Retention Schedule
| DOCUMENT | RETENTION PERIOD | WHY RETAIN? | |
| 1. Supplies Accounts | |||
| Cheques/remittance advice | 6 Years | Legal | |
| Cash book list | 10 Years | Legal | |
| Cost control ledger analysis | 6 Years | Legal | |
| Invoice | 6 Years (revenue) | Legal | |
| 10 Years (capital) | Commercial | ||
| Purchase requisitions | 2 Years | Audit | |
| Purchase orders | 3 Years after expiry (capital) | Audit | |
| Current plus 3 years (revenue) | Audit | ||
| Quotations: | |||
| - Capital expenditure (successful) | Permanently | Audit | |
| - Capital expenditure (unsuccessful) | 1 year | Commercial | |
| - Revenue expenditure (successful) | Current plus 1 year | Audit | |
| - Revenue expenditure (unsuccessful) | 3 Months | Commercial | |
| Contracts for raw material purchase | 12 years after expiry (under seal) | Legal | |
| 6 years after expiry (others) | Legal | ||
| Export rebate claims | 3 years from final payment | Commercial | |
| Customs and excise returns | 6 years | Legal | |
| Shipping documents | 6 years | Legal | |
| VAT deferments | 6 years | Legal | |
| 2. | Assets | ||
| Ledger sheet | 10 years | Legal | |
| Consolidated accounts | Permanently | Commercial | |
| Disposal of assets | Permanently | Commercial | |
| Application to write off plant value | Permanently | Commercial | |
| Annual depreciation | 3 years | Audit | |
| DOCUMENT | RETENTION PERIOD | WHY RETAIN? | |
| 3. | Sales Records | ||
| Customer complaints | 10 years | Commercial | |
| Customer orders/estimates/quotations | 6/12 years after expiry | Commercial | |
| Enquiries | 1 year | Commercial | |
| Export credit guarantee documents | 6 years after expiry | Commercial | |
| Permanently if claim made | Commercial | ||
| Long dated budget | Current plus 1 year | Commercial | |
| Short dated budget | 1 year | Commercial | |
| Sales/journals ledgers | 10 years | Legal | |
| Nominal & Journal ledgers | Permanently | Commercial | |
| Journal vouchers | 3/6 years | Legal | |
| Sales invoices & credit notes | 6 years | Legal | |
| Consignment notes | 6 years | Legal | |
| Delivery documentation | Current plus 6 years | Legal | |
| This schedule is intended as a guide only. Many organisations have their own speci c guidelines | |||
STRENGTH YOU CAN COUNT ON™
