hardcopy paper invoices

Discussion in 'Accounts & Finance' started by rubberdubber, May 7, 2007.

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  1. rubberdubber

    rubberdubber UKBF Regular Free Member

    220 7
    Hi
    I have just spent the last 2 hours, 1000 sheets of paper, and goodness know how many printer jams batch printing out aprils invoices from my shop

    can any one tell me...
    my shop is hosted on servers in the usa, and backed up daily
    i have a record of the database on my harddrive, i can click to see any invoice very easily.

    do i really need a hardcopy print out of invoices (vat registered Ltd company) , or is database good enough, for the vat / tax

    as i work from home, i will be able to insulate my loft a foot deep with all the invoices after 6 years.

    please advise
     
    Posted: May 7, 2007 By: rubberdubber Member since: Mar 23, 2007
    #1
  2. autolycus

    autolycus UKBF Regular Free Member

    273 0
    Couldn't you just save the invoices as PDF files?
     
    Posted: May 7, 2007 By: autolycus Member since: Mar 4, 2005
    #2
  3. rubberdubber

    rubberdubber UKBF Regular Free Member

    220 7
    well this is what im wondering, my shop produces invpoice pdf files, or an html invoice at the touch of a button

    what does everybody else do,
     
    Posted: May 7, 2007 By: rubberdubber Member since: Mar 23, 2007
    #3
  4. DuaneJackson

    DuaneJackson UKBF Legend Full Member

    9,527 1,118
    We used to print paper invoices every month for KashFlow subscriptions.

    It's now at the point where it'd be totally impractical to do so (nevermind the environmental cost). We don't print them anymore. But we can print all invoices for any date range at the click of a button should anyone (inspector, etc) need us to.
     
    Posted: May 7, 2007 By: DuaneJackson Member since: Jul 14, 2005
    #4
  5. Basement_Studios_Ltd

    Basement_Studios_Ltd UKBF Newcomer Free Member

    331 31
    I'm a very experienced accountant/bookkeeper

    funnily enough I brought this up with an inspector recently, it is still by law (if you are VAT Registered), to keep HARD copies of your paperwork. I would suggest (and this is what I now do).

    Keep a monthly list of sales (with Date / Trans ref / Amount G / Tax Amount), Then save all invoices onto a CD and attach to list.

    Seems to be fair enough for the inspectors...
     
    Posted: May 8, 2007 By: Basement_Studios_Ltd Member since: Nov 18, 2005
    #5
  6. Kent Accountant

    Kent Accountant UKBF Newcomer Free Member

    1,998 161
    Posted: May 8, 2007 By: Kent Accountant Member since: May 30, 2006
    #6
  7. stewartsetter

    stewartsetter UKBF Newcomer Free Member

    317 13
    With my practice, all sales invoices are kept either as PDF or HTML depending on the client, I also encourage my client’s suppliers to send invoices to me direct by email rather than hard copy.

    Less space needed for filing and more importantly better for the environment.
     
    Posted: May 9, 2007 By: stewartsetter Member since: Nov 26, 2006
    #7
  8. Carl-CSNM

    Carl-CSNM UKBF Newcomer Free Member

    5,209 207
    I keep both electronic and paper based ones, I try to do everything at the end of the day otherwise if I left it for a whole week or month I'd be sat for hours on end printing it all!
     
    Posted: May 9, 2007 By: Carl-CSNM Member since: Apr 9, 2006
    #8
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