Filing Your Records

The way in which your documents are presented to us can make a big difference to the efficiency and accuracy of processing your work.


Please ask us if you would like a set of customised Graham & Dobson dividers for this task, or you can create your own:


Financial Statements Checklist (Questionnaires)
Bank Statements
Income
Expenses and Tax Invoices
Loans, HP's and Leases
Other Documents
Wages and ACC
GST, RWT and FBT



Not all sections will be applicable to your business or situation. Simply include the relevant information and documents.

Financial Statements Checklist (Questionnaires)

We'll send your questionnaire(s) to you close to your balance date. File this on top of your other records and remember to sign the front page.

Bank Statements

- Full year for each business account (if you don't use software with bank transactions imported)
- Final statement showing closing balance on your balance date
- Credit card statements
- Term deposit statements and notices
- Provide details of business transactions paid through any other bank accounts

Income

- Interest certificates
- Dividend certificates
- Overseas income information
- Documents for any other income received
- Farming: sales advices for livestock/wool/crops/produce sold
- Rebate advices
- Rental property: end of year summary from management firm or other relevant documents

Expenses and Tax Invoices

- File accounts in date paid order
- Income protection insurance
- Separate any invoices paid with cash or other bank accounts
- Separate invoices for new assets (Over $500)

Loans, HP's and Leases

- Documentation for any new Hire Purchase or lease agreements
- Documentation for any new loans or mortgages
- Loan statements covering the full financial year, showing amount owing at balance date

Other Documents

- Settlement statements from your solicitor for businesses or property sold/purchased
- Sale & purchase agreements for any business or property you have sold/purchased
- Notices of any investment changes
- Property revaluation notices (issued every 3 years)
- Donation receipts
- Anything else you think is relevant

Wages and ACC

- Employer deductions and monthly schedules
- PAYE statements from IRD
- ACC levy invoices, statements and correspondence (e.g. instalment arrangements)

GST, RWT and FBT

- All returns filed with IRD
- Worksheets used to calculate returns
- Statements from IRD

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