1 ANNUAL BUSINESS CHECKLIST 2011 Financial Year Please take the time to complete this checklist as it is a very important part of the accounting process. It helps you: Identify and provide the information we need to prepare your financial accounts. Minimise the queries from us during the preparation of your financial accounts. Ensure we can complete your financial accounts within four weeks. It also helps us meet the quality control standards that are required of us as members of the New Zealand Institute of Chartered Accountants. This checklist is in several parts as detailed below. Please complete all of the compulsory sections. The other sections only need to be completed if they apply to your business. Section Update Personal Details Records Folder Checklist Personal Income Checklist Business Information Checklist Accounts Receivable / Debtors (Form A) Accounts Payable / Creditors (Form B) Sale or Purchase of Assets (Form C) Status Compulsory Compulsory Compulsory Compulsory If Applicable If Applicable If Applicable Please complete the Authorisation below as this authorises us to contact necessary organisations, for example your bank or insurance company, to obtain information that is required to complete your accounts or taxation returns. Authorisation Under the terms of the Privacy Act 1993, I authorise Colbert Cooper Limited to collect and retain the information necessary to complete work requested by me. I authorise Colbert Cooper Limited to disclose information compiled and held, to the Inland Revenue Department and/or: My Bank Other Parties I authorise my accountant to sign my tax return on my behalf, if necessary My Signature Date Did you use the folder we supplied for your records? Do you require a folder for next year? YES/NO YES/NO
2 Update of Personal Details Postal Address Home Address Address Home Phone Work Phone Name Fax Mobile Time To Ring General Checklist Records Folder Please work through each of the tabs in the Records Folder we provided you with and check that the appropriate information is filed correctly where applicable. te that each divider has further guidance as to what documentation is required behind each. Tab Name Checked Checklist / Coding Info Tax Return Information Computer Reports Bank Statements IRD Returns Other Documents Income Tax Invoices / Statements In addition, please work through the following questions and file the appropriate information behind the dividers specified.
3 Personal Section 1) Income Wages or Superannuation Did you receive any income from paid wages? Did you receive any income from superannuation? If yes to either, the IRD should send us your Summary of Earnings automatically. However if you have a copy, please file behind the Tax Return Information divider. 2) Income Interest Did you receive any income from interest, either from New Zealand or from overseas? If yes, please file all interest certificates for the year behind the Tax Return Information divider. 3) Income Dividends Did you receive any income from dividends, either from New Zealand or from overseas? If yes, please file all dividend statements for the year behind the Tax Return Information divider. 4) Income Partnership Did you receive any income from any partnership for which we do not prepare the accounts? If yes, please file all details including the name of the Partnership(s) and the income or loss for the year behind the Tax Return Information divider. 5) Income Shareholder Salary/ Directors Fees or LAQC Did you receive a shareholder salary or director s fees or LAQC loss from a company for which we do not prepare the accounts? If yes, please file all details including the details of the shareholder salary/ director s fees or LAQC loss for the year behind the Tax Return Information divider. 6) Income Trust or Estate Did you receive any income from any trust or estate for which we do not prepare the accounts? If yes, please file all details including the name of the trust or estate and the income or loss for the year behind the Tax Return Information divider. 7) Other Income Did you receive any other income, for example, overseas, annuity or pension? If yes, please file details behind the Tax Return Information divider. 8) Working for Families Did you receive Working for Families or Child Support during the year? If yes, please file the Family Adjustment Form (IR 541) you received from IRD, behind the Tax Return Information Did you receive any maintenance? Have your living arrangements changed during the year? Did you share custody of any child with anyone during the year? Have you applied for a parental tax credit for any children born during the year? If you answered yes to any of these questions, please file details behind the Tax Return Information divider including names and dates of birth of your children and the date that any of them left school.
4 9) Foreign Investments Do you own any shares in an overseas country? Do you own a foreign life insurance policy? Do you have an interest in a foreign superannuation scheme? If you answered yes; please provide details including the values of your interests as at 31 March 2011 (or your balance date). 10) Rebate Information How many weeks of the year were you in paid employment for at least 20 hours per week? 11) Donations/Childcare Rebates Have you already claimed your donations and/or childcare rebates this year? If no, please file receipts and details behind the Tax Return Information divider. 12) Your Home Clients with Trusts Only Were you living in a house that is owned by your trust? If yes, please provide details of the expenses you have paid on behalf of the trust, for example, rates, insurance or repairs, and file behind the Checklist/Coding Info divider 13) Rental - Income Did you receive any rental income which is not shown elsewhere? If yes, please file details of both income and expenditure behind the Tax Return Information divider. Please provide details of each repairs and maintenance expense separately. 14) Rental Sale or Purchase of Rental Property Have you purchased or sold a rental property during the year? If yes, please file details of all details including legal expenses as well as details of the valuation of the property behind the Tax Return Information divider. 15) Do you have income protection insurance? Please provide details of premiums paid.
