As we wrote earlier, before preparing annual accounting (budget) statements, it is necessary to carry out . But taking an inventory is half the battle; you still need to properly document and reflect the inventory results in accounting.
In this article we will figure out how to do it correctly.
Where to display inventory results?
According to Order of the Ministry of Finance of Russia dated March 30, 2015 No. 52n The results of the inventory should be reflected in the inventory lists:
- inventory list of securities ( form 0504081 ) used for inventory of securities and other financial investments of the institution;
- inventory list of balances on cash accounts ( form 0504082 ) is intended for inventory of the institution’s funds in accounts in divisions of the Central Bank of the Russian Federation and other credit institutions;
- inventory list of debt on credits, borrowings (loans) ( form 0504083 ) it is necessary to draw up an inventory of the institution’s debt on credits, borrowings and advances;
- inventory list (matching sheet) of strict reporting forms and monetary documents ( form 0504086 ) is intended for inventory of strict reporting forms and monetary documents;
- inventory list (matching sheet) for objects of non-financial assets ( form 0504087 ) is used for inventory of non-financial asset objects: fixed assets, intangible assets, non-produced assets, inventories, property of the state (municipal) treasury and other material assets;
- inventory list of cash ( form 0504088 ) is intended for inventory of cash in the institution’s cash desk;
- inventory list of settlements with buyers, suppliers and other debtors and creditors ( form 0504089) used for inventory of receivables and payables of buyers, suppliers, other debtors and creditors (with the exception of settlements on debt obligations, for which separate inventories are compiled);
- inventory list of payments for receipts ( form 0504091 ) is used to reflect the results of an inventory of calculations of income (income receipts) to the budget.
How to register inventory results?
If discrepancies are identified during the inventory process, you need to draw up a Statement of Discrepancies ( form 0504092 ), which records established discrepancies with accounting data: shortages or surpluses for each accounting object in quantitative and monetary terms. The statement should be attached to the Inventory Results Act ( form 0504835 ).
The procedure for accounting for differences identified during inventory depends on many factors, for example:
- whether the culprits of the shortage have been identified or not;
- to what extent the shortage occurred (within the limits of the norms of natural loss or in excess of it);
- for which specific property shortages or surpluses were identified.
How to reflect surplus?
According to Instruction No. 157n , fixed assets, inventories and other unaccounted for property identified during the inventory must be taken into account. It is taken into account at the current estimated value on the date of the inventory and is included in the income of the institution for the current year.
In order to correctly reflect unaccounted for objects, you should understand the reasons for their occurrence. If the surplus was formed due to misgrading, then the surplus and shortage can be canceled due to interchangeability. If there are errors in accounting, it is necessary to correct the erroneous credentials.
If the inventory reveals unaccounted for items of non-financial assets, this should be reflected according to the decision of the head of the institution on the basis of the Inventory Results Act ( form 0504835 ) on the credit of account 040110180 “Other income” and the debit of the corresponding analytical accounts of account 010000000 “Non-financial assets”.
If, based on the results of the inventory, unaccounted for items of non-financial assets are identified, this should be reflected in the following entry: Debit of the corresponding analytical accounts of account 10000000 “Non-financial assets” - credit of account 40110180 “Other income”.
How to reflect the shortage?
Shortages of material assets discovered during the inventory are attributed to the perpetrators(clause 220 of Instruction No. 157n) . In this case, entries should be made Debit account 209 00 000 “Calculations for property damage” - Credit account 401 10 000 “Revenue of the current financial year”.
The book value of missing inventories within the limits of natural loss norms is included in the current expenses of the institution. This operation is reflected in the debit of account 0 401 20 000 “Expenses of the current financial year” (analytical account 0 401 20 272 “Consumption of inventories”) or the corresponding analytical accounts of account 0 109 00 000 “Costs for the manufacture of finished products, performance of work, services” in correspondence with account 0 105 00 000 “Inventories” (according to the corresponding analytical accounts).
The cost of missing assets in excess of the norms of natural loss is written off as a decrease in the financial result of the current financial year to the debit of account 0 401 10 000 “Income of the current financial year” (analytical account 0 401 10 172 “Income from transactions with assets”) in correspondence with account 0 105 00 000 “Inventories” (according to the corresponding analytical accounts).
If there is no natural loss rate for a particular type of value, the entire shortage is considered above the norm. In this case, the institution is obliged to recover from the culprit the amount of damage - that is, the market value of the lost property.
The amount presented for collection is reflected in the debit of account 0 209 00 000 “Calculations for property damage” (corresponding analytical accounts) and the credit of account 0 401 10 000 “Income of the current financial year” (analytical account 0 401 10 172 “Income from transactions with assets").
