How to organize your papers and files! The 5 file system!

Easy manual filing system for small businesses!

Ever wondered how set up a basic manual filing system for small businesses?

In this video I show you exactly how the five file filing system works for small businesses! Probably the easiest way to file your documents for any start up business!

Do you need an accountant? Contact us at www.saaccountingnetwork.co.za - 021 785 3306

Here are the topics covered
5 File system
1. Master file
2.Bank file
3.Employee file
4. Income file
5. Expense file

1. Master file – compliance file
- Registration documents
- Shareholder agreements, minutes of meetings, share register and certificates
- CIPC annual returns
- Financial statements
- Company tax assessments & proof of payments
- VAT and PAYE returns & proof of payments
- Tax clearance certificate
- BEE certificate
- SDL / Seta registration documents
- WCA registration certificate and letter of good standing
- UIF proof of registration
- E filing registration documents
- Credit application forms
- Credit terms

2. Bank file
- File from old to new – so newest statement is at the top
- Sticky notes for unresolved issues
- Bank reconciliation reports can be added
- Pettycash – cash up sheets added to file

3. Employee file
- Employment contract template
- Time sheets
- Company policies & procedures
Each employee
- ID
- master file – address, contact details, next of kin, bank details
- Payslips
- Leave forms
- Written warnings & related documents

4. Income file
- Invoices
- Credit notes
- Statements
- Receipts

5. Expense file
- Supplier invoices
- Supplier credit notes
- Supplier statements & remittances
- Receipts & till slips
- Correspondence

Other considerations
- Colour code years
- Bigger volumes – file according to VAT periods
- SARS audits – old vs new
- Electronic copies
- Storage
- Period of keeping records
- File boxes / cabinet
- Inbox – unfiled
- How to organize files
- How to organize a filing cabinet

Talk presented by Heinrich Grove