Year-end documents your accountant needs

Bank and money

• Bank statements for every business account, up to the last day of the year
• Credit card and fuel card statements
• Loan and vehicle finance statements showing the balance at year-end
• Statements for loans to or from directors and shareholders
• Petty cash count at year-end, if you keep cash

What you own and what you owe

• Invoices for equipment, vehicles and furniture bought during the year
• Details of any assets sold, scrapped or stolen
• A stock count on the last day of the year, valued at cost
• A list of customers who still owe you, and anything you will not recover
• A list of supplier invoices you have not yet paid
• Lease agreements, and any new contracts signed during the year

People and tax

• Payroll reports for the full year and the EMP501 reconciliation
• VAT returns for every period in the year
• Provisional tax returns and proof of payment
• Your SARS statement of account
• Medical aid and retirement fund certificates for directors

Company records

• Minutes and resolutions from the year, including dividends declared
• Any changes to directors, shareholders or the share register
• Your CIPC annual return confirmation
• The previous year's signed financial statements, if we did not prepare them

Compiled, reviewed or audited

Which level your company needs depends on its public interest score and its memorandum of incorporation. Most owner-managed companies need compiled statements. Some need an independent review, and a few need a full audit by an IRBA registered auditor. Your accountant should work out the score with you every year.