If the culprit of the shortage has not been identified or the court has clarified the amount being recovered, then a reverse entry is made in the accounting.
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The results of the inventory must be reflected in the accounting and reporting of the month when the inventory was completed, and for the annual inventory in the annual accounting report. Discrepancies between the actual availability of funds and accounting data identified during the inventory are regulated as follows:
Surpluses of fixed assets, material assets, cash and other property are subject to capitalization and crediting, respectively, to the financial results of the organization with the subsequent establishment of the causes of the surplus and the perpetrators;
The shortage of valuables within the limits of natural loss norms is written off by order of the head of the organization as expenses or sales expenses. Attrition rates are applied only when shortages are identified. The loss of valuables within the limits of the norms is determined after offsetting the shortages of valuables with surpluses based on re-grading;
The shortage of valuables in excess of the norms of natural loss is attributed to the guilty persons. Moreover, the shortage is withheld from the guilty persons not at accounting prices, but at market prices.
Based on the results of the inventory, the following correspondence accounts are compiled:
The surpluses identified during the inventory were capitalized:
Dt sch. 01 "Fixed assets"
Dt sch. 10 "Materials"
Dt sch. 41 "Products"
Dt sch. 43 “Finished products”
Dt sch. 50 "Cashier"
2. As a result of the inventory, a shortage was received:
K-t sch. 01 "Fixed assets"
K-t sch. 10 "Materials"
K-t sch. 41 "Products"
K-t sch. 43 “Finished products”
K-t sch. 50 "Cashier"
3. The shortage was written off within the limits of natural loss:
Dt sch. 20 "Main production"
Dt sch. 23 “Auxiliary production”
Dt sch. 25 “General production expenses”
Dt sch. 26 “General business expenses”
Dt sch. 29 “Service industries and farms”
Dt sch. 44 “Sales expenses”
4. VAT is charged on the amount of assets shortfall in excess of the norms of natural loss:
Dt sch. 94 “Shortages and losses from damage to valuables”
K-t sch. 68 “Calculations for taxes and fees”
5. The amount of the shortfall is written off to the guilty party at accounting prices including VAT:
K-t sch. 94 “Shortages and losses from damage to valuables”
6. The difference between the market and book value of the missing assets is written off to the guilty person:
Dt sch. 73 “Settlements with personnel for other operations” subaccount 2 “Settlements for compensation of material damage”
K-t sch. 98 “Deferred income” subaccount 4 “The difference between the amount to be recovered from the guilty parties and the book value for shortages of valuables”
7. The amount of the shortfall was reimbursed by the guilty party at market prices:
Dt sch. 50 "Cashier"
Dt sch. 70 “Settlements with personnel for wages”
K-t sch. 73 “Settlements with personnel for other operations” subaccount 2 “Settlements for compensation of material damage”
8. The amount of income of future periods is included in other income of the reporting period when the amount of the shortfall is repaid by the guilty person:
Dt sch. 98 “Deferred income” subaccount 4 “The difference between the amount to be recovered from the guilty parties and the book value for shortages of valuables”
K-t sch. 91 “Other income and expenses”, subaccount 1 “Other income”
9. The shortfall was written off as financial results, the culprits of which were not identified by court decision:
Dt sch. 91 “Other income and expenses”, subaccount 2 “Other expenses”
K-t sch. 94 “Shortages and losses from damage to valuables”
The inventory results are considered at a meeting of the inventory commission to identify the reasons that determined the need to make clarifying entries in the accounting registers and establish ways to regulate and reflect the inventory results in accounting. The inventory commission establishes the presence of financially responsible persons in the organization and the level of their responsibility, the reasons for shortages and surpluses. Regarding the occurrence of surpluses or shortages, the commission requires detailed explanations from financially responsible persons.
For objects that are not suitable for further operation and cannot be restored, a special inventory is drawn up indicating the time of commissioning, the reasons for unsuitability and proposals for options for their write-off.
Upon completion of the inventory, final entries are made in the book for monitoring the implementation of inventory orders, indicating:
- - date of completion of inventory according to order and actually;
- - final amounts of shortages and surpluses;
- - date of approval by management of the inventory results;
- - date of taking action on shortfalls: repayment or transfer of the case to court;
- - a note on the repayment of shortages or the posting of surpluses.
After summing up the inventory, a summary statement of its results is compiled, containing the names and numbers of accounts for which shortages and surpluses were identified, their amounts, the amounts of established loss norms and the sources of their write-off.
