StoreDeck keeps the books an online seller's accountant asks for: every sale, fee, refund, cost and expense, with the arithmetic behind each figure. This is how to hand them over so nothing is typed twice.
Give them access
Invite them from People with the Accountant role, giving them the stores whose books they keep. They read every page and figure you read on those stores (the business's tax details, Payouts, People and Year end included) and change nothing but the Lock date. They hold no place on your plan, and at All stores they read those stores together. Their own article is For accountants.
What to send, and when
- Each month
- Reconcile the month against the sales channel's statement, then lock it. See Reconciling a month. Then send them the month For your accountant (Export, on Profit and loss or the Dashboard): its journals in their software's import and a file of each kind of record. See Posting it to your ledger.
- Each VAT period
- On a VAT-registered store, the VAT summary for the period: the boxes of the return, each opening what makes it. Once the return is filed, lock the books up to the period's last day.
- At the year end
- Count your stock in the year's last two weeks, reconcile every month that traded, then open Year end under Profit and loss and export its workbook: the balances at the year end, the year by month, each person's share and each funder's goods, and your drawings. Lock the year once your accounts are done.
- Whenever they ask
- Export the whole store as one workbook: a sheet for each part of the books, its figures as live formulas they can check.
The lines your figures report under
Each expense category says the line it reports under on the tax return: for a UK business, its box on the self-employment page SA103F and its Making Tax Digital field. A category you type reports as other business expenses.
Keep the digital link
Making Tax Digital asks that figures move between your records and the return by file or software, never retyped. Send the exported workbook or CSV rather than copying figures out of the screen, and your accountant takes them in as they are.
Lock each period once it is filed
Once a return or the year's accounts are filed, set the Lock date to the period's last day, so nothing in it can change. Your accountant can set it too. If a filed period must be reopened, move the Lock date back; your accountants are told when it moves earlier.
Related: For accountants, Business and tax.
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