI guidelines in connection with ESOP.
2. He will vouch the receipt of cash against issue of shares under option exercised by
checking the entries in the cash book and bank statements.
3. He will judge the reasonableness of the price at which options were given.
4. He will see that paid up capital has not exceeded the authorised capital due to exercise of
option.
5. He should ensure that discount on issue under option has been treated as employee
compensation and has been charged to the profit and loss account.
6. The auditor will see that the fact of ESOP has been adequately disclosed in the balance
sheet.

9.3.12 Issue and Redemption of Preference Shares

1. Issue of preference shares

A company limited by shares, if authorised by its articles, may issue preference shares, which are
liable to be redeemed at the option of the company before or on a predetermined date. However,
after the commencement of the Companies (Amendment) Act, 1996 no company limited by
shares shall issue any preference share which is irredeemable or is redeemable after the expiry of
a period of 20 years from the date of its issue.

Auditor’s duty

1. The auditor should see that the issue of redeemable preference shares is properly
authorised by the articles.
2. He should vouch the issue and check the necessary records made to the books of account
in this connection.
3. So long as the shares are not redeemed, the terms of redemption, if any, must be stated in
the balance sheet along with the earliest date of redemption.
4. He should vouch the receipts of issue price from the cash book and the share registers.

2. Redemption of preference shares

Section 80 of the Companies Act describes the conditions to be fulfilled for the purpose of
redemption of preference shares:

1. The shares to be redeemed are fully paid up.

2. The shares are to be redeemed out of profit available for distribution as dividend or out of
proceeds of a fresh issue made for the purpose of redemption.
3. The premium on redemption, if any, is to be provided for either out of the securities
premium account or out of divisible profits of the company.
4. If the shares are to be redeemed out of profits, otherwise available for dividend, an
amount equal to the nominal amount of shares to be redeemed has to be transferred to the
capital redemption reserve account.
Auditor’s duty

1. The auditor should see that the redemption of preference shares is in accordance with the
provision of Section 80 of the Companies Act.
2. In case the shares are redeemed out of fresh issue, the auditor should verify the articles
and the minutes of the director’s meeting.
3. In case the shares are redeemed out of divisible profits, he should see that the nominal
value of shares redeemed has been transferred to the capital redemption reserve account.
4. The auditor should also ensure that the capital redemption reserve account is treated as
part of capital and not applied except for paying up un-issued share capital of the
company to be issued to members as fully paid up bonus shares.

9.3.12 Alteration of Share Capital

A company having a share capital, if so authorised by its articles, may alter its share capital by an
ordinary resolution without confirmation of the court, in any of the manners authorised by
Section 94. Each alteration made should be noted in every copy of the Memorandum or Articles
issued subsequent to the date of alteration (Section 40).

Auditor’s duty

1. The auditor should verify that the alteration of capital is authorised by the articles.
2. He has to inspect the minutes of the shareholders authorising the alteration.
3. He has to see that the procedures prescribed by the articles in this regard has been duly
complied with.
4. He should verify that the share capital account is correctly presented in the balance sheet.
5. He has to inspect the director’s resolution in regard to allotment, consolidation,
conversion or sub-division passed pursuant to the resolution of the members.
6. He should examine the cancelled share certificates, if any, and match the same with the
counterfoils of new certificates issued.
7. He should check the required journal entries being incorporated in the accounts to give
the effect of alteration to share capital.
8. The auditor should see that the necessary intimation to the Registrar contemplated by
Section 95 has been sent.

9.3.13 Reduction of Share Capital

The provisions of Section 100 to 105 of the Companies Act, 1956 describes the procedures of
reduction of share capital. Reduction of capital may be affected in the following ways:

1. Reduction without the consent of the court

In the following cases, a company need not obtain the confirmation of the court for reducing its
share capital:
  Where redeemable preference shares are redeemed in accordance with the provision of
Section 80
 When any share is forfeited for non-payment of calls
 Where there is a surrender of shares
 When un-issued shares are cancelled.

2. Reduction with the consent of the court

The Act has neither prescribed the manner in which the reduction of share capital is to be carried
out nor has it prohibited any method of affecting the reduction if a companyfulfills the following.

1. It is authorised by its Articles.

2. It has passed a special resolution for the purpose.
3. It has obtained the confirmation of the court.
4. It may reduce its share capital in any one of the following ways:
o Reduce or extinguish the liability on any of its shares in respect of share capital
not paid up
o Cancel any paid up share capital, which is lost or is not represented by the
available assets
o Pay off any paid up share capital which is in excess of the needs of the company.

Auditor’s duty

1. The auditor should verify that special resolution for this purpose has been passed in the
general meeting of the shareholders and the proposal has been circulated in advance to
the members.
2. He should confirm that the reduction of capital is authorised by the articles of association.
3. He should examine the order of the court confirming the reduction, if the reduction is in
accordance with the consent of the court.
4. He should also inspect the Registrar’s certificate as regards reduction of capital.
5. The auditor should vouch the journal entries passed to record the reduction of share
capital.
6. He should verify the adjustments made in the member’s accounts in the register of
members.
7. He should confirm that the words “and reduced”, if required by the order of the court,
have been added to the name of the company in the balance sheet.
8. The auditor should also verify that the Memorandum of Association of the company has
been suitably altered.

9.3.14 Share Transfer

Large-size companies, having numerous shareholders and having their shares quoted in the
recognised stock exchanges, often face the problem of frequent and large-scale share transfer.
There is a possibility of errors and mistakes or even fraud taking place in the process for which
the company may have to pay damages. Therefore, the management often appoints auditors for
carrying out this special assignment, though the arrangement for this audit may be concurrent
with the ordinary audit.

Auditor’s duty

1. The auditor should inspect the articles regarding the prescribed form of transfer and other
provisions, particularly the time limits laid down by the articles.
2. He should scrutinise transfer forms, noting specially that:
o in every case, the application for transfer was made in the prescribed form and the
prescribed authority had stamped the date on which it was presented to it
o each transfer form is properly executed and bears the appropriate stamp duty
3. He should vouch the entries in the share transfer journal by reference to the transfer form.
4. He should verify postings from the transfer journal to the register of members.
5. The auditor should also inspect letters of indemnity for lost certificates and ensure that
duplicate certificates have been issued by proper authority.
6. Where part of the shares has been transferred, the auditor should verify the issue of
balance certificates to the transferors and confirm that the distinctive number of shares
has been correctly stated.
7. The auditor should verify by reference to the minute’s book that the Board has approved
all the transfers recorded in the transfer journal.
8. He should reconcile the amount of transfer fees collected with the total number of
transfers and verify that the amount of transfer fees have been accounted for.
9. He should also reconcile the total number of shares of different classes issued by the
company with the total amount of capital issued and its sub - divisions by extracting
balances of shares held by different members from the members’ register.
10. Finally, the auditor should confirm that the shares transferred by the Directors have been
entered in the register of Directors’ share holding.

9.4 AUDIT OF DEBENTURES

Debentures are considered as one of the important sources of external fund to a company. A
company may issue debentures to raise funds, provided it is empowered to do so. Memorandum
and Articles of Association assigns powers to the company in this regard. Debentures are not
considered a part of the capital of the company. Debenture holders are merely the creditors of the
company. They have the right to receive interest at a fixed percentage irrespective of the
quantum of profit earned by the company in a particular period. The audit procedure of
debentures is explained in the following part of this section.

9.4.1 Issue of Debentures

Debentures may be issued at par or at a premium or at a discount. When the debentures are
issued at a premium, the amount of premium collected should be credited to premium on
debenture account. Subsequently, this balance is transferred to capital reserve account, as it is a
capital profit. Where the debentures are issued at a discount, the amount of discount allowed
should be debited to discount on issue of debenture account. The balance in this account will
appear in the balance sheet until written off.
Auditor’s duty

1. The auditor should verify that the prospectus had been duly filed with the registrar before
the date of allotment of debentures.
2. He should check the allotment of debentures by reference to the director’s minute book.
3. He should also check the amount collected in the cash book with the counterfoils of
receipts issued to the applicants and also cross check the amount into the application and
allotment book.
4. The auditor should verify the entries on the counterfoils of debentures issued with the
debentures register.
5. He should examine the debenture trust deed and note the conditions contained therein as
to issue and repayment.
6. If the debentures are covered by a mortgage of charge, it should be verified that the
charge has been correctly recorded in the register of mortgage and charges and it has also
been registered with the registrar of companies.
7. Where debentures have been issued as fully paid up to vendors as a part of the purchase
consideration, the contract in this regard should be checked.
8. Compliance with SEBI guidelines should also be ensured.

9.4.2 Redemption of Debentures

A company can issue redeemable as well as irredeemable debentures. If debentures are

redeemable, it can be done in any of the following three ways:

 By way of periodical drawing

 By way of payment on fixed date
 By payment whenever the company desires to do so.

Auditor’s duty

1. The auditor should inspect the debentures or the trust deed for the terms and conditions of
the redemption of debentures.
2. The auditor should also refer to the Article of Association.
3. He should see the Directors’ minute book authorising the redemption of debentures.
4. He should also vouch the redemption with the help of debenture bonds cancelled and the
cash book.
5. The auditor should also examine thoroughly the accounting treatment given to the
redemption.

9.4.3 Interest on Debentures

A predetermined fixed rate of interest is payable on debentures irrespective of the fact that the
company has been able to earn any profit or not. Debenture-holders are the creditors of the
company, not the owners. They have no voting rights and cannot influence the management for
the affairs of the company, but their claim of interest rank ahead of the claim of the shareholders.
Auditor’s duty

1. The repayment of interest should be vouched by the auditor with the acknowledgement of
the debenture-holders, endorsed warrants and in case of bearer debentures with the
coupons surrendered.
2. The auditor should reconcile the total amount paid with the total amount due and payable
with the amount of interest outstanding for payment.
3. Interest on debentures is payable, whether or not any profit is made. Therefore, a
provision should be made that unless it has been specially agreed with the debenture-
holders, interest in such a case would be waived by them. The auditor should also
consider this aspect.
4. The auditor should also consider the disclosure part of the interest on debentures. He
should ensure that the interest paid on debenture, like that on other fixed loans, must be
disclosed as a separate item in the profit and loss account.

9.4.4 Re-issue of Redeemed Debentures

A company may issue debentures previously redeemed, either by re-issuing the debentures or
issuing others in their place. But re-issue is not possible, if the articles or a contract or resolution,
recorded at a general meeting, or terms of issue or some other act of the company expressly or
impliedly manifest the intention that, on redemption, the debentures shall be cancelled.

However, there are re-issue of redeemed debentures, or the issue of others in their place are
treated as a new issue for the purpose of stamp duty and the rights and privileges attaching to the
debentures that re-issued shall be the same as if the debentures had never been redeemed.

On these considerations, it is necessary for the auditor to verify the re-issue of debentures in the
same manner as those issued for the first time.

Auditor’s duty

The auditor will verify the following:

1. Whether the articles permit such re-issue

2. Whether the terms and conditions of debenture impose any restriction on re-issue of
debentures after they have been redeemed
3. Whether the company has passed any resolution in the general meeting for re-issue of
redeemed debenture
4. Whether Section 121 of the Companies Act, which empowers the holders of re-issued
debentures hold same rights and priorities as the original holders, have been complied
with
5. Whether particulars of re-issued debentures have been clearly shown in the balance sheet
6. Whether fresh stamp duty has been paid on re-issued debentures.

9.4.5 Issue of Debentures as Collateral Security

Debentures may be issued to creditors, bankers or any other person, without receiving any cash
thereon. It acts as a collateral security and becomes real debentures in the event of the default of
the loan. Usually the nominal value of such debentures is more than that of the amount of loan.

Auditor’s duty

1. The auditor should see that such debentures do not appear on the liabilities side of the
balance sheet, but are shown by way of a note under the heading loan.
2. The auditor should ensure that necessary entries made in the register of mortgages and
that the necessary papers are filed with the registrar of companies.
3. He should also examine the loan agreement and confirm that it has been approved by the
board.
4. He should also check whether the debentures are automatically cancelled as soon as the
loan is repaid.

9.5 AUDIT OF HOLDING COMPANY

A holding company is that company which holds whole or more than half of the equity shares in
one or more companies and thus assumes controlling interest in such companies by acquiring
majority voting powers in them. The development of holding companies is quite marked in
recent years and there are many such business organisations today, even international in
character, controlling large number of companies in countries all over the world.

According to Section 4 of the Companies Act, 1956 a holding company is that which fulfills the
following requirements.

1. Holds more than 50 percent of the nominal value of the equity share capital of another
company.
2. Controls the composition of the board of directors of the other companies.
3. Controls more than half of the total voting power of the other companies.
4. Has a subsidiary, which is the subsidiary of the holding company’s subsidiary.

9.5.1 Legal Requirements Regarding Accounts of Holding Companies

The various provisions of the Companies Act related to holding company accounts are given in
Sections 212, 213 and 214 and Schedule VI, Part I. These include the following

1. Preparation of balance sheet

The balance sheet of the subsidiary shall be made:

 At the end of the financial year of the subsidiary if it coincides with the financial year of
the holding company, or
 At the end of the financial year of the subsidiary last before that of the holding company,
in case the financial year of the subsidiary does not coincide with that of the holding
company.
2. Disclosure of special items in the balance sheet

The following items should be specifically mentioned in the balance sheet of the holding
company related to its subsidiary:

 The aggregate amount of loans and advances to subsidiary company

 The aggregate amount of investment in shares or debentures or bonds in subsidiary
company
 Secured loans and advances from subsidiaries
 Unsecured loans and advances from subsidiaries
 The aggregate amount of liabilities due to subsidiary companies.

3. Preparation of profit and loss account

The profit and loss account of the subsidiary must be made out within the period to which the
accounts of the holding company relate. But where the financial year of the subsidiary does not
coincide with that of the holding company, the financial year of the subsidiary shall not end on a
day which precedes the day on which holding company’s financial year ends by more than six
months.

4. Statement of profit and loss

A statement should be there specifying how the profits of the subsidiary company or aggregate
profits or losses of the subsidiary have been taken into accounts of the holding company. Such
statement would also specify how and to what extent, losses, if any, of the subsidiaries have been
brought into the accounts of the holding company. Such statement shall be signed by the persons
by whom the balance sheet of the holding company is required to be signed.

5. Documents to be attached

The holding company shall at the end of the financial year attach to its balance sheet the
following documents in respect of its subsidiary company:

 A copy of the balance sheet of the subsidiary

 A copy of the profit and loss account
 A copy of the report of its board of directors
 A copy of the report of its auditors
 A statement of the holding company’s interest in the subsidiary
 A statement containing any change in the holding company’s interest in the subsidiary or
any material change of the subsidiary in its fixed assets, investments, money borrowed
etc.
 A report attached to the balance sheet if the board of directors of the holding company is
unable to obtain information on any of the specified matters.

6. Inspection of books of accounts

The holding company may, by resolution, authorise a particular representative to inspect the
books of accounts of any of its subsidiaries during business hours.

7. Investigation

The members of the holding company may request the central government to appoint a person to
investigate into the affairs of its subsidiaries.

8. Exemptions

The central government may exempt the holding company from the application of the provision
with regard to attachment of various documents to the balance sheet. It is also empowered to
extend the financial year so that it may coincide in both the cases.

9.5.2 Consolidation of Accounts

Holding companies attach to their own balance sheet a consolidated balance sheet to give a more
detailed and clear picture of their subsidiaries. Such consolidated balance sheet is definitely more
useful than the separate balance sheet of each of the subsidiaries. For this purpose, the whole
group is regarded as one undertaking and hence the total assets as well as liabilities of all the
companies in the group are presented in one balance sheet. The profit and loss account of the
whole group is also presented in a similar fashion.

Accounting Standard 21 on ‘Consolidated Financial Statements’ issued by the Institute of

Chartered Accountants of India on consolidation of accounts prescribes the accounting principles
to be followed by the holding companies in consolidating the balance sheet and profit and loss
account with that of the financial statements of the subsidiaries.

The following points should be kept in mind while consolidating the accounts of the holding
company:

1. Date of consolidation

The date of the balance sheets of all the companies should be the same. If it is not so, efforts
should be made to make adjustments so that the financial position of all the companies should be
shown as on a particular date in the consolidated balance sheet.

2. Valuation of assets and liabilities

The basis for the valuation of assets or of bringing liabilities into account should be similar in all
cases.

3. Share of subsidiaries

The shares of subsidiaries have to be adjusted by replacing them with the actual assets and
liabilities of the subsidiary companies.
4. Minority interest

In case a part of the shares of subsidiary companies is held by persons other than the holding
company, their total interest should be shown as liabilities in the consolidated balance sheet.

5. Inter-company loans

The loans taken by the subsidiaries amongst themselves should be shown in the consolidated
balance sheet as inter-company debt. However, it has to be set off.

6. Inter-company profits

Inter-company profits, if any, should also be adjusted by deducting it from the profit and loss
account and the related assets, if they are added therein. Thus, in the consolidated balance sheet,
stock and such other type of assets should be combined together at cost.

7. Profits or losses of minorities

The proportion of profits or losses belonging to outside shareholders should be properly adjusted.
They should be deducted from the consolidated profit and loss account and at the same time
shown as liabilities in the consolidated balance sheet, as they do not belong to the holding
company.

Auditor’s duty

The duties of an auditor of a holding company with regard to its subsidiaries have not been
extended by the Companies Act, 1956. He has to perform the same type of duties as provided
under the Act as in the case of other companies. The additional care which he has to take is to
see that the provisions of Sections 212, 213 and 214 as mentioned earlier have been duly
complied with.

However, the auditor of a holding company has to see whether the financial statements of the
holding company is consolidated with the financial statements of its subsidiaries by following
the principles as prescribed in the AS-21 and, if not, he has to report accordingly.

In addition to above, the auditor of a holding company has to pay attention to the following
points:

1. He should examine the contract of purchase and vouch the purchase consideration, if he
finds that during the year under audit, the company has purchased shares in a subsidiary
company. He also sees that the shares have been registered in the name of the holding
company.
2. He should examine and verify the inter-company transactions carefully. He should
ascertain that all such transactions have been properly recorded in the books of accounts
of the holding company.
 3. He must verify the valuation of shares in the subsidiary company held by the holding
company. Due attention should also be given to any provisions with regard to valuation
of shares contained in the memorandum and articles of the company.
4. He must vouch the dividends received from the subsidiary companies and see that they
have been properly dealt with in the accounts.
5. He must examine that the requirements of Schedule VI of the Companies Act with regard
to the disclosure of certain items related to the accounts of subsidiary companies
separately in the balance sheet of the holding company have been duly complied with.
6. He must see that the balance sheet gives a true and fair view of the financial state of
affairs of the company.

9.6 AUDIT OF PRE-INCORPORATION PROFIT

In many cases, a new company is formed to acquire exclusively an existing business unit and
take it over as a going concern, from a date prior to its own incorporation. In such cases, the
business unit is purchased first and the registration of the acquiring company takes place later.

The profit earned during the pre-incorporation period is called ‘pre-incorporation profit (loss)’.
Legally, this profit is not available for dividend, since a company cannot earn profit before it
comes into existence. Profit earned before incorporation of a company is a capital profit and its
accounting treatment is totally different from post-incorporation profit.

Accounting Treatment of Pre-incorporation Profit/Loss

Pre-incorporation profit

Any profit prior to incorporation may be dealt with as follows:

 Credited to capital reserve account

 Credited to goodwill account to reduce the amount of goodwill arising from acquisition
of business
 Utilised to write down the value of fixed assets acquired.

Pre-incorporation loss

Any loss prior to incorporation may be dealt with as follows:

 Debited to goodwill account

 Debited to capital reserve account arising from acquisition of business
 Debited to a suspense account, which can be written-off later.

Auditor’s duty

1. The auditor should examine the methods of calculating such profits and profits
subsequent to incorporation.
 2. He should ensure that such profits are not distributed as dividend to shareholders as these
are in the nature of capital profits.

9.7 SPECIFIC PROVISIONS FOR ACCOUNTS IN THE COMPANIES ACT

The provisions in the matter of books of account, which a company is required to maintain, are
contained in Section 209 of the Companies Act, 1956. They are briefly summarised as follows:

1. Books to be maintained

Every company shall keep at its registered office proper books of accounts, with respect to the
following.

1. All sums of money received and expended by the company and the matters in respect of
which the receipt and expenditure takes place
2. All sales and purchase of goods by the company
3. The assets and liabilities of the company, and
4. In the case of a company pertaining to any class of companies engaged in production,
processing, manufacturing or mining activities, such particulars relating to utilisation of
material and labour or to other items of cost as may be prescribed in such class of
companies as required by the central government to include such particulars: Section-209
(1).

2. Place of preservation of books

All the books are usually required to be kept at the registered office in India. All or any of the
above stated books of accounts might be kept at such other place instead of registered office in
India as the Board of Directors may decide. The company must file with the registrar a notice in
writing giving the full address of the other place: Section 209 (1).

3. Books of branch offices

Where a company has a branch office, whether in or outside India, the company shall be deemed
to have complied with the aforementioned provisions, if the company maintains proper books of
account relating to transactions affected at the branch office and also arranges to obtain from the
branch proper summarised returns, at intervals of not more than three months, for being kept at
the registered office or the other place: Section 209 (2).

4. Method of accounts

For the purpose of Sub-section (1) and (2), proper books of account shall not be deemed to be
kept with respect to the matters specified therein:

1. If they are not kept such books as are necessary to give a true and fair view of the state of
affairs of the company or branch office, as the case may be and to explain its transactions
and
 2. If such books are not kept on accrual basis and according to the double entry system of
accounting: Section 209 (3).

5. Inspection of books of accounts

The books of accounts and other books and papers shall be kept open for inspection by any
director during business hours: Section 209 (4).

6. Period of preservation

The books of accounts of every company relating to a period of not less than eight years
immediately preceding the current year together with vouchers relevant to the entry in such
books of accounts shall be preserved in good order. In case of a company incorporated less than
eight years before the current year, the books of accounts for the entire period preceding the
current year shall be preserved: Section 209 (4A).

7. Penalty

If the managing director or manager and, in the absence of any of them, any director of the
company fails to take reasonable steps to secure compliance with the requirements of law
aforementioned or by a willful act causes any default by the company, he shall be punishable for
each offence with imprisonment for a term which may extend to six months or a fine which may
extend to Rs. 10,000 or both: Section 209 (5).

9.8 PAYMENT OF INTEREST OUT OF CAPITAL

Under the provisions of Section 208 of the Companies Act, 1956 a company which has raised
money by issue of shares to meet the cost of construction of any work or building or provision of
any plant which cannot be made profitable for a long time, can pay interest on paid up capital for
a period and subject to the conditions specified in Sub-sections (2) to (7) of Section 208.

The interest paid, being a part of the capital expenditure incurred in bringing into existence
assets, should be added thereto. Until so added, it must be shown as a separate item in the
balance sheet under the head ‘miscellaneous expenditure’.

Auditor’s duty

1. The auditor should ascertain that the payment is authorised by the articles or by a special
resolution.
2. He should verify that the sanction of the central government for making such payment
has been obtained.
3. He should confirm that the interest has been paid only for such period as has been
authorised by the central government and does not extend beyond the next half-year
following during which the construction was completed or the plant was provided.
4. He should verify that the rate of interest does not exceed 12% or such other rate that the
central government has notified in the official gazette.
 5. The auditor should also check that the amount of interest paid out of capital has been
added to the cost of the assets created.

9.9 SPECIAL REQUIREMENTS OF COMPANY AUDIT

The company audit is compulsory in nature and governed basically by the provisions of the
Companies Act. While conducting audit in a company form of organisation, the auditor should
take into consideration certain requirements of company audit as dictated by the provisions of the
companies act.

The special requirements to be kept in mind by the auditor while conducting company audit are
described below:

9.9.1 Verification of the Constitution and Power

A company can function within the limits prescribed by the documents on the basis of which it
has been registered. It raises its capital from the public on certain conditions. On this account, it
is essential that the auditor, prior to starting the audit of a company, shall examine the following:

1. Memorandum of Association

It is a charter containing particulars of business activities that the company can undertake and the
powers it can exercise in regard thereto. If a company enters into a transaction, which is ultra-
vires, the shareholders may restrain the management from charging the loss, if any, that has been
suffered thereon, to the company. If the auditor fails to detect and report the transactions, which
are ultra-vires the company, he would be guilty of negligence.

2. Articles of Association

These are rules and regulations for the internal management of the company and they define the
rights of different classes of shareholders, conditions under which calls can be made, the
maximum and the minimum number of Directors, their qualifications, disqualifications and
removal etc. The terms and conditions of these provisions have relevance to the examination of
transactions that the auditor is required to carry out. He should, therefore, study the articles and
include extracts from them in his permanent audit file. The auditor, who fails to take note of the
provisions in the articles in the verification of statements of accounts, would be guilty of
professional negligence.

3. Prospectus

It is a formal document which a public company must issue before it makes the allotment of
shares under Section 56. It must contain all the terms and conditions on which subscription to the
shares are sought to be obtained from the public. In case the company fails to carry out any of
these undertakings, or if any statement made by it ultimately is proved to be false, the
shareholder has the right to claim refund of the amount paid by him. The auditor should,
therefore, study carefully all the conditions and stipulations made in the prospectus and in case
any of them has not been carried out, draw the attention of shareholders thereto.

9.9.2 Knowledge About Authority Structure of the Company

With a view to carry out the audit effectively, it is necessary that the auditor should know the
authority structure of the company. Under Section 291 of the Act, the Board of Directors of a
company are entitled to exercise all such powers and to do all such acts and things, as the
company is authorised to do.

Section 292 specifies five types of decisions that can be taken by the Board of Directors only in
Board’s meetings. These include the following:

 Making calls on partly paid shares

 Issue of debentures
 Borrowing money other than on debentures
 Investing the fund of the company and
 Making loans

Apart from the above, the Board also carries out a number of other functions. Such functions
include the following:

1. Adopting of accounts before the same to be submitted to the auditor for their report—
Section 215
2. Appointment of the first auditors and filing of casual vacancy-Section 224
3. Investment in shares of companies within the limits-Section 372A
4. Entering into contracts with persons who are directors of the company or related to or
associated with the directors as specified in Section 297 of the Companies Act.

However, the Board shall not exercise any power or do any act or thing which is directed or
required by any legislation or by the memorandum or articles of the company, to be exercised or
done by the company, in a general meeting.

Following are some of the matters, which only the shareholders can sanction in a general
meeting:

1. Appointment and fixation of remuneration of auditors in the annual general meeting—

Section 224
2. Declaration of Dividend—Regulation 85, Table A
3. Appointment of relative of directors to an office or place of profit in the company—
Section 314
4. Sale, lease or disposal of the whole of the company’s undertakings or a substantial part of
it and donations above a certain limit—Section 293(1).
Some matters which require the sanction of the central government e.g. for sanctioning loans to
directors by a company other than a banking or a finance company, can not be exercised by the
board of directors or the shareholders.

9.10 COMPANY AUDITOR

An auditor is a person who is appointed to conduct an independent examination of books,

accounts and supporting vouchers to report on the reliability and fairness of profit and loss
account and balance sheet. He is a professional man having specialised knowledge and expertise
in all branches of accounting.

In order to ensure that the person conducting the audit of accounts of company have sufficient
knowledge in accounting, the Companies Act requires him to be a chartered accountant within
the meaning of the Chartered Accountants Act, 1949. Apart from being well versed in
accounting, the auditor should be honest, tactful, methodological, cautious and careful. Lord
Justice Lindley in his famous case London and General Bank (1895) held that “an auditor must
be honest, i.e. he must not certify what he does not believe to be true and he must take reasonable
care and skill before he believes what he certifies is true”. Learned Judge Lopes in Kingston
Cotton Mill case remarked, “an auditor need not be overcautious or always suspicious. He is a
watchdog but not a bloodhound. He is justified in believing the tried servants of the company
and entitled to rely upon their representation provided he takes reasonable care.”

9.10.1 Appointment of Auditors

The provisions regarding appointment of the auditors are contained in Section 224 of the
Companies Act.

1. First auditor

Section 224(5) provides for the appointment of first auditors, by the Board of Directors within
one month of the date of registration of the company. The auditor or auditors so appointed shall
hold office till the conclusion of the first annual general meeting.

But the company may at a general meeting remove such an auditor and appoint another in his
place, on a nomination being made by any member of the company, notice being given to the
members of the company, not less than 14 days before the date of the meeting.

If the first auditor is not appointed by the directors, within one month of registration, the
company in general meeting may appoint the first auditor. The auditor of a company is normally
appointed by the shareholders by passing a resolution at the annual general meeting. Once
appointed, he holds office from the conclusion of that meeting to the conclusion of the next
annual general meeting.

An auditor once appointed may be reappointed in the next annual general meeting or a new
auditor may be appointed in his place. It is obligatory on the part of a company to annually make
such an appointment, as well as to give, within seven days of the appointment, intimation to
every auditor so appointed or reappointed.

2. Subsequent auditors

Subsequent auditors of a company are appointed every year by the shareholders in annual
general meeting by passing an ordinary resolution. According to Section 224(1), “Every
company shall, at each annual general meeting, appoint an auditor to hold office.” Section 224
(1A) requires the auditor so appointed to communicate his acceptance or refusal to the registrar
within the period of 30 days of the receipt from the company intimating his appointment.

If the auditor so appointed does not accept the appointment, the vacancy can neither be treated as
casual vacancy nor a vacancy by resignation. The research committee of the Institute of
Chartered Accountants of India has clearly expressed this opinion on the strength of the
provisions of the Companies Act which vest the general power with shareholders and the
delegation of powers to the board of directors is not permitted. Therefore, another general
meeting has to be convened to appoint new auditor.

3. Appointment by central government

According to Section 224(3), where at an annual general meeting, no auditors are appointed or
re-appointed, the central government may appoint a person to fill the vacancy. Within seven days
of the power of the central government becoming exercisable, the company shall give notice of
that fact to the central government. Failure to give such notice will make the company in default
with a fine, which may extend to Rs. 5,000.

4. Appointment against a casual vacancy

If due to death, insanity or insolvency etc, a casual vacancy of the auditor arises, the board of
directors can fill the same u/s 224(6). The auditor appointed against such a vacancy will hold
office till the conclusion of the next annual general meeting.

5. Appointment by special resolution

The Companies (Amendment) Act, 1974 introduced Section 224A, which provides that in the
case of a company in which 25%, or more, of the subscribed share capital is held, whether
individually or collectively by

1. a public financial institution or a government company or any state government or

2. any financial or other institution established by any Provincial or State Act in which a
state government holds not less than 51% of the subscribed share capital or
3. a nationalised bank or an insurance company carrying on general insurance business the
appointment of the auditor shall be made by a special resolution.
If the company fails to pass a special resolution, it shall be deemed that no auditor has been
appointed by the company at its annual general meeting and the central government will be
empowered to make an appointment.

6. Appointment of auditors of government or certain other companies

Section 619 provides that the auditor of a government company shall be appointed or
reappointed by the central government on the advice of the comptroller and auditor general of
India.

The amendment act also introduced another section, i.e. Section 619B which extends the
provision of Section 619 to a company in which the central government or state government or
any government company or any government corporation hold either singly or jointly not less
than 51% of the paid up share capital.

A person should keep these provisions in mind while accepting an appointment as the auditor of
a company since the onus of complying with the provisions of section 619B lies with the
concerned companies. All the same it would be necessary on the part of the auditors appointed or
re-appointed under Section 224 of the Act to ensure, before accepting the appointment/ re-
appointment that the company concerned is in fact outside the ambit of Section 619B of the Act.

9.10.2 Tenure of Appointment

Section 224 (1) of the Companies Act provides that an auditor is appointed from the conclusion
of one annual general meeting until the conclusion of next annual general meeting. But, if the
annual general meeting is not held within the period prescribed by Section 166, the auditor will
continue in office till the annual general meeting is actually held and concluded. So, if an annual
general meeting is adjourned, his tenure will extend till the conclusion of the adjourned meeting.

9.10.3 Re-appointment of Retiring Auditor

According to the provisions of Section 224(2), retiring auditor, by whatsoever authority

appointed, shall be automatically re-appointed by passing an ordinary resolution except in the
following circumstances:

 Where he is not qualified for re-appointment

 Where he has given to the company a notice in writing of his unwillingness to be re-
appointed
 Where a resolution has been passed at the meeting, appointing somebody else instead of
him or providing expressly that he shall not be re-appointed
 Where a notice has been given of an intended resolution to appoint some person in the
place of retiring auditor, and by reason of death, incapacity or disqualification of that
person, the resolution can not be proceeded with.
The re-appointment will not be automatic. Also, the non-reappointment of the retiring auditor in
the annual general meeting is not removal of the auditor. It will be considered simply as
retirement.

The auditor will also not be re-appointed in the following two special cases:

1. Where he holds the audit of specified number of companies or more than that on the day
of appointment in terms of Section 224 (1B) of the Companies Act.
2. Where 25%, or more, of the subscribed capital of the company is held by public financial
institution(s), government companies etc. or a combination of them, unless the retiring
auditor is appointed by a special resolution.

The rights of retiring auditor are as follows:

1. He has the right to receive the notice of the resolution.

2. He has the right to make a written presentation to the company and request its
notification to members of the company.
3. The auditor has the right to get his representation circulated among the members.
4. He has the right to get his representation read out at the meeting, if it has not been sent to
the members because of delay or default on the part of the company.

9.10.4 Ceiling on Number of Audits

The Companies (Amendment) Act, 1974 added two new sub-sections 224(1B) and 224(1C) on
ceiling on number of audits. The objective of these sections is to prevent concentration of audits
in few hands. These sections were further amended in 1988 and finally revised in the year 2000.

According to Section 224(1B), an individual cannot be the auditor of more than 20 companies at
a time. Further, out of these 20 companies not more than 10 should be companies having a paid
up share capital of Rs. 25 lakhs or more. In case of a partnership firm of auditors, the ceiling is
20 companies per partner of the firm and if a partner is also a partner in any other firm, the
overall ceiling in relation to such a partner will be 20.

Example

In a firm of chartered accountants, say, there are three partners— X, Y and Z. The overall ceiling
of the firm will be 3 x 20 = 60 company audit, out of which not more than 3 x 10 = 30 companies
may have paid up share capital of Rs. 25 lakhs or more.

Again, say X is also a partner of another firm of chartered accountants. In that case, in these two
firms, total number of company audit he can undertake as a partner of the firms is limited to 20
only subject to the ceiling of 10 large company audits i.e. companies having a paid up share
capital of Rs. 25 lakhs or more. It is his affair that how he will allocate these 20 company audits
between these two firms.
Section 224(1C) has been amended by the Companies (Amendment) Act, 1988 to disallow the
appointment of person, who are in full time employment elsewhere, as company auditor. Even in
case of partnership, such a partner shall be excluded from counting the number of audits per
partner.

According to the recent amendments in the Companies Act in the year 2000, the above
provisions are applicable in case of public limited companies only. So, private limited companies
are excluded in computing the ceiling of number of audits.

However, the Institute of Chartered Accountants of India has issued a notification [No. 1-CA
(7)/53/2001] in the gazette of India dated 19th May 2001 to include private companies also
within the ceiling of 20 companies. According to the notification, “a member of the Institute in
practice shall be deemed to be guilty of professional misconduct, if he holds at any time
appointment of more than specified number of audit assignment of the companies including
private companies.”

9.10.5 Remuneration of Auditor

 In case of an auditor appointed by the Board of Directors or the central government, his
remuneration may be fixed by the Board of Directors or the central government as the
case may be.
 In all other respect, it must be fixed by the company in general meeting or in such manner
as the company in general meeting may determine.

‘Remuneration’ includes any sum paid by the company in respect of the auditor’s expenses in
carrying out his duties. Obviously, the general meeting can disperse without deciding the amount
of the remuneration of the auditor. However, it must provide the manner in which the
remuneration can be determined.

If an auditor renders services other than the audit work, he will be entitled to get additional
remuneration for such work. A special disclosure of all amount paid to the auditor in whatever
capacity is required to be made in the profit and loss account as any of the following

1. As auditor
2. As adviser, or in any other capacity, in respect of
o taxation matters,
o company law matters,
o management services, and
3. In any other manner.

The aforesaid manner of disclosure is required by Part II of Schedule VI to the Act.

Where the auditor is re-appointed in the next annual general meeting, the amount fixed for the
previous year continues to be the remuneration of the auditor, unless specific changes are made.

9.10.6 Qualification of an Auditor

Section 226 of the Companies Act prescribes the qualification and disqualification of Company
Auditors. According to Section 226(1), “a person shall not be qualified as auditor of a company
unless he is a chartered accountant within the meaning of the Chartered Accountants Act, 1949.”

It further provides that a firm whereof all the partners practicing in India are qualified for
appointment as auditors may be appointed by firm’s name to be the auditor of the company. In
this connection, it may be noted that under the Chartered Accountants Act, 1949 only a chartered
accountant having a certificate of practice can be engaged in the public practice of the profession
of accountancy. Therefore, only a practicing chartered accountant can be appointed as an auditor
of a company.

In addition to above, a person, holding a certificate under the law in force in the whole or any
portion of a Part B State immediately before the commencement of the Part B States (Laws) Act,
1953 or of the Jammu and Kashmir (Extension of Laws) Act, 1956 as the case may be, entitling
him to act as an auditor of the companies in the territories which, immediately before 1st
November, 1956 were comprised in that state or any portion thereof, shall also be entitled to be
appointed to act as an auditor of companies registered anywhere in India.

Thus, the auditor of a company must either be (1) a practising chartered accountant, or (2) the
holder of a certificate in erstwhile Part B States entitling him to act as an auditor of companies.

9.10.7 Disqualification of an Auditor

Section 226(3) provides the disqualification of auditors. According to it, none of the following
shall be qualified for appointment as an auditor of a company:

1. A body corporate
2. An officer or employee of the company
3. A partner or an employee of an officer or employee of the company
4. A person who is indebted to the company for an amount exceeding Rs. 1,000 or who has
given any guarantee or provided any security in connection with the indebtness of any
third person
5. A person holding any security of the audit company when such security carries voting
right.

A person shall not be qualified for appointment as an auditor of a company if he is, by virtue of
Section 226(3), disqualified for appointment as an auditor of any other company which is that
company’s subsidiary or holding company or a subsidiary of that company’s holding company.

Disqualification may come to an auditor if he ceases to be a member of the Institute of Chartered

Accountants of India or adjudged as having unsound mind or is an undischarged insolvent.

If after his appointment, an auditor becomes disqualified subject to any of the points listed
above, he shall be deemed to have vacated his office as such.

9.10.8 Removal of Auditors

An appointed auditor may be removed from his office either in accordance with the provisions of
the Companies Act or as per restrictions imposed by the Chartered Accountants Act.

Removal as per the Companies Act

The removal of the auditor in accordance with the provisions of the Companies Act depends
upon the option of the concerned company. He may be removed before the expiry of his term or
after the expiry of his term. The service of the first auditor appointed by the board and supposed
to hold office till the conclusion of the first annual general meeting can be terminated beforehand
by way of passing a resolution in a general meeting. However, the removal of any subsequent
auditor before the expiry of his term is difficult in the sense that it requires the approval of the
central government as per Section 227 (7). So, the central government has to be convinced about
the unsuitability of the existing auditor to continue as auditor.

The Companies Act lays down clear procedures about the removal of auditors in Section 224 and
Section 225.

1. Removal before the expiry of the term

1. Under Section 224(5)(a), it is provided that the company can remove in a general
meeting the first auditor appointed by the board of directors.
2. Under Section 224(7), it is provided that except the first auditor, auditors
appointed u/s 224 could be removed before the expiry of the term in a general
meeting, only after obtaining previous approval of the central government.
2. Removal after the expiry of the term

The auditor can be removed after the expiry of his term of office, as per the procedures
laid down in Section 225.

According to the Section, for removal of a retiring auditor or appointing another auditor in his
place, the following procedures must be observed:

1. Special notice must be given by a member of the intended resolution to be passed at an

annual general meeting
2. On receipt of such a notice, the company shall forward a copy thereof to the retiring
auditor
3. The retiring auditor then may make written representation to the company not exceeding
a reasonable length and request their notification to the members of the company.

The company shall, unless the representations received by it are too late to do so,

 state the fact of the representation in any notice of the resolution given to members of the
company and
 send a copy of the representation to every member of the company to whom notice of the
meeting is sent.
If a copy of the representation is not sent as aforesaid, because they are received too late or
because of the company’s default, the auditor may require that the representation shall be read
out at the meeting. However, these are not required, if it is established that the above rights are
abused by the auditor.

Removal as per Chartered Accountants Act

An auditor may also be removed from his office due to his professional misconduct. Following
are some of the important clauses of the Chartered Accountants Act, 1949, which mention the
professional misconduct for which a chartered accountant may be removed from his office:

1. If a Chartered Accountant accepts the position as an auditor previously held by another

chartered accountant without first communicating to him in writing
2. If a chartered accountant is grossly negligent in the conduct of his professional duties
3. If a chartered accountant is engaged in any business or occupation other than the
profession of accountancy unless permitted by the council of the Institute
4. If a chartered accountant contravenes any of the provisions of the act and regulation made
thereunder etc.

9.10.9 Status of the Company Auditor

The auditor of a company can be considered a servant of the company, an agent of the
shareholders as well as an officer of the company.

1. A servant of the company

Like any other employee or director of a company, an auditor also renders his services to the
company. The employees get remuneration from the company for their services. The auditor is
receiving remuneration from the company, (not termed as audit fees) for the services rendered by
him for the company. Hence, like employees of the company, the auditor may also be considered
as a servant of the company.

But if payment to auditor by the company makes him a servant of the company, it will create a
lot of confusion. Then the doctor who is paid by the patient is to be treated as servant of the
client. So, it would not be logical to treat the auditor as servant of the company.

2. An agent of the company

Except in certain special situations where an auditor is appointed by the Directors or the central
government, an auditor is normally appointed by the shareholders. Not only that, the auditor
checks the accounts on behalf of the shareholders and he has to submit his report to the
shareholders. It therefore appears that an auditor is an agent of the shareholders.

Lord Cranworth in the course of his judgment in the case Spackman vs Evans also said, “The
auditor may be the agent of the shareholders, so far as it relates to the audit of the accounts. For
the purpose of the audit, the auditors will bind the shareholders”.
However, according to the Law of Agency, “he who does through another does by himself”. It
means that any act of the agent will be purported to be the act of the principal. But this
relationship does not exist between the shareholders and the auditors. Again, under the same law,
the knowledge of an agent regarding a matter is also taken as the knowledge of the principal. So
far as company auditor is concerned, he is not supposed to intimate the shareholders any
information other than the actual results and financial position through financial statements.

Therefore, a company auditor cannot be treated as an agent of the shareholders. He can best be
described as the representative of the shareholders under certain circumstances.

