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Case study
Maintenance of accounting, HR and payroll
Accounting and HR recovery
Task - Solution - Result
TASK:
The accounting and HR records of the Client company were taken over at the beginning of April 2021, when it had not been maintained since December 2020. The new project started with a dose of enthusiasm and desire to see the accounting documents, reports and files of the Client company employees at the same level of performance as the other Clients within Vioser Consulting have. The accounting records were supposed to be restored and maintained according to the Legislation in force.
As the tax legislation is constantly changing, it was mandatory to analyze in detail the previously kept accounting records and transfer the data.
Analyzing the accounting records for the reporting year 2020, we identified:
- errors in completion of the primary accounting documents;
- lack of tax invoices and road-sheets;
- the lack of handwritten signatures on the accounting documents (invoices, delivery-receipt documents, etc.) both from the company and Clients side;
- lack of balance verification document signed by suppliers and buyers;
- lack of records and scrapping of documents with special regime (invoices, delegations);
- lack of procurement and delivery record registers;
- lack of Accounting Policy;
- lack of inventory, the periodicity being necessary to be established in the Accounting Policy;
- the lack of agreement between founder and the company for using the personal car in the company entrepreneurial activity;
- local and tax reports not submitted in time.
Referring to the evidence of Human Resources, it was found the absence of:
- personal files of all employees;
- the order for approval the Staff Statement;
- employment, leave or dismissal orders of employees;
- Internal Regulations;
Salary and reward regulations; - Regulation on performance evaluation.
Vioser Consulting experts provided professionalism and in a record term of 30 days they “brought back to life” the Client company.
SOLUTION:
All errors detected for 2020 and 2021 have been corrected, both in Accounting and HR:
- corrections were made for the previous and current period, where the absence of primary documents or errors in the accounting were detected;
- the person responsible for filling in the special accounting forms (fiscal invoices, delegations, procurement documents, roadmaps) was trained on how and when to fill the forms, when the deadline for submission is, how to order the forms, the way of implementing the checklist and the need to attend and address certain internal regulations;
- all missing invoices were recovered from both suppliers and buyers;
- as a result of the corrections made for the current and previous periods, reports and tax forms were submitted repeatedly;
- the method of calculation, declaration and payment of taxes and fees to the Authorities was analyzed in detail;
- the person responsible for communication and monthly submitting of documents to Vioser was explained and motivated to be responsible, persevering, to request from each supplier a fiscal invoice and the delivery note (if applied) and to present the primary documents to our company according to the terms established in service agreement;
- it was explained that issuing invoices and signing them online significantly reduces the time compared to the case when obtaining them in physical form (traffic jams on the road, lack of parking, etc.);
- the personal files of both the current and the released employees were filled and corrected (each employee was invited to the Client’s office to sign the documents);
- all employment, leave and release orders have been elaborated;
- it was elaborated the Internal Regulation, Regulation on remuneration and reward and the Regulation on the performance evaluation, mandatory to be implemented in each company according to Labor Code.
RESULT:
Vioser Consulting confirms that the Client’s accounting records are maintained in accordance with National Accounting Standards and applicable laws. All taxes and fees related to the employees’ salaries as well as to the corporate tax are calculated correctly and paid on time. The company will not pay penalties and fees for failure to submit reports on time and non-payment of taxes within the time limit set by law. The Client company can focus on developing the business much more, as we will offer them the comfort of having accounting and HR maintained right up to date.
