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

[@JumboUcheDaniel678]

Filling is as important in business whether small or big as bookkeeping is to accounting.

[@SAAccountingNetwork]

Well said!

[@sanelemazibuko1716]

You are a genius. Thank you, Thank you.

[@SAAccountingNetwork]

You're welcome! Glad it helped!

[@richellewridgway257]

What a great, easy system. Thanks so much.

[@SAAccountingNetwork]

Glad it was helpful!

[@ThabisoRatlou]

Definitely will be implementing this as from today. Very much helpful.

[@SAAccountingNetwork]

Glad it was helpful!

[@tmukanov]

Thank you some much. Very helpful and easy to implement

[@SAAccountingNetwork]

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[@jennythomas3208]

Thanks so much for the help

[@SAAccountingNetwork]

Happy to help!

[@Coachleedube]

Very informative. Thank you

[@SAAccountingNetwork]

Glad it was helpful!

[@moonzombie2022]

maybe an example of what such a file might look like and how everything is seperated? im having issues filing slips.

[@SAAccountingNetwork]

Just keep trying, as mentioned this is just a guide and you need to find something which works for you. I personally prefer electronic filing systems, I did a video on that as well

[@mzansimobilesalon4430]

please can you help me i like to know how to pay tax. where do i have to money to ?

[@SAAccountingNetwork]

You will need to contact an accountant to help you with this.

[@mzansimobilesalon4430]

@@SAAccountingNetwork thank you so much