3. An officer of the company

An auditor is an officer of the company under Section 2(30) of the Companies Act for the
purpose of the following sections:

1. Section 477: Powers to summon persons suspected of having property of the company.
2. Section 478: Power to order public examination of promoters, directors, officers etc.
3. Section 539: Penalty for falsification of books
4. Section 543: Power of the court to assess damages against delinquent directors, officers
etc. in course of winding up procedure
5. Section 545: Prosecution of delinquent officers and members of the company
6. Section 621: Offences against act to be cognizable only on complaint by registrar,
shareholder or government
7. Section 625: Payment of compensation in cases of frivolous or vexatious prosecution
8. Section 633: Power of the court to grant relief in certain cases

Except for the above sections, an auditor shall not be considered as an officer under the
Companies Act, 1956.

In addition to that there are many legal decisions where a company auditor has been termed as an
officer of the company. In London and General Bank case, it was held by Justice Lindley that it
seems impossible to deny that for some purposes and to some extent, an auditor is an officer of
the company. It was also held in the famous Kingston Cotton Mills Co. Ltd. case that the
auditors are officers of the company.

But an officer is bound by the service rules of the company and is required to work as per the
directions given to him. But independence in the work of an auditor is a well-established
principle. He needs to be independent of management in order to make his report reliable to the
shareholders and other interested parties like bankers, creditors etc. There fore, the auditor must
work according to his own judgment and independent thought even though that may not suit the
desire of management. So, to treat the auditor as an officer of the company is contrary to the
basic philosophy of audit.

The position of an auditor is, therefore, a bit controversial. Sometimes he may appear to be an
agent of the shareholders and sometimes he may be considered an officer of the company. But an
auditor is an independent person rendering professional services to the company in return of fees.
He can neither be an agent of the shareholders nor be an officer of the company, nor is he a
servant of the company.

9.10.10 Auditor’s Rights, Duties and Liabilities

The auditor of a company has statutory rights, duties and liabilities under the Companies Act.

Rights of a company auditor

An auditor of a company is required to report on the truth and fairness of the financial statement
of the company. To perform his duties effectively, he requires some rights and powers. In case of
sole-proprietor or partnership firm, the rights and duties of an auditor are determined by the
agreement entered into by him with the sole proprietor or the partnership firm as the case may
be. But the Companies Act, 1956, has specifically laid down the rights and duties of a statutory
auditor of a joint stock company. These rights and duties are absolute and cannot be curtailed in
any way. Any resolution or provision in the articles in this regard will be null and void. It was
held in the case of Newton vs Birmingham Small Arms Co. Ltd. that any resolution precluding
the auditor from of any information to which he is entitled to as per Companies Act is
inconsistent with the Act.

The Companies Act provides the following rights to the auditor to enable him to discharge his
duties properly:

1. Right of access to books and vouchers   Section 227(1) of the Companies Act, 1956
provides that the auditor of a company shall have the right of access, at all times, to the
books and vouchers of the company whether kept at the head office or elsewhere. This
right of the auditor is the fundamental basis on which the auditor can proceed to examine
and inspect the records of the company for the purpose of making his report.

2. Right to obtain information and explanations   Section 227(1) also entitles the auditor to
require from the officer of the company such information and explanations as the auditor
may think necessary for the performance of his duties. Corresponding to the right to ask
for information and explanations, Section 221 of the Act also makes it obligatory for the
concerned officers of the company to furnish without delay the relevant information to
the auditor.

3. Right to visit branch offices and access to branch accounts   Section 228(2) of the
Companies Act gives specific rights to the company auditor where the accounts of any
branch office are audited by another person. The company auditor has the right to visit
branch office, if he deems it necessary to do so for the performance of his duties and has
the right of access to books and accounts along with vouchers maintained by the branch
office.
  

4. Right to receive branch audit reports   The company auditor has also the right to receive
the audit report from the branch auditor for his consideration and deal with it in such a
way, as he considers necessary while preparing his audit report on the accounts of the
company.

5. Right to receive notices and to attend general meeting   Section 231 of the Companies
Act entitles the auditors of a company to attend any general meeting of the company and
to be heard on any part of the business, which concerns him as the auditor. He is also
entitled to receive all notices and communications relating to any general meeting of the
company.

6. Right to make representation   Pursuant to Section 225, the retiring auditor is entitled to

receive a copy of the special notice intending to remove him or proposing to appoint any
other person as auditor. The retiring auditor sought to be removed has a right to make his
representation in writing and request that the same be circulated amongst the members of
the company. In case, the same could not be circulated, the auditor may require that the
representation shall be read out at the general meeting.

7. Right to sign audit report   According to Section 229 of the Companies Act, only the
person appointed as auditor of the company, or where a firm is so appointed only a
partner in the firm practising in India, may sign the auditor’s report.

8. Right to seek legal and technical advice   The auditor of a company is entitled to take
legal and technical advice, which may be required in the performance of conduct of audit
or discharge of his duties (London and General Bank Case).

9. Right to be indemnified   For different purposes, an auditor is considered to be an officer

of the company. As an officer, he has the right to be indemnified out of assets of the
company against any liability incurred by him in defending himself against any civil or
criminal proceedings by the company, if he is not held guilty by the law.

 
 10. Right to receive remuneration   On completion of his work, an auditor is entitled to
receive his remuneration. The rights of the auditor cannot be limited by any resolution of
the members passed in the general meeting (Homer vs Quitler).

Right of lien of company auditor

The right of ‘lien’ means right of one person to retain the property of another person who owes
money to the former. The right of lien of an auditor of a limited company indicates his right to
retain documents and records of the company for his unpaid fees. The Companies Act is silent
about the right of lien of auditors on clients’ documents and records. Also there are many
conflicting legal judgments regarding this issue. The Institute of Chartered Accountants of
England and Wales has issued a guideline in this regard.

Based on that guideline, the auditor’s lien can be discussed under the following heads:

1. Lien on books of accounts   In the case Herbert Alfred Burliegh vs Ingram Clark Ltd.
(1901), it was held that while an auditor acts as an accountant preparing books of
accounts, he should have lien on such books of accounts for unpaid fees. But if he merely
audits the books of accounts, he will not enjoy any right of lien on them.

But allowing auditor to enjoy right of lien on books of accounts prepared by him will
conflict Section 209 of the Companies Act which make it mandatory for every company
to keep its books of accounts at its registered office or at such other place in India as the
directors think fit. So, the auditor’s lien would not be upheld on books of accounts, which
the company has to keep in its possession as per the provisions of the Companies Act.

2. Lien on working papers   Audit working papers are those documents and records, which
the auditors prepare in connection with his audit work. In fact, this question of ownership
in respect to the working papers arose in the case of Sockockingky vs Bright Graham &
Co. (1938) in England. The question was whether the auditor had a right to retain the
working papers as if it were their own property even after the payment of the audit fees.
The court gave judgment in favour of the auditors on the ground that they were
independent contractors and not agents of the client.

3. Lien on communication documents   An auditor may communicate with third parties

either as an agent on behalf of the client or independently in connection with his work. In
this case, the communication documents will belong to the client. However, if the auditor
makes correspondence with third parties not as an agent, but as a professional man for
discharging his duties, the correspondence with the third parties will be his property.

 
 4. Lien on client’s money   The auditor should not have any lien on client’s money, which
may be kept with him. This is simply because he does not work on the money. He may be
required to keep the money as a trustee only. So, if the auditor appropriates client’s
money towards his outstanding fees, he will be held liable.

5. General or special lien   An auditor has only lien on the particular document in respect of
which he has rendered his professional service, but he has not yet been paid. He cannot
have general lien, i.e. he cannot retain other documents with which he has not been
concerned.

Duties of a company auditor

The duties of a company auditor can be described by classifying it in the following categories:

1. Statutory duties
1. Duty to report: According to Section 227 of the Companies Act, 1956, it is the
duty of the company auditor to make a report to the members of the company on
the accounts examined by him and on balance sheet and profit and loss account
laid before the company in its general meeting.
2. Duty to enquire: Sub-section (1A) of Section 227 of the Companies Act specifies
six matters, which are required to be looked into by a company auditor. The
statement on qualifications in the auditor’s report issued by the ICAI clarifies that
the auditor is not required to report on the matters specified in Sub-section (1 A),
unless he has any special comments to make on any of the items referred to
therein.
3. Duty to follow CARO: Under Section 227(4A) of the Companies Act, the central
government has the power to direct by a general or special order that in the case
of specified companies, the auditor’s report shall include a statement on such
matters as may be specified in its order. In accordance with the provision, the
central government issued revised order in 2003, namely Companies (Auditor’s
Report) Order. The auditor has the duty to follow the order.
4. Other duties under the Companies Act: The auditor has the following other duties
under the Companies Act:
1. Duty of the auditor or a partner of a firm of chartered accountants
practising in India to sign audit report (Section 229)
2. Duty of the auditor to report on prospectus on the accounting part (Section
56)
3. Duty to assist the inspector appointed by the central government to
investigate the affairs of the company (Section 240)
4. Duty to report on profit and loss account for the period from the last
closing date to the date of declaration of insolvency by the directors and
also on balance sheet (Section 488)
 5. Duty to certify the statutory report of the company in respect of shares
allotted, cash received in respect of such shares and the receipts and
payments of the company [Section 165(4)]
2. Contractual duties   A professional accountant may be hired by a company for purposes
other than the statutory audit. In all such cases, the duty of the auditor will depend upon
the terms and conditions of his appointment.

3. Duty to have reasonable care and skill   An auditor of a company must be honest and
must exercise reasonable care and skill to perform his audit work, otherwise he may be
sued for damages. It was observed in Kingston Cotton Mills Case (1896) that the auditor
should perform his audit work with such care, skill and caution that a reasonably
competent, careful and cautious auditor will use.

4. Duty ofan auditor regarding mandatory accounting standards   According to the

decision of the Council of the Institute of Chartered Accountants of India, it has been
resolved that while discharging their functions, it is the duty of the members of the
Institute, to ensure that the mandatory accounting standards are followed in the
presentation of the financial statements covered by their audit report. In the event of any
deviation from the standards, it is also the duty of the auditor to makes adequate
disclosure in their reports so that the users of such statements may be aware of such
deviations.

Section 227 (3) (d) of the Companies Act also states that the auditor’s report shall state
whether the company’s balance sheet and profit and loss account comply with the
accounting standards referred to in Section 211 (3C).

5. Duty to the profession itself   Every profession has its own code of conduct and
professional ethics. The Institute of Chartered Accountants of India has also issued the
required code of conduct and professional ethics, which has to be maintained by the
members of the Institute. So, it is the duty of the company auditor to follow code of
conduct and his professional ethics.

Liabilities of company auditor

The auditor holds a position of great responsibility and has to perform certain duties, statutory or
otherwise, assigned to him. In performing his duties, he has to exercise reasonable care and skill.
His client expects him to follow the generally accepted auditing standards and he may be held
liable in case he does not act with reasonable care and skill required from him in a particular
situation.
The liabilities of an auditor can be described by classifying them under the following categories,
as depicted in the given flow chart.

Liabilities on the basis of legal implications   On the basis of legal implication, liabilities may
be divided into three categories, namely,

1. Liabilities under the Companies Act: Under the Companies Act, the liability of an auditor
may arise in the following cases:
1. Misappropriation and retention of client’s money:    If an auditor has
misappropriated or retained or become liable or accountable for any money or
property of the company, or has been guilty of any misfeasance or breach of trust
in relation to the company, the court may compel him to repay or to restore the
money or property of or any part thereof with interest at certain rate or to
contribute such sum to the assets of the company by way of compensation
(Section 543).
2. Mis-statements in the prospectus:    He shall be liable with regard to mis-
statements in the prospectus of the company under Section 62. The auditor is
liable to pay compensation to every person who subscribes for any shares or
debentures on the faith of the prospectus issued by the company for any loss or
damage he may have sustained.
3. False statement in returns, reports etc.:    He shall be liable if he makes a false
statement with material particulars in returns, reports or other statements knowing
it to be false or omits any material fact knowing it to be material (Section 628),
4. Intentional false evidence:    He shall be liable if he gives false evidence
intentionally upon any examination upon oath or solemn affirmations, authorised
under this Act or in any affidavit, deposition or solemn affirmations, in or about
the winding up of any company under this act (Section 629).
 5. Liability for delinquency:    The liquidators may prosecute an auditor as an officer
of the company during the course of winding up of the company for delinquency
(Section 545).
6. Wilful default in report making:    He will be held liable if he wilfully makes a
default in making his report to the shareholders according to the provisions of
Sections 227 and 229 (Section 233).
7. Destruction, alteration of books etc.:    If he is found guilty of destruction,
mutilation, alteration, falsification or hiding of any books, papers or securities or
if he makes any false or fraudulent entry in any register, books of accounts or
documents of the company, he may be held liable (Section 539).
8. Authorising false statement in the prospectus:    If he authorises the issue of the
prospectus of a company containing a false and untrue statement, he will be held
liable (Section 63).
9. Party to the issue of prospectus:    He may be held liable if he is party to the issue
of prospectus including statement purporting to be made by him as an expert,
unless he is not interested in the formation or promotion or in the management of
the company (Sections 57, 58 and 59).
10. Inducing fraudulently to invest money:    He will be liable if he induces a person
fraudulently to invest money by knowingly or recklessly making a statement or
promise which is false or misleading, or if he dishonestly conceals the material
fact (Section 68).
2. Liabilities under the Chartered Accountants Act: Liability of chartered accountant, acting
as an auditor, may be in the form of disciplinary proceedings under the Chartered
Accountants Act, 1949. It may arise on account of professional misconduct on the part of
the auditor.

There are separate provisions for professional misconduct in relation to (a) chartered
accountants in practice (b) members of the institute in service and (c) members of the
institute in general.

The Council, under Section 21, refers the case of professional misconduct on the part of
the members to the disciplinary committee. The latter holds the enquiry and reports its
findings to the council. In case the council finds, on the basis of its report that the
member is guilty of professional misconduct, it gives chance to the member to explain his
conduct. On the basis of hearing, the council takes necessary actions. But if the
misconduct on the part of the member is other than that specified in the first schedule of
the Chartered Accountants Act, 1949 the council has to refer the case to the High Court
with its recommendations thereon.

3. Liabilities under any special act: In addition to the Companies Act and the Chartered
Accountants Act, the auditors are also held liable under different special acts, which are
stated below:
1. Under Banking Regulation Act, 1940:
1. Under Section 46 of the Banking Regulations Act, 1940, if an auditor in
any return, balance sheet or other document, wilfully makes a statement,
 which is false in any material particulars, knowing it to be false, or
wilfully omits to make a material statement, he will be held responsible.
2. Under Section 45G, an auditor of a banking company may be publicly
examined in the winding up proceedings. On such examination, the high
court may make an order, if he is not found fit to act as an auditor, that he
will not act as auditor of any company for such period not exceeding five
years as may be specified in the order.
2. Under the Life Insurance Corporation Act:    Under Section 104 of the Life
Insurance Corporation Act, 1956 an auditor may be sentenced to imprisonment or
fine, or both, if he gives a false statement knowingly in any return, report or other
such forms to be issued under the act.
3. Under the Indian Penal Code:    Under Section 197 of the Indian Penal Code, if
any person including auditor issues or signs a certificate required by law to be
given or signed, or relating to any fact of which such certificate is by law
admissible in evidence, knowing or believing that such certificate is false in any
material point, he shall be punishable in the same manner as if he gave false
evidence.
4. Under the Income Tax Act:    Under Section 278 of the Income Tax Act, 1961, if
any person including an auditor abets or induces in any manner another person to
make and deliver an account, statement or declaration relating to any income
chargeable to tax which is false and which he either knows to be false or does not
believe to be true, he shall be punishable.

Liabilities on the basis of nature of liability   On the basis of nature of liability, it can be divided
into two groups:

1. Civil liability: The civil liability of an auditor can be for (a) negligence or (b)
misfeasance. In these cases, he may be called upon to pay damages as decided by the
court.
1. Liability for negligence: An auditor is appointed to perform certain duties. To the
extent of his duties as an auditor, he acts as an agent of his client. In this capacity,
he must exercise reasonable care and skill to perform his duties for which he is
employed. If he acts negligently on account of which the client has to suffer loss,
the auditor may be held liable and may be called upon to make good the damages,
which the client suffered due to his negligence.

It should be noted that if an auditor fails to discover frauds, he might not be

failing in his duty. In fact, fraud and other irregularities may not be disclosed by
an annual audit and even a detailed audit may not discover certain types of fraud.
Under such circumstances, whether the auditor will be held responsible that
depends on the fact that whether the auditor should have been able to discover
that fraud if he applies reasonable care and skill. If he could, he will be held
responsible, otherwise not.

2. Liability for misfeasance: The term ‘misfeasance’ implies breach of trust or

breach of duty. An auditor has to perform certain duties, which may arise out of a
 contract with the client as in the case of sole-proprietor or partnership or it may be
statutory as laid down under various statutes. The duties of a company auditor
have been statutorily laid down in the Companies Act, 1956. If the auditor does
not perform his duties properly and as a result his client suffers, he may be held
liable for misfeasance.

It should be noted that according to Section 543, the court might assess damages
against delinquent Director or other officers of the company, including an auditor
for misfeasance or breach of trust. In the case of an auditor, who also comes
within the definition of officer in Section 2(30) for the purpose of this section, if
he is guilty of neglect of duty or misfeasance, so as to cause loss to the company
in any way, proceedings may be taken under this section against him either
independently or other officers or jointly with them.

2. Criminal liability: An auditor of a company can be held guilty of criminal offences, if he

wilfully makes a false statement in any report, return, certificate or balance sheet.

Under Section 628 of the Companies Act, “if an auditor in any report, certificate, balance
sheet, prospectus, statement or other document required by or for the purpose of any of
these acts, makes a statement (a) which is false in any material particular, knowing it to
be false or (b) omits any material fact, knowing it to be material, he will be held liable on
criminal offence.

Again, Section 197 of the Indian Penal Code provides that whoever issues or signs any
certificate required by law to be given or signed or relating to any fact which such
certificate is by law admissible in evidence, knowing or believing that such certificate is
false in any material point, shall be punishable in the same manner as he gave false
evidence.

Other liabilities   The other liabilities of an auditor may include the following:

1. Liability to third parties: There are several persons who completely rely upon the
financial statements entitled by the auditor and enter into transactions with the company
without any further enquiry. These parties may include creditors, the bankers, the tax
authorities, the prospective investors etc.

In general, the auditor is not liable to third parties since no contractual obligation exists
between the auditor and the third parties. Since they do not appoint him, he owes no duty
to them and hence there is no question of any liability to them. He cannot be held liable
unless he owes any duty to the persons, who hold him able for damages caused.

The third parties, however, can hold him liable, if there has been any fraud on the part of
the auditor. Even if there is no contractual obligation between the auditor and the third
parties, the latter can sue the auditor if the report of the auditor is of such a nature as
amounts to fraud.
 2. Liability for unlawful act of the client: An auditor may obtain knowledge about the
unlawful acts or defaults committed by his client during the course of his audit. The
question arises whether he should inform the proper authorities about it and whether he
can be held liable if he does not do so. It is a difficult question indeed since it involves
breach of confidence placed on him by his client.

Under such circumstances, he must act very carefully. He must not act in such a way,
which unnecessarily injures the confidence of his client on him. If required, he should
terminate his association with the client rather than open himself to such liability.

3. Liability to article clerks: The auditor may be held liable to his article clerks in the
following circumstances:
1. If he does not act honestly with his article clerk

If he removes any of his article clerks without any prior notice

If he does not pay the required amount of monthly stipend to the article clerks

2. If he gives a false certificate of payment of stipend to his article clerks.

The auditor, however, cannot be held liable to his article clerks to pay
compensation to them in case their services are terminated by the auditor. The
question of payment of compensation to a retrenched or dismissed worker arises
under the Industrial Dispute Act, 1956 only, which is not applicable to article
clerks.

9.11 SPECIAL AUDITOR

1. Circumstances

Power has been given to the central government under Section 233A of the Companies Act,
1956, to direct a special audit, where the government is of the opinion that:

 the affairs of any company are not being managed in accordance with sound business
principles or prudent commercial practices, or
 any company is being managed in a manner likely to cause serious injury or damage to
the interest of the trade, industry or business to which it pertains or
 the financial position of any company is such as to endanger its solvency.

The central government may, at any time, direct that a special audit of the company’s account for
such period or periods as may be specified, be carried out.

2. Qualification

A chartered accountant as defined in Clause (b) of Sub-section (1) of Section 2 of the Chartered
Accountants Act, 1949, whether such accountant is in practice or not, or the company’s auditor
himself may be appointed to conduct such special audit. This appointment is made by the central
government.

3. Rights, powers and duties of special auditor

The special auditor shall have the same rights, powers and duties in relation to the special audit
as an auditor of a company has under Section 227 of the Companies Act.

However, instead of making his report to the members of the company, the special auditor must
submit his report to the central government. The report of the special auditor shall, as far as may
be, include all the matters required to be included in an auditor’s report, under Section 227 and if
the central government so directs, shall also include a statement on any other matter which may
be referred to him by the government.

4. Remuneration of special auditor

The remuneration of special auditor is fixed by the government, but is payable by the company.
If the company fails to pay the remuneration, it can be recovered in the same way as land
revenue.

9.12 BRANCH AUDITOR

1. Qualification

Section 228 of the Companies Act governs the audit of branch offices. Where a company has a
branch office in India, the accounts of that office shall be audited by the company’s auditors or
by a person qualified under Section 226.

If the branch is situated outside India, audit can be conducted, in addition to persons mentioned
above, by an accountant duly qualified to act as an auditor in accordance with the laws of the
country in which the branch office is situated.

