Accounting Books & Records

The following are accounting books and records that are normally kept in a formal accounting system

General Accounting Documents

1. General Ledger (book of accounts that records receipts and payments and lists the assets, liabilities, debtors and creditors)
2. Cash Book
3. Cheque book and cheque stub
4. Bank statements and bank advices (e.g. fund transfer, pay-in slip)
5. Employment records: copies of identity cards and resumes (these records must be strictly controlled for protection of personal data privacy).
6. Stock records: stock location, levels, suppliers and delivery information, cost price, selling price and possible substitute products.
7. Supplier records: reliability, quality, service, delivery times and price of potential and existing suppliers.
8. Customer records: contact information, credit terms, arranged payment terms and special delivery instructions.

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Income

• Demand Notes (e.g. management fees, carpark rental)
• Official Receipts
• Receipt Summaries
• Receipt Vouchers 

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Expenditure

• Invoices
• Purchase Requisitions 
• Quotations, Tenders 
• Purchase Orders
• Payment Vouchers
• Cheque Register
• Petty Cash Vouchers and Petty Cash Replenishment Forms 

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Fixed Assets

• Fixed Assets Register
• Invoices for purchase of fixed assets
• Receipts for disposal of fixed assets