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Tax Administration Act: SARS officials can show up unannounced to check your accounting records

by , 29 April 2013
Yes, you read that right! With the new Tax Administration Act (TAA), SARS officials can show up at your door to check your accounting records without giving you any notice. SARS requires companies, as well as close corporations, to keep accurate accounting records and documentation to support all transactions (revenue declared as well as expenses claimed). So let's see what you need to have in place to stay out of trouble with SARS...


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10 things accounting records generally consist of

You must use, at least, the accounting records listed below. This'll ensure you have sufficient controls in your company, which you can use as proof to SARS if you need to.

1.    Debtor's ledger(records transactions with specific debtors):


Used to account for all transactions with debtors, e.g. all the sales to debtors, payments made by the debtors, interest levied and adjustments are reflected in the debtors ledger.

2.    Debtor's list(a detailed list of all debtors with outstanding balance and aging):


Displays the outstanding balance and the aging of the balance for all debtors at a specific date but doesn't include detailed transactions like the debtor's ledger. This is a powerful report for management to assess which debtors are overdue.

3.    Creditors ledger(records transactions with specific creditors):


Used to account for all transactions with creditors, e.g. all the purchases from creditors, payments made to the creditors, interest levied and adjustments are reflected in the creditor's ledger.

4.    Creditor's list(a detailed list of all creditors with outstanding balance and aging):


Displays the outstanding balance and the aging of the balance for all creditors at a specific date but doesn't include detailed transactions like the creditor's ledger. This is a powerful report for management to assess which creditors are overdue.

 

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5.    Sales ledger(records detailed sales transactions):


Shows the full sales record by month to compare with previous months and targets.

6.    Inventory listings(records of all inventory on hand):


A complete listing of all stock (raw materials, work in progress as well as finished goods) and contains information such as stock code, description, cost price, quantities and balances per type of stock. This is a very important report for management to use when conducting stock takes.

7.    Fixed asset register(records of all fixed assets owned by the entity):


A complete listing of all fixed assets (property, plant, equipment, motor vehicles, machinery etc.) and contains information such as fixed asset number, asset description, cost price, purchase date etc. and balances per class of asset.

8.    Tax schedules(records of tax information of the company):


A summary of all tax calculations and submissions for the entity.

9.    General ledger(records all accounting transactions)


The general ledger is the heart of the entity and all transactions are accounted for in this record. This includes all sales, purchases, expenses, provisions, accruals as well as tax and Vat transactions.

10.Cash book (records cash transactions):

Represents the actual cash receipts and payments made by your business. Only cash transactions are accounted for in these records, no accruals, provisions or sales or purchases on credit.



Make sure you've got all these records in place before SARS comes knocking on your door.

Until next time…


Henk Heymans
Editor -In-Chief : Practical Accountancy Loose Leaf

P.S. Check out the Practical Accountancy loose leaf service for tips on how to implement internal controls for your accounting records.


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