2. Appointment

If it is decided in the general meeting of the company to have the accounts of a branch audited by
auditor other than the auditor of the company, Section 228(3) requires that the meeting should
appoint any qualified person as auditor of the branch or authorise the board of directors to
appoint a qualified person as auditor for the branch in consultation with the main auditor of the
company.

3. Rights, powers and duties of branch auditor

The branch auditor shall have the same rights, powers and duties in relation to the branch audit
as an auditor of a company has under Section 227 of the Companies Act (Section 228(3)(b)).
The branch auditor shall prepare a report on the accounts of the branch office examined by him
and forward the same to the auditor of the company, who shall, in preparing the audit report, deal
with the same in such manner as he considers necessary (Section 228 (3)(c)).

4. Remuneration of the branch auditor

The branch auditor shall receive such remuneration and shall hold his appointment subject to
such terms and conditions as may be fixed either by the company in general meeting or by the
Board of Directors if so authorised by the company in general meeting (Section 228 (3)(d)).

5. Exemptions from branch audit

Under Section 228(4) of the Companies Act, the central government is empowered to give
exemptions from branch audit. The central government is also empowered to withdraw these
exemptions.

9.13 JOINT AUDITOR

Sometimes, two or more firms are appointed to conduct the audit of a company. This is the usual
case with large companies like insurance and banking companies having a wide geographical
network. In such a situation, the following matters assume importance:

 The audit work has to be shared by the joint auditor

 There should be proper co-ordination of work of the joint auditors
 Proper attempt should be made to resolve the differences of opinion among the joint
auditors

The Companies Act, 1956 does not contain any specific provisions regarding joint audit.
However, the Institute of Chartered Accountants of india has issued AAS-12 on the
‘responsibility of joint auditors’. According to this statement, the functions and duties of joint
auditors can be stated as follows:

1. Division of work

Where joint auditors are appointed, they should, by mutual discussion, divide the audit work
among themselves. In some cases due to the nature of the business of the entity under audit, such
a division of work may not be possible. In such situation, the division of work may be with
reference to items of assets and liabilities or income and expenditure or with reference to periods
of time. The division of work among joint auditors as well as the areas of work to be covered by
all of them should be adequately documented and preferably communicated to the entity.

2. Co-ordination

Where, in the course of his work, a joint auditor comes across matters, which are relevant, to the
areas of responsibility of other joint auditors, and which deserve their attention, he should
communicate the same to all the other joint auditors in writing.
3. Responsibility of joint auditor

In respect of audit work divided among the joint auditors, each joint auditor is responsible only
for the work allocated to him.

Each auditor should bring to the attention of the other joint auditors matters requiring discussion,
disclosure or application of judgment, by submitting a report or a note prior to the finalisation of
audit. If any such matter were brought to the attention of the other joint auditors by an auditor
after the audit report has been submitted, the other joint auditors would not be responsible in
respect of those matters.

It is the responsibility of each joint auditor to determine the nature, timing and extent of audit
procedures to be applied in relation to the area of work allocated to him.

4. Audit report

Normally, the joint auditors are able to arrive at an agreed report. However, where the joint
auditors are in disagreement with regard to any matters to be covered by the report, each one of
them should express their own opinion through a specific report. A joint auditor is not bound by
the views of the majority of the joint auditors regarding matters to be covered in the report and
should express his opinion in a separate report in case of disagreement.

9.14 LEGAL VIEWS ON AUDITOR’S LIABILITY

The legal views as discussed in different cases so far taken to courts of law can be summarised as
follows:

Case Study

1. Case: Leeds Estate Building and Investment Co. vs Shepherd (1887)

Fact of the case: In this case, the auditor had not discovered that certain payments
relating to dividends, directors fees and bonus were irregular. This was because he had
not concerned himself with the company’s articles. He was held liable for damages.

Legal view: This case had established that it is not sufficient for an auditor to concern
himself with the arithmetical accuracy of the books and accounts. He has a duty to ensure
that the transactions are in order. When an auditor takes over a company audit, one of his
first actions is to obtain a copy of the memorandum and articles and note important points
therein affecting the account.

2. Case: London and General Bank Limited (1895)

Fact of the case: The company, in this case, had not made adequate provision for bad
debts. The auditor had discovered that the debts were doubtful and had clearly reported
the situation to the directors, but, when the directors failed to make provisions, instead of
 reporting the facts equally clearly to the shareholders, he simply made the statement that
“the value of the assets is dependent upon realisation”. It was held that the auditor had
failed in his duty to convey information clearly in his report, and he was made liable for
certain dividends improperly paid.

Legal view: This case is important because it was stated unequivocally that an auditor
has a duty to convey facts clearly to shareholders. “A person whose duty is to convey
information to others does not discharge that duty by simply giving them so much
information as is calculated to induce them, or some of them, to ask for more.” This case
established the fact that an auditor who shrinks from fully and clearly disclosing all the
material facts known to him is putting himself at risk. The court also discussed the basic
duty of an auditor. It was laid down that he must exercise reasonable care and skill, but
that he is in no way acts as an insurer and does not guarantee the accounts.

3. Case: Kingston Cotton Mill Co. Ltd. (1896)

Fact of the Case: In this case, the accounts had been manipulated by the over-valuation
of stock by the managing director, who had certified the stock valuation to the auditor. It
was held in the Court of Appeal that it was not the duty of the auditor to take stock, and
that in the absence of suspicious circumstances he was not guilty of negligence in
accepting the certificate of a responsible official with regard to the value of stock.

Legal view: As far as the main question is involved, whether the auditor could place total
reliance on the stock certificate of a responsible official with regard to the value of stock
in the absence of suspicious circumstances, this case is now of historical interest only.
The Companies Act also requires that the auditors should state whether the accounts
show a true and fair view. The professional accountancy bodies have issued statements
regarding detailed audit work to be carried out in relation to stock verification and
valuation and attendance by the auditor at stock taking. It does not seem that the auditor
could now simply accept a stock certificate from a responsible official where stock was a
material item and then plead this case in justification when defending the inevitable
action for misfeasance or negligence.

4. Case: Irish Wollen Co. Ltd. vs Tyson (1900)

Fact of the case: The auditor was found to have been negligent in that he had failed to
discover that the company’s liabilities were understated due to the suppression of
creditor’s invoices. This fraud would have been discovered if the auditor had either
checked the ledger balances against the creditor’s statements or scrutinised the dates
entered in the first few weeks of the next period.

Legal view: This case again shows the courts refusing to accept that an auditor had
discharged his duties by checking the arithmetical accuracy of the entries in the books.
He must exercise due skill and care in checking the validity of these entries. Auditors
would now always carry out the tests omitted in this case, checking balances against
creditors’ statements and testing the correctness of the “cut-off” procedure carefully.
5. Case: The London Oil Storage Co. Ltd. vs Seear, Hasluck & Co. (1904)

Fact of the case: This was another case where the auditors had concerned themselves
only with the entries in the books, and not with verification procedure. The balance sheet
showed cash balances of almost £ 800, which agreed with the books, but the actual
balance was only £ 30, the difference having been misappropriated. The auditor was held
to have been negligent in not verifying the balance. However, damages of only five
guineas were awarded against the auditor because the court held that the director
responsible for supervising the fraudulent employee was the person primarily responsible
for the loss.

Legal view: There are two important aspects to this case. The first is that the court again
held that auditors have a duty to verify assets and not merely to check bookkeeping
entries. The second, and very important, or aspect is that auditors are responsible for the
loss resulting directly from their negligence and thus are not responsible where the loss
has resulted from other causes.

6. Case: Arthur E. Green & Co. vs the Central Advance & Discount Corporation Ltd.
(1920)

Fact of the case: The case concerned the failure of the company to make adequate
provision for bad debts. The auditors relied upon the bad debt provisions made by the
managers, despite the fact that many debts not provided for were old and some were even
statue-barred. The auditors were found to have been negligent.

Legal view: The decision indicates that the auditors must exercise proper skill and care in
carrying out their own tests to establish the value of material assets. They are not
adequately performing their duties by relying on a certificate provided by a responsible
official.

7. Case: The City Equitable Fire Insurance Co. Ltd. (1924)

Fact of the case: This case concerned various alleged frauds in relation to the accounts
of the company. The most important of these with regard to auditing principles was that
securities owned by the company were deposited with its stock brokers. The auditor
accepted a certificate from the stock brokers in respect of such securities for a very
material amount. Had they insisted on inspecting the securities, these could not have been
produced as they had been pledged by the stock brokers. An additional complication was
that the chairman of the company was also a partner in the firm of stock-brokers.

The auditors escaped liability because the company had a clause in its articles, which
provided that the directors, auditors and officers of the company should be indemnified
by the company except in the case of willful default.

Legal view: The importance of this case was that it demonstrated the importance of
auditors’ actually inspecting documents of title held by third parties. Only where such
 documents are held by one of the major banks or are not very substantial and are held in
the ordinary course of a business by another independent third party should the auditor
accept a certificate. Moreover, if the auditor entertains the slightest doubt of the
desirability of accepting a certificate, it would always be wise to insist on actual
inspection.

8. Case: Westminster Road Construction and Engineering Co. Ltd. (1932)

Fact of the case: This case concerned misfeasance by the auditor of a company, which
had subsequently gone into liquidation. The auditor was held to have been negligent for
failing to detect the omission of liabilities from the balance sheet in circumstances where
their omission should have been apparent, and for failing to detect the over-valuation of
work-in-progress in circumstances where there was available evidence to have enabled
him to do so.

Legal view: This case again underlined the need for sound verification procedures and,
with regard to the work-in-progress, underlined the need for the auditor to make use of all
available records and information.

9. Case: S. P. Catterson and Sons Ltd. (1937)

Fact of the case: In this case, the company had a poor system of dealing with sales in
that the same invoice book was used for both cash sales and credit sales, this led to
defalcations. The auditors had drawn the attention of the directors to the shortcomings of
the system, but no action had been taken. The auditor was acquitted of negligence on the
grounds that the primary responsibility for exercising control vested with the directors.

Legal view: The auditors had reported about the weaknesses in the system rightly to the
directors. This should now be done formally in internal control letters (letters of
weaknesses). So, the auditor was not held liable.

10. Case: Thomas Gerrand & Sons Ltd. (1967)

Fact of the case: The accounts of this company had allegedly been manipulated in the
following ways:

1. The stock figures were inflated.

2. Purchases relating to the current period were charged in the succeeding period.
3. Sales made after the accounting date were credited in the earlier period. The
auditors were found liable for misfeasance in respect of dividends paid by the
company where, had the accounts not been manipulated, no profits would have
been available. The auditors’ negligence arose primarily from their failure to
follow up the alternations of the purchase invoices. They had discovered the
alterations, but accepted explanations too easily.
 Legal view: Two main conclusions can be drawn from this case: firstly, the need for
sound audit tests on the year end cut-off procedures and secondly, the fact that once
auditors have discovered suspicious circumstances. In this case the alteration of the dates
on the invoices they have a duty to probe the matter thoroughly, and must not be easily
satisfied by explanations provided by Directors or officers.

POINTS TO PONDER

 As in case of a company, the ownership is separated from management it becomes

essential for a company to appoint an independent and qualified auditor to verify and
certify the truth and fairness of the financial statements.
 Before commencing the actual audit work of a company, the auditor should go through
certain preliminaries, which include ensuring whether his appointment is in order or not,
inspecting the statutory books and documents, inspecting contracts with third parties,
studying previous year’s balance sheet and audit report and studying of internal control
system of the company.
 While conducting audit of share capital transactions, the auditor has to ensure that the
legal requirements have been duly complied with, to see that the issue of share is properly
authorised and that there is no overissue beyond the prescribed limit, to check that the
rights of the shareholders are duly protected and to ensure that the generally accepted
accounting principles are followed while recording the transactions relating to issue.
 Shares can be issued on consideration other than cash as issue of shares to the vendors or
promoters or issue of shares to underwriters, issue of sweat equity shares etc.
 Shares can be issued at par or at a discount or at a premium. There can be calls in arrear
or calls in advance in case of issue of shares. Shares can be forfeited for non-payment of
share call and forfeited shares can also be reissued.
 Shares can be issued to the existing shareholders as right shares, to the employees under
employees stock option scheme or even shares can be bought back form the shareholders.
 A company limited by shares may issue preference shares, which are liable to be
redeemed at the option of the company on a predetermined date. At present, no company
limited by shares shall issue any preference shares, which are irredeemable or is
redeemable after the expiry of a period of 20 years from the date of its issue.
 A company having a share capital may alter its share capital and each alteration made
should be noted in the memorandum and articles issued subsequent to the date of
alteration.
 A company can reduce its share also in a number of ways, which include reduction
without the consent of the court and with the consent of the court.
 Large-size companies often face the problem of frequent and large scale share transfer
and there is every possibility of errors and mistakes taking place in the process for which
the company appoints auditors for carrying out this special assignment.
 In addition to shares, a company can issue debentures for procuring fund. Debentures can
be issued at par, at a premium or at a discount. The debentures are redeemable after a
certain period of time. A predetermined fixed rate of interest is payable on debentures
irrespective of the fact that the company has been able to earn any profit or not.
 Debentures may be issued to creditors, bankers or any other person, without receiving
any cash thereon. It acts as a collateral security and becomes real debentures in the event
of the default of the loan.
  Accounting Standard 21 on ‘consolidated financial statements’ issued by the ICAI
prescribes the principles to be followed by the holding companies in consolidating the
balance sheet and profit and loss account with that of the financial statements of the
subsidiaries. The auditor of a holding company has to see whether the financial
statements of the holding company is consolidated with the financial statements of its
subsidiaries by following the principles as prescribed in AS-21.
 The profit earned during the pre-incorporation period is called ‘pre-incorporation profit’.
Legally, this profit is not available for dividend, since a company cannot earn profit
before it comes into existence.
 Every company shall keep at its registered office proper books of accounts as prescribed
in Section 209 of the Companies Act. The books are usually to be kept at the registered
office for at least last eight years.
 The special requirements of company audit include the verification of the constitution
and power of the company and knowledge about the authority structure of the company.
 The provisions regarding the appointment of the auditors are contained in Section 224 of
the Companies Act. The first auditors are usually appointed by the Board of Directors
and subsequent auditors are appointed by the shareholders in the annual general meeting.
In some cases, auditors are appointed by the central government or by passing a special
resolution.
 Usually a retiring auditor shall be automatically reappointed by passing an ordinary
resolution. An individual auditor cannot be the auditor of more than 20 companies at a
time. The remuneration of the auditors is fixed by the appointing authority.
 The auditor of a company must be either a practicing chartered accountant or the holder
of a certificate in erstwhile Part B States entitling him to act as an auditor of companies.
 An appointed auditor may be removed from his office either in accordance with the
provisions of the Companies Act or as per restrictions imposed by the Chartered
Accountants Act.
 The auditor of a company can be considered a servant of the company, an agent of the
shareholders as well as an officer of the company.
 Rights of the company auditor includes right of access to books and vouchers, right to
obtain information and explanations, right to visit branch offices and to receive branch
audit report, right to receive notices to attend general meeting, right to sign audit report
and right to receive remuneration.
 Duties of a company auditor include statutory duties, contractual duties, duty to have
reasonable care and skill, duty regarding accounting standards and duty to the profession
itself.
 The auditor is liable under the Companies Act, under the Chartered Accountants Act and
under other special acts. He has civil liabilities as well as criminal liabilities. He is liable
to third parties and to the article clerks.

REVIEW QUESTIONS

Short-answer Questions

1. Write short notes on:

1. Issue of shares at premium
2. Payment of interest out of capital
 3. Reduction of share capital
2. What are the points you will consider at the time of examining the issue of right shares?
3. State how an auditor should outline the programme suitable for a share transfer audit.
4. How will you examine the following items while auditing the accounts of a limited
company?
1. Re-issue of forfeited shares
2. Profit prior to incorporation
5. How are the first auditors of a limited company appointed?
6. Explain in brief the legal provisions as well as the Schedule VI requirements regarding
auditors’ remuneration.
7. Describe the qualifications of an auditor according to the Chartered Accountants Act,
1949.
8. Discuss the status of an auditor in the company.
9. How will you examine the following items while auditing the accounts of a limited
company?
1. Redemption of preference shares
2. Forfeiture of shares
10. State the circumstances when a person will be disqualified for being appointed as
company auditor.
11. How is the auditor of a government company appointed?
12. Discuss the auditors’ liability to third party?

Essay-type Questions

1. What are the steps to be taken by a statutory auditor before commencement of an audit of
a company?
2. Mention important items for which auditor would refer to each of the following:
1. Board’s meeting minutes book
2. Shareholders’ meeting minutes book
3. What are the points to which you would direct your attention, while accepting an
appointment as an auditor of a company? State under what circumstances, an appointed
auditor can be removed from his office?
4. State clearly the rights and duties of an auditor.
5. Under the Companies Act, an auditor may be held liable both for negligence and
misfeasance. Do you agree? Give reasons for your answer.
6. Under what circumstances, an auditor can be appointed by the following:
1. The Board of Directors
2. The shareholders
3. The central government
7.
1. Discuss the circumstances in which bonus shares can be issued by a company.
2. Enumerate the procedures to be followed
3. Explain the duties of the auditor in relation to the above
8. State the procedures an auditor should follow to verify the issue of share capital for the
following.
1. Cash
 2. Consideration other than cash
3. Employees as ‘sweat equity share’
9. Explain the statements:
1. Information and means of information are by no means equivalent terms.
2. An auditor is liable for any damages sustained by a company by reason of
falsification, which might have been discovered by exercise of reasonable care
and skill in the performance of audit.
10. Discuss the rights of lien of an auditor of a limited company.

ANNEXURE

Schedule VI to the Companies Act, 1956

PART I—FORM OF BALANCE SHEET

The balance sheet of a comapny shall be either in horizontal form or vertical form.
A—Horizontal Form
Balance sheet of ………… (here enter the name of the company)
As at ……… (here enter the date as at which the balance sheet is made out)

 
Notes
General Instructions for Preparation of Balance Sheet

1. The information required to be given under any of the items or sub-items in this form, if
it cannot be conveniently included in the balance sheet itself, shall be furnished in a
separate Schedule or Schedules to be annexed to and to form part of the balance sheet.
This is recommended when items are numerous.
2. Naye Paise can also be given in addition to Rupees, if desired.
3. In the case of subsidiary companies the number of shares held by the holding company as
well as by the ultimate holding company and its subsidiaries must be separately stated.

The auditor is not required to certify the corrections of such shareholdings as certified by
the management

4. The item “Share Premium Account” shall include details of its utilisation in the manner
provided in section 78 in the year of utilisation.
5. Short-term loans will include those which are due for not more than one year as at the
date of the balance sheet.
6. Depreciation written off or provided shall be allocated under the different asset heads and
deducted in arriving at the value of fixed assets.
7. Dividends declared by subsidiary companies after the date of the balance sheet should not
be included unless they are in respect of period which closed on or before the date of the
balance sheet.
8. Any reference to benefits expected from contracts to the extent shall not be made in the
balance sheet but shall be made in the Board’s report.
9. The debit balance in the profit and loss account shall be shown as a deduction from the
uncommitted reserves, if any.
10. As regards Loans and Advances, amounts due by the managing agents or secretaries and
treasurers, either severally or jointly with any other persons, to be separately stated; the
amounts due from other companies under the same management within the meaning of
sub-section (1B) of section 370 should also be given with the names of the companies;
the maximum amount due from every one of these at any time during the year must be
shown.
11. Particulars of any redeemed debentures which the company has power to issue should be
given.
12. Where any of the company’s debentures are held by nominee or a trustee for the
company, the nominal amount of the debentures and the amount at which they are stated
in the books of the company shall be stated.
13. A statement of investments (whether shown under “Investment” or under “Current
Assets” as stockin trade) separately classifying trade investments and other investments
should be annexed to the balance sheet showing the names of the bodies corporate
(including separately the names of the bodies corporate under the same management) in
whose shares or debentures, investments have been made (including all investments,
whether existing or not, made subsequent to the date as at which the previous balance
sheet was made out) and the nature and extent of the investment so made in each such
body corporate; provided that in the case of an investment company, that is to say, a
company whose principal business is the acquisition of shares, stock, debentures or other
 securities, it shall be sufficient if the statement shows only the investments existing on
the date as at which the balance sheet has been made out. In regard to the investments in
the capital of partnership firms, the names of the firms (with the names of all their
partners, total capital and the shares of each partner), shall be given in the statement.
14. If, in the opinion of the Board, any of the current assests, loans and advances have not a
value on realisation in the ordinary course of business at least equal to the amount at
which they are stated, the fact that the Board is of that opinion shall be stated.
15. Except in the case of the first balance sheet laid before the company after the
commencement of the Act, the corresponding amounts for the immediately preceding
financial year for all items shown in the balance sheet shall be also given in the balance
sheet. The requirement in this behalf shall, in the case of companies preparing quarterly
or half-yearly accounts, etc. relate to the balance sheet for the corresponding date in the
previous year.
16. The amounts to be shown under sundry debtors shall include the amounts due in respect
of goods sold or services rendered or in respect of other contractual obligations but shall
not include the amounts which are in the nature of loans or advances.
17. Current accounts with directors, managing agents, secretaries and treasurers and
manager, whether they are in credit, or debit, shall be shown separately.
18. A small-scale industrial undertaking has the same meaning as assigned to it under clause
(j) of Section 3 of the Industries (Development and Regulation) Act, 1951.

