 Closing of books

 Annual audit by an external

auditor

 Year-end report preparation

2
 Preparation for the annual
general assembly

 Submission of the
regulatory/administrative
requirements

3
 Updating of recording in the books of
accounts

 Cash receipts
 Cash disbursement
 Sales book
 Purchase book
 Service book

4
 Adjustments in the business affairs
of the cooperatives

 Depreciation/amortization
 Insurance/rentals
 Erroneous postings of transactions

5
 Renewal of bonds of accountable
officer/s

 Finalize the year-end financial

statements
 Trial balance
 Statement of Financial Condition
 Statement of Operation

6
 Preparation of the supporting
schedules for the financial
statements

 Aging of loans/receivables
 Property & equipment
 Investments
 Members loan receivables

7
 Savings & time deposits
 Subscribed & paid-up capital
 Accounts payable
 Loans payable
 Uses of: - Reserve fund
- Community Dev fund
- Optional fund
- Education & training
fund (Apex & Local 8
 Updating of the share book

 Reconciliation of the ff:

 Cash and cash in bank accounts
- Cash flow statement
 Inventoryof property and
equipments and/or stock in trade
- Fully depreciated
- Serviceable
9
Annual Audit by an External
Auditor
Terms of Reference related to the
engagement agreement with the external
auditor

 Scope and limitation

 Duration of field work

 Requirement from the cooperative

 Schedules/arrangement

 Termination of engagement

11
Annual Audit by an External
Auditor
Terms of Reference related to the
engagement agreement with the
external auditor

Report submission
Statement of Financial
Condition
Statement of Operation
Cash flows
Notes to financial statement

12
Annual Audit by an External
Auditor
Terms of Reference related to the
engagement agreement with the external
auditor

Things To Prepare

 Year-end Financial Statements with

supporting schedules

 Up-dated Manual of Policies and Operating

Procedures

 Developmental Plan and its latest status

report
13
Annual Audit by an External
Auditor
Terms of Reference related to the
engagement agreement with the external
auditor

Things To Prepare

 Personnel profile and the organizational

set-up including changes thereof

 Up-dated Minutes of Meetings (minutes

book of each group)

 Compilation of various Committee Reports

for the period
14
Year-end Report Preparation
 TO ORGANIZATION

• Updating of bonds of accountable officers

• Updating of insurance coverage on
facilities/equipments of cooperatives
• Updating of information in the
membership registry
• Report on the status of membership
• Consolidation/summary of policies
promulgated by the Board of Directors
during the year

15
Year-end Report Preparation
 TO ORGANIZATION
• Progress report on the status and level of
accomplishment on the developmental plan
of the cooperative

• Update on personnel profile and human

resource development for employees and
officers

• Report on the human resource development

for members

• Report on business operations

• Report on the financial status of the

cooperative

16
Preparation for the Annual
General Assembly

 Cleansing of Members’ Registry and

declaration of Members with Voting
Rights including posting/publication
thereof

17
Preparation for the Annual
General Assembly

 Review of Election Guidelines/ Procedures

particularly on:

◦ Qualifications for candidates

◦ Nomination procedure

◦ Screening of candidates

◦ Provision of orientation training for each

position

18
Preparation for the Annual
General Assembly

 Review of Election Guidelines/ Procedures

particularly on:

◦ Declaration of qualified candidates

◦ Campaign period and methodologies

◦ Appeal and election protest procedures

◦ Declaration of winners

◦ Provision for office bearers courses for new

officers

19
Preparation for the Annual
General Assembly

 Policy review and evaluation

 Review and assessment of the Plans
and Program
 Performance Review of officers and
staff
 Preparation of Annual Plans and
Budget
 Review of policy and up-dating of
Manual of Policies and Operating 20
Preparation for the Annual
General Assembly

 Drafting/preparation of Annual Plan and

Budget for General Assembly
consideration

 Determination/drafting of proposed
amendments if any

 Finalization of proposal for General

Assembly consideration

 Preparation of report to the General

Assembly
21
Compliance with Administrative
Requirements

Bureau of Internal Revenue (BIR)

 Annual Information Return

 Alpha List for Taxes Withheld

 Registration of Books for the Next Fiscal

Year

 Certificate of Good Standing

22
Compliance with Administrative
Requirements

Local Government Unit (LGU)

 Renewal of Business Permit

 Renewal of Accreditation

 Certificate of Good Standing

23
Compliance with Administrative
Requirements

Cooperative Development Authority

(CDA)

 Cooperative Annual Performance Report

 Audited Financial Statements

 Certificate of Good Standing

24
  Social Audit Report

 Performance Audit Report

 List of officers and trainings

undertaken/completed

 Report on Cases and

CDA Controversies (After the end of
every semester)
25
 List of Cooperatives which have remitted
their respective CETF

 Business consultancy assistance to include

the nature and cost

 Other trainings undertaken (nature,

participants, cost of activity)

For Federations and Unions

26