The meeting of the inventory commission is documented in a protocol, which records the conclusions, decisions and proposals based on the results of the inventory, checking the condition of the warehouse and ensuring the safety of inventory items. The protocol also provides information about valuables that have become unusable, indicating the reasons for the damage and the persons responsible for it. At a meeting of the inventory commission, the final inventory act is approved.
The final stage of the inventory is the reflection of its results in the accounting and reporting of the month in which the inventory was completed, and the results of the annual inventory in the annual accounting report of the organization.
Discrepancies between the actual availability of property and accounting data identified during the inventory are regulated in accordance with the Regulations on Accounting and Reporting in the Russian Federation, the Chart of Accounts for the accounting of financial and economic activities of organizations and the Instructions for its application.
The current tax legislation establishes that when calculating income tax, the value of surplus inventory items identified during inventory is classified as other income and is reflected in accounting as follows.
Surplus fixed assets, material assets and cash are reflected by posting:
DEBIT 07 "Equipment for installation"
- - 08 "Investments in non-current assets";
- - 10 Materials";
- - 11 "Animals in cultivation and fattening";
- - 15 “Procurement and acquisition of material assets”;
- - 20 "Main production";
- - 21 "Semi-finished products of own production";
- - 23 “Auxiliary production”, etc.;
LOAN 91 “Other income and expenses” (Article 250 of the Tax Code of the Russian Federation).
Shortages material assets, cash and other property, regardless of the reasons for their occurrence, are reflected by posting:
DEBIT 94 "Shortages and losses from damage to valuables";
CREDIT 01 "Fixed assets", 03 "Income-generating investments in material assets", 07 "Equipment for installation", 08 "Investments in non-current assets", 10 Materials", 11 "Animals for growing and fattening", 16 "Deviations in the cost of material valuables, 50 "Cash desk", etc.
Depending on the cause of the shortages, their amounts will be taken into account in costs, transferred to the guilty parties or written off to the financial result. Shortages within the limits of natural loss in accounting are attributed to production costs or selling expenses. For this purpose, organizations use the norms of natural loss approved by line ministries and departments and write off:
Shortages of assets within the limits of natural loss:
DEBIT 08 “Investments in non-current assets”, 20 “Main production”, 23 “Auxiliary production”, 25 “General production expenses”, 26 “General business expenses”, 29 “Servicing production and facilities”, 44 “Sales expenses”, Credit 94 “Shortages and losses from damage to valuables”, etc.
Shortages in excess of the norms of natural loss are attributed to the perpetrators or attributed to financial results. The write-off of shortages and losses in excess of the norms of natural loss, as well as the excess of the value of the missing values over the surpluses arising from re-grading, is attributed to the guilty persons:
DEBIT 73.2 “Calculations for compensation of material damage” - market value;
CREDIT 94 “Shortages and losses from damage to valuables” - book value;
LOAN 98 Deferred income" - the difference between the market and accounting value of missing and damaged material assets.
Compensation for material damage by the perpetrators is reflected in accounting as the deduction of the amount of the shortfall from the wages of the organization’s employees:
DEBIT 50 "Cash" - when depositing the amount of compensation into the organization's cash desk; 70 “Settlements with personnel for wages” - when deducting the amount of the shortfall from wages based on the application of the financially responsible person at fault;
CREDIT 73/2 "Calculations for compensation for material damage."
After repayment of the total amount of debt, the difference between the market and book value of missing and damaged material assets is written off by writing off:
DEBIT 98 "Deferred income";
CREDIT 91 “Other income and expenses” subaccount 2 “Other income”.
The amount of the shortfall is allocated to other expenses in the absence of the culprits and (or) the court refuses to collect due to the unfoundedness of the claim:
DEBIT 91 "Other income and expenses";
CREDIT 94 "Shortages and losses from damage to valuables."
Write-off of shortages and losses resulting from natural disasters:
DEBIT 99 "Other income and expenses"; CREDIT 01, 03, 07, 08, 10, 11, 50, etc.
The results of the inventory can be taken into account when preparing annual financial statements only if they are carried out no earlier than October 1 of the reporting year.
One of the main tasks of accounting is the formation of complete and reliable information about the activities of the organization and its property status.
Based on accounting data, organizations prepare interim and annual financial statements.
To ensure the reliability of accounting and reporting data, before drawing up annual financial statements, all organizations must conduct an inventory of property and liabilities (Article 12 of the Federal Law of November 21, 1996 N 129-FZ “On Accounting”, hereinafter referred to as Law N 129-FZ).