B—Vertical Form
Name of the company ……
Balance Sheet as at ……
Notes

1. Details under each of the above items shall be given in separate Schedules. The
Schedules shall incorporate all the information required to be given under A—Horizontal
Form read with notes containing general instruction for preparation of balance sheet.
2. The Schedules, referred to above, accounting policies and explanatory notes that may be
attached shall form an integral part of the balance sheet.
3. The figures in the balance sheet may be rounded off as under:—
 Where the turnover of the company Round off permissible
in any financial year is:  
(i) less than one hundred crore rupees to the nearest hundreds or thousands, or
decimals thereof.
(ii) one hundred crore rupees or more but less to the nearest hundreds or thousands, lakhs or
than five hundred crore rupees million, or decimals thereo.

4. A footnote to the balance sheet may be added to show separately contingent liabilities.

PART II

Requirements as to Profit and Loss Account

1. The provisions of this Part shall apply to the income and expenditure account referred to
in Subsection (2) of Section 210 of the Act, in like manner as they apply to a profit and
loss account, but subject to the modification of references as specified in that sub-section.
2. The profit and loss account-
1. shall be so made out as clearly to disclose the result of the working of the
company during the period covered by the account; and
2. shall disclose every feature, incuding credits or, receipts and debits or expenses in
respect of nonrecurring transactions or transactions of an exceptional nature.
3. The profit and loss account shall set out the various items relating to the income and
expenditure of the company arranged under the most convenient heads and in particular,
shall disclose the following information in respect of the period covered by the account:
—
1.
1. The turnover, that is, the aggregate amount for which sales are effected by
the company, giving the amount of sales in respect of each class of goods
dealt with by the company and indicating the quantities of such sales for
each class separately.
2. Commission paid to sole selling agents within the meaning of Section 294
of the act.
3. Commission paid to other selling agents.
4. Brokerage and discount on sales, other than the usual trade discount.
2.
1. In the case of manufacturing companies—
1. The value of the raw materials consumed, giving item-wise break-
up and indicating the quantities thereof. In this break-up, as far as
possible, all important basic raw materials shall be shown as
separate items. The intermediates or components procured from
other manufacturers may, if their list is too large to be included in
the break-up, be grouped under suitable headings without
mentioning the quantities, provided all those items which in value
individually account for 10 per cent or more of the total value of
the raw material consumed shall be shown as separate and distinct
items with quantities thereof in the break-up.
 2. The opening and closing stocks of goods produced, giving break-
up in respect of each class of goods and indicating the quantities
thereof.
2. In the case of trading companies, the purchases made and the opening and
closing stocks, giving break-up in respect of each class of goods traded in
by the company and indicating the quantities thereof.
3. In the case of companies rendering or supplying services, the gross income
derived from services rendered or supplied.
4. In the case of a company, which falls under more than one of the
categories mentioned in (a), (b) and (c) above, it shall be sufficient
compliance with the requirements herein if the total amounts are shown in
respect of the opening and closing stocks, purchases, sales and
consumption of raw material with value and quantitative break-up and the
gross income from services rendered is shown.
5. In the case of other companies, the gross income derived under different
heads.

Note 1—The quantities of raw materials, purchases, stocks and the

turnover, shall be expressed in quantitative denomination in which these
are normally purchased or sold in the market.

Note 2—For the purpose of items (ii)(a), (ii)(b), and (ii)(d), the items for
which the company is holding separate industrial licences, shall be treated
as separate classes of goods, but where a company has more than one
industrial licence for production of the same item at different places or for
expansion of the licensed capacity, the item covered by all such licences
shall be treated as one class. In the case of trading companies, the
imported items shall be classified in accordance with the classification
adopted by the Chief Controller of Imports and Exports in granting the
import licences.

Note 3—In giving the break-up of purchases, stocks and turnover, items
like spare parts and accessories, the list of which is too large to be
included in the break-up, may be grouped under suitable headings without
quantities, provided all those items, which in value individually account
for 10 per cent or more or the total value of the purchases, stocks, or
turnover, as the case may be, are shown as separate and distinct items with
quantities thereof in the break-up.

3. In the case of all concerns having works-in-progress, the amounts for which such
have been completed at the commencement and at the end of the accounting
period.
4. The amount provided for depreciation, renewals or diminution in value of fixed
assets.
 If such provision is not made by means of a depreciation charge, the method
adopted for making such provision.

If no provision is made for depreciation, the fact that no provision has been made
shall be stated and the quantum of arrears of depreciation computed in accordance
with Section 205(2) of the Act shall be disclosed by way of a note.

5. The amount of interest on the company’s debentures and other fixed loans, that is
to say, loans for fixed periods, stating separately the amount of interest, if any,
paid or payable to the managing director, the managing agent, the secretaries and
treasurers and the manager, if any.
6. The amount of charge for Indian incom-tax and other Indian taxation on profits,
including, where practicable, with Indian income-tax any taxation imposed
elsewhere to the extent of the relief, if any, from Indian income-tax and
distinguishing, where practicable, between income-tax and other taxation.
7. The amounts reserved for—
1. repayment of share capital and
2. repayment of loans.
8.
1. The aggregate, if material, of any amounts set aside or proposed to be set
aside, to reserves, but not including provisions made to meet any specific
liability, contingency or commitment known to exist at the date as at
which the balance sheet is made up.
2. The aggregate, if material, of any amounts withdrawn from such reserves.
9.
1. The aggregate, if material, of the amounts set aside to provisions made for
meeting specific liabilities, contingencies or commitments.
2. The aggregate, if material, of the amounts withdrawn from such
provisions, as no longer required.
10. Expenditure incurred on each of the following items, separately for each item—
1. Consumption of stores and spare parts.
2. Power and fuel.
3. Rent.
4. Repairs to buildings.
5. Repairs to machinery.
6.
1. Salaries, wages and bonus
2. Contribution to provident and other funds.
3. Workmen and staff welfare expenses to the extent not adjusted
from any previous provision or reserve.

Note Information in respect of this item should also be given in the

balance sheet under the relevant provision or reserve account.

7. Insurance.
8. Rates and taxes, excluding taxes on income.
 9. Miscellaneous expenses.

Provided that any item under which the expenses exceed 1 per cent of the
total revenue of the company or Rs. 5,000, whichever is higher, shall be
shown as a separate and distinct item against an account head in the profit
and loss account and shall not be combined with any other item to be
shown under ‘Miscellaneous expenses’.

11.
1. The amount of income from investments, distinguishing between trade
investments and other investments.
2. Other income by way of interest, specifying the nature of the income.
3. The amount of income-tax deducted if the gross income is stated under
sub-paragraphs (a) and (b) above.
12.
1. Profits or losses on investments showing distinctly the extent of the profits
or losses earned or incurred on account of membership of a partnership
firm to the extent not adjusted from any previous provision or reserve.

Note—Information in respect of this item should also be given in the

balance sheet under the relevant provision or reserve account.

2. Profits or losses in respect of transactions of a kind, not usually

undertaken by the company or undertaken in circumstances of an
exceptional or non-recurring nature, if material in amount.
3. Miscellaneous income.
13.
1. Dividends from subsdiary companies.
2. Provisions for losses of subsidiary companies.
14. The aggregate amount of the dividends paid, and proposed and stating whether
such amounts are subject to deduction of income-tax or not.
15. Amount, if material, by which any items shown in the profits and loss account are
affected by any change in the basis of accounting.
4. The profit and loss account shall also contain or give by way of a note detailed
information, showing seperately the following payments provided or made during the
financial year to the directors (including managing directors), the managing agents,
secretaries and treasurers or manager, if any, by the company, the subsidiaries of the
company and any other person—
1. managerial remuneration under Section 198 of the Act paid or payable during the
financial year to the directors (including managing directors), the managing agent,
secretaries and treasurers or manager, if any;
2. expenses reimbursed to the managing agent under Section 354;
3. commission or other remuneration payable separately to a managing agent or his
associate under Section 356, 357 and 358;
 4. commission received or receivable under Section 359 of the Act by the managing
agent or his associate as selling or buying agent of other concerns in respect of
contracts entered into by such concerns with the company;
5. the money value of the contracts for the sale or purchase of goods and materials
or supply of services, entered into by the company with the managing agent or his
associate under Section 360 during the financial year;
6. other allowances and commission including guarantee commission (details to be
given);
7. any other perquisites or benefits in cash or in kind (stating approximate money
value where practicable;
8. pensions, etc.—
1. pensions,
2. gratuities,
3. payments from provident funds, in excess of own subscriptions and
interest thereon.
4. compensation for loss of office.
5. consideration in connection with retirement from office.
5. The profit and loss account shall contain or give by way of a note a statement showing
the computation of net profits in accordance with Section 349 of the Act with relevant
details of the calculation of the commissions payable by way of percentage of such
profits to the directors (including managing directors), the managing agents, secretaries
and treasurers or manager (if any).
6. The profit and loss account shall further contain or give by way of a note detailed
information in regard to amounts paid to the author, whether as fees, expenses or
otherwise for services rendered—
1. as auditor;
2. as adviser, or in any other capacity, in respect of:
1. taxation matters;
2. company law matters;
3. management services; and
3. in any other manner.
7. In the case of manufacturing companies, the profit and loss account shall also contain, by
way of a note in respect of each class of goods manufactured, detailed quantitative
information in regard to the following, namely
1. the licensed capacity (where licence is in force);
2. the installed capacity and
3. the actual production.

Note 1—The licensed capacity and installed capacity of the company as on the
last date of the year to which the profit and loss account relates, shall be
mentioned against items (a) and (b) above, respectively.

Note 2—Against item (c), the actual production in respect of the finished products
meant for sale shall be mentioned. In cases where semi-processed products are
also sold by the company, separate details thereof shall be given.
 Note 3—For the purposes of this paragraph, the items for which the company is
holding separate industrial licences shall be treated as separate classes of goods
but where a company has more than one industrial licence for production of the
same item at different places or for expansion of the licensed capacity, the item
covered by all such licences shall be treated as one class.

8. The profit and loss account shall also contain by way of a note the following information,
namely—
1. value of imports calculated on CIF basis by the company during the financial year
in respect of (i) raw materials; (ii) components and spare parts; (iii) capital goods;
2. expenditure in foreign currency during the financial year on account of royalty,
know-how, professional consultation fees, interest, and other matters;
3. value of all imported raw materials, spare parts and components consumed during
the financial year and the value of all indigenous raw materials, spare parts and
components similarly consumed and the percentage of each to the total
consumption;
4. the amount remitted during the year in foreign currencies on account of dividends
with a specific mention of the number of non-resident shareholders, the number of
shares held by them on which the dividends were due and the year of which the
dividends related;
5. earnings in foreign exchange classified under the following heads, namely:
1. export of goods calculated on FOB basis;
2. royalty, know-how, professional and consultation fees;
3. interest and dividend;
4. other income, indicating the nature thereof.
9. The central government may direct that a company shall not be obliged to show the
amount set aside to provisions other than those relating to depreciation, renewal or
diminution in value of assets, if the central government is satisfied that the information
should not be disclosed in the public interest and would prejudice the company, but
subject to the condition that in any heading stating an amount arrived at after taking into
account the amount set aside as such, the provision shall be so framed or marked as to
indicate that fact.
10.
1. Except in the case of the first profit and loss account laid before the company
after the commencement of the act, the corresponding amounts for the
immediately preceding financial year for all items shown in the profit and loss
account shall also be given in the profit and loss account.
2. The requirement in sub-clause (1) shall, in the case of companies preparing
quarterly or half-yearly accounts, relate to the profit and loss account for the
period which entered on the corresponding date of the previous year.
Table of Contents for
Auditing: Principles and Techniques

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Chapter 9. Company Audit

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Chapter 11. Audit Report and Certificate

Chapter 10
Divisible Profits and Dividends
CHAPTER OUTLINE

10.1 Meaning of Divisible Profit

10.2 Meaning of Dividend

10.3 Concept of Profit

10.4 Profit vs Divisible Profit

10.5 Principal Determinants of Divisible Profit

10.6 Companies Act Relating to Payment of Dividend

10.7 Companies Act Regarding Unpaid and Unclaimed Dividend

10.8 Payment of Dividend out of Capital Profit

10.9 Payment of Dividend out of Capital

10.10 General Guidelines for Distribution of Dividend

10.11 Articles of Association Regarding Dividend

10.12 Auditor’s Duty as Regards Payment of Dividend

10.13 Payment of Interim Dividend and the Role of Auditors

10.14 Legal Views as Regards Dividend

10.1 MEANING OF DIVISIBLE PROFIT

The portion of profit, which can legally be distributed to the shareholders of the company by way
of dividend, is called the ‘divisible profit’.

The term ‘divisible profit’ has nowhere been defined in the Companies Act, neither the act states
what is meant by ‘profit’. Only Section 205 of the act lays down that no dividend can be declared
or paid by a company except out of current profits or past undistributed profits or both, arrived at
after providing for depreciation or money provided by the government for payment of dividend
in pursuance of a guarantee given by the government.

10.2 MEANING OF DIVIDEND

The dictionary meaning of ‘dividend’ is “sum payable as interest on loan or as profit of a

company to the creditors of an insolvent’s estate or an individual’s share of it.” But in
commercial usage, however, dividend is the share of the company’s profit distributed among the
members. So, corporate earnings and profits not retained in the business and distributed among
the shareholders is known as dividend. The term ‘dividend’ is also used to include distribution of
the company’s assets, in cash or in specie, which remain with the liquidator after he has realised
all the assets and discharged all the liabilities, in the event of its winding up.

In Commissioner of Income Tax vs Girdhar Das & Co. (P) Ltd. 1967 case, the Supreme Court
defined the expression ‘Dividend’ as follows:

“As applied to a company which is a going concern, it ordinarily means the portion of the profit
of the company which is allocated to the holders of shares in the company. In case of winding
up, it means a division of the realised assets among creditors and contributories according to
their respective rights.”
Before introduction of Sub-section (14A) in Section 2 of the Companies Act, the term was not
defined. At present, according to this section, dividend includes any interim dividend. This
definition assumes that the term should be understood only in its commercial sense.

The Institute of Chartered Accountants of India has defined dividend in its Guidance Notes on
Terms used in Financial Statements as “a distribution to shareholders out of profits or reserves
available for this purpose”.

10.3 CONCEPT OF PROFIT

The main objective of any business organisation is profit, but the term ‘profit’ does not have any
exact meaning in the accountant’s language. Profit may be defined “as the increase in the net
value of assets of a business over their net value at the commencement of a given period which
has arisen other than by capital adjustment”.

According to the viewpoint expressed by the court in the case Spanish Prospecting Co. Ltd.
(1911), “the profit of an enterprise can be ascertained by computing the market value of its net
assets at two accounting dates. The increase or decrease in the net worth is the profit or loss for
the intervening period”.

The Institute of Chartered Accountants of India has defined ‘profit’ in its Guidance Notes on
Terms used in Financial Statements as “the excess of revenue over related costs”.

10.4 PROFIT VS DIVISIBLE PROFIT

All the profits of a company cannot be said to be divisible. Only those portions of the profit,
which can be legally distributed to the shareholders of the company in the form of dividends, are
called as divisible profits. A number of factors are required to be considered for the
determination of divisible profit. Out of different important factors, the following four
considerations govern the determination of divisible profit to a great extent:

 Accounting principles
 Provisions of the Companies Act
 Provisions of the Memorandum and Articles of Association
 Legal judgments

10.5 PRINCIPAL DETERMINANTS OF DIVISIBLE PROFIT

Several matters influence the determination of divisible profits. These arise from the provisions
of law, case laws, provisions in the articles of association of the company and the principles and
policies involved in the determination of true and fair amount of profit.

Section 205 of the Companies Act contains provisions relating to declaration of dividend and
ascertainment of divisible profit. There are also certain provisions elsewhere in the act connected
with the question of divisible profit. All these provisions are stated in the following paragraphs.

1. Profit after providing for depreciation

Dividend can be paid by a company only out of current profits and past profits remaining
undistributed, both arrived at after providing for depreciation in accordance with the provisions
of the Companies Act. However, the central government may, if it thinks necessary to do so in
the public interest, allow any company to declare or pay dividend for any financial year out of
the profits of the company for that year or any previous financial year or years without providing
for depreciation.

As to how much depreciation should be provided for determining the divisible profit, Section
205(2) provides that depreciation must be provided in any of the following ways:

1. To the extent specified in Section 350

2. In respect of each item of depreciable asset, for such an amount as is arrived at by
dividing 95% of the original cost by the specified period
3. On any other basis approved by the central government by which 95% of the original cost
of each such depreciable asset can be written off on the expiry of the specified period
4. In respect of other depreciable assets for which no rate of depreciation has been laid
down by the act or the rules made there under, on such basis as may be approved by the
central government by general or special order

2. Grant by the government

Dividend can also be paid out of money made available by the central or state government for
the payment of dividend in pursuance of a guarantee given by the government.

3 Arrear depreciation

If there is any arrear depreciation is respect of past years, it must be provided for out of current
or past profits, before paying dividend for any financial year. In other words, where a company
has not provided for depreciation for any financial year after the commencement of the
Companies (Amendment) Act, 1960, this should be done before any dividend is declared. Such
arrears of depreciation may be provided out of current profits or the profits of the previous
financial years, remaining undistributed.

4. Past losses

Any past loss of the company must be set off against current or past profits or on both to the
extent required by the Companies Act, before paying dividend for any financial year. Where a
company has incurred any loss in any previous financial year or years falling after the
commencement of the Companies (Amendment) Act, 1960, then the lower of the following two
amounts should be set off:

 The amount of the loss

 The amount of depreciation provided for that year or those years.

The amount should be set off against the following.

 1. The profits of the company for the year for which dividends are proposed to be declared
or paid, or
2. The profits of the company for any previous financial year or years arrived at after
providing for depreciation
3. Both (i) and (ii) mentioned above.

5. Exemption from depreciation

The central government may in the public interest allow any company to pay dividend out of
current or past profits without making provisions for depreciation.

6. Transfer of profits to reserves

The current profit of a company arrived at after providing for depreciation can be applied for the
payment of dividend only after transferring to reserves such a percentage of profit not exceeding
10% as may be prescribed by the central government.

After the commencement of the Companies (Amendment) Act, 1974 a company is required to
transfer a prescribed percentage of its profit to its reserves before declaring dividend. However,
there is no bar on a company to voluntarily transfer a higher percentage of its profits to the
reserves in accordance with such rules as may be made by the central government in this context.

Table 10.1 depicts the prescribed rates of profit to be transferred to reserve according to the
Transfer to Reserve Rules, 1984 as framed by the central government:

TABLE 10.1 Prescribed rates of profit to be transferred to reserves

Rate of proposed dividend Amount to be transferred to reserves

Exceeding 10%, but not 12.5% Not less than 2.5% of current profit
Exceeding 12.5%, but not 15% Not less than 5% of current profit
Exceeding 15%, but not 20% Not less than 7.5% of current profit
Exceeding 20% Not less than 10% of current profit

However, no amount is required to be transferred to reserves, where the rate of proposed

dividend is 10% or less.

7. Dividend from reserves

Dividend can be paid out of the accumulated past profits of a company kept in reserves in
accordance with the rules framed by the central government in this regard or with the previous
approval of the central government: Section 328(3). Section 205(3) inserted by the Companies
Act, 1974 requires that dividend can be declared out of reserves only in accordance with the
rules framed by the central government in this behalf. However, where a company wishes to
declare a dividend otherwise than as per these rules, it may do so with the prior approval of the
central government. The credit balance, if any, showcased in the profit and loss account will be
available for declaration of dividend without restriction if such balance was carried after
charging depreciation, tax etc. in the previous year(s).

The rules framed by the central government in this regard provide that in the event of absence or
inadequacy of profits in any year, dividend may be declared by the company out of accumulated
past profits provided the following conditions are satisfied:

1. The rate of dividend declared does not exceed the average of the rates at which dividend
was declared by it in the five years immediately preceding that year or 10% of its paid-up
capital, whichever is less.
2. The total amount to be drawn from the accumulated profits earned in previous years and
transferred to the reserves does not exceed an amount equal to one-tenth of the sum of its
paid-up capital and free reserves and the amount so drawn must first be utilised to set off
the losses incurred in the financial year before any dividend in respect of preference or
equity shares is declared.
o The balance of reserves after such withdrawal does not fall below 15% of its paid-
up share capital.
o The amount in no way possible should be used to pay interim dividend.

8. Distribution of profit out of capital redemption reserve account

If capital redemption reserve is created against redemption of preference shares, no dividend can
be paid from this reserve in future (Section 80).

9. Premium on redemption

The premium payable on redemption of preference shares shall be provided for out of the profits
of the company or out of the securities premium account (Section 80).

10. Other determining factors

1. Provision for taxation   No part of the net profit from business can be appropriated for
payment of dividend without making necessary provision for taxation, as payment of
income tax from business earnings is a legal obligation.

2. Dividend out of capital profit   Except securities premium, profit from forfeiture of

shares and profits prior to incorporation, capital profits can be applied for payment of
dividend, subject to certain conditions, which include the following:
o Such profits must be realised profits
o The Articles of Association of the company shall not contain any prohibitive
provision relating to distribution of such profits as dividend and
o Such profits must remain as a surplus after revaluation of all the assets of the
company.
 3. Capital losses, intangible assets and ficticious assets   According to the accounting and
commercial principles capital losses, intangible assets and ficticious assets should be
written off from profits over a reasonable period and a company should have definite
policies in respect of such writing off. Application of profit for payment of dividend can
arise only after such regular annual write off.

4. Transfer of additional profits to reserve   The Directors of a company are empowered to

transfer to reserves any additional amount of profit or carry forward any amount of profit,
as they consider necessary, after statutory transfer of profits to reserves. Dividend can be
paid only from the balance amount of profit.

