Recordkeeping for Printing and Publishing

You must keep records of all the purchases and sales your business makes. You must have a valid seller’s permit and your records must show that you properly collected, reported and forwarded taxes to Idaho. Learn how to register for a free permit on our Idaho Business Registration Information page.

Records you must keep

  • Normal books of account. (Books of account can include information stored on computers.)
  • Documents that support entries in the books of account.
    Examples:
    • Bills
    • Receipts
    • Invoices
    • Cash register tapes
    • Job or work orders
    • Contracts
    • All schedules or working papers used to prepare your tax returns
  • All records of sales (and credit granted for returned items).
  • Purchases.
  • Tax returns.
  • Tax payments.
  • Copies of Form ST-101, Sales Tax Resale or Exemption Certificate, for all exempt buyers.
    Note: Keep buyers’ exemption certificates for as long as you do business with those buyers, plus four years. We’ll bill you for tax due if you don’t have completed exemption certificates for buyers you sell to tax exempt.

What the records must show

  • Gross receipts from sales and services made in Idaho, even sales that you or your customer might consider exempt from tax. If you deliver the product or service somewhere other than your place of business, you also must keep records that prove where delivery took place.
  • The identity of customers claiming an exemption, the type of exemption, and what you sold them tax exempt.
  • All deductions claimed in filing returns.
  • The total purchase price of anything bought for sale, rental, lease, or your own use.
  • The amount of sales tax collected from your customer or that you paid to a vendor.
  • Sales Tax Resale or Exemption Certificate, for all exempt buyers.
    Note: Keep buyers’ exemption certificates for as long as you do business with those buyers, plus four years. We’ll bill you for tax due if you don’t have completed exemption certificates for buyers you sell to tax exempt.

You must keep all sales and use tax records for at least four years. You should keep records for seven years if you don’t file returns.