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I APPENDIX III - MANAGEMENT LETTERS DEVELOPED AND ISSUED IN CONNECTION WITH LOCAL GOVERNMENT AUDITS I I I I I I I I I I I I I I I I I I TOWN OF SOUTHWEST RANCHES, FLORIDA SCHEDULE OF FINDINGS AND RECOMMENDATIONS SEPTEMBER 30, 2005 (CONTINUED) SECTION 11- STATUS OF PRIOR YEAR FINDINGS AND RECOMMENDATIONS The following is a summary of the status of prior year findings and recommendations with the details directly below the summary: Non- Compliance 2004-5 Nepotism 2004-9 Audited Financial Statements 2001-3 Expenditures Incurred Over Appropriations Findinq Not Implemented Implemented X X X X X X X X X X X X Reportable Conditions 2004-1 Out of Sequence Checks 2004-2 Missing Supporting Documentation for Journal Entries 2004-3 Invoice Date Per Accounting System is Different than Actual Invoice Date 2004-4 Individual Funds not in Balance 2004-6 Capital Assets Other Matters 2004-7 Conflict of Interest 2004-8 Accounting Records 2001-8 Investment of Surplus Funds 2001-9 Accounting Software 2004-1: Out of sequence checks Condition: While performing cut-off procedures for cash we noted that checks issued were out of sequence. Several instances were noted where the numerical sequence of the checks and the dates of the checks were out of order. In addition, we noted that several checks were dated prior to the date of the corresponding invoice. Recommendation: We recommend that management of the Town contact the software vendor to determine if the problem is caused by the program, and take necessary control measures whereby at certain time intervals check sequences are reviewed. 13