10.6 COMPANIES ACT RELATING TO PAYMENT OF DIVIDEND

The provisions of the Companies Act relating to payment of dividend are as follows:

1. Dividend shall only be payable in cash. But this will not prohibit capitalisation of profits
or reserves of a company for the purpose of issuing fully paid-up bonus shares or paying
up any unpaid amount of shares held by the members of the company: Section 205(3).
2. Dividend payable in cash may be paid by cheque or dividend warrant. This has to be sent
by post directly to the registered address of the shareholders entitled to the payment of
the dividend or in the case of joint holders to the registered address of that one of the joint
shareholders which is first named in the register of members or to such person and to
such address as the shareholder or the joint shareholders may in writing direct: Section
205(4)(b).
3. The department of company affairs has clarified through its Circular No. 5/99 dated
12.5.1999 that dividend can also be transmitted electronically to the shareholders after
obtaining their consent in this regard and asking them to nominate specific bank account
number to which dividend due to them should be remitted.
4. Dividend has to be paid to the registered holder of share or to his order or to his banker.
In case a share warrant has been issued in respect of the share in pursuance of Section
114, dividend shall be paid to the bearer of such warrant or to his banker Section 206.
5. Dividend has to be paid or the dividend warrant has to be posted within 30 days from the
date of declaration of dividend, subject to certain exceptions: Section 205(4)(1).
6. Where a dividend has been declared by a company but has not been paid or the warrant in
respect thereof has not been posted within 30 days from the date of the declaration to any
shareholder entitled to the payment of the dividend, every Director of the company shall,
if he is knowingly a party to default, be punishable with simple imprisonment for a term
which may extend to three years and shall also be liable to a fine of Rs. 1000 for every
default during which such default continues: Section 207.

But the above provision is not applicable in the following circumstances:

1. Where the dividend could not be paid by reason of the operation of any law
2. Where a shareholder has given direction to the company regarding the payment of
the dividend and those directions cannot be complied with
 3. Where there is a dispute regarding the right to receive the dividend
4. Where the dividend has been lawfully adjusted by the company against any sum
due to it from the shareholder
5. Where, for any other reason, the failure to pay the dividend or to post the warrant
within the period aforesaid was not due to any default on the part of the company
7. Any dividend, when declared, the amount thereof shall have to be deposited in a separate
bank account within five days of declaration. The amount of dividend deposited in a
separate bank account as above shall be used for the payment of interim dividend.
Section 205(1A).

10.7 COMPANIES ACT REGARDING UNPAID AND UNCLAIMED DIVIDEND

The provisions of the Companies Act regarding unpaid (unclaimed) dividend are as follows:

1. Where, after the commencement of the Companies (Amendment) Act, 1974 a dividend
has been declared by a company but has not been paid or claimed within 30 days from
the date of the declaration, to any shareholder entitled to the payment of the dividend, the
company shall, within seven days from the date of expiry of the said period of 30 days,
transfer the total amount of dividend which remains unpaid or unclaimed to a special
account to be opened by the company in that behalf in any scheduled bank to be called
“unpaid dividend account”. Section 205A(1).
2. If the default is made in transferring the total amount referred to in Sub section (1) or any
part thereof to the unpaid dividend account of the concerned company, the company shall
pay from the date of such default, interest at the rate of 12% per annum and the interest
accruing on such amount shall be used for the benefit of the members of the company in
proportion to the amount remaining unpaid to them. Section 205A(4).
3. Any money transferred to the unpaid dividend account of a company in pursuance of this
section, which remains unpaid or unclaimed for a period of seven years from the date of
such transfer shall be transferred by the company to the fund known as Investors
Education and Protection Fund established under Sub-section (1) of Section 205C.
Section 205A(5).
4. If a company fails to comply with any of the requirements of this section, the company
and every officer of the company, who is in default, shall be punishable with fine which
may extend to Rs. 5000 for every day during which the failure continues. [Section
205A(8)].
5. Any person claiming to be entitled to any money transferred under Sub-section (5) of
Section205A to the general revenue account of the central government may apply to the
central government for an order for payment of the money claimed, and the central
government may, if satisfied, whether on a certificate by the company or otherwise that
such person is entitled to the whole or any part of the money claimed, make an order for
the payment to that person of the sum due to him after taking such security from him as it
may think fit. Section 205B.

10.8 PAYMENT OF DIVIDEND OUT OF CAPITAL PROFIT

Capital profits are those profits which arise from capital sources and not from normal trading
activity of a business. Capital profits are not frequently earned in a business. These profits are
earned from capital transactions and assets revaluation.

Following are the examples of capital profits:

 Profit prior to incorporation

 Premium received on the issue of shares or debentures
 Profit on forfeiture of shares and re-issue of forfeited shares
 Profit made on sale of fixed assets
 Profit on revaluation of fixed assets
 Profit on redemption of debentures at a discount

Section 205 of the Companies Act provides that dividend can only be paid out of profits. Profits
can be both revenue profits and capital profits. So the Companies Act does not provide any
general restriction on the distribution of capital profit as dividend. But the following capital
profits are not available for distribution of dividend:

1. Premium on issue of shares

As per Section 78 of the Companies Act, premium on issue of shares is available only for certain
specified purposes and not for payment of dividend.

2. Profit on re-issue of forfeited shares

As per Part I of Schedule VI of the Companies Act, the amount of profit made on forfeiture of
shares has to be shown by adding to the called up share capital of the company in its balance
sheet and the amount of such profit finally left after re-issue of forfeited shares has to be
transferred to capital reserve.

3. Profit prior to incorporation

A company comes into legal existence only from the date of incorporation. So, the profit earned
during the period when the company was not in existence can not be legally distributed as profit
of the company.

4. Profit from redemption of debentures at a discount

A capital profit earned from the redemption of debentures at a discount is not available for
distribution as dividend as was held in the case Wall vs London and General Provincial Trust Co.
Ltd. (1930).

10.9 PAYMENT OF DIVIDEND OUT OF CAPITAL

According to the Companies Act, no dividend can be paid out of capital as it expressly provides
in Section 205 that the dividend is payable only out of current profit or past undistributed profits,
arrived at after providing for depreciation. Therefore, if the memorandum or the articles of
association even empower the company to declare dividend out of capital, such power becomes
automatically invalid. [Verner vs General and Commercial Investment Trust Ltd. (1894)]

In the following circumstances, payment of dividend may amount to payment of dividend out of
capital:

1. If dividend is paid out of the sale proceeds of fixed assets

2. If profits are inflated by the following
o Charging revenue expenditure to capital
o Making lower provisions for depreciation or liabilities
o Overvaluing closing stock or investments
o Excluding revenue expenditure from accounts
o Increasing profit by any other way
3. If a deficiency of capital exists and dividend is paid without making good such
deficiency.

Payment of dividend out of capital indicates returning to the shareholders part of the paid-up
share capital as dividend. The payment of dividend out of capital has the following
consequences:

1. The Directors may have a right of indemnity against the members who knowingly
received dividend out of capital. But they lose that right where the directors represent that
the dividend was paid out of profits (Moxham vs. Grant-1990).
2. In the absence of suspicious circumstances, the Directors are never wrong in accepting
the reports and valuation of trusted officers of the company (Kingston Cotton Mills Co. –
1896).
3. The Directors are personally liable to make good the amount, which they have knowingly
paid as dividend out of capital (London and General Bank - 1895).
4. When the payment of dividend out of capital is subsequently made good out of profit, the
Directors can escape liability (Boaler vs The Watchmakers’ Alliance and others - 1903).
5. An auditor cannot be held liable for negligence of duty for his inability to detect payment
of dividend out of capital, if he has exercised reasonable skill and care and there is no
suspicious circumstances for detection of deliberate enhancement of profit (Kingston
Cotton Mills Co. Ltd. - 1896).

10.10 GENERAL GUIDELINES FOR DISTRIBUTION OF DIVIDEND

Following guidelines govern the distribution of profit as dividend by a company in general way :

1. Dividend can be declared and paid only if the cash position of the company is
satisfactory.
2. Shareholders’ capital must not be utilised for the payment of dividend.
3. A dividend should not be paid without making an adequate provision for depreciation on
fixed assets.
 4. Capital profits may be distributed as dividend only if the following conditions are
satisfied:
1. The Articles of Association of the company permit such a payment
2. Such capital profits have been realised
3. The surplus remains even after the revaluation of all the other assets
5. If there is a debit balance in the profit and loss account, dividend should not be
distributed.
6. If goodwill or other assets have been excessively written down in the past, the excess
may be written back to profit and loss account and dividend can be distributed out of such
profit.
7. The company should adopt a steady dividend pay-out ratio. It need not distribute the
whole of the profit amongst its shareholders as dividend.
8. Provision of the Companies Act, Income-tax Act and the decisions of significant legal
cases have to be observed and complied with while declaring dividend.
9. Capital losses, intangible assets and ficticious assets should be written off over a period
of time gradually to strengthen the financial position of the company.
10. The provisions of the Memorandum and Articles of Association must be complied with
before distributing profit as dividend.

10.11 ARTICLES OF ASSOCIATION REGARDING DIVIDEND

The provisions of the Articles of Association of a company should also be considered before
distribution of profit as dividend along with the provisions of the Companies Act. But, it may be
noted in this regard that no provisions as contained in the Articles of Association superceed the
provisions of the Companies Act. If a company has no articles of its own, then it has to follow
the privisions as contained in Table A as a substitute of articles of association.

Regulations 85 to 94 of Table A of the Companies Act describe the provisions regarding

distribution of dividend by a company, which are given below:

1. Clause 85   The company in general meeting may declare dividends, but no dividend
shall exceed the amount recommended by the Board of Directors.

2. Clause 86   The Board may from time to time pay to the members such interim dividends
as appear to be justified by the profits of the company.

3. Clause 88   Subject to the rights of persons, if any, entitled to shares with special rights as
to dividends, all the dividends shall be declared and paid according to the amount paid or
credited as paid on the shares, in respect whereof, the dividend is paid, but if and so long
as nothing is paid upon any of the shares of the company, dividends may be declared and
paid according to the amounts of the shares.
 All dividends shall be apportioned and paid proportionately to the amount paid or
credited on the shares.

4. Clause 89   The Board may deduct from any dividend payable to any member all sums of
money, if any, presently payable by him to the company on account of calls etc.

5. Clause 91   Any dividend, interest or other money payable in cash may be paid by cheque
or warrant sent through post directed to the registered address of the shareholders.

Every such cheque or warrant shall be made payable to the order of the persons to whom
it is sent.

6. Clause 92   Any one of two or more joint holders of shares may give effectual receipts
for any dividends or bonuses payable in respect of such shares.

7. Clause 93   Notice of any dividend that may have been declared shall be given to the
persons entitled to share therein in the manner mentioned in the Act.

8. Clause 94   No dividend shall bear interest against the company.

10.12 AUDITOR’S DUTY AS REGARDS PAYMENT OF DIVIDEND

Once dividend is declared, it constitutes an item of liability of the business. As specified above
that Regulation of Clause 85 of Table A of 1st schedule states that no dividend shall be paid in
excess of the amount of dividend declared. But this does not mean that the company should pay
less than what is declared. Accordingly, a company may be sued by the shareholders for such
payment as was held in the case Savern vs Wye Railway Co. (1896).

The duties of an auditor in connection with the payment of dividend are as follows:

1. He should examine the documents of the company to ascertain the various rights and
privileges of the various categories of the members.
2. He should also examine the minutes of both director’s and shareholder’s meeting
regarding such payments.
3. He should verify the rate of dividend and justify the rate in the context of the amount of
profit earned.
4. He should see that the unclaimed dividends have been transferred to a separate bank
account.
 5. He should obtain the register of members to justify whether dividend warrants have been
sent to the appropriate persons.
6. He should verify the articles of association to verify the authority for such payment.
7. He should confirm that the declaration of dividend does not affect adversely the working
capital position of the company.
8. He should see that the provisions of the Companies Act relating to declaration and
payment of dividend (Section 205) have been duly complied with before declaration and
payment of dividend.
9. He should ensure the basic principles of accounting and provisions regarding transfer of
reserves have been duly adhered to while arriving at the distributable profit.
10. He should also consider the rate of interim dividend declared by the company and
confirm that it has been considered in the declaration and payment of the final dividend.

10.13 PAYMENT OF INTERIM DIVIDEND AND THE ROLE OF AUDITORS

Interim dividend is a dividend which is paid in respect of a year before the declaration of the
final dividend. This means that it occurs between two annual general meetings and the
declaration is done by the Directors instead of the shareholders.

Sub-section (1A) of Section 205 empowers the Board of Directors of a company to declare
interim dividend. Clause 86 of Table A of Schedule 1 to the Companies Act provides that the
board may from time to time pay to the members such interim dividend as appeared to be
justified from the profits of the company. Generally, the Articles of Association of a company
gives this power to the board of directors. Till the passing of the Companies (Amendment) Act,
2000, there was no provision in the Companies Act (except Regulation 86 of Table A) relating to
interim dividend. The Companies (Amendment) Act, 2000 has introduced Sub-section (14A) in
Section 2 whereby ‘interim dividend’ is now part of dividend and accordingly all provisions of
the Companies Act relating to dividends have become applicable to interim dividend also.

To put things beyond doubt, Section 205 has also been amended to provide for the following:

1. The Board of Directors may declare interim dividend and the amount of dividend
including interim dividend shall be deposited in a separate bank account within five days
from the date of declaration of such dividend.
2. The amount of dividend including interim dividend so deposited above shall be used for
the payment of dividend including interim dividend.
3. The provisions contained in Sections 205, 205A, 205C, 206, 206A and 207, as far as may
be, also apply to interim dividend.

Often an auditor’s advice is sought in the matter of payment of interim dividend. Following
points are required to be considered by the auditor while giving advice to the management :

1. Interim profit and loss account should be prepared, if posssible by a fair estimate of the
closing stock.
2. Where the closing stock value at the end of the interim period cannot be fairly
ascertained, a rough estimate of profit can be made by applying the gross profit
percentage to sales and deducting from such gross profit the expenses to date.
 3. All adjustments on account of bad and doubtful debts, depreciation, outstanding liability,
prepaid expenses etc. should be duly made to ascertain the fair profit for the interim
period.
4. The proportion of interim profit to be applied to the payment of interim dividend should
always be on the conservative approach after consideration of the forecasts for the future
months and the allowances required for contingencies.
5. A good cash balance should not be taken as an indicator of profit for the purpose of
interim dividend. However, cash is also another decision factor.
6. Future requirement of cash for expenses, asset replacement, loan repayment and working
capital requirement should be fairly estimated. A good cash position does not always
justify the payment of interim dividend, as the future cash requirement for those purposes
may be quite substantial.
7. It is the final dividend which has to be declared after the closing of the accounting year at
a rate reasonably higher than the rate of interim dividend. Hence, it should be seen
whether the company would be able to declare final dividend at a higher rate or not.

In paying interim dividend, the Directors undertake certain amount of risk, because an interim
dividend is in fact a dividend in respect of the whole year and for the year if there is a loss, the
payment of interim dividend will amount to payment of dividend out of capital, where there are
inadequate balances of reserves and surplus.

10.14 LEGAL VIEWS AS REGARDS DIVIDEND

Case Study

1. Case: Lee vs Neuchatel Co. Ltd. (1889)

Fact of the case: The Articles of Association of the company provided for the
distribution of profit on preference shares and ordinary shares at the rate of 7% and 4%
respectively. For that the consent of the shareholders is a must. Moreover, the Articles of
Association of the company contained a clause which does not bind the directors to make
reserve for replacement or renewal of any property. The Directors decided to declare
dividend out of profits of the company to the preference shareholders without making
good the loss of depreciation of wasting assets, i.e. mines and other assets of the
company. One of the ordinary shareholders Mr. Charles John Lee brought an action
against the Directors of the company restraining them to pay dividend without making
good the depreciation of assets of the business.

Legal view: It was held that the company may distribute dividend without making good
the depreciation on wasting assets, if it is authorised by its Articles of Association to do
so. In fact, the object of charging depreciation is for the replacement of assets, but when
the wasting assets are subject to exhaustion the company is formed to go into liquidation,
the question of replacement does not arise.

2. Case: Bolton vs Natal Land and Colonisation Co. Ltd. (1892)

 Fact of the case: The business of the company consisted of buying, selling, letting,
cultivating and otherwise dealing with land in South Africa. In the year 1892, the
company, under peculiar circumstances debited to its profit and loss account £ 70,000 as
bad debt and credited in the same profit and loss account with an equal amount arising
from revaluation in the value of land, over and above the cost price. Accordingly, the
profit and loss account was balanced. Subsequently, the company earned working profit
and declared dividend from the said source in respect of the arrear dividend of 1885.

Legal view: An action was brought before the court against the company restraining it to
capitalise a part of the reserve that has been created by revaluation of assets of the
company. The basic reason behind such action was that the profits of the business are not
realised. But it was held that surplus of capital assets resulting from bonafide revaluation
of assets, even though it is unrealised, may be available for issuing bonus shares. The
application of this decision cannot be made possible in India after the introduction of the
Indian Companies Act, 1956.

3. Case: Foster vs The New Trinidad Asphelte Co. Ltd. (1901)

Fact of the case: The company along with the assets of the other company took over a
debt of £ 1,00,000 secured by promissory note, at its formation. At that time, the debt was
considered valueless. Later on, the debt was paid in full together with an interest accrued
amounting to £ 26,258. 16s. The directors proposed to distribute the amount as dividend
as the directors treated the said amount as capital profit. But one shareholder, brought an
action before the court restraining the company to pay dividend on the ground that the
decrease in the value of other assets should have been considered.

Legal view: It was held in this case that the question of what is profit available for
dividend depends upon the results of the whole accounts taken fairly for the year, capital
as well as profit and loss, and though dividends may be paid out of earned profits in
proper cases, notwithstanding a depreciation of capital, a realised accretion to the
estimated value of one item of capital asset cannot be deemed to profit divisible among
the shareholders without reference to the result of the whole account fairly taken.

4. Case: Ammonia Soda Co. Ltd. vs Arthur Chamberlain and others (1918)

Fact of the case: An action was brought by the company against the former two
Directors, asking them to refund to the company a sum amounting to £ 1268. 14s. 4d.
which was illegally paid as dividend during the years from 1912 to 1915. The company
was incorporated as a private limited company in July 1908. Thereafter by a special
resolution, passed in October 1911, it was converted into a public limited company. The
company’s profit and loss account showed a debit balance amounting to £ 19,028. 5s. 4d.
The directors were entrusted to value the land, and accordingly it was valued at £ 79,166
and the addition of expenses for the innovation of new bed of rockself amounting to £
20,542. 2s. 4d. was added to the value of land. The sum was credited to reserve account
and was used to write-off the following:
 1. The debit balance of the profit and loss account amounting to £ 12,970. 18s. 3d.
2. Goodwill for £ 1,500
3. Cash bonus for £ 1,980

And the balance £ 4,091. 4s. 5d. was transferred to reserve account. During half year
ended 31.01.1912, the company made net profit of £ 7,348. 13s. and the value of the land
was increased in the balance sheet to the extent of £ 16,450. 18s. 3d. and thus eliminating
the credit balance for £ 4091. 4s. 5d. which was left to the credit of the reserve account.
During the years 1912 to 1915 dividends amounting to £ 1,268. 14s. 4d. were paid to the
preference shareholders.

Legal view: The court decided that the assets of the business may be written up as a
result of bonafide revaluation and that the current profits may be divided without making
good past losses of the business. But the decision of this case in no way holds good in
India after the introduction of Section 205(1)(b) of the Indian Companies Act, 1956.

5. Case: Stapley vs Red Brothers (1924)

Fact of the case: The company had written off the balance of goodwill account £ 51,000
out of reserve. In a later year, the profit having been found inadequate for both setting off
the debit balance of the profit and loss account and paying dividend on preference shares
including arrear dividend, the Directors decided to write up goodwill by £ 40,000, being
the conservative value of goodwill and credit the sum to reserve account which could be
utilised for writing off the debit balance £ 25,500 of the profit and loss account and
paying the dividend. A shareholder, thereupon, moved the court for an injunction to
restrain the directors from writing back £ 40,000 which was previously written off out of
reserves created from profit.

Legal view: It was held that a company could write up at a fair value the goodwill, which
was written off excessively in the earlier years and utilise the sum for writing off the
debit balance of the profit and loss account and distribute the current profit as dividend.

POINTS TO PONDER

 The portion of profit, which can legally be distributed to the shareholders of the company
by way of dividend, is called the divisible profit.
 According to ICAI Guidance Notes dividend is a distribution to shareholders out of
profits or reserves available for this purpose.
 According to ICAI Guidance Notes profit is the excess of revenue over related costs. All
the profits of a company cannot be said to be divisible. Only those portions of the profit,
which can be legally distributed to the shareholders of the company in the form of
dividend, are called divisible profit.
 The principal determinants of divisible profit are depreciation, grant by the government,
arrear depreciation, past losses, transfer of profits to reserves, cash position of the
company and taxation aspect.
 Dividend shall only be payable in cash. It can be paid by cheque or dividend warrant. It
has to be paid to the registered holder of share or to his order or to his banker. Dividend
 has to be paid within 30 days from the date of declaration of dividend and the amount
shall have to be deposited in a separate bank account within 5 days of declaration.
 If dividend is unpaid or unclaimed, the company shall, within 7 days from the date of
expiry of the said period of 30 days, transfer the total amount of dividend to a special
account called unpaid dividend account.
 Capital profits are those profits, which arise from capital sources and not from normal
trading activity of a business. Companies Act does not provide any general restriction on
the distribution of capital profit as dividend. But premium on issue off shares, profit on
reissue of forfeited shares, profit prior to incorporation and profit from the redemption of
debentures at a discount are not available for distribution of dividend.
 According to the Companies Act, no dividend can be paid out of capital. Payment of
dividend out of capital indicates returning to the shareholders part of the paid-up share
capital as dividend.
 The provisions of the Articles of Association of a company should also be considered
before distribution of profit as dividend along with the provisions of the Companies Act.
Regulations 85 to 94 of Table A of the Companies Act describe the provisions regarding
distribution of dividend by a company.
 The auditor should see that the provisions of the Companies Act relating to declaration
and payment of dividend have been duly complied with before declaration any payment
of dividend.
 Interim dividend is a dividend, which is paid in respect of a year before the declaration of
the final dividend. The Companies Act provides that the board from time to time pay to
the members such interim dividend as appeared to be justified from the profits of the
company.
 The auditor should consider the rate of interim dividend declared by the company and
confirm that it has been considered in the declaration and payment of the final dividend.
He should also ensure that the basic principles of accounting have been duly adhered to
while arriving at the distributable profit.

