Document note only. Field Ledger is not a tax firm, cloud reseller, dental office, or insurer. Read your own form and confirm it with the preparer, billing desk, carrier, or another licensed professional.
This per-wallet basis folder organizes transaction records for identical crypto coins held across two separate applications. It eliminates costly mismatches between self-custody wallet holdings and custodial exchange app holdings for assets that share a ticker symbol but may have different underlying contract addresses, standardizing record-keeping for crypto tax substantiation. All contents align with general record-keeping requirements for digital asset reporting, though users should confirm all entries with their licensed tax preparer before submitting any official filings. Field Ledger templates are compatible with this folder structure for users who prefer preformatted log sheets.
Per-wallet basis folder labeled dividers for same-coin cross-app records
Each folder uses four pre-labeled dividers to group records by type, with dedicated slots for the printed per-wallet basis card that serves as the master reference for the asset across both apps. The first divider is labeled “App A Holding Proof” and holds quarterly balance screenshots, full account ID records, public wallet address confirmations, and annual transaction exports from the first application holding the coin. The second divider is labeled “App B Holding Proof” and holds identical supporting records for the second application, plus a signed confirmation note linking the two accounts as owned by the same taxpayer if one app is custodial and the other is self-custody. The third divider is labeled “Cross-App Transfer Receipts” and holds all block explorer confirmations and transaction receipts for assets moved between the two apps. The fourth divider is labeled “Tax Reporting Workpapers” and holds draft filings, preparer notes, and final submission confirmations for all tax years the asset is held across both apps. Each divider includes a front pocket for physical printouts and a standardized tag for digital folder versions, so users can easily switch between physical and digital record-keeping systems without reformatting records.
Cross-app coin matching column entries for linked per-wallet holdings
This section is printed directly on the front of the per-wallet basis card, with standardized columns to confirm the same exact asset is being tracked across both applications, eliminating mix-ups with wrapped tokens, forked assets, or variant coins that share a ticker but have different tax reporting requirements. All entries must be sourced directly from the application’s native export tool or public block explorer, not third-party price trackers, to ensure alignment with official transaction records. The full column structure for the per-wallet basis card is below:
| Column ID | Field Description | App A Entry Requirement | App B Entry Requirement | Verification Checkbox |
|---|---|---|---|---|
| 01 | Common Coin Ticker & Official Contract Address | Exact ERC-20, SPL, or native chain contract address pulled directly from App A’s embedded block explorer link | Matched contract address confirmed via App B’s official asset listing page and block explorer lookup | [ ] Addresses are 100% identical, no variant asset mismatch |
| 02 | Wallet/Account Unique Identifier | Full untruncated public wallet address (for self-custody) or user account ID + linked deposit address (for custodial apps) | Full untruncated public wallet address or user account ID, plus cross-reference note if the address is explicitly linked to App A for transfer purposes | [ ] Identifiers logged with no partial redaction or missing characters |
| 03 | Date of First Holding for Tax Year | UTC timestamp of the first deposit, purchase, or reward receipt of the coin in App A for the reporting tax year | UTC timestamp of the first deposit, purchase, or reward receipt of the coin in App B for the reporting tax year | [ ] Timestamps match imported blockchain transaction records for both apps |
| 04 | Opening Balance (Tax Year Start) | Exact coin quantity (to 8 decimal places) held in App A at 12:00 AM UTC on January 1 of the reporting tax year | Exact coin quantity (to 8 decimal places) held in App B at 12:00 AM UTC on January 1 of the reporting tax year | [ ] Sum of opening balances matches total reported holdings from prior year tax filings |
| 05 | Cost Basis per Initial Lot | Total USD value paid for all opening balance lots, inclusive of all trading or deposit fees assessed by App A | Total USD value paid for all opening balance lots, inclusive of all trading or deposit fees assessed by App B | [ ] Cost basis values match supporting trade receipts for all initial lots held across both apps |
Users complete this section before logging any transaction records for the tax year, to ensure no mismatched assets are included in later reconciliation steps. Any discrepancies in contract address or holding dates must be resolved before proceeding, as misclassified assets can lead to errors in tax reporting.
Dual app reconciliation box fields for overlapping coin balance tracking
The back of the per-wallet basis card includes three pre-formatted reconciliation boxes that are updated monthly to track current holdings across both apps, eliminating double-counting of assets that are in transit between the two platforms. The first box is the Monthly Total Holdings Box, which requires users to list the current balance of the coin in App A, the current balance in App B, and subtract any pending cross-app transfers that have been sent from one app but not yet confirmed in the other, to produce an accurate total held across both platforms. The second box is the Cost Basis Tracking Box, which lists the cumulative cost basis across all lots held in both apps, updated with each new purchase, sale, or reward receipt to maintain a running total for tax reporting reference. The third box is the Discrepancy Resolution Box, which is used to log any mismatches between app-reported balances and blockchain-derived balances, with space to record the date the discrepancy was identified, the root cause (e.g., pending withdrawal, unconfirmed staking reward, missing transaction import), and the date the issue was fully resolved. Illustrative example: a user sends 0.25 ETH from App A to App B on March 30, and the transaction is confirmed on the Ethereum blockchain on April 2, so the March reconciliation subtracts 0.25 ETH from the total balance to avoid counting the asset in both apps during the March snapshot. All reconciliation entries must be signed and dated by the record keeper to create a clear audit trail for tax preparers.
Transaction timestamp log sheet tabs for same-coin cross-app transfers
Behind each app divider, three tabbed log sheets track all cross-app transfers of the coin, to document that transfers are between accounts owned by the same taxpayer and not taxable disposition events. The first tab is labeled “Sent Transfers” and logs all transfers of the coin sent from the corresponding app to the other linked app, with required fields for send timestamp (UTC), transaction hash, quantity of coins transferred, fees paid, and a unique reference ID that links to the matching entry in the other app’s received transfer log. The second tab is labeled “Received Transfers” and logs all transfers of the coin received from the linked app, with matching fields for receive timestamp (UTC), transaction hash, quantity received, and the corresponding reference ID from the sending app’s log. The third tab is labeled “Internal Transfer Reconciliation” and is updated monthly to match all sent and received entries, confirming that no transfers are unaccounted for or incorrectly classified as third-party dispositions. Users attach a PDF or printed screenshot of the block explorer confirmation for each transfer to the corresponding log entry, to provide immutable proof of the transfer’s destination for tax auditors. Any transfers sent to an address not linked to the other tracked app must be logged separately as a disposition event, with supporting documentation provided to the user’s tax preparer for appropriate reporting.
Annual holdings summary note attachments for cross-app same coin documentation
At the end of each tax year, a one-page annual holdings summary note is compiled and attached to the front of the folder, alongside the completed per-wallet basis card, to streamline tax reporting and reduce the risk of unlinked holdings being misreported. The summary includes total number of cross-app transfers during the tax year, total opening balance across both apps, total closing balance across both apps, cumulative cost basis across all lots, total quantity of coins disposed of (if any) during the year, and a signed statement confirming that all logged cross-app transfers are between wallets or accounts owned by the same taxpayer. This summary is provided to the user’s tax preparer along with all transaction exports from both apps, to reduce the time required to reconcile holdings across platforms. Users retain a copy of the annual summary for a minimum of seven years, per standard tax record retention guidelines, and confirm all details with their licensed tax preparer before including them in any official tax filing. Field Ledger summary templates can be used to compile this note, but users should verify all data against original transaction records to ensure full accuracy.
Before adding any new transaction entries to your per-wallet basis folder, cross-verify the contract address of the coin in both apps to confirm you are tracking the same asset, and mark the corresponding verification checkbox on your per-wallet basis card.
Filed by Field Ledger.