What are the accounting documents? Complete list and obligations to know
In order to keep its accounts in order, every company needs to record its financial transactions and keep track of them.
That's what accounting documents are all about: listing all financial flows, both incoming and outgoing, and associating them with proof.
These documents must be drawn up and kept, so that you can present them to your chartered accountant, the Urssaf or the tax authorities at their request.
Let's take a look at the main accounting documents you need to know about, their specific features and your obligations.
Accounting books
Among the mandatory accounting books, which are registers used to record accounting entries, are the journal book and the general ledger.
The journal book
The journal book, also known as the accounting journal, is mandatory for all commercial enterprises. Its main role is to record all the company's debit and credit transactions in chronological order. It also categorizes accounting entries according to their nature.
The general ledger
The general ledger is based on the same information as the accounting journal, but presented differently. It records all company transactions in chronological order, by account.
ℹ️ Since January 1, 2016, the inventory book is no longer a mandatory accounting book, but all documents previously drawn up must be kept for 10 years.
Annual financial statements
Annual accounts, also known as company accounts, are documents that must be produced once a year. They include :
- balance sheet
- the income statement
- and the notes to the financial statements.
The balance sheet
The balance sheet is a document drawn up at the close of the financial year, giving an account of the company's assets and liabilities. It is presented in the form of a two-column table:
- on one side, assets, which represent everything the company owns ;
- on the other, liabilities, which show what the company owes.
The income statement
The income statement lists the company's income and expenses for a given year, the difference between which is net income. This indicates whether the company is profitable (positive result) or in deficit (negative result). Intermediate management balances (IMB) can be used to analyze net income in more detail.
Accounting notes
The notes to the financial statements provide additional information to facilitate the reading of the balance sheet and income statement, and can also be divided into abridged or simplified notes. Smaller companies are exempt from this requirement.
The accounting entries file (FEC)
The accounting entries file (FEC) is a computerized accounting document listing all transactions for the current financial year. It is required by the tax authorities when a notice of accounting verification or a notice of accounting examination is sent to you, and must therefore be kept rigorously up to date.
Supporting accounting documents
Accounting vouchers are the basis for drawing up a company's financial statements.
They are mandatory and include all documents recording a financial transaction, whether income or expenses:
- invoices (purchase and sales),
- bank statements
- receipts,
- payroll journals,
- expense reports,
- social security declarations, etc.
☝️ Every accounting entry must be accompanied by an accounting voucher, which proves its existence in the accounts. Without a supporting document, you can't record any transactions in your accounts.
What are the obligations relating to accounting documents?
Retention of accounting documents
Your accounting documents must be kept according to precise rules. The legal retention period for accounting books and supporting documents is 10 years, starting on the closing date of the financial year.
Filing accounting documents
There are no requirements regarding the filing system for accounting documents or their form (original documents or dematerialized versions).
The simple best practice is to use a logical system that will enable you to find any accounting document easily. After all, you need to be able to present the required documents to the tax authorities or Urssaf at any time.
If your bookkeeping is paperless, or if you're in the process of moving towards paperless accounting, there are a number of software solutions available to you. Why not take a look at :
- accounting software,
- or online chartered accountants?
All of these tools can help make your accounting administration easier. Take a look at what each one has to offer!