The proper accounting of transactions carried out in a company often requires the issue of accounting documents to an external party, such as a client. This includes, in particular <\/span>sales invoice<\/b>, including with or without VAT, <\/span>or a receipt or<\/b> accounting note<\/b>. There may also be a need to issue <\/span>adjustment documents<\/b>, for example when the purchaser has returned part of the order.<\/span><\/p>\n The accounting evidence may also relate to different types of <\/span>records<\/b>, for example fixed assets or mileage of vehicles used for business purposes. Such evidence is also needed for:<\/span><\/p>\n Accounting documents comprise collections of accounting records that are complex in nature. It is difficult to keep track of them, especially if you have many employees. Therefore, when managing a company, it is important to know the basic principles of proper document filing.<\/span><\/p>\n Read also:<\/strong> Archiving system for bank documents - which programme to choose?<\/a><\/p>\n Knowing the rules and time limits for keeping accounting records will enable you to <\/span>to organise and streamline its circulation<\/b> in your company. By regularly liquidating documents, you will ensure that unnecessary printouts no longer take up extra space. In addition, you will ensure easy access to all accounting evidence, which will streamline your business processes.<\/span><\/p>\n Nor should we forget <\/span>security issues<\/b>. The stock of documents produced in an organisation is subject to special protection due to the fact that it contains a lot of information and data that should not fall into the wrong hands.<\/span><\/p>\n To ensure the correct time and place for the storage of company documents, follow the regulations contained in:<\/span><\/p>\n Also relevant are the regulations contained in the <\/span>RODO<\/b>, i.e. the Regulation on the Protection of Personal Data, as well as the Act of 14 July 1983 on National Archive Resources and Archives. It mentions, among other things, how to deal with employee records in the event of liquidation of a company.<\/span><\/p>\n Read also: <\/strong>Electronic employee personnel files vs. traditional ones<\/a><\/p>\n Documents relating to settlements with contractors and records must be retained for a period of <\/span>5 years<\/b>, from the end of the calendar year in which the tax deadline expired. Invoices issued in 2020, for example, must therefore be archived until the end of 2026. - then the limitation period for the tax liability will expire.<\/span><\/p>\n The 5-year period applies not only to accounting evidence and inventory documents, but also to settlements with Social Security. It replaced the previous 10-year retention period that applied to documents submitted to ZUS until 29 December 2011.<\/span><\/p>\n By contrast, the standard retention period for employee documents, such as personal payroll or time sheets, is <\/span>50 years <\/b>from the date of termination of employment at that location. However, for those with employment in 2019 and beyond, there has been a reduction in the period of record retention from 50 to 10 years.<\/span><\/p>\n In the case of original documents, you can store them both in the <\/span>in both paper and electronic form<\/b>. If you choose the former, you need to ensure that there is a separate area that can be easily accessed by those responsible for the management of the company and for human resources matters. Such a place should be free of humidity and properly secured, for example with an electronic lock. However, it can be a big problem that not every company has enough space to have a separate area.<\/span><\/p>\n Annual collections of accounting evidence and documents worth <\/span>keep in chronological order and group together<\/b>. You can divide them by:<\/span><\/p>\n Worth <\/span>harmonise the principles adopted by the entity<\/b>, so that they are identical throughout the organisation, at all levels of management. You can write down guidelines on how to archive records and how they should be destroyed, and pass them on to all employees.<\/span><\/p>\n\t\t At Nicesoft, we deal with marketing and IT systems. With us you can securely manage your company's records or monitor your employees' time. You can also order from us system CRM<\/a><\/strong>, copywriting<\/strong>,\u00a0creation of web pages<\/a><\/strong> and more. Check out our offer!<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\n\n
Why is it important to know how to properly store documents in a company and what are the time limits for keeping records?<\/b><\/h2>\n
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<\/center>If you run a business, collecting and archiving employee or tax records is your responsibility. With rational management of invoices, bills and records <\/span>you will act in accordance with the law and you will not be exposed to severe fines, which can amount to several hundred thousand or even several million zloty<\/b>.<\/span><\/p>\nRegulations, laws and provisions concerning the archiving of personnel and tax documents<\/b><\/h2>\n
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What does the correct archiving of accounting documents look like?<\/b><\/h2>\n
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<\/center>The efficiency, effectiveness and security of your company's operations may depend on knowing the correct place and the correct time to store tax or employee documents. Therefore, read our tips on this topic.<\/span>\ud83d\udc47<\/p>\nWhat is the retention period for accounting documents?<\/b><\/h3>\n
Where should inventory or personnel documents be stored?<\/b><\/h3>\n
Basic principles of archiving tax, HR or inventory forms and other company documents<\/b><\/h3>\n
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Is archiving company documents electronically a good idea?<\/b><\/h2>\n
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<\/center>Definitely yes - electronic archiving<\/a> it's <\/span>an extremely convenient and safe way<\/b> corporate records management. Below, a list of the advantages of this solution:<\/span><\/p>\n\n