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HMRC internal manual

VAT Traders’ Records Manual

From
HM Revenue & Customs
Updated
, see all updates

The obligation to keep records: What records must a trader keep?

The basic requirements for keeping records are in the VAT Regulations 1995, Regulation 31(1).

(1) Every taxable person shall, for the purpose of accounting for VAT, keep the following records -

  1. his business and accounting records,
  2. his VAT account,
  3. copies of all VAT invoices issued by him,
  4. all VAT invoices received by him,

(da) all certificates—

(i) prepared by him relating to acquisitions by him of goods from other member States, or

(ii) given to him relating to supplies by him of goods or services,

provided that, owing to provisions in force which concern fiscal or other warehousing regimes, those acquisitions or supplies are either zero-rated or treated for the purposes of the Act as taking place outside the United Kingdom,

  1. documentation received by him relating to acquisitions by him of any goods from other member States,
  2. copy documentation issued by him relating to the transfer, dispatch or transportation of goods by him to other member States,
  3. documentation received by him relating to the transfer, dispatch or transportation of goods by him to other member States,
  4. documentation relating to importations and exportations by him, and
  5. all credit notes, debit notes, or other documents which evidence an increase or decrease in consideration that are received, and copies of all such documents that are issued by him.
  6. a copy of any self-billing agreement within regulation 13(3A) to which he is a party;
  7. where he is a customer, party to a self-billing agreement within regulation 13(3A), the name, address and VAT registration number of each supplier with whom he has entered into a self-billing agreement.”