5 Business Section 16) Details of all Business transactions and Business Bank Accounts Please indicate the format of source documents: Bank Statements only? Reconciled manual cash book with a full transaction listing? Computerised cash book with a full transaction listing by ledger code, trial balance and bank reconciliation report? Banklink? Other? Please specify and provide appropriate data (please call us if you are unsure of what we require) Please provide us with source documents/books/computer disc plus bank and credit card statements and cheque and deposit books. Please file statements behind the Bank Statement divider. 17) Income Did the business receive 80% or more of its income from one source (i.e. one debtor/customer)? 18) Accounts Receivable/Debtors - (Money owing to you) Do you have any accounts receivable as at your balance date? If yes, complete Form A (attached) and file behind the Checklist/Coding Info divider. 19) Accounts Payable/Creditors - (Money you owe to others) Do you have any accounts payable as at your balance date? If yes, complete Form B (attached) and file behind the Checklist/Coding Info divider. 20) Bad Debts Did you have any accounts that you have written off as unrecoverable during your financial year? If yes, please provide details of these and file behind the Checklist/Coding Info divider. 21) Sale / Purchase of Assets Did you sell, purchase or stop using any assets in your business in the past year? If yes, complete Form D (attached) and file behind the Tax Invoices/Statements divider. 22) Stock On Hand - Value Please provide the value of your stock on hand at your balance date (GST exclusive) and file details behind the Checklist/Coding Info divider. Raw Materials Retail Stocks Finished Stock Consumable Aids te: If your turnover for the tax year is $1.3 million or less, and you can reasonably estimate that your trading stock on hand at balance date is less than $10,000, you are not required to conduct a physical stock take. However, if this does not apply please remember stock must be physically counted at balance date, valued at cost and records of this retained.
6 23) Stock On Hand Written Off Have you written off a substantial amount of stock that will affect your gross profit? You must have physically dumped any stock that you have not valued. If yes, please provide details of this, including value and file behind the Checklist/Coding Info divider. 24) Work In Progress Do you have any work in progress or completed but unbilled at your balance date? Each job must be valued to include the cost of materials, labour and overheads excluding GST as used up to balance date. If yes, please state the dollar value (excluding GST) and file details behind the Checklist/Coding Info divider. (Work in progress (cost price excluding GST) is work you have substantially completed but have not yet invoiced. It should not be included in your stock take. If purchases and other expenses have been included in work in progress valuations but not yet paid for, then they should be included in your creditors listing.) 25) Unbanked Sales/Receipts for Cash on hand Please supply details of any amounts banked after balance date but received prior to it, and any other amounts of cash held in the form of floats or petty cash. Unbanked Sales Petty Cash Till Float 26) Hire Purchases/Leases Have you taken out any new hire purchases or lease agreements since your last balance date? If yes, please file invoices and hire purchase/lease documents for any agreements entered into during the year. If you repaid any earlier than the original due date please provide documents received from the Finance Company. Please file these behind the Other Documents divider. 27) Loans Did you have any loans with any lending institutions since your last balance date? (including any overseas) If yes, please provide loan balances as at your balance date, statements, summaries and documentation of the new agreements or any change in borrowings. Please also attach bank summaries that show the closing loan balances as at balance date. Please file these behind the Other Documents divider. 28) Foreign Investments Company/Trust/Partnership Do you own any shares in an overseas country? Do you own a foreign life insurance policy? Do you have an interest in a foreign superannuation scheme? If you answered yes; please provide details including the values of your interests as at 31 March 2011 (or your balance date). 29) Term Deposits Did you have any Term Deposits with any financial institutions during the year? If yes, please file all Investment Statements, Year End Interest Certificates and Year End Balances behind the Bank Statement divider.