Let us remind you that before preparing annual financial statements, inventory must be carried out no earlier than October 1 of the reporting year (clause 27 of the Regulations on accounting and financial reporting in the Russian Federation, approved by Order of the Ministry of Finance of Russia dated July 29, 1998 N 34n).
The inventory can be considered completed after the data on all the property and liabilities of the organization has been entered into the inventory records. However, this is only part of the whole range of work.
The next stage will be reconciling the inventory results with accounting data, drawing up reconciliation statements and reflecting the inventory results in accounting.
The article we bring to the attention of readers will be devoted to reflecting inventory results in accounting.
If discrepancies are detected between the inventory results and the accounting data, comparison statements are drawn up using the forms INV-18 “Comparison sheet of the results of the inventory of fixed assets” and INV-19 “Comparison sheet of the results of the inventory of inventory assets”, which are approved by Resolution of the State Statistics Committee of Russia dated August 18, 1998 N 88 .
Generalized data of the results of all inventories carried out in the reporting year are reflected in the Statement of Accounting of the results identified by the inventory in the INV-26 form, approved by Resolution of the State Statistics Committee of Russia dated March 27, 2000 N 26.
As a general rule, the results of the inventory must be reflected in the accounting and reporting of the month in which the inventory was completed, and when conducting an annual inventory, they must be reflected in the annual accounting report, i.e. identified surpluses or shortages must be reflected in accounting entries for December of the reporting year (clause 5.5 of the Guidelines for inventory of property and financial liabilities, approved by Order of the Ministry of Finance of Russia dated June 13, 1995 N 49, hereinafter referred to as Guidelines for Inventory).
REFLECTION IN ACCOUNTING OF SURPLUS
There are cases when inventory reveals surpluses, i.e. the excess of the actual amount of property over the accounting data. This situation is possible, for example, when previously unaccounted for property is discovered.
Identified surpluses of fixed assets, material assets, cash and other property in accordance with clause 3 of Art. 12 of Law N 129-FZ (as well as in accordance with clause 5.1 of the Methodological Instructions for Inventory) are subject to capitalization and crediting to financial results.
When identifying surpluses, the organization may have questions about the procedure for reflecting them as part of income and about determining the cost at which “excess” values must be capitalized.
The answer to the first question is contained in paragraph 77 of the Methodological Recommendations on the procedure for generating indicators of an organization’s financial statements, approved by Order of the Ministry of Finance of Russia dated June 28, 2000 N 60n. According to this paragraph, property that turns out to be in surplus as a result of the inventory is accepted for accounting under the item “Non-operating income” as part of other income.
The question of determining the cost of capitalization of valuables often arises due to the fact that clause 4.1 of the Methodological Instructions for Inventory provides for the reflection of the amount of surplus and shortage of inventory items in the matching statements in accordance with their assessment in accounting.
However, more recent regulations indicate that surplus property identified during inventory should be capitalized at market prices.
Thus, in paragraph 29 of the Methodological guidelines for accounting of inventories, approved by Order of the Ministry of Finance of Russia dated December 28, 2001 N 119n, and in paragraph 34 of the Methodological guidelines for accounting of fixed assets, approved by Order of the Ministry of Finance of Russia dated July 20, 1998 N 33n , sets out the requirement to accept for accounting accounting surplus material assets discovered during inventory at market value.
It should be noted that the amounts capitalized based on the results of the inventory of surplus material assets when calculating income tax are also subject to inclusion in non-operating income (clause 20 of Article 250 of the Tax Code of the Russian Federation).
At the same time, paragraph 5 of Art. 274 of the Tax Code of the Russian Federation provides that non-operating income received in kind, when determining the tax base, is taken into account taking into account the provisions of Art. 40 Tax Code of the Russian Federation.
Thus, the surpluses identified during the inventory are accounted for in accounting at market value by debiting the corresponding account for material assets and crediting account 91 “Other income and expenses”, subaccount 91-1 “Other income”.
When capitalizing fixed assets that turned out to be surplus during inventory, we should use, in our opinion, account 08 “Investments in non-current assets”.
This follows from the Instructions for the application of the Chart of Accounts for accounting the financial and economic activities of organizations, approved by Order of the Ministry of Finance of Russia dated October 31, 2000 N 94n.
According to this Instruction, the acceptance of fixed assets for accounting is reflected in the debit of account 01 “Fixed assets” in correspondence with account 08 “Investments in non-current assets”. At the same time, from the description of account 08 it follows that it is intended to summarize information about the organization’s expenses into objects that will subsequently be accepted for accounting as fixed assets.
