Metal filing cabinet – first thing is to have space for file and to have as many file cabinets as you need. A filing cabinet is needed for each thing: one for suppliers, another for clients, another for received faxes, etc. For example, if you have ten accounts in five banks, you need to have a filing cabinet for each account. In this case, you will have ten filing cabinets for banks only. Only if you have very few movements in a bank, you can share filing cabinets with another bank, but always having accounts perfectly separated.
On back of each filing cabinet will have written what it is: supplier invoices, customer invoices, taxes, payroll, social insurance, etc. At end of each year, documents are removed from this temporary metal filing cabinet, which are left empty to start New Year, and are passed to definitive filing cabinets that are kept perfectly labeled. How is an invoice now if they are all mixed? Very simple: helping us with information technology. If you want to find all invoices of a particular supplier, or any one, you only have to enter accounting, press “see bigger” and write name of supplier.
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There, in its file, all numbers of invoices sent to him by that supplier appear. Then he goes to filing cabinet and as they are sorted by number he finds them quickly. This works perfectly. If you are from other years, you will have to look at final metal filing cabinet since documents, each year, will remove them from temporary filing cabinets and incorporate them into definitive (cardboard boxes) that must be perfectly labeled and ordered. We must have a filing cabinet for each bank and account that has company. If a company has 30 bank accounts it must have 30 filing cabinets. It is not necessary to list bank documents as we have commented for invoices, since bank documents must be saved by accounts and within each account by dates.