What are the Types of Accounting Books?

The term “Types of accounting books” refers to the commercial books that must be kept in accordance with legal requirements. These typically include journals, general ledgers, inventory books, and other commercial records. Additionally, capital companies—such as joint stock and limited liability companies—may also be required to maintain a shareholders’ share ledger and a stamp tax ledger, as part of their statutory obligations.

What is an Accounting Ledger?

The term “Accounting ledger” refers to the record within the accounting system where financial transactions are categorised and tracked. In this ledger, accounts are recorded in detail, including the relevant transaction dates.

The accounting ledger plays a vital role in promoting financial transparency within a business and greatly supports audit processes. Typically, it is prepared by systematically posting entries from the journal into the appropriate accounts. Accounting ledger sheets are especially useful when preparing key financial statements such as the balance sheet and income statement, providing a clear and organised overview of financial activity.

What are the Books to be Kept Electronically?

With advancements in technology and the ongoing process of digital transformation, it is now possible to maintain certain commercial books in an electronic format. Through the use of e-Ledger applications, essential records such as journals and general ledgers can be managed digitally. This digital approach offers clear advantages, particularly in terms of archiving and facilitating audit processes.

For companies that exceed specific thresholds in turnover or employee numbers, it may be mandatory to maintain certain books electronically. The term “commercial books” may therefore also encompass these digital records. Electronic ledger systems can help reduce errors, enhance data integrity, and lower operational costs.

Furthermore, the e-Ledger application allows businesses to archive documents digitally, making them easily accessible whenever needed. According to the criteria set out in the Tax Procedure Law and related communiqués, it is determined which companies are required to keep specific books as e-Ledgers. In such cases, e-Ledger records may also need to be integrated with the Revenue Administration's systems.

Commercial Ledger

Another important category of records is commercial books. These are used to document the financial obligations of a business arising from the purchase and sale of goods. In particular, the commercial ledger plays a key role in helping companies monitor their business activities in a clear, structured, and transparent manner.

The information recorded in these books supports both internal control processes and the effective execution of external audits. In accordance with the requirements of the Commercial Code, it is essential that these books are maintained in an orderly manner and updated in a timely fashion.

Journal Ledger

The “journal ledger” is the primary ledger in which daily financial transactions are recorded in chronological order. Each transaction is entered along with its corresponding date, ensuring a detailed and time-based financial record. The journal ledger is considered one of the most fundamental components of accounting ledger sheets, forming the basis for accurate financial tracking. It plays a crucial role in supporting both tax audits and internal control processes. Moreover, the structured nature of this ledger allows businesses to monitor their financial position on a daily basis, providing valuable insight into their current financial standing.

Inventory Ledger

The ledger in which an enterprise records its goods, products, fixtures, and similar assets at the end of a financial period is known as the “inventory ledger”. This ledger offers a clear picture of the business’s actual asset status and is particularly important for stock control, cost calculations, and end-of-period accounting. The inventory ledger also serves as a valuable tool for business planning. With accurate inventory data at hand, managers are better positioned to make informed decisions regarding investment and production, aligning operational strategies with real-time asset information.

Ledger Kebir

The general ledger is the ledger in which transactions recorded in the journal are organised and detailed on an account-by-account basis. This allows for the separate monitoring of the total debit and credit balances for each account item, providing a comprehensive view of financial activity. Often referred to as the heart of the “accounting ledger” system, the general ledger plays a critical role in the preparation of key financial statements, such as the balance sheet and income statement. By consolidating and structuring financial data, the general ledger enables businesses to present their financial position in a clearer and more analytically useful manner.

Shareholders' Share Ledger

The ledger used to track the capital shares of partners, as well as transactions such as share transfers in capital companies, is known as the “shareholders’ share ledger”. This ledger enables the monitoring of the shareholding structure and provides a clear record of any changes over time.

It holds particular importance in the management of partnership relations within a legal framework—especially in joint stock and limited liability companies. As one of the company’s commercial books, the shareholders’ share ledger should be properly archived and made available for inspection by official institutions when required.

Stamp Tax Ledger

In Türkiye, many business transactions may be subject to stamp duty. To monitor these obligations, a “stamp tax ledger” can be maintained. This ledger records details such as the amount of stamp duty deducted from specific documents, payment dates, and related declarations. The stamp tax ledger serves as an official record and must be available for submission upon request by the tax authority. Businesses may choose to maintain this ledger manually, or manage it digitally using suitable accounting software, in line with their operational preferences and compliance requirements.

How to Obtain Commercial Books and Documents?

The establishment of accounting books, as part of the “commercial books” required by law, can be formalised through notarisation during the company formation process. For businesses setting up their books for the first time, the book certification procedures should be completed before the start of the relevant financial year. If electronic ledgers are being used, it may be necessary to register with the e-Ledger system of the Revenue Administration to ensure compliance.

Furthermore, books and documents created using accounting software can be validated through the use of a digital signature and financial seal, ensuring their authenticity. Businesses should consult with their accountants or financial advisors to determine which books need to be maintained and the correct procedures for obtaining and certifying them.

What is the retention period of commercial books?

Under the provisions of the Commercial Code and the Tax Procedure Law, businesses may be required to retain commercial books for specified periods. The retention period of commercial books is crucial for ensuring compliance with potential audits and legal obligations. Typically, this retention period ranges from 5 to 10 years.

Throughout this period, the books must remain readable, complete, and well-organised. They are also subject to the same storage requirements. Notably, businesses may be obligated to retain these records for the specified duration, even if their activities have ceased.