Over the course of a year, you will receive lots of paperwork relevant to the accounts. You will receive invoices, bank statements, legal documentation such as HP or other finance agreements, contracts, etc. We will need a lot of this information for the accounts preparation.
At the year-end (and sometimes more often) we would like to see the bank statements overlapping the financial year end date to ensure the balance in Xero per the bank statement is actually that balance.
You may well have received this helpsheet as a result of a request for this information – if so, please try it out now using any of the methods below.
If you are using Xero there is an easy way of storing this information online for easy access. It is called Files. Storing information here is likely to be a lot more secure than in the filing cabinets on your premises!
To get to the Files page in Xero, just click on the folder icon found at the top right corner of every page.
To get files into Xero, you can:
Drag and drop them into your inbox
Take a photo
Or email them in via the email address unique to your Xero subscription which you can find by double clicking on the files icon. We suggest you save this as a contact in your email program so it is easy to find).
Screenshot for illustrative purposes only
You can also attach a file anywhere you see the file attachment button in Xero including:
• Transactions such as purchases and sales invoices, quotes, bills and expense receipts
• Fixed assets
• Accounts in your chart of accounts
• Inventory items
• Manual journals
The advantage of attaching invoices to the transactions is that you can see the image simply by clicking on the Files icon on the transaction itself. You will know there is an attachment as it will display a number on it – being the number of documents available.
Note there are other ways of attaching purchase invoices to transactions and the whole process can be automated. Ask for our Receipt-Bank helpsheet or click below for a weblink with more information.
If Receipt-Bank is used to process invoices, they should not be uploaded to Xero Files. However, it is recommended that supplier statements are uploaded to Xero Files, especially where we maintain your records. This enables us to ensure all invoices have been accounted for. These can be stored, but we would recommend deletion from Xero Files when the totals have been agreed/suppliers paid.
Within your Files inbox you are able to create user defined file libraries (folders) for storing your files. For example, you may wish to store your insurance documentation in a file library for easy access. You can create an Insurances folder to store these. Similarly you can create a Bank statements folder or anything else you so wish. A Supplier Statements folder as discussed above is another suggestion.
Simply drag and drop the files in the default view into the relevant folder. You can also rename the files inside the system.
From the file library you can track down a particular file and see which transactions you’ve attached it to. Once you’ve attached an Inbox file to a transaction, Xero removes it from the Inbox. If you want to keep a record of your files in the file library, move them out of the Inbox and into another folder.
You could be almost entirely paperless as a result of using Xero Files!
For more details, please see the Xero helpsheets when logged into Xero.
Or watch the video (link below)
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