7 30) Savings Accounts Did you have any Savings Accounts during the year? If yes, please file all Bank Statements, Year End Interest Certificates and Year End Balances behind the Bank Statement divider. 31) Business Deposits Cash Taken From Sales Prior To Banking Has all business income been deposited into the business bank account? If no, file details of how much was used for personal expenses and how much was used for business expenses. Please provide the date, amount including GST and details of the amounts not deposited and file behind the Checklist/Coding Info divider. 32) Business Deposits n Business Income Were there any deposits made into your business bank account that were not business income? If yes, please indicate as such on your bank statements/cash book or on your computer records. All income deposited into a business bank account is normally treated as taxable income unless you tell us otherwise. 33) Business Expenses Paid Privately Were any of your business expenses paid from your personal funds? If yes, please provide the date, the amount and details of the items and file behind the Checklist/Coding Info divider. 34) Personal Expenses Paid from Business Were any of your personal expenses paid for from the business bank account or credit card, for example, private toll calls or private insurance? If yes, please note on your cheque book, credit card statement, cash book or on your computer records. 35) Goods for your Own Use Did you use any business goods or products for your own use during the year? These must be recorded as sales to you and GST paid. Please advise the GST inclusive value of these goods and file behind the Checklist/Coding Info divider. 36) ACC Please provide all ACC Invoices for the year and file behind the Tax Invoices/Statements divider. 37) GST Returns Were you registered for GST during the year? If yes, please provide all GST Returns and workings for the year and file behind the IRD Returns divider. 38) FBT Returns Were you registered for FBT during the year? If yes, please provide all FBT Returns and workings for the year and file behind the IRD Returns divider.
8 39) Wages Were you an employer during the year? If yes, please provide the monthly wage schedules showing employee gross and PAYE details (IR345 s) and file behind the IRD Returns divider. 40) Business Legal Dealings Did you have any business legal dealing in the year e.g. business purchase or sale, gift statements or acknowledgement of debt? If yes, please file details including invoices for any legal expenses behind the Checklist/Coding Info divider. 41) Office at Home / Workshop - Expenses Did you have an office/workshop at home? If yes, please answer the following: Of the total home floor area, the office workshop represents (This only needs to be completed if the area has changed from last year, or this is the first year you will be claiming this expense) Please fill in the following office costs (Only fill in those costs which have not been claimed in your business accounts already): Power Gas Rates Insurance - House Insurance - Contents Mortgage Interest If yes, and you are unsure of what you can claim, please file supporting documents behind the Checklist/Coding Info divider. During your financial year, have you purchased a new home, made structural additions to your home, or is this the first time you have filled in this form? If yes, please supply the following information: Cost of property The building s value as per Government Valuation The land s value as per Government Valuation.% 42) Motor Vehicles (Sole Traders or Partnerships) Do you use personal motor vehicles for business use? If yes, please provide the following information for each vehicle you use: Vehicle Description Business Use... Vehicle Description Business Use... te: A vehicle log book must be kept for 3 months every 3 years for each vehicle for Sole Traders and Partnerships. If you use more than 2 vehicles please attach separate details. 43) Contingent Liabilities Are you involved in any transactions that may materially affect the profitability or solvency of your business, for example, a pending court case or dispute? If yes, please provide details of these and file them behind the Checklist/Coding Info divider.
9 44) Capital Commitments Did you enter into any agreements or contracts prior to your balance date that commit your business to significant capital expenditure? If yes, please provide details of these and file them behind the Checklist/Coding Info divider. 45) Key Expenses Do you intend to claim business expenses in any of the following areas: Repairs and maintenance over $500 Entertainment Overseas business travel (include a diary record of business and private days) If yes, please provide details of these and file them behind the Tax Invoices/Statements divider. Thank you for completing this questionnaire. Don t forget to sign it.
10 FORM A NAME: These are sales or services that you have performed and invoiced up to and including the last day of the financial year that you are yet to receive payment for. These are not to be included in Work In Progress. If you have your own Debtors Ledger you do not have to complete this sheet. Instead please attach a copy of your Debtors Ledger. Name ACCOUNTS RECEIVABLE (Debtors) Details GST Inclusive Amount
11 FORM B NAME: These are invoices for expenses dated up to and including the last day of the financial year you have received but have not yet paid, eg you purchase $100 of stock, receive an invoice dated March but don t pay for the invoice until April, yet the goods are included in your stock take. Please ensure that the details column is filled out, eg purchases, motor vehicle, power etc. If you have your own Creditors Ledger you do not have to complete this sheet. Instead please attach a copy of your Creditors Ledger. Name ACCOUNTS PAYABLE (Creditors) Details GST Inclusive Amount Inland Revenue Department PAYE Inland Revenue Department FBT Inland Revenue Department RWT
12 FORM D NAME: Please look at the final page of your previous year s set of financial statements and note any assets below that you are no longer using in the business. These must have been physically removed from your premises. Item Name ASSETS NO LONGER USED Please supply any documentation that was required for the sale or purchase of an asset, eg hire purchase agreements or invoices. ASSETS PURCHASED/SOLD Date Asset Sale/Cost Price GST Inclusive New or Used Purchase/ Sale How Financed
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