Some times accountancy data can be lost. While efforts are made to recover the data deadlines may be approaching or may have even past.
Reasonable Excuses
It’s worth knowing that HMRC may accept a reasonable excuse where your returns are filed late. They say that “a reasonable excuse is something that stopped you meeting a tax obligation that you took reasonable care to meet”. They specifically quote that “your computer or software failed just before or while you were preparing your online return” is a reasonable excuse.
Disaster Recovery Plan
Having this knowledge in your back pocket, to later appeal any fines, penalties or interest charges on overdue tax, it is worth setting out a disaster recovery plan for getting the accounting for your business back on track.
Starting point
The first step in your recovery plan will be to establish a clean starting point – the last date at which you have your accounting data available. This may be your last year end.
Reconstruct the data
An exercise to reconstruct the data should be started asap to put you back in control of your finances.
At this point you may wish to use a Cloud Accounting system such as FreeAgent which you can pay for directly or this can be FREE if you have a Mettle or NatWest business bank account.
Money saving tip – It is super easy & quick to open a Mettle bank account (see https://www.mettle.co.uk/) – useful to know if you want to save a few quid in monthly software fees.
Unfortunately you will have to go through the arduous task of entering the data and getting everything up to date – frustrating as in all likelihood you’ve already done this in the old systems. It’s just something you’ll have to do.
Filing returns
Of course while the reconstruction exercise goes ahead you may need to file some returns. If the systems that you would usually use are down then it may be necessary to find a temporary solution (such as an accounting system and a payroll solution) to use in the meantime until things get back to normal.
The returns which may need to be brought up to date are:
- VAT – usually filed quarterly
- PAYE – usually monthly filing
- Self Assessment – usually due by 31st January but the deadline has been extended to 28th February this year
- Company Accounts and Corporation Tax Return – annual filing
- Confirmation Statement – Annual filing
Of course you will need to establish what has been filed, when and what is due.
You would do this in two places:
Via your Business Tax Account with HMRC for VAT, Self Assessment, PAYE and Corporation Tax.
If you do not have a Business Tax Account then this really is the time to get one.
How to get a Business Tax Account
Full information on how to get one is at :
The first thing you need to do is to get a Government Gateway ID -start this process here:
https://www.access.service.gov.uk/registration/email
You will need a very large dose of patience for this – navigating your way through the HMRC systems can be a bit of a nightmare. So take a deep breath and start the process!
Via Companies House (do a search using your company name at https://find-and-update.company-information.service.gov.uk/) to see when your accounts need to be filed and when the Confirmation Statement is due.
Tip – the Confirmation Statement is different to the company accounts. This is easy to file yourself. Watch this video to find out how to file this.
Best Advice
Losing accounting data is a pain. However if it cannot be brought back quickly then issues do start to pile up. The longer the data isn’t available the more issues will occur and the harder it becomes to resolve things to get back on track.
Doing nothing is not a viable stance that can be taken for long. You need your accounting data not least so that you know how much you can take out of your company.
If it looks like the accounting data isn’t going to be recovered in the near term then the sooner you start the reconstruction process the better.
If you need help
We recognise that many people may not have the time to get the above done.
If you do need help our team of qualified accountants are here to assist.
We’re taking an empathetic view on new clients who need help re-creating their accounting position, catching up with filing as well as appealing any fines & penalties.
Click here to Contact us to find out how we can help you or if you have any questions on the guidance above.