Accounts database

[JCplumb]

Iv'e started making a database that should make it easier to keep my accounts up to date.
The way I've always done it is to sit down for a week at the end of the tax year and slog it out, this way I should be up to date on a daily basis and can just print a report at the end of the tax year.
I only do three line returns and am not VAT reg. so my accounts are pretty simple, but do need to be accurate.
Anyone else in the same boat is welcome to a copy of it once I've finished it, you'll need Microsoft Office 2003 or greater to run it. Open Office should run it too and is free 🙂
Here's the thing though, I want to include everything that I can so that it is complete and I don't later think 'I should have included such a thing!' so if anyone can suggest ideas of what to include I'd be grateful.
Currently have:
Income - i.e. jobs
Outgoing - purchases, van stock, tools, work wear, advertising costs.
milage - this is included because I claim per mile rather than using reciepts for fuel.

Can anyone think of something else that would need to be added? I have a 'misc.' option but if something needs to be included often it would be better if it had it's own category.
Cheers in advance if anyone can think of anything.

 

[AWheating]

you may want capital and business and private expenses seperate ? depending on whether you claim via AIA or not.

maybe you could log both milage and total van expenditure and then decide at the end of the year which way you claim so its easy to compare the two?

as they say the devil is in the detail, how far do you want to go?

 

[dontknowitall]

JCP - if you pm me, I've a spreadsheet that might interest you. I might take a little while to respond as I'm busy this weekend.

 

[JCplumb]

Thanks for the responses 🙂
PM sent DKIA.

 

[dontknowitall]

Sent PM!

 

[REDSAW]

i do mine the same way and its getting a little 'o.t.t' tbh (old school notepad😉
so if you can help me out too it would be appreciated

 

[Redjam]

Have your tried solar accounts package for a one off fee of about £130 , you get a full customer database , shows all outstanding invoices even works out your vat.
i think they offer a free trial , definitely worth a look

 

[Mrs Tara Plumbi]

We are VAt regustered so my pile only gets to build up for 3 months max.
Our accountants want me to use an accounts package but I like the simple speadsheet have set up.
I just add up all 4 at the end of the year.

I am on a different computer but from memory my expenditure headings include:
Materials, adverts, telephone & internet, Fuel, vehilce maintenance, tools, office equipment, stationary & stamps, waste disposal (skips), hire equipment, miscellaneous, bank charges.

Under miscellaneous I put all those things that I am only going to pay on average 1 per quarter or less - eg accountancy fees, Gas safe registration, then I list them all out when I give it to accountant at end of year.

 

[Dickie]

Software like Quickbooks is not expensive & will do a better job than a spreadsheet.
IHO

 

[JCplumb]

I can't believe I forgot to thank you DKIA, that was perfect, I made a few changes (to tailor it to me) and it's now my official accounting software 🙂 Thanks matey!
Incidentally I filed my return online 2 weeks ago and got a letter yesterday saying I had made a mistake, after about 2 hours on the phone they have agreed that it was them that had made a mistake and will be sending me a revised statement. They were bloody condescending until the penny dropped though...

 

[Dickie]

Ah but they'd send you a nice £20 Gift Voucher for your trouble though HMRC are nice like that.

 

[dontknowitall]

I tried Quickbooks once (and Sage and another one whose name I've forgotten) but none have the flexibility of a spreadsheet.

Thank you, JC! Well done with tweaking it - trying to change someone else's design is not easy!

 

[dontknowitall]

Thank you, Croppie. TASbooks was the other one.

One of, if not THE, best accounting software ever written. I've no idea if it's still going though as this was in the days of DOS (an operating system around well before Windows for the benefit of the whippersnappers in here!!) :smile: