Archive Financial Records by Account or by Year
First, I try to keep electronic records (with appropriate backups) whenever it seems feasible: utility bills, credit card statements, bank statements, etc. This greatly cuts down on storage space, and are kept forever.  For hard copy records, it depends on the transaction.  I try to balance filing time and recover time, by how likely it is that I will need to access a record in the future.  I'm much less likely to need the receipt for this mornings coffee at Starbucks than I am to need the utility bill for my rental property (100%, come tax time).   For instance, by default I file my credit card receipts, that don't get filed elsewhere, by year with all cards kept together, and cull them after 5-7 years. I keep all of the credit card receipts, just because it is less effort for me than making a decision about what to keep and what to discard.  I put them in an accordion file by month of charge, and keep two, for the current year and previous years. At the beginning of each year, I get rid of the receipts in the oldest file and reuse it. Anything that needs to be kept longer that a couple of years gets filed separately. Certain records are kept together.  For example, car repair/maintenance receipts are filed by vehicle and kept for the life of the vehicle (could be useful when its sold, to provide the repair history).  All receipts for the rental property are kept together, organized by account. I'll keep these until the property is sold. All tax related receipts that don't have a specific file are kept together, by year, along with the tax return. "The short answer is ""it depends"", mainly on the type of record and how old it is. Most retained records should be organized by year first, then by type. Have a look at this: http://www.bankrate.com/finance/personal-finance/how-long-to-keep-financial-records.aspx Typically, you should do the following:"
It sounds like you're mixing a simple checkbook register with double-entry bookkeeping. Do you need a double-entry level of rigor? Otherwise, why not have two columns, one for income (like a paycheck) and one for expenses (like paying a cable bill)?  Then add up both columns and then take the difference of the sums to get your increase or decrease for the time period. If you want to break up income and expenses further, then you can do that too. It's better to use the accounting equation concept: Asset + Expenses = Capital + Liabilities + Income If you purchase an asset: Suppose you purchased a laptop of $ 500, then its journal will be: If you sell the same Laptop for $ 500, then its entry will be: Emergency Account Vault (Windows) I use it to store info about all of my accounts/assets in an encrypted document. It's more for keeping track of everything that is in your name than managing money. Good for situations when you need to quickly look up info about a specific account you own. "Generally, it would be an accountant. Specifically in the case of very ""private"" (or unorganized, which is even worse) person - forensic accountant. Since there's no will - it will probably require a lawyer as well to gain access to all the accounts the accountant discovers. I would start with a good estate attorney, who in turn will hire a forensic accountant to trace the accounts." Mint.com does a pretty good job at this, for a free service, but it's mostly for personal finance. It looks at all of your transactions and tries to categorize them, and also allows you to create your own categories and filters. For example, when I started using it, it imported the last three months of my transactions and detected all of my 'coffee house' transactions. This is how I learned that I was spending about $90 a month going to Starbucks, rather than the $30 I had estimated.  I know it's not a 'system' like an accounting outfit might use, but most accounting offices I've worked with have had their own home-brewed system. "Exactly what accounts are affected by any given transaction is not a fixed thing. Just for example, in a simple accounting system you might have one account for ""stock on hand"". In a more complex system you might have this broken out into many accounts for different types of stock, stock in different locations, etc. So I can only suggest example specific accounts. But account type -- asset, liability, capital (or ""equity""), income, expense -- should be universal. Debit and credit rules should be universal. 1: Sold product on account: You say it cost you $500 to produce. You don't say the selling price, but let's say it's, oh, $700. Credit (decrease) Asset ""Stock on hand"" by $500. Debit (increase) Asset ""Accounts receivable"" by $700. Credit (increase) Income ""Sales"" by $700. Debit (increase) Expense ""Cost of goods sold"" by $500. 2: $1000 spent on wedding party by friend I'm not sure how your friend's expenses affect your accounts. Are you asking how he would record this expense? Did you pay it for him? Are you expecting him to pay you back? Did he pay with cash, check, a credit card, bought on credit? I just don't know what's happening here. But just for example, if you're asking how your friend would record this in his own records, and if he paid by check: Credit (decrease) Asset ""checking account"" by $1000. Debit (increase) Expense ""wedding expenses"" by $1000. If he paid with a credit card: Credit (increase) Liability ""credit card"" by $1000. Debit (increase) Expense ""wedding expenses"" by $1000. When he pays off the credit card: Debit (decrease) Liability ""credit card"" by $1000. Credit (decrease) Asset ""cash"" by $1000. (Or more realistically, there are other expenses on the credit card and the amount would be higher.) 3: Issue $3000 in stock to partner company I'm a little shakier on this, I haven't worked with the stock side of accounting. But here's my best stab: Well, did you get anything in return? Like did they pay you for the stock? I wouldn't think you would just give someone stock as a present. If they paid you cash for the stock: Debit (increase) Asset ""cash"". Credit (decrease) Capital ""shareholder equity"". Anyone else want to chime in on that one, I'm a little shaky there. Here, let me give you the general rules. My boss years ago described it to me this way: You only need to know three things to understand double-entry accounting: 1: There are five types of accounts: Assets: anything you have that has value, like cash, buildings, equipment, and merchandise. Includes things you may not actually have in your hands but that are rightly yours, like money people owe you but haven't yet paid. Liabilities: Anything you owe to someone else. Debts, merchandise paid for but not yet delivered, and taxes due. Capital (some call it ""capital"", others call it ""equity""): The difference between Assets and Liabilities. The owners investment in the company, retained earnings, etc. Income: Money coming in, the biggest being sales. Expenses: Money going out, like salaries to employees, cost of purchasing merchandise for resale, rent, electric bill, taxes, etc. Okay, that's a big ""one thing"". 2: Every transaction must update two or more accounts. Each update is either a ""debit"" or a ""credit"". The total of the debits must equal the total of the credits. 