Tip 1: How to file contracts
To make the necessary contract easy to find, set up an accounting book. Assign a number to the document and put it in this journal. In addition to the number, enter the date of the contract. The entry in the journal should look like this: 1. contract No. 123TP dated February 22, 2011. In the notes, you can specify the essence of the contract, when the corporate style of documentation requires that.
If there are several legal entities in the company, start a contract book for everyone. Use the symbols in the notation. For example, write the contracts of OJSC "Masha and Bears" as 123MM. And the securities from CJSC "Three Little Pigs" mark 123TP. Number assign in order, so that there is no confusion.
When the agreement has passed all the approvals, the general directors of both parties have been signed, stamps are put, it can be filed in a folder. Choose folders in the hard cover - they will ensure documents security. For each legal entity you need your own folder.
Before you place the document in a folder, gently remove the paper clip that holds the sheets. Take the punch hole and punch new holes. Attach the document to a folder and secure it with special antennae. Separate one contract from another with a clean sheet A4.
You can also contract another contract. For this you need transparent files. Each document is put in a separate file and fixed in a folder.
Do not store too many contracts in one folder - they may crumble. The folder should be easy to close, separate sheets should not stick out.
To store folders with contracts, put a separate shelf in the cabinet. On the folder, write the year and the legal entity to which the documents belong. This will quickly find the right paper if necessary.
Folders with treaties three years ago do not need to always keep at hand. Arrange them in cardboard boxes by signing the year and the legal entity to which the documents are issued. Send boxes to the warehouse. Choose a dry place for storage. Humidity is fatal to paper.
Accounting is a pretty painstaking task. Folders withinvoices for some types of contracts must be stored in the organization for up to ten years, so they must be filed so that at any time you can find the right document.
Start the invoice journal. Make all the numbers of documents that are going to be filed there. It is best to do this electronically, in a special program or in a regular Excel spreadsheet. Enter the document number (usually it is mixed - digital and numeric) and its date. From time to time transfer the data to disks, so that in the event of a computer failure the archive remains intact.
Start up several invoice books if there are more than one legal entity in the company. When composing the document, immediately give it the appropriate number. Use the legend. For example,invoices. designed for JSC "Golden Antelope", mark as 123-ZA, and for CJSC "Padishah" as 123-P. Be sure to indicate the number of the contract or agreement to which this account was drawn up.
Take the invoice that you need to sew. Punch two holes in the hole. Paste the document into the folder. Use folders with tight covers, so that securities are not wrinkled. Do not stuff them too tightly.
The second method of storage is in file folders. Take the transparent cover and paste the invoice into it. Place the file in a folder and secure with special holders.
For each folder, use the legend. Mark, account-invoices which legal entity is stored there. Write the period for which the documents are collected.
Accounts-invoices over three years old, send it to the warehouse. Fold the folders in cardboard boxes that easily let in air. Indicate on the walls the number of folders inside and to which legal entity they relate. In the program in which you register the documents, mark which ones were sent to the warehouse. If necessary, you can always pick up the archive and find the necessary papers.