In addition, in the lists of acceptable account correspondence given in the account descriptions, only the debit of account 08 corresponds with the credit of account 91 “Other income and expenses”.
Consequently, fixed assets found to be in surplus according to the inventory results are included in the accounting records as follows:
1. Debit account 08 "Investments in non-current assets" Credit account 91 "Other income and expenses", subaccount 91-1 "Other income"
- fixed assets are capitalized at market value.
2. Debit account 01 “Fixed assets” Credit account 08 “Investments in non-current assets”
- the fixed asset accepted for operation and registered in the prescribed manner is capitalized at the finalized initial cost.
REFLECTION IN ACCOUNTING SHORTAGES
Much more often than surpluses, shortages are identified during inventories.
The procedure for reflecting shortages in accounting is determined by clause 3 of Art. 12 of Law N 129-FZ and clause 28 of the Regulations on accounting and financial reporting.
These documents provide for the write-off of property shortages within the limits of natural loss norms for production or distribution costs, and in excess of the norms - at the expense of the guilty parties. In cases where the perpetrators have not been identified or the court has refused to recover damages from them, losses from the shortage of property are written off to financial results.
According to clause 5.4 of the Methodological Instructions for Inventory, proposals to regulate all discrepancies between the actual availability of valuables and accounting data identified during the inventory are submitted for consideration to the head of the organization. The final decision on writing off shortfalls to the financial results or to the accounts of the guilty parties is made by the head of the organization.
As we can see, the reflection in the accounting of shortages of valuables depends on the magnitude of the shortage of specific property of the organization, on whether there are established norms of natural loss for this type of property, and whether specific culprits have been identified.
In accordance with the Instructions for using the Chart of Accounts, common to all cases will be the initial reflection of the identified shortfalls in account 94 “Shortages and losses from damage to valuables.”
Based on the matching statements and depending on which account the missing property was accounted for, entries are made in the accounting records to debit account 94 “Shortages and losses from damage to valuables” in correspondence with the accounts accounting for them (for example, 01 “Fixed assets”, 10 "Materials", 41 "Goods", 43 "Finished products", etc.).
Missing inventory items are reflected at actual cost, and fixed assets - at residual cost.
REFLECTION OF SHORTAGES WITHIN NATURAL LOSS
As we have already noted, the write-off of identified shortages of inventory items within the limits of natural loss norms is carried out for production or distribution costs.
Please note that the application of norms of natural loss is possible only if such norms are approved by regulations of the relevant ministries and departments (for example, Norms of natural loss of medicines and medical products in pharmacy organizations, regardless of the legal form and form of ownership, approved Order of the Ministry of Health of Russia dated July 20, 2001 N 284). In the absence of approved Norms of natural loss, the shortage identified during the inventory is considered as a loss in excess of the norms and must be attributed to the guilty persons in full.
The amounts of shortages initially recorded on account 94 “Shortages and losses from damage to valuables”, within the limits of natural loss, are written off at actual cost to the debit of production cost (selling expenses) accounts, for example, to the debit of accounts 20 “Main production”, 23 “Auxiliary production”, 25 “General production expenses”, 26 “General business expenses”, 29 “Servicing production and facilities”, 44 “Sales expenses”.
EXAMPLE 1 As a result of an inventory in the prescription and production department of a pharmacy, a shortage of ethyl alcohol in the amount of 150 ml was revealed in the amount of 75 rubles.
The shortage resulted from the individual production of medicines.
In accordance with Order of the Ministry of Health of Russia dated July 20, 2001 N 284, the rate of natural loss is set at 1.9% of the amount of alcohol sold during the inter-inventory period.
To determine the amount of alcohol to be written off as production or distribution costs, it is necessary to make the following calculation:
1. From the previous inventory to the current one, 10 liters of alcohol were used for the manufacture of medicines.
2. Determine the amount of alcohol that can be written off as costs: 10 l x 1.9% = 0.190 l.
As we can see from the calculation, a shortage of 150 ml of alcohol in full can be attributed to costs.
The following entry must be made in accounting:
Debit 20 (44) Credit 94
- 75 rub. - written off as expenses.
The application of natural loss standards in accounting and for tax purposes in 2002 differs significantly.
This difference is due to the entry into force of Chapter 25 “organizational profit tax” of the Tax Code of the Russian Federation on January 1, 2002.
Subclause 2 of clause 7 of Art. 254 of the Tax Code of the Russian Federation provides that losses from shortages and (or) damage during storage and transportation of inventory items within the limits of natural loss norms are equated to material costs. However, the same subparagraph makes a reservation that such norms must be approved in the manner established by the Government of the Russian Federation.