3: A dollar bill in your pocket is a debit. With a little thought (okay, sometimes a lot of thought) you can figure out everything else from there." In your journal entry, debit the appropriate expense account (office supplies, etc) and credit your equity account.  The equity account should be called something like Partner Investments or something like that. You can choose to enter these all separately, on the specific dates listed, or as one entry.  Some people choose to summarize the expenses they've paid personally and only enter one entry per month or so, to minimize data entry time and also because the end effect is the same. Of course, the above is assuming you are considering these purchases to be investments in the company, and not expecting the company to repay you.  If you are expecting repayment, you could enter a bill instead, or credit an account like 'Loan from Shareholder' rather than the equity account. You can access financial statements contained within 10K and 10Q filings using Last10K.com's mobile app: Last10K.com/mobile Disclosure: I work for Last10K.com Best Linux software is PostBooks. It is full double entry, but there is definitely a learning curve.  For platform-agnostic, my favorite is Xero, which is web-based. It is full double entry balance sheet, the bank reconciliation is a pleasure to use, and they are coming out with a US version this summer. Easy to use and does everything I need. I use Banktivity.  It's very much not free, but it automatically downloads all my bank and credit card activity and has excellent reporting options. "Publicly traded companies files 10-Ks with the SEC, searchable on the EDGAR system.  If you want basic financial statement info then look for 10-Ks that are marked ""Interactive Data"", as for those the SEC has  broken everything out by statement into standard formats.  You could also use marketwatch which puts everything in financial statements into the same or as similar of categories as it can to make it easier to compare companies." Well, I know why the Rabobank in the Netherlands does it. I can go back around one year and a half with my internet banking. But I can only go further back (upto 7 years) after contacting the bank and paying €5,- per transcript (one transcript holds around a month of activities).  I needed a year worth of transcripts for my taxes and had to cough up more than €50. EDIT It seems they recently changed their policy in a way that you can request as many transcripts as you like for a maximum cost of €25,- so the trend to easier access is visible. "I found your post while searching for this same exact problem. Found the answer on a different forum about a different topic, but what you want is a Cash Flow report.  Go to Reports>Income & Expenses>Cash Flow - then in Options, select the asset accounts you'd like to run the report for (""Calle's Checking"" or whatever) and the time period. It will show you a list of all the accounts (expense and others) with transactions effecting that asset. You can probably refine this further to show only expenses, but I found it useful to have all of it listed.  Not the prettiest report, but it'll get your there." "I think the ""right"" way to approach this is for your personal books and your business's books to be completely separate. You would need to really think of them as separate things, such that rather than being disappointed that there's no ""cross transactions"" between files, you think of it as ""In my personal account I invested in a new business like any other investment"" with a transfer from your personal account to a Stock or other investment account in your company, and ""This business received some additional capital"" which one handles with a transfer (probably from Equity) to its checking account or the like. Yes, you don't get the built-in checks that you entered the same dollar amount in each, but (1) you need to reconcile your books against reality anyway occasionally, so errors should get caught, and (2) the transactions really are separate things from each entity's perspective. The main way to ""hack it"" would be to have separate top-level placeholder accounts for the business's Equity, Income, Expenses, and Assets/Liabilities. That is, your top-level accounts would be ""Personal Equity"", ""Business Equity"", ""Personal Income"", ""Business Income"", and so on. You can combine Assets and Liabilities within a single top-level account if you want, which may help you with that ""outlook of my business value"" you're looking for. (In fact, in my personal books, I have in the ""Current Assets"" account both normal things like my Checking account, but also my credit cards, because once I spend the money on my credit card I want to think of the money as being gone, since it is. Obviously this isn't ""standard accounting"" in any way, but it works well for what I use it for.) You could also just have within each ""normal"" top-level placeholder account, a placeholder account for both ""Personal"" and ""My Business"", to at least have a consistent structure. Depending on how your business is getting taxed in your jurisdiction, this may even be closer to how your taxing authorities treat things (if, for instance, the business income all goes on your personal tax return, but on a separate form). Regardless of how you set up the accounts, you can then create reports and filter them to include just that set of business accounts. I can see how just looking at the account list and transaction registers can be useful for many things, but the reporting does let you look at everything you need and handles much better when you want to look through a filter to just part of your financial picture. Once you set up the reporting (and you can report on lists of account balances, as well as transaction lists, and lots of other things), you can save them as Custom Reports, and then open them up whenever you want. You can even just leave a report tab (or several) open, and switch to it (refreshing it if needed) just like you might switch to the main Account List tab. I suspect once you got it set up and tried it for a while you'd find it quite satisfactory." The standard answer I have heard is that if you were to purchase term life insurance and invest the difference between the cost of the policies, your investments would grow larger than the cash value of the insurance. Also when you take cash out of CVLI the insurance value drops by a like amount. So you can't have your cake and leave it to your heirs too. Either you get the cash value OR they get the insurance value. Hopefully, there could be some of both. Although I believe the philosophy of that answer I have two issues with it. First, you must be dedicated enough to invest the difference every month. I can imagine that might be tough to do consistently and if you take breaks from the investing will you still accumulate more than you would have with the insurance? Second, for the past couple of years all of my investments in mutual funds have lost value. My life insurance has continued to grow cash value over the same time period. Hmm, maybe there isn't a one size fits all solution. If you need a large amount of insurance, term life will certainly be more affordable. However, considering this as an investment I would not expect that to be a deciding factor. Good luck with your decision. It is great that at such a young age you are concerned about investments.