REVIEW QUESTIONS

Short-answer Questions

1. What is dividend?
2. What is interim dividend? When does the question of interim dividend arise?
3. State with reasons whether you, as an auditor, would approve the payment of dividend
out of capital.
4. Can dividend be paid out of current profits without writing off intangible and ficticious
assets?
5. Can dividend be paid out of profit arising out of forfeited and re-issue of shares?

Essay-type Questions

1. State the provisions of the Companies Act, 1956 regarding the declaration and payment
of dividend.
2. Can dividend be paid under the following circumstances:
1. Out of current profit without making good past losses
 2. Out of a capital profit
3. Out of past profit when there is neither profit nor loss in the current year
4. Realised capital profits
3. State the provisions of the Companies Act, 1956 regarding declaration and payment of
Interim dividend. What would be the duty of an auditor in connection with such
dividend?
4. What do you understand by ‘divisible profit’? State what considerations should be borne
in mind before declaring dividend.
5. While examining the accounts of a company, you find the following items on credit side
of profit and loss account:
1. Profit on revaluation of land
2. Bounties received from central government
3. Excess depreciation charged in the previous year now written back
4. Unclaimed dividend

Would you have any objection as auditor in passing the accounts of the company? State
with reasons.
Chapter 11
Audit Report and Certificate
CHAPTER OUTLINE

11.1 Definition of Report

11.2 Definition of Audit Report

11.3 Value of Audit Report

11.4 Essentials of Good Audit Report

11.5 Scope of Audit Report

11.6 Signing of the Audit Report

11.7 Contents of Audit Report

11.8 Companies (Auditor’s Report) Order, 2003

11.9 Forms of Audit Report

11.10 Audit Report and Audit Certificate

11.11 Types of Auditor’s Report

11.12 Qualified Audit Report

11.13 Types of Audit Certificate

11.14 Auditor’s Report and ‘True and Fair View’

11.15 Specimen of Clean Audit Report

11.16 Specimen of Qualified Audit Report

11.17 Legal Views as Regards Audit Report

11.1 DEFINITION OF REPORT

A report is a statement of collected and considered facts, so drawn up as to give clear and
concise information to persons who are not in possession of full facts of the subject matter of the
report.

According to Joseph Lancaster, “a report is a medium of expressing an opinion to persons

concerned in order to give a clear and summarised information based on collected facts and
figures”.

In short, a report is a statement of opinion regarding an event or series of events.

11.2 DEFINITION OF AUDIT REPORT

The document through which the auditor conveys his opinion about the fairness of the financial
statements is called auditor’s report. An auditor, under Section 227(2) of the Companies Act,
1956, is required to make a report to the shareholders of the company whether the books of
accounts examined by him exhibit ‘true and fair’ view of the state of affairs of the business.

The auditor submits his report to his client giving clear and concise information of the result of
audit performed by him. The fact or information contained in the auditor’s report is not available
from any other source. Auditor’s report is the end product of his audit work. By submitting the
report, the auditor completes his duty as imposed by the respective statutes.

The statutory auditor of a company has to express his professional opinion about the truth and
fairness of the state of affairs of the company as shown by the balance sheet and of the profit or
loss as shown by the profit and loss account in addition to several other information in his report.

An auditor’s report is, therefore, a written statement of the auditor, containing his independent
professional opinion about the truth and correctness of accounts and financial statements
examined by him and other specific information, which the auditor submits to his client at the
conclusion of audit.

11.3 VALUE OF AUDIT REPORT

The auditor’s report is of great value not only to the members of the company, i.e. the
shareholders, but also to those persons who are interested in the affairs of the business, i.e.
investors, creditors, employees, government and other financial institutions that require the
audited balance sheet and profit and loss account for the purpose of granting loans and for a
number of reasons beneficial to them. The most important value of the auditor’s report is
reflected through its checking and verifying procedure as to accuracy and fairness of the facts
and figures that appear in the books of account of the company. The audit report does not add
anything more than what is inserted.

The basic purpose of audit is to secure the interest of different groups of people in the
organisation. Based on the audit report, these groups of people such as shareholders, bankers,
creditors etc. can decide their course of action in respect of the organisation with which they are
concerned. In fact, these groups of people are all outsiders and they have no other alternatives
but to rely upon the auditor’s report to know the actual state of affairs of the company. So, the
auditor’s report is extremely important to these groups of people. It serves their interest in the
following ways:

 The shareholders can have the idea from audit report about how well their company is
being managed by their representatives, i.e. the Board of Directors.
 The creditors and the bankers can understand from audit report how far their loan to the
business is safe and secure.
 The prospective investors and creditors can know from auditor’s report whether it would
be prudent to invest in the organisation.
 The management can also take various decisions for more efficient running of the
organisation based on the auditor’s report.
 The determination of purchase consideration in case of purchase or sale of the
organisation is facilitated by the auditor’s report.
 Very often the government grants and subsidies are based on the auditor’s report.
 To settle insurance claim, the insurance companies generally want audited financial
statements along with the auditor’s report.
 The income tax authority very often depends upon the auditor’s report in respect of
various income tax matters.

In view of changing socio-economic conditions where the society demands more disclosure of
accounting information, the auditor should insist on more disclosure by his clients to appraise the
actual financial position of the business. It is a fact that the auditor makes his report on the
available information supplied to him. So, his tests and examinations are confined to available
information supplied to him. He has nothing to do, but to report if certain items appear
suspicious to him.

11.4 ESSENTIALS OF GOOD AUDIT REPORT

The essentials of good audit report are as follows:

1. Simplicity

Simplicity should be one of the important characteristics of good audit report. It should be as
clear as understandable. It implies that ambiguous terms and facts should not be included in the
audit report.

2. Clarity

The term ‘clarity’ implies cleanness in audit report. This indicates that the audit report should not
conceal material information which are required in evaluating and appraising the performance of
the business.

3. Brevity

The term ‘brevity’ signifies the conciseness in audit report. Repetition of facts and figures should
be avoided in order to control the length of the report.
4. Firmness

The report should clearly indicate the scope of work to be done and should cleary indicate
whether the books of account exhibit ‘true and fair’ view of the state of affairs of the business.

5. Objectivity

The report should be based on objective evidence. Opinion formed on the basis of information
and evidences which are not measured in terms of money should not be incorporated in the audit
report.

6. Consistency

Consistency in presenting accounting information is the basis of good audit report. A good audit
report should take into consideration whether consistency, as to the method of stock valuation
and depreciation charges, has been adhered to.

7. Accepted principles

The audit report should be based upon the facts and figures that are kept in accordance with
generally accepted accounting and auditing principles.

8. Disclosure principles

The audit report should be unbiased. It should disclose all the facts, all the truth.

9. Relevance

The report should disclose all relevant information, which are supposed to be known by the
users, but are not included in the financial statements disclosures.

10. Reference to AAS

It should preferably state the auditing standards and practices adopted by the auditor while
conducting audit. Such a reference in the report will assure the users that the audit has been
carried out in accordance with Auditing and Assurance Standards.

11.5 SCOPE OF AUDIT REPORT

Sub-sections (2) and (3) of Section 227 of the Companies Act, 1956 provide that it is the duty of
the auditor to report to the members of the company on the accounts examined by him and on the
balance sheet and profit and loss account and every other document declared by the act to be part
of or annexed to the balance sheet and the profit and loss account, laid before the company in
general meeting during the tenure of his office, also that the report shall confirm the position,
envisaged in the undermentioned manner in which the requirements are to be met.
Sub-section (2) specifically requires that the auditor should report whether in his opinion and to
the best of his information and according to the explanations given to him, the said accounts give
the information required by the Companies Act, 1956 in the manner so required and the balance
sheet gives a true and fair view of the company’s affairs at the end of the financial year and the
profit and loss account gives a true and fair view of the profit and loss for the financial year.

Sub-section (3) requires that the auditor shall report on the following matters:

 Whether he has obtained all the information and explanations which to the best of his
knowledge and belief were necessary for his audit
 Whether in his opinion, proper books of accounts as required by law have been kept by
the company, so far as appears from his examination of those books and proper returns
adequate for the purpose of his audit have been received from branches not visited by
him
 Whether in his opinion, the balance sheet and the profit and loss account comply with the
accounting standards referred to in Sub-section (3C) of Section 211 of the Companies
Act, 1956
 Whether the company’s balance sheet and profit and loss account dealt with by the report
are in agreement with the books of accounts and returns
 Whether the report on the accounts of any branch office audited under Section 228 by a
person other than the company’s auditor has been forwarded to him as required by
Section 228(3)(c) and how he has dealt with the same in preparing the auditor’s report

The duty of any auditor for making a report on the statement of account also extends to matters
reported upon by the Directors to the shareholders in so far as information which is required to
be given by the Act in the statements of account or can be given in a statement annexed to the
accounts are contained in the report of Directors (Provision in Section 222). For instance, the
opinion of the Board of Directors as regards current assets, loans and advances, when contained
in the Director’s report, must be considered by the auditor.

11.6 SIGNING OF THE AUDIT REPORT

According to Section 229 of the Companies Act, only the person appointed as the auditor of the
company or where a firm is so appointed, only a partner in the firm practising in India may sign
the auditor’s report.

The Department of Company Affairs, Government of India, in a communication dated 29th July,
1972 has expressed the view that when a single chartered accountant is practising, there cannot
be any question of any firm name. Further, it is stated that Section 229 of the act clearly provides
that if a firm of chartered accountants is appointed as auditor, only a partner in the firm may sign
the auditor’s report or sign or authenticate any other document required by law to be signed by
the auditor. The practice of merely affixing the ‘firm name’ on the report or such other document
is the correct approach in the eye of law.

According to Section 233 of the Companies Act, if an auditor’s report or any document of the
company is signed or authenticated otherwise than in conformity with the requirements of
Section 229, the auditor concerned and the person, if any, other than the auditor who signs the
report or signs or authenticates the document shall, if the default is wilful, be punishable with a
fine which may extend upto Rs. 10,000.

According to Section 230 of the Companies Act, the auditor’s report must be read before the
shareholders of the company in general meeting and should be kept open for the inspection to
every member of the company.

According to Section 232, it is no part of duty of the auditor either to send a copy of his report to
or allow inspection thereof by each member of the company individually, or to see that the report
is read before the company in general meeting. For non-compliance with any of the requirements
of Section 225 to 231, the company and every officer of the company who is in default, will be
liable to a fine, which may extend upto Rs. 5,000.

11.7 CONTENTS OF AUDIT REPORT

As per the provisions of Section 227 of the Companies Act, 1956 the following matters are
required to be included in the auditor’s report of a company:

1. Whether in his opinion and to the best of his information and according to the
explanations given to him:
1. The accounts of the company examined by him give the information required by
the Companies Act in the manner so required.
2. The accounts give a true and fair view of the state of company’s affairs as at the
end of its financial year in the case of the balance sheet.
3. The accounts also give a true and fair view of the profit or loss of the company for
its financial year in the case of the profit and loss account.
2. Whether he has obtained all the information and explanations which to the best of his
knowledge and belief were necessary for the purpose of his report.
3. Whether in his opinion, proper books of accounts as required by law have been kept by
the company so far as appears from his examination of those books.
4. Whether proper returns adequate for the purpose of his audit have been received from
branches not visited by him.
5. Whether the report on the accounts of any branch office audited by a person other than
the main auditor of the company has been forwarded to him.
6. The method used to deal with the branch auditor’s report in preparing his audit report.
7. Whether the profit and loss account and balance sheet of the company are in agreement
with the books of accounts and returns.
8. Whether in his opinion the balance sheet and the profit and loss account comply with the
accounting standards.
9. Where any of the matters in the auditor’s report is answered in the negative or with a
qualification, the reasons for such should also be stated.
10. A statement on such matters as may be specified in the central government orders.
Presently the company auditors are required to make a statement on the matters specified
in the CARO, 2003 issued by the central government, so far as they are applicable to a
particular class of company.

11.8 COMPANIES (AUDITOR’S REPORT) ORDER, 2003

In addition to the provisions regarding Auditor’s Report in Section 227 of the Companies Act, in
respect of certain types of companies, the Companies (Auditor’s Report) Order (CARO), 2003
issued by the central government is applicable. These orders have been issued by the central
government in exercise of its power under Section 227(4A) of the Act.

The new order of 2003 has further enlarged the scope of audit of the companies replacing the
previous order of 1988. The order is reproduced as follws:

Title   This order may be called the Companies (Auditor’s Report) Order, 2003.

Area of application   It shall apply to every company including a foreign company as defined in
Section 591 of the Companies Act, 1956.

It shall not apply to the following.

1. A Banking Company as defined in Clause (C) of Section 5 of the Banking Regulation

Act
2. An Insurance Company as defined in clause (21) of Section 2 of the Act
3. A company licensed to operate under Section 25 of the Act
4. A private limited company with a paid up capital and reserves of not more than fifty lakh
rupees and one which has not accepted any public deposit and does not have loan
outstanding ten lakh rupees or more from any bank or financial institution and does not
have a turnover exceeding five crore rupees

Effective date   It came into force on the 1st day of July 2003.

Matters to be included in auditor’s report:

1. Re: Fixed assets

1. Records of fixed assets   Whether the company is maintaining proper records showing

full particualrs, including quantitative details and situation of fixed assets.

2. Physical verification   Whether these fixed assets have been physically verified by the
management at reasonable intervals, whether any material discrepancies were noticed on
such verification and if so, whether the same have been properly dealt with in the books
of accounts.

3. Disposal of fixed assets   If a substantial part of the fixed assets have been disposed off
during the year, whether it has affected the going concern.

2. Re: Stock-in-trade
 1. Regular physical verification   Whether physical verification of inventory has been
conducted by the management at reasonable intervals.

2. Adequate physical verification   Are the procedures of physical verification of stock

followed by the management reasonable and adequate in relation to the size of the
company and the nature of its business? If not, the inadequacies in such procedures
should be reported.

3. Material discrepancies   Whether the company is maintaining proper records of

inventory and whether any material discrepancies were noticed on physical verification
of stocks as compared to book records, and if so, whether the same have been properly
dealt with in the books of accounts.

3. Re: Loan obtained/granted

1. Terms and conditions of loan   Has the company either granted or taken any loans,
secured and unsecured, to/from companies, firms or other parties covered in the register
maintained u/s 301 of the Companies Act, 1956? If so, give the number of parties and
amount involved in the transactions.

2. Terms and conditions of loan   Whether the rate of interest and other terms and
conditions of loans given or taken by the company, secured or unsecured, are prima facie
prejudicial to the interest of the company.

3. Regularity   Whether payment of the principal amount and interest is also regular.

4. Recovery of loan   If overdue amount is more than one lakh, whether reasonable steps
have been taken by the company for recovery/payment of the principal and the interest.

4. Re: Adequacy of internal control

Is there an adequate internal control procedure commensurate with the size of the company and
the nature of its business, for the purchase of inventory and fixed assets and for the sale of
goods? Whether there is a continuing failure to correct major weaknesses in internal control.

5. Re: Special transactions

 1. Recording   Whether transactions that need to be entered into a register in pursuance of
Section 301 of the Act have been so entered.

2. Reasonable prices   Whether each of these transactions has been made at prices which
are reasonable having regard to the prevailing market prices at the relevant time.

This information is required only in case of transactions exceeding the value of five lakh rupees
in respect of any party and in any one financial year.

6. Re: Acceptance of deposits

In case the company has accepted deposits from the public, whether the directives issued by the
Reserve Bank of India and the provisions of Sections 58A and 58AA of the Companies Act and
the rules framed there under, where applicable, have been complied with. If not, the nature of
contraventions should be stated.

7. Re: Internal audit system

In the case of listed companies and/or other companies having a paid up capital and reserves
exceeding Rs.50 lakhs as at the commencement of the financial year concerned, or having an
average annual turnover exceeding five crore rupees for a period of three consecutive financial
years immediately preceding the financial year concerned, whether the company has an internal
audit system commensurate with its size and nature of its business.

8. Re: Maintenance of cost records

Where maintenance of cost records has been prescribed by the central government u/s 209 (1) (d)
of the Companies Act, 1956 whether such accounts and records have been made and maintained.

9. Re: Statutory obligations

1. Provident fund and employees state insurance etc   Is the company regular in depositing
undisputed statutory dues including provident fund, investors’ education and protection
fund, employees’ state insurance, income tax, sales tax, wealth tax, custom duty, excise
duty, cess and any other statutory dues with the appropriate authorities? If not, the extent
of arrears of outstanding statutory dues as at the last day of the financial year concerned
for a period of more than six months from the date they became payable shall be
indicated by the auditor.

2. Pending disputes   In case dues of sales tax/income tax/custom tax/wealth tax/ excise
duty/cess have not been deposited on account of any dispute, then the amount involved
and the forum where the dispute is pending may please be mentioned.
10. Re: Accumulated loss/cash loss

Whether in case of a company which has been registered for a period not less than five years, its
accumulated losses at the end of the financial year are not less than fifty percent of its net worth
and whether it has incurred cash losses in such financial year and in the financial year
immediately preceding such financial year also.

11. Re: Default in repayment

Whether the company has defaulted in repayment of dues to financial institutions or bank or
debenture holders. If yes, the period and the amount of default to be reported.

12. Re: Secured loans and advances

Whether adequate documents and records are maintained in cases where the company has
granted loans and advances on the basis of security by way of pledge of shares, debentures and
other securities. If not, the deficiencies to be pointed out.

13. Re: Chit fund

Whether the provisions of any special statute applicable to chit fund have been duly complied
with.

14. Re: Nidhi/mutual benefit fund/societies

In respect of nidhi/mutual benefit fund/societies:

1. Whether the net-owned funds to deposit liability ratio is more than 1:20 as on the date of
the balance sheet.
2. Whether the company has complied with the prudential norms on income recognition and
provisioning against sub-standard/default/loss assets.
3. Whether the company has adequate procedures for appraisal of credit proposal/ request,
assessment of credit needs and repayment capacity of the borrowers.
4. Whether the repayment schedule of various loans granted by the nidhi is based on the
repayment capacity of the borrower and would be conducive to the recovery of the loan
amount.

15. Re: Investments

If the company deals or trades in shares, securities, debentures or other investments, whether
proper records of the transactions and contracts have been maintained and also whether timely
entries have been made therein, whether the shares, securities, debentures, and other investments
have been held by the company in its own name extent to the exemption, if any, granted under
Section 49 of the Companies Act.

16. Re: Guarantee for loans

Whether the company has given any guarantee for loans taken by others from bank or financial
institutions, the terms and conditions whereof are prejudicial to the interest of the company.

17. Re: Term loan

Whether term loans were applied for the purpose for which the loans were obtained.

18. Re: Uses of fund

Whether the funds raised on short-term basis have been used for long-term investment and vice
versa; if yes, the nature and amount is to be indicated.

19. Re: Preferential allotment

Whether the company has made any preferential allotment of shares to parties and companies
covered in the register maintained under Section 301 of the Companies Act and if so whether the
price at which shares have been issued is prejudicial to the interest of the company?

20. Re: Creation of securities

Whether securities have been created in respect of debentures issued.

21. Re: Public issue

Whether the management has disclosed on the end use of money raised by public issues and the
same has been verified.

22. Re: Fraud

Whether any fraud on or by the company has been noticed or reported during the year. If yes, the
nature and amount involved is to be indicated.

23. Re: Reasons for qualifications

Reasons to be stated for unfavourable or unqualified answers where, in the auditor’s report, the
answer to any of the questions referred to above points (1 to 22) is unfavourable or qualified, the
auditor’s report shall also state the reasons for such unfavourable or qualified answer, as the case
may be. Where the auditor is unable to express any opinion in answer to a particular question, his
report shall indicate such fact together with the reasons why it is not possible for him to give an
answer to such question.

11.9 FORMS OF AUDIT REPORT

International Auditing Guidelines issued by the International Federation of Accountants (first

issued in 1983 and revised in 1989) provide guidance on the form and content of the auditor’s
report to be issued after the examinations of financial statements.
As per the guidelines, the basic elements of the report are as follows.

1. Title

An appropriate title such as ‘Auditor’s Report’ helps the reader to identify the report and to
distinguish it from reports issued by others.

2. Address

The report should be properly addressed. Like in the case of a statutory audit of a company, the
report is addressed to the shareholders and in case of special audit, it is addressed to the
government.

3. Identification of financial statements

The financial statements can be identified by including the name of the entity and the date and
period covered by the financial statements.

4. Reference to auditing standards and practices

Such a reference ensures the compliance of the resolution of the ICAI and assures the readers
that the accounting and auditing standards have been complied with.

5. Opinion on the financial statements

The report should clearly state the auditor’s opinion on the financial position and operational
result of the entity.

6. Signature

The report should be signed in the name of the firm or personal name of the auditor or both.

7. Address of the auditor

The report should give the address of the firm.