The Ministry of Finance of Russia, in response to a taxpayer’s question by letter dated 02.28.02 N 04-02-06/1/35, explained that the norms for the natural loss of inventory during their sale, storage and transportation, approved by regulations of the relevant ministries and departments and in force until On January 1, 2002, due to the entry into force of Chapter 25 of the Tax Code of the Russian Federation, they were declared invalid.
Before the Government of the Russian Federation approves the procedure for coordinating, approving, revising and applying the norms of natural loss in terms of losses from shortages and (or) damage during storage and transportation of inventory items by sector of the economy, the costs associated with such losses of inventory items within the limits of the norms of natural losses cannot be equated to material costs for tax purposes and must be written off from the profit remaining at the disposal of the organization after taxation.
The procedure for approving norms of natural loss during storage and transportation of inventory items in accordance with Art. 254 of the Tax Code of the Russian Federation was established only on November 12, 2002 by Decree of the Government of the Russian Federation N 814.
Moreover, clause 5 of this Resolution asked the federal executive authorities to approve these norms before January 1, 2003.
Thus, throughout 2002, according to the Russian Ministry of Finance and the Russian Tax Ministry, which joined it, for tax purposes, all norms of natural loss previously approved by ministries and departments are not applied.
COMPENSATION OF DEFECTS AT THE EXPENSE OF GUILTY PERSONS
The amounts of shortages identified during the inventory in excess of the norms of natural loss, as well as in the absence of norms approved in the established manner, are attributed to the guilty persons.
In accordance with the Instructions for the use of the Chart of Accounts, amounts to be recovered from the guilty employee are reflected in the organization’s accounting records as the debit of account 73 “Settlements with personnel for other operations”, subaccount 73-2 “Calculations for compensation of material damage”, in correspondence with the loan Account 94 "Shortages and losses from damage to valuables."
Amounts withheld from the employee’s salary to compensate for shortfalls are reflected in the credit of subaccount 73-2 “Calculations for compensation of material damage” in correspondence with the debit of account 70 “Settlements with personnel for wages”.
Please note that the amounts of value added tax on missing property are subject to restoration (if they were previously claimed for deduction) and are also subject to recovery from the guilty parties.
This conclusion, in our opinion, follows from the wording of paragraph 2 of Art. 171 of the Tax Code of the Russian Federation, which determines that VAT amounts on goods purchased to carry out transactions recognized as objects of taxation are subject to deductions. In the event of a shortage, such property can no longer be used to carry out taxable transactions, therefore VAT is subject to restoration.
EXAMPLE 2 As a result of an inventory at the organization's warehouse, a shortage of A3 writing paper in the amount of 8 packs in the amount of 1,600 rubles was identified. (at discount prices).
By order of the manager, there was a shortage totaling 1920 rubles. (1600 rubles + (1600 rubles x 20%)), initially recorded on account 94 “Shortages and losses from damage to valuables”, was attributed to the guilty party - the storekeeper, who compensates for the shortage on a voluntary basis. The amount of the shortfall was withheld from his salary.
1. Debit 73-2 Credit 94
- 1920 rub. - the shortage is written off to the guilty person.
2. Debit 70 Credit 73-2
- 1920 rub.
When arranging compensation for property shortages at the expense of the guilty parties, it is also necessary to be guided by the provisions of the Labor Code of the Russian Federation.
Yes, Art. 238 of the Labor Code of the Russian Federation establishes the employee’s obligation to compensate for direct actual damage caused to the employer.
The employee bears financial responsibility both for direct actual damage directly caused by him to the employer, and for damage incurred by the employer as a result of compensation for damage to other persons.
According to the general rule provided for in Art. 241 of the Labor Code of the Russian Federation, for damage caused, the employee bears financial liability within the limits of his average monthly earnings. However, in cases provided for by the Labor Code of the Russian Federation or other federal laws, the employee may be held financially liable in the full amount of damage caused.
Cases of imposing on employees the obligation to compensate for damage caused in full are provided for in Art. 243 Labor Code of the Russian Federation.
Compensation for damage in full is provided, for example, in cases where, in accordance with the Labor Code of the Russian Federation or federal laws, an employee is assigned financial liability in full for damage caused to the employer during the performance of his job duties, in the event of a shortage of valuables entrusted to him on the basis of a special written agreement or received by him under a one-time document, in case of intentional damage, in case of damage caused in a state of alcohol, drug or toxic intoxication, in case of damage caused as a result of criminal actions established by a court verdict, in case of damage caused as a result of an administrative violation, if such is established by the relevant government body, as a result of the disclosure of information constituting a secret protected by law (official, commercial or other), in cases provided for by federal laws, as well as in the event of damage caused while the employee is not performing his job duties.
