Tip 1: How to hem treaties
To make the necessary contract easy to find, get a book of accounting. Assign a number to the document and enter it in this journal. In addition to the number, enter the date of the contract. A journal entry should look like this: 1. Contract No. 123TP dated February 22, 2011. In the notes you can specify the essence of the contract, when required by the corporate style of documentation.
If there are several legal entities in the company, get your own book of contracts accounting for each. Use conditional symbols in the notation. For example, the contract of OJSC "Masha and the Bears" write as 123MM. And securities from the company "Three pigs" tag 123TP. Assign numbers in order so that there is no confusion.
When the contract has passed all approvals, it was signed with the general directors of both parties, the seals were delivered, it can be filed in a folder. Choose folders in a rigid cover - they will provide documents with safety. Each legal entity needs its own folder.
Before hemming a document into a folder, carefully remove the paper clip holding the sheets. Take a punch and punch new holes. Attach the document in a folder and secure it with a special mustache. Separate one contract from another with a clean sheet of A4.
To hem the contract can be another way. For this you need transparent files. Attach each document in a separate file and clip in the folder.
Do not store in the same folder too many contracts - they may be rumpled. The folder should close easily, individual sheets should not stick out.
To store contract folders, get a separate shelf in the closet. On the folder, write the year and the legal entity that owns the documents. This allows you to quickly find the right paper if necessary.
Folders with contracts three years ago there is no need to always keep handy. Lay them out in cardboard boxes, signing the year and the legal entity for which the documents are issued. Send the boxes to the warehouse. Choose a dry place for storage. Moisture is detrimental to paper.
Conducting accounting reports is quite a painstaking task. Folders withinvoices For some types of contracts, the organization must be kept for up to ten years, so they need to be filed so that at any time you can find the right document.
Get an Invoice Log. Enter there all the numbers of documents that are going to hem. It is best to do this electronically, in a special program or in a regular Excel spreadsheet. Enter the document number (usually mixed - digital and numeric) and its date. From time to time, transfer data to disks so that in the event of a computer breakdown, the archive remains safe and sound.
Get several invoice books, if there is more than one legal entity in the company. Drawing up the document, immediately give him the appropriate number. Apply the legend. For example,textures. decorated for OJSC Golden Antelope, mark as 123-ZA, and for ZAO Padishah as 123-P. Be sure to include the number of the contract or agreement to which the invoice was drawn up.
Take the invoice that you want to hem. Punch two holes. Paste the document into the folder. Use tight cover folders to keep your papers from jamming. Do not tamp them too tightly.
The second method of storage is in file folders. Take a transparent cover and insert an invoice into it. Place the file in a folder and secure with special holders.
On each folder, apply the legend. Mark, scoretextures what legal entity is stored there. Write the period for which the documents are collected.
Account-textures older than three years send to the warehouse. Fold the folders into cardboard boxes that easily let air through. Indicate on the walls the number of folders inside and to which legal entity they belong. In the program in which you register documents, mark which of them were sent to the warehouse. If necessary, you can always pick up the archive and find the necessary papers.