At the end of the fiscal year of a company, One of the crucial steps in the accounting process is the legalization of accounting books in the Mercantile Registry, within four months after the end of the fiscal year. This procedure ensures the validity and integrity of the company's financial records, And it is a fundamental aspect for compliance with commercial obligations.

Accounting books are legalized so that accounting notes cannot be altered after legalization, So its value is probative to court or public bodies.

What books should be legalized?

All entrepreneurs are obliged to carry and legalize the following books in the Mercantile Registry:

  1. Inventory Book and Annual Accounts: Document the financial statements and company inventory (Art. 25 of the Commercial Code).
  2. Daily book: Record all the daily operations of the company (Art. 25 of the Commercial Code).
  3. Minute book: Includes the minutes of the general meetings and the collegiate bodies of society (Art. 26 of the Commercial Code and Art. 106 OF THE REGISTRY OF THE MERCANTIL REGISTRY).
  4. Book of registration of nominative actions: Exclusive to corporations.
  5. Partners Registration Book: Exclusive to limited societies (Art. 27 y 28 of the Commercial Code).
  6. Contract registration book: Applicable only to solery societies (Art. 16 of the Capital Societies Law).

How to legalize telematically accounting books?

According to the law 14/2013 of 27 September, known as the “Entrepreneurs Law”, The legalization of books should be done in electronic format. To do this, Follow these steps:

  1. Digital certificate: Be sure to have a valid digital certificate.
  2. USO de la Platform legal: Access the telematic legalization system through the College of Registrars page, using your certificate.
  3. Data filled: Complete the required information and follow the indications of the Aid Manual available on the platform.
  4. Reception of accreditation: After the presentation, You will receive a telematic confirmation of legalization or, failing that, A notice that the presentation has been qualified as defective.

What happens if books are not legalized or is done out of time?

What happens if books are not legalized or is done out of time?

Although the lack of legalization of books does not cause direct sanctions, It is advisable to meet this obligation to avoid possible legal problems in the future. In case of not legalizing books within the established period, The registrar will write it down in the diligence of the book and in the corresponding seat, But the company will not face automatic sanctions, unless the books are required in a litigation.

If you have any questions or need commercial documents advice, Do not hesitate to contact the experts of Vázquez and Manchón