The amount of damage for loss or damage to property must correspond to actual losses based on market prices prevailing in the area on the day the damage was caused, but cannot be lower than the cost of the lost property according to accounting data (including wear and tear) (Article 246 of the Labor Code of the Russian Federation).
When collecting amounts of damage caused by a shortage of property, it is also necessary to take into account the provisions of Art. 248 Labor Code of the Russian Federation.
Recovery of an amount of damage in the amount of no more than the average monthly salary may be made by order of the employer. In this case, such an order must be made no later than one month from the date of final determination of the amount of damage.
If this period has expired or the employee does not agree to voluntarily compensate for the damage caused, and the amount of damage caused to be recovered from the employee exceeds his average monthly earnings, then recovery is carried out in court.
The employee may voluntarily compensate for the shortfall in whole or in part. By agreement of the parties, compensation for damage by installments is also allowed. In this case, the employee must give a written undertaking to compensate for damages, indicating specific payment terms. Upon dismissal of such an employee, if he refuses to compensate for the damage caused, the outstanding debt is collected in court.
In addition, Art. 138 of the Labor Code of the Russian Federation limits the total amount of all deductions for each payment of wages: deductions cannot exceed 20%, and when deducting from wages under several executive documents, the employee must retain 50% of his earnings.
WRITTEN OFF DEFICIENCIES IN THE ABSENCE OF GUILTY PERSONS
Law N 129-FZ provides for the write-off of losses from a shortage of property on the financial results of an organization in cases where the perpetrators have not been identified or the court has refused to recover losses from them.
In such cases, according to the Methodological Instructions for Inventory, in the documents submitted to formalize the write-off of shortages of valuables, there must be decisions of the investigative authorities confirming the absence of the guilty persons, or there must be a court refusal to recover damages from the guilty persons.
In accounting, on the basis of the specified documents, the amounts of shortages initially recorded in account 94 “Shortages and losses from damage to valuables” are written off to the debit of account 91 “Other income and expenses”, subaccount 91-2 “Other expenses”.
If there is documentary confirmation of the absence of guilty persons by the relevant body, such losses are recognized as non-operating expenses when calculating income tax (subclause 5, clause 2, article 265 of the Tax Code of the Russian Federation).
At the same time, in accordance with Art. 240 of the Labor Code of the Russian Federation, the employer has the right, taking into account the specific circumstances in which the damage was caused, to fully or partially refuse to recover it from the guilty employee.
If the employer refused to collect the shortfall from the employee, then in this case, when calculating income tax, the write-off amounts of the shortfall will be attributed to the organization’s retained earnings after payment of income tax.
SETTING OFF SHORTAGES WITH SURPLUS (REGRADING)
When conducting an inventory, there may be cases of simultaneous identification of surpluses and shortages from the same responsible person.
In such cases, according to clause 5.3 of the Methodological Instructions for Inventory, mutual offset of surpluses and shortages as a result of regrading is provided. Such offset is possible only as an exception for the same audited period, with the same responsible person, in relation to values of the same name and in identical quantities.
The decision to offset shortages with surpluses is made by the head of the organization on the basis of proposals presented to him by the chairman of the inventory commission and explanations of the responsible person about the reasons for the misgrading.
It is possible that when deficiencies are offset by surpluses, there will be more missing values than values found in surpluses. In this case, the difference not covered by the excess is attributed to the guilty parties.
EXAMPLE 3 As a result of an inventory at the organization’s warehouse, a shortage of “MegaCopy” paper was identified in the amount of 8 packs at a price of 150 rubles. for a total amount of 1200 rubles. and a surplus of 5 packs of “SvetoCopy” paper at a price of 130 rubles. for a total amount of 650 rubles. (at discount prices).
By order of the manager, the shortages were offset with surpluses, and the shortage remaining after offset is attributed to the guilty person - the storekeeper, who agreed to compensate the shortage voluntarily. The amount of the shortfall is deducted from his salary.
As a result of offsetting the shortage of 5 reams of paper at a price of 150 rubles. surplus 5 packs of paper at a price of 130 rubles. the excess of the accounting value of the missing paper over the value of the surplus was determined in the amount of 100 rubles. (5 packs x (150 rubles - 130 rubles)), which is attributed to the guilty person.
Final shortage of paper in the amount of 3 packs for a total amount of 450 rubles. (3 packs x 150 rubles) also applies to the guilty person.
