{"id":1307,"date":"2022-12-15T12:11:54","date_gmt":"2022-12-14T23:11:54","guid":{"rendered":"https:\/\/marketingwebsite.afirmo.com\/nz\/?p=1307"},"modified":"2023-05-25T14:17:52","modified_gmt":"2023-05-25T02:17:52","slug":"maintaining-business-records-for-tax-purposes","status":"publish","type":"post","link":"https:\/\/www.afirmo.com\/nz\/resources\/maintaining-business-records-for-tax-purposes\/","title":{"rendered":"Maintaining Business Records for Tax Purposes"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">When it comes to tax, these records have to be kept for seven years, in case Inland Revenue decides to audit you. If you\u2019re keeping your records on a computer, make sure you back up regularly. It\u2019s a good idea to store the back-ups off site. If you use a cloud based accounting package, or use Afirmo then these back ups are part of the standard product offering.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Below is a summary of the records you should keep &#8211; some apply to all businesses and some depend on what you do and how you do it. There are changes coming effective 1 April 2023. We will deal with these after this e-book as the details may change between writing this e-book and 1 April 2023. You can also keep the existing record keeping after 1 April 2023 so the below comments will remain relevant.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s important to keep your business and personal finances clearly separated. This usually starts with opening separate bank and credit card accounts for your business, so you can easily record and explain all transactions that flow in and out of your business.<\/span><\/p>\n<div class=\"ebook-banner-link\">\n\t<a href=\"#download-ebook\" class=\"fusion-button button-default button-large\">Download the Small Business Guide to Tax<\/a>\n<\/div>\n<h3><b>What tax records should all New Zealand businesses keep?<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Here\u2019s a list of records according to Inland Revenue.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Main records:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A cash book that records what you sell and buy and how the transactions were made, e.g. cash, ATM, direct credit, internet banking<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Petty cash book showing cash added and what it was spent on, such as postage, milk and taxi fares<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">An up-to-date list of who owes you money and who you owe money to<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Banking:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Deposit books with completed stubs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Bank statements for all accounts, including credit cards<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Statements showing all interest earned or paid<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Income:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoices, credit card sales records<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Debit and credit notes (you send these to customers if your prices for goods or services change after you\u2019ve sent them an invoice)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Expenses:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoices and credit card receipts for your purchases<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Records showing how you calculated:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tax returns<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Home office expenses<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Private vs business use vehicle expenses (logbook)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Financial accounts that include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Balance sheets<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Final profit and loss statements<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A list of assets and liabilities (what you own and what you owe)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">An asset schedule and depreciation calculations<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Dividend statements<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Legal documents:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Lease, credit, and sale and purchase agreements<\/span><\/li>\n<\/ul>\n<h3><b>What additional tax records do some businesses have to keep?<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The following tax records are only required if you:\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Use a home office:\u00a0<\/span><\/p>\n<ul>\n<li aria-level=\"1\"><span style=\"font-weight: 400;\">Records of home expenses, such as rates, water, power, gas, internet, insurance and maintenance. Also details to prove what percentage of the home is used for business purposes, as this will impact the claim\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Register for GST:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoices showing GST you charged<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoices or receipts showing GST you paid<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Keep stock:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Manual or computer-based stock inventory\/movement records, regular stock-take records<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Use a private vehicle for business:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Records of all vehicle running costs and a logbook<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Offer fringe benefits (perks):\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Records of all benefits, such as private use of business vehicles, entertainment expenses, business-paid gym memberships, and free or discounted goods and services (staff rates)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Use a cash register:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Day books, till tapes and reconciliation records<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Employ someone:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Employment agreements<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A wage book that keeps separate records for each employee of all wages and deductions, such as total earnings before tax; deductions for PAYE, student loan and child support; KiwiSaver employee deductions and employer contributions; employer superannuation contribution tax and so on.<\/span><\/li>\n<\/ul>\n<h2><b>Articles in the Small Business Guide to Tax series\u00a0<\/b><\/h2>\n<ul>\n<li><a href=\"https:\/\/marketingwebsite.afirmo.com\/nz\/resources\/a-small-business-guide-to-tax\/\"><span style=\"font-weight: 400;\">A small business owner\u2019s introduction to tax<\/span><\/a><\/li>\n<li><a href=\"https:\/\/marketingwebsite.afirmo.com\/nz\/resources\/choosing-a-business-structure-for-your-small-business\/\"><span style=\"font-weight: 400;\">Choosing a business structure<\/span><\/a><\/li>\n<li><a href=\"https:\/\/marketingwebsite.afirmo.com\/nz\/resources\/what-are-the-main-small-business-taxes-and-levies\/\"><span style=\"font-weight: 400;\">The <\/span><span style=\"font-weight: 400;\">main small business taxes and levies<\/span><\/a><\/li>\n<li><a href=\"https:\/\/marketingwebsite.afirmo.com\/nz\/resources\/maintaining-business-records-for-tax-purposes\/\"><span style=\"font-weight: 400;\">Maintaining business records for tax purposes<\/span><\/a><\/li>\n<li><a href=\"https:\/\/marketingwebsite.afirmo.com\/nz\/resources\/tax-registration-requirements-for-small-businesses\/\"><span style=\"font-weight: 400;\">Small Business tax registration requirements<\/span><\/a><\/li>\n<li><a href=\"https:\/\/marketingwebsite.afirmo.com\/nz\/resources\/a-deep-dive-into-tax-types\/\"><span style=\"font-weight: 400;\">Small Business Tax types in more detail<\/span><\/a><\/li>\n<li><a href=\"https:\/\/marketingwebsite.afirmo.com\/nz\/resources\/tax-payment-due-dates\/\"><span style=\"font-weight: 400;\">Tax payment due dates<\/span><\/a><\/li>\n<li><a href=\"https:\/\/marketingwebsite.afirmo.com\/nz\/resources\/tax-forms-and-when-to-file-them\/\"><span style=\"font-weight: 400;\">Tax forms and when to file them<\/span><\/a><\/li>\n<li><a href=\"https:\/\/marketingwebsite.afirmo.com\/nz\/resources\/how-to-get-money-out-of-your-company\/\"><span style=\"font-weight: 400;\">How to get money out of your company<\/span><\/a><\/li>\n<\/ul>\n<div class=\"ebook-banner-link\">\n\t<a href=\"#download-ebook\" class=\"fusion-button button-default button-large\">Download the Small Business Guide to Tax<\/a>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>When it comes to tax, these records have to be<\/p>\n","protected":false},"author":3,"featured_media":1312,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[7],"tags":[],"class_list":["post-1307","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-money-and-tax"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.1.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Maintaining Business 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