Recording date of purchase for book keeping

[KevinJackson]

Lets assume Company X requires to buy an item x [ webcam for instance ] for its business. It places an order on Amazon UK. Now to keep the books up to the, Which of the following should be recorded by the book keeper :

Date the order placed?
Date the order arrived?
Date inside the electronic invoice issued by Amazon?
Date the bank account transaction has appeared in company's business account?

Also, How do you store an electronic invoice like an email from Amazon?

 

[STDFR33]

I would use the invoice date.

 

[KevinJackson]

I would use the invoice date.

How would you store purchase records from amazon? I mean they only send you email. How do you store them? Simply convert the email to pdf and save it somewhere on your machine?

 

[STDFR33]

How would you store purchase records from amazon? I mean they only send you email. How do you store them? Simply convert the email to pdf and save it somewhere on your machine?

Yes, that's perfectly acceptable. You can save it as the invoice number that you enter into your records and it's easily traceable.

 

[KM-Tiger]

Yes, that's perfectly acceptable. You can save it as the invoice number that you enter into your records and it's easily traceable.

But bearing in mind the requirement to retain records, you need to store those PDFs somewhere that is backed up.

 

[GLAbusiness]

Backed up means off-site, not just on another local disc. You need to be able to get it if your local site is totally destroyed

 

[MyAccountantOnline]

I would use the invoice date.

Me too.