Old bills

[Mr Overheads]

I'm trying to get a supplier to provide me with copies of bills from late 2014 / early 2015. However they are saying they can't be provided because they don't keep them (this is a large corporate).
Given they are their sales invoices for tax and accounting purposes I don't believe that they don't keep accurate records for a minimum of 6 years. At the moment I'm stuck at the computer says no Call Centre level, so want to go back with some sort of quote from HMRC, Act of Parliament etc that will show they have to keep them therefore their answer that they don't have them isn't the correct one and they need to shove me to a higher department and either come up with a better excuse or provide them.

(this is for a client, and I haven't asked why the client hasn't got them as that wouldn't be helpful)

[deggles]

Taking a slightly different tack, is said client an individual? If so, a subject access request under data protection legislation might be your best bet. If not it could well be difficult and expensive getting copies of stuff.

[Mr Overheads]

No a company and I have named authority on the account.

[deggles]

Hmm, in that case, VAT record keeping is probably the easiest thing to quote at them. I'm not familiar with the exact legislation but VAT Notice 700/21 outlines the requirements in lay-terms. Tell the supplier your client has a VAT inspection and if they don't assist you will be sending the HMRC inspector in their direction

[Beetnik]

As they're under no obligation to supply same, even if they do have them (and I don't doubt that they do), then quoting laws and regulations at them is only likely to make them dig their heels in further. Best approach is to be nice and offer to pay for the time required to dig out and supply the information you require.

[Mr Overheads]

Have offered to pay for the copy invoices, but just can't get past the call centre computer says no. Usually copy invoices aren't an issue we request them all the time from many companies. Sometimes you have to pay, but that's just part of the cost of doing business.

[Doofus]

I assume this is for a client? Why haven't they got copies already? If the supplier is obliged to keep them, why isn't the customer?

[akirk]

why are you talking to a call centre? is that the right route for unusual queries?
could you instead phone head office and track down an individual who could help?

[951TSE]

This is the page you're looking for. The answer is 6 years from the end of the financial year in which the record was made.

https://www.gov.uk/running-a-limited-company/compa...