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The Accountants for Growth

Company & Accounting Records

Company & Accounting Records
You must keep records about the company itself, financial and accounting records. HM Revenue and Customs may check your records to make sure you’re paying the right amount of tax. 
Records about the company 
You must keep details of: 
· directors, shareholders and company secretaries 
· the results of any shareholder votes and resolutions 
· promises for the company to repay loans at a specific date in the future (‘debentures’) and who they must be paid back to 
· promises the company makes for payments if something goes wrong and it’s the company’s fault (‘indemnities’) 
· transactions when someone buys shares in the company 
· loans or mortgages secured against the company’s assets 
You must tell Companies House if you keep the records somewhere other than the company’s registered office address. 
Register of ‘people with significant control’ 
You must also keep a register of ‘people with significant control’ (PSC). Your PSC register must include details of anyone who: 
· has more than 25% shares or voting rights in your company 
· can appoint or remove a majority of directors 
· can influence or control your company or trust 
You still need to keep a record if there are no people with significant control. 
Accounting records 
You must keep accounting records that include: 
· all money received and spent by the company 
· details of assets owned by the company 
· debts the company owes or is owed 
· stock the company owns at the end of the financial year 
· the stock-takings you used to work out the stock figure 
· all goods bought and sold and who you bought and sold them to and from (unless you run a retail business) 
You must also keep any other financial records, information and calculations you need to prepare and file your annual accounts and Company Tax Return. This includes records of: 
· all money spent by the company, for example receipts, petty cash books, orders and delivery notes 
· all money received by the company, for example invoices, contracts, sales books and till rolls 
· any other relevant documents, for example bank statements and correspondence 
You can be fined £3,000 by HMRC or disqualified as a company director if you don’t keep accounting records. 
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