Keeping Registers and Books of Account
Any person required to register for the GST and the QST must keep track of the GST and QST collected as a supplier, and of the amounts of tax paid on purchases in the course of commercial activities.
If you carry on a business, or are required to deduct, withhold or collect an amount under a fiscal law, you must keep adequate registers and books of account, including an annual inventory. Your registers and books of account must show the amounts of GST and QST that you charged and the amounts that you paid or are required to pay. This will enable you to determine the amount of your remittance or refund when you file your returns, and will assist Revenu Québec in its audits.
You are also required to keep all supporting documents substantiating the information contained in your registers and books of account. Invoices must indicate your supplier's name or business name, the billing date and any other information required to justify your claims for input tax credits (ITCs) and input tax refunds (ITRs). All documents must be kept at your place of business, your residence, or any other place designated by Revenu Québec.
Registers, books of account and supporting documents may be on paper, electronic media or microfilm. However, your documents must meet certain standards.
Registers and books of account are important in the case of an audit by Revenu Québec. As a rule, you must keep them for six years after the end of the last year to which they apply, or longer if you have filed a notice of objection or settled a dispute before a court. Failure to comply with this requirement is a penal offence, unless Revenu Québec has given you written authorization to dispose of documents before the date prescribed by law.