8. Dating of the report

It should be properly dated.

11.10 AUDIT REPORT AND AUDIT CERTIFICATE

When an auditor certifies a financial statement, it implies that the contents of the statement are
reliable as the auditor has vouched the exactness of the data. The term ‘certificate’ is, therefore,
used to mean confirmation of the truth and correctness of something after a verification of
certain exact facts. An auditor may therefore, certify the circulating figures of a newspaper or the
value of imports and exports of a company.

Thus, auditor’s certificate confirms the correctness of the statements prepared by the client. By
certifying the statements, the auditor gives guarantee about the genuineness of the statements.
So, before certifying a statement, an auditor is required to be thorough and meticulous in
examining the truthfulness of each and every content in it. If it is revealed subsequently that the
statement certified by the auditor is not correct, he will be held responsible regardless of utmost
care and skill exercised by him in checking its contents.

The term ‘certificate’ should not be confused with the term ‘report’. A report is a statement of
opinion regarding an event or series of events. So, an auditor’s report is his expression of opinion
regarding the fairness of financial statements in reflecting the financial result and the financial
position of the organisation. The auditor only draws his conclusion about the general reliability
of financial statements. He does not give guarantee in his report that the accounts are free from
errors and frauds. He does not owe any responsibility while reporting on accounts, provided he
exercises reasonable skill and care in his audit work.

So, while a certificate affirms the truth and correctness of a fact, figure or a statement, a report is
generally a statement of facts or an expression of opinion regarding the truth and fairness of the
facts, figures and statements.

11.11 TYPES OF AUDITOR’S REPORT

Auditor’s report can be of the following types:

1. Clean report

An audit report is clean, when there is no qualified or adverse opinion or disclaimer of opinion in
the report. A clean report indicates that the auditor is satisfied with all the points required to be
stated in his report and states them in the affirmative, adding no reservation anywhere.

An auditor makes a clean or unqualified report when he is satisfied with various matters, such as
follows:

 He has got reasonable evidence in support of all material transactions.

 All entries have been passed according to generally accepted accounting principles.
 The financial statements correspond to the books of accounts.
 All relevant information have been disclosed.

2. Qualified report

When an auditor expresses an opinion in his report with a reservation or states anything in the
negative, but its nature is such that it does not materially affect the true and fair picture shown by
the accounts, then the auditor’s report is said to be a qualified report.
3. Adverse report

When the auditor expresses an adverse or negative opinion in his report about the principal point
in the report for which audit is mainly intended, the report is called an adverse report. So, an
adverse report is the report in which the auditor categorically states that the profit and loss
account and the balance sheet do no exhibit a true and fair view of the state of affairs and
working results of the concern. An adverse report should be given by the auditor, only when he
has strong and convincing evidence to support his conclusion. He should disclose all the reasons
of adverse report. Generally in extreme cases like excess provision for depreciation, charging
fictitious expenses etc. compel the auditor to give negative or adverse report.

4. Disclaimer of opinion

When an auditor is unable to express an opinion due to certain reasons and states this in his
report, it becomes a report with a disclaimer of opinion. A disclaimer of opinion is always
required to be supported by the justified facts.

It may not be possible for an auditor to collect all information, which are necessary for
expressing an opinion on the financial statements. Though these situations are rare, it may arise
because of incomplete accounts submitted by the client or negligence on the part of the client to
furnish the required information or explanations. When the auditor is to submit such inconclusive
audit report because of reasons beyond his control, such report is called a report with disclaimer.

5. Piecemeal report

Auditor’s opinion in his report may not be on the entire financial statements. Such opinion may
relate to some of the items contained in the statements on which only he can satisfactorily
express opinion after audit. Such an opinion as a part of the financial statement is a piecemeal
opinion and the auditor’s report containing such opinion is called a piecemeal report.

11.12 QUALIFIED AUDIT REPORT

When the auditors are satisfied with the truth and correctness of the financial statements of
accounts without any qualifications, they give a clean, clear or unqualified report. In some cases,
the auditor is unable to give such an opinion for one or more of a large variety of reasons. In
these cases an auditor is said to give a qualified report.

When an auditor expresses his opinion in his audit report subject to some observations, he is said
to have qualified his report. In other words, his assertions in the qualified report regarding
fairness of financial statements depend upon some conditions. As for example, if the auditor does
not agree with his client regarding treatment of an item such as grant received or provision for
gratuity, he may qualify his report stating ‘subject to above, we report the balance sheet shows a
true and fair view--------’. While qualifying his report, the auditor should keep in his mind the
materiality of the matter. Unless the amount is significant, the auditor need not qualify his report.
The reasons of qualification should always be clearly stated in the report.
The principal source materials on qualified auditor’s reports are:

 The Companies Act, 1956

 Auditing and Assurance Standards
 Accounting Standards

A qualified audit report is a disadvantage to a concern for several reasons.

 It has legal consequences, notably in restricting dividend payments.

 It may lead to the accounts being seen as less reliable by contact groups such as banks
and other lenders and potential buyers of the business.
 It reflects badly on the Directors.

There are several types of qualifications. These include the following:

1. Limitation of scope

Limitation of scope means a limitation of scope of the auditors’ work that prevents them from
obtaining sufficient evidence to express an unqualified opinion. Consider the following
examples:

1. A limitation imposed on the auditor—for example, if he were not permitted to carry out
an audit procedure considered necessary. The Directors may not permit a debtors’
circulation or may not allow the auditor to attend a stock take.
2. A limitation outside the control of both the auditors and the directors. Perhaps necessary
records existed but have been destroyed by fire or the auditor was prevented from
attending stock take by a breakdown.

2. Disagreement

It means that the auditors do not agree with the accounting treatment or disclosure of some item
in the accounts. The financial statements may have an accounting policy, e.g. inclusion of
overheads in finished goods stock on a global percentage of overheads to prime cost, when the
auditor considers that a more complex apportionment is essential for true and fair view.

3. Material and pervasive

This term applies when the possible effect of the limitation of scope is so material or pervasive
that the auditors are unable to express an opinion on the financial statements. Similarly when the
matter giving rise to the disagreement is so material and pervasive that the financial statements
are seriously misleading.

4. Less material
Less material means when the effect of the limitation is not so material or pervasive as to require
a disclaimer. Similarly when the disagreement is not so material or pervasive as to require an
adverse opinion.

5. Adverse opinion

An adverse opinion is one where the auditors state that the financial statements do not give a true
and fair view.

6. Disclaimer

A disclaimer of opinion occurs when the auditors conclude that they have not been able to obtain
sufficient evidence to support, and accordingly are unable to express, an opinion on the financial
statements.

7. Possible adjustments

The wording of the opinion should indicate that it is qualified as to the possible adjustments to
the financial statements that might have been determined to be necessary had the limitation not
existed.

8. Exclusion of certain points

The opinion is qualified by stating that the financial statements give a true and fair view except
for the effects of any adjustments that might have been found necessary, had the limitation not
affected the evidence available to the auditors.

11.13 TYPES OF AUDIT CERTIFICATE

The professional accountants are sometimes required to issue certificates on many occasions. In
fact, the types of certificates depend on the purpose for which they are intended. The major types
of certificates include the following:

1. Certificate for tax computation

The chartered accountants are sometimes required to certify certain incomes and expenses for
obtaining exemptions from income tax, which is computed on the basis of provisions as
contained in the Income Tax Act, 1961. The forms and contents of these types of certificates are
usually provided under income tax rules, as the appropriate wordings of the certificate depend on
the nature and circumstances of individual cases.

2. Certificate of import and export

Import and Export Trade Control Rules and Procedures provide that the applicant applying for
import or export licence must furnish a certificate of import and/or export from a qualified
accountant in practice. These certificates include the value of goods imported or exported, goods
consumed by the entity out of imported goods, goods supplied by the entity for export out of own
source and from other sources and the unutilised value of licence on hand.

3. Certificate of circulation

The Audit Bureau of Circulations Ltd. which is an association of advertisers and publishers,
gives report of circulation figures of publication of its members. The association issues
circulation certificate on the basis of audit report of the member. The auditor has to certify the
circulation figure on the basis that he has checked and verified the books regarding newsprint
consumption, distribution and unsold stock of publications as per the guidelines issued under
A.B.C. Audit Procedure.

11.14 AUDITOR’S REPORT AND ‘TRUE AND FAIR VIEW’

The expression ‘true and fair view’ is central to auditing and yet it is an abstraction whose
meaning is far from clear. In fact, the true and fair view is a Companies Act concept and is
therefore a legal notion. However, neither the Companies Act nor the court has ever attempted to
define it.

Investigation and discovery of anything is assisted by breaking down or classifying the thing into
parts. We therefore will breakdown true and fair view into parts, beginning with true.

1. Truth

In practice the word ‘true’ is difficult to pin down as it also incorporates a high level of
abstraction. However in accounting terms we can consider synonyms like—in accordance with
fact or reality, not false or erroneous, representing the thing as it is.

Numerous accounts items can be seen in this light. For example, ‘freehold land at cost Rs.2,
00,000.

It is either true or false that

 Freehold land exists

 The freehold land is the property of the company that holds a good title
 The freehold land did cost the company Rs.2, 00,000
 All the freehold land belonging to the company is included

On the other hand, the matter may not be as simple as it seems. For example,

1. Good title may be a matter of opinion.

2. Historical cost may be a matter of opinion—is legal cost included? Subsequent costs
(drainage, fencing) may be considered capital or revenue.
A dictionary definition of true also includes ‘in accordance with reason or correct principles or
received standard’ which brings us back to generally accepted accounting principles and the
accounting standards.

2. Fair view

The word view is important in that accounts cannot give a view in an abstract way. The view
given cannot be divorced from the perceptions of a reader/user of the accounts. Again, the idea
of fairness involves a number of thoughts including the following:

1. Expectation   Any user has certain expectations from a set of accounts. He presumes that
the accounts will conform to generally accepted accounting principles and the accounting
standards.

2. Relevance   The fair view from the point of view of a user must mean that the view given
by the accounts will be relevant to the informational needs of the user.

3. Objectivity   It consists of extremely verifiable facts, rather than subjectively considered

opinions. In practice, as we have seen under ‘truth’, most accounting figures are
subjective or contain a substantial subjective element.

4. Freedom from bias   The producer of accounts (directors, managers) should not allow
personal preferences to enter into their accounts preparation work. For example, a desire
to show a favourable profit should not influence a manager’s assessment of the expected
life of the fixed assets, or the saleability of stock. In practice, all human activities are
influenced by personal experience and prejudice. The important thing is to be aware of
this and for an auditor to be aware of the tendency to bias in all financial reporting.

3. Beyond simple conformity

The users of accounts expect accounts to conform to generally accepted accounting principles
and accounting standards. However, simple rigid conformity can give a misleading view. For
example, inclusion of profit from overseas branches may mislead shareholders when those
profits are not available to the shareholders because of exchange control restrictions.

4. Least as good

At one time the prudence convention was so highly esteemed that shareholders and auditor’s
expectations went no further than making sure that the true position was at least as good as that
shown by the balance sheet. Despite modern insistence on fairness up and down, the least-as-
good syndrome lurks in every accountant’s subconscious.

5. Accounting principles

The accounting principles and policies used should be

 in conformity with accounting standards

 generally accepted
 widely recognised and supported
 appropriate and applicable in the particular circumstances.

In most areas, more than one policy will satisfy these criteria. For example, there are several
different acceptable methods for depreciation and therefore several different measures of profit,
all of which may give a true and fair view.

6. Disclosure

Accounting is an aggregating and summarising process. A thousand transactions in a year can be

summarised in a relatively few lines in a setting of accounts. The overall results and final
position can only be appreciated by aggregating transactions and balances into suitable classes
and categories. Too much aggregation can hide individual figures or subclasses that ought
properly to be disclosed. On the other hand, too much disaggregation causes confusion between
the wood and the trees and a general indigestibility.

7. Materiality

The elusive accounting principle of materiality is intimately bound up with the true and fair
view. An item is material if its disclosure or non-disclosure would project any difference to the
view received by the user of the accounts. Fairness is therefore a function of materiality.

The Companies Act, 1956 has introduced the words “true and fair” in place of the words “true
and correct” as appearing in the Companies Act, 1913. This is an important change and has far-
reaching effects.

The phrase “true and correct” means that the financial statements are arithmetically correct and
that they correspond to the figures in the books of accounts. But it does not specifically mean
that the financial statements are representing the actual state of affairs and actual working results.
In fact, at present the auditor is supposed to verify whether the books of accounts show a true
and fair view of the state of affairs of the company as well as the true and fair view of the
financial result of the company.

The phrase “true and fair” thus signifies in the auditor’s report that the financial statements are
representing a fair and actual financial position of the company and profit and loss for the period.
It means that the financial statements are disclosing all the relevant information as are required
by various provisions of the Companies Act.
The major criticism of the phrase ‘true and correct’ was that in an accounting sense, there was
insufficient distinction between the words ‘true’ and ‘correct’. As such, every figure in the
accounts could be justified and substantiated as both true and correct but, at the same time, the
figures together could present a view to the reader of the accounts which could be misleading or
even totally false when the accounts were read as a whole.

It was for this reason that the word ‘fair’ was used to replace ‘correct’, despite the inherent
vagueness and absence of precision that the former word implies. The word ‘fair’, by definition,
requires a judgement which can only be determined subjectively. This subjectivity and the
related exercising of judgement provide the term with its true strength, at the same time it
provides the auditor with his greatest challenge.

An auditor’s assessment of whether accounts give a true and fair view, lacking as it does any
legal or professional definition, necessitates a consideration of the accounts as a whole and the
forming of an opinion concerning the overall impression conveyed by the accounts to the auditor
and therefore to a reader. It also involves consideration of the substance of the information
disclosed in the accounts as well as its form. In fact, the phrase ‘true and fair’ attempts to explain
that accounts cannot be exact in all aspects due to the subjectivity of certain items, such as the
valuation of closing stock and the provision for doubtful debts. The word ‘fair’ implies that the
user should take an overall view of the financial statements and base interpretations on the
figures as a set rather than an individual item. The word ‘true’ implies that the figures are
decided on the facts as seen by the directors and the auditor but that other persons may draw
different conclusions from the same facts. There is no attempt to make accounts precise in terms
of mathematical accuracy as this is not possible due to need of estimation in certain cases.
However, an attempt is made to ensure that the financial statements fairly reflect the company’s
result for the period and its state of affairs at the balance sheet date.

In view of this discussion, it can be stated that the concept ‘true and fair’ that are used in the
auditor’s report is not appropriate in present day dynamic and complex nature of business
environment. So, it is advocated that the audit report which should be free from criticism as to
nature and pattern of disclosing material information should not use these equivocal words ‘true
and fair’. It is expected that the Companies Act should be duly amended for taking special care
in this matter.

11.15 SPECIMEN OF CLEAN AUDIT REPORT

To

The Shareholders

XYZ Co. Ltd., Kolkata

Dear Members,

I/we have audited the annexed balance sheet of XYZ Co. Ltd. as at 31st March, 200x and also
the profit and loss account of the company for the year ended on that date and report that—
I/we have obtained all the information and explanations which to the best of my/our knowledge
and belief were necessary for the purpose of audit.

In my/our opinion proper books of accounts as required by law have been kept by the company
so far as appears from my/our examination of such books and proper returns adequate for the
purpose of my/our audit have been received from the branches not visited by us.

The accounts of Chennai branch office have been adudited u/s 228 of the Companies Act by
Subrata Renuka and Co. The report of the said accounts which has been forwarded to us has been
dealt with by us, in the manner we have considered necessary, while preparing this report.

The balance sheet and the profit and loss account dealt with in this report are in agreement with
the books of accounts.

In my/our opinion and to the best of my/our information and according to the explanations given
to me/us, the said accounts, together with the notes thereon, give the information required by the
act in the manner so required and give a true and fair view:

1. In the case of the balance sheet of the state of the affairs of the company as at 31st March,
200X and
2. In the case of profit and loss account of the profit of the company for the year ended on
that date.

For. G. G. Basu & Co. Chartered Accountants

Kolkata Signature
Date B. B. Basu (Partner)

11.16 SPECIMEN OF QUALIFIED AUDIT REPORT

To

The Shareholders

ABC Co. Ltd. Mumbai

Dear Members,

We have audited the annexed balance sheet of the ABC Co. Ltd. as at 200X and also the profit
and loss account for the year ended on that date. We report that—

We have obtained all the information and explanations, which to the best of our knowledge and
belief were necessary for the purpose of audit.

In our opinion, proper books of accounts as required by law have been maintained by the
company, kept in accordance with the accounting standards, so far as it appears from our
examination of the books subject to the comments given here under:
 1. The stocks of the company have been valued at a current replacement price, which is
higher than the cost price to the extent of Rs. 1,03,000.
2. Provisions for bad and doubtful debts has not been taken into consideration which should
have been taken in view of the fact that some of the debts are quite old and time-barred.
3. In the absence of stock registers, adjustments relating to the balances on the register have
been accepted on the basis of the decisions of the management.

The balance sheet and profit and loss account dealt with by the report are in agreement with the
books of accounts and returns.

Subject to the qualifications given above, in our opinion and to the best of information available
and according to the explanations given to us, the said accounts, with the notes thereon and
documents attached thereto give the information required by the law and accounting standards
and gives a true and fair view:

1. in the case of the balance sheet of the state of affairs of the company as at 200x and
2. in the case of the profit and loss account of the profit for the year ended on that date.

Mumbai For S. K. Basu & Co.

Date Chartered Accountants
  Signature
S. K. Basu (Partner)

11.17 LEGAL VIEWS AS REGARDS AUDIT REPORT

Case Study

1. Case: Allen Craig & Co. (London) Ltd. (1934)

Fact of the Case: The company made loss in each year of its existence, and there was a
deficiency of assets to meet liabilities of over £ 40,000. In submitting the accounts for the
year to 30th June, 1924 the auditor sent a letter to the company drawing attention to the
serious position of the company, this being quite apart from the normal audit report. In
1927, in submitting the accounts for the years to 30th June, 1925 and 1926 respectively,
the auditor sent further letters, showing that there was a deficiency as regards creditors of
nearly £ 11,000.

The liquidator of the company took out a summon for misfeasance against the former
managing director and the auditors asking for a declaration that such parties were liable
for the debts of the company incurred after 30th June, 1925.

Legal View: It was held that the duty of the auditors, after having signed the report to be
annexed to a balance sheet, is confined only to forwarding that report to the secretary of
the company. It will be for the secretary or the directors of the company to convene a
general meeting and send the balance sheet and report to members entitled to receive it.
The auditor, in no way, will be held liable in this situation.
 2. Case: London and General Bank Ltd. (1895)

Fact of the Case: The company, in this case, had not made adequate provision for bad
debts. The auditor had discovered that the debts were doubtful and had clearly reported
the situation to the directors. But when the directors failed to make provisions, instead of
reporting the fact equally clearly to the shareholders, he simply made the statement that
“the value of the assets is dependent upon the realisation.” It was held that the auditor had
failed in his duty to convey information clearly in his report and he was made liable for
certain dividend improperly paid. Legal view: This case underlined the dangers of
equivocal statements in audit report. In the course of his judgement, Justice Lindley, L. J.
said, “information ‘and means of information are by no means equivalent terms. An
auditor who gives shareholders means of information does so at his peril and runs the
very serious risk of being held, judicially, to have failed to discharge his duty”.

It was held in this case that an auditor has a duty to convey facts clearly to shareholders.
The auditor whose duty it is to convey information to others does not discharge that duty
by simply giving them so much information as is calculated to induce them or some of
them to ask for more.

POINTS TO PONDER

 A report is a statement of collected and considered facts, so drawn up as to give clear and
concise information to persons who are not in possession of full facts of the subject
matter of the report.
 An audit report is a written statement of the auditor containing his independent
professional opinion about the truth and fairness of accounts and financial statements
examined by him.
 The essentials of good audit report include simplicity, clarity, brevity, firmness,
objectivity, consistency, relevance and reference to auditing and assurance standards.
 Only the person appointed as the auditor of the company or where a firm is so appointed,
only a partner in the firm practicing in India may sign the audit report.
 In addition to the provisions regarding auditor’s report in section 227 of the Companies
Act, in respect of certain types of companies, The Companies (Auditor’s Report) Order,
2003 issued by the central government is also applicable.
 The basic elements of the audit report are title, address, identification of financial
statements, reference to the auditing standards, opinion on the financial statements,
signature, address of the auditor and dating of the report.
 Audit certificate should not be confused with the audit report. Audit certificate confirms
the correctness of the statements prepared by the client. But audit report is the auditor’s
expression of opinion regarding the fairness of the financial statements in reflecting the
financial result and the financial position of the organization.
 Audit report can be basically of four types, which are clean report, qualified report,
adverse report and disclaimer of opinion.
 When the auditors are satisfied with the truth and correctness of the financial statements
of accounts without any qualifications, they give a clean report. In some cases, the
auditors are unable to give such an opinion for one or more of a large variety of reasons.
In these cases, an auditor is said to give a qualified report.
 The concept ‘true and fair’ view that are used in the auditor’s report is not appropriate in
present day dynamic and complex nature of business environment. So, the audit report,
which should be free from criticism as to nature and pattern of disclosing material
information, should not use these equivocal words ‘true and fair’.
 The audit report is of great value not only to the shareholders of the company, but also to
those persons who are interested in the affairs of the business, i.e., the employees,
investors, creditors, government and other financial institutions.
 The auditor should report whether in his opinion and to the best of his information and
according to the explanations given to him, the balance sheet gives a true and fair view of
the company’s affairs at the end of the financial year and the profit and loss account gives
a true and fair view of the profit and loss for the financial year.