Common Mistakes When Legalizing Accounting Books and How to Avoid Them

The legalization of accounting books is an essential process to ensure fiscal compliance and proper business management. However, many companies make mistakes when carrying out this process, which can result in sanctions or legal issues. In this article, we will review the most common mistakes when legalizing accounting books and the recommended solutions to avoid them, based on current regulations. If you want to know the presentation method, deadlines, and penalties for non-compliance, we recommend reading this other article.

 

 

Based on the applicable regulations, we detail the most common mistakes when legalizing accounting books and the recommendations to avoid them.

 

Frequent Mistakes in Legalizing Accounting Books

Failure in Format and Digital Preservation

❌​ Mistake: Using formats that do not guarantee readability or access to the data.

✔️​ Solution: According to Article 21 of the Invoicing Regulation, it is essential to preserve documents in an original, readable format, ensuring that accounting books are accessible online. Additionally, the documents must be viewable, searchable, and downloadable, ensuring remote loading when necessary.

Issues with Authentication

❌​ Mistake: Not implementing electronic signatures correctly.

✔️​ Solution: According to Article 86 of the General Regulation, all accounting documents must be validated with an electronic signature that guarantees the authenticity and integrity of the document. It is necessary to include electronic verification systems, such as secure codes, to ensure that the information has not been altered since its creation.

Deficiencies in Preservation

❌​ Mistake: Not properly maintaining electronic records.

✔️​ Solution: According to Article 29 of the RGAT (General Regulation of the Tax Administration), it is crucial to properly preserve accounting books in their electronic format, keep them at the company’s fiscal domicile, and ensure they are always available for inspection if required by tax authorities. The books must be accessible and verifiable when necessary.

Accessibility Failures

❌​ Mistake: Not ensuring immediate access to documentation.

✔️​ Solution: According to Article 171 of the RGAT, it is necessary to allow direct analysis of accounting documents. The documentation must be available for on-screen viewing and copies of the accounting books must be obtainable when necessary. This means not only preserving the documents but also ensuring that any interested party, such as tax authorities, can access them quickly and efficiently.

 

Recommendations to Avoid Mistakes

To avoid the errors mentioned above and ensure that the legalization of accounting books is done correctly, it is advisable to follow these general guidelines:

• Implement secure systems: Use certified software to manage your company’s accounting. Also, ensure that you maintain periodic backups and establish update protocols to guarantee that the systems are always up to date with current regulations.
• Ensure traceability: It is essential to document all modifications made to the accounting books. Keep an access log and establish an internal control system that allows you to audit any changes made to the documents.
• Meet deadlines: It is essential to make entries in the accounting books within the established deadlines. Additionally, you must keep records up to date during the fiscal year and preserve the documentation for the legally required period to avoid penalties.
• Ensure document integrity: Implement security measures in accounting systems, such as data encryption and verification of digitization. It is important to maintain the document custody chain to avoid tampering with the records. ​

If you want to avoid mistakes, at Adlanter we are at your disposal to handle the legalization of your company’s accounting books and help you with the corporate maintenance of your business. 📞​ Contact us!