The following entries must be made in accounting:
2. Debit 94 Credit 10 - 450 rub.
- the shortage of paper is reflected after offset by its surplus.
3. Debit 94 Credit 68 - 110 rub.
- VAT has been restored from the total amount of the shortfall
4. Debit 73-2 Credit 94 - 660 rub.
5. Debit 70 Credit 73-2 - 660 rub.
- deducted from wages to cover the shortfall.
A situation is possible when there will be more valuables in surplus than there are missing ones. In this case, the remaining surplus (after offset) values are accounted for and their value is included in non-operating income at market value according to the same rules as given earlier.
EXAMPLE 4 Let's change the conditions of example 3.
As a result of the inventory at the organization's warehouse, a shortage of MegaCopy paper was identified in the amount of 5 packs at a price of 150 rubles. for a total amount of 750 rubles. and a surplus of 8 packs of “SvetoCopy” paper at a price of 130 rubles. for a total amount of 1040 rubles. (at discount prices).
By order of the manager, shortages are offset with surpluses. In this case, the final surplus is accounted for at the market price - 135 rubles.
As a result of offsetting the shortage of 5 reams of paper at a price of 150 rubles. surplus 5 packs of paper at a price of 130 rubles. the excess of the accounting value of the missing paper over the value of the surplus was determined in the amount of 100 rubles. (5 packs x (150 rubles - 130 rubles)), which is to be attributed to the guilty person.
The final surplus of paper in the amount of 3 packs for a total amount of 405 rubles. (3 packs x 135 rub.) subject to capitalization.
The following entries must be made in accounting:
1. Debit 94 Credit 10 - 100 rub.
- the excess of the cost of the missing paper over the book value of its surplus is reflected.
2. Debit 10 Credit 91-1 - 405 rub.
- final surpluses are capitalized.
3. Debit 73-2 Credit 94 - 100 rub.
- the shortage is attributed to the person at fault.
4. Debit 70 Credit 73-2 - 100 rub.
- deducted from wages to cover the shortfall.
I. CHVYKOV,
AKDI "Economics and Life"
An important stage in conducting an inventory in a company is summing up its results, drawing up a final act, and then reflecting the results of this procedure in accounting documents. Let's talk about this in more detail.
Meeting of the inventory commission
Let us recall that mandatory inventory is established by the legislation of our country, in particular by articles of Federal Law No. 402-FZ “On Accounting”, the Regulations on Accounting and Financial Reporting in the Russian Federation, approved by Order of the Ministry of Finance of Russia No. 34n, and the procedure for conducting an inventory of property and financial The obligations of the organization and the formalization of its results are defined in the Methodological Instructions approved by Order of the Ministry of Finance of Russia No. 49. Unified forms of documents for processing inventory results were approved by Resolutions of the State Statistics Committee of Russia No. 88 and No. 26. Using all these documents, the taxpayer, as well as the company’s accountant, will be able to draw up all the documentation necessary as part of the inventory process correctly and within the framework of current legislation.
An important stage of the inventory is, of course, summing up its results. If it is not possible to use electronic programs for maintaining inventory records, the results are analyzed by an accountant or the management of the enterprise by filling out primary accounting documents. These include the “Comparison statement of the results of the inventory of inventory items” in the form INV-19. This document is used by accountants to reflect inventory results that reveal deviations from accounting data. The INV-19 form is filled out based on the inventory of the actual availability of valuables in the form INV-3, which was filled out by members of the inventory commission during the accounting procedure. One of the copies of this completed INV-3 form is transferred to the accounting department.
The final inventory data in the reporting period, after their reconciliation with accounting data, is summarized in a statement in the form INV-26“Record of results identified by inventory.” This statement is drawn up in two copies - one is given to the head of the company for review, and the second remains in the accounting department. Data is entered into each of the ten columns of the table in this statement; the seals and signatures of the accountant must be affixed to each sheet of the statement.
After all documents in form INV-19 and INV-26 are filled out by accounting employees, and this should happen no later than two days after the inventory, it is necessary to hold a meeting on the results of the procedure. It involves financially responsible persons, members and the chairman of the inventory commission. At the meeting, all discrepancies identified as a result of comparing the actual availability of inventory and accounting documents should be analyzed. Meeting participants should propose ways to resolve discrepancies, if any. Also during the meeting, decisions can be made to improve the quality of warehouse operations and the safety of inventory items.
According to experts, it is best to formalize the results of the meeting in minutes - it is necessary to record all the results, conclusions, proposals and decisions of the inventory commission. Information about discounted goods, damaged property, mis-grading and reasons for damage, as well as a list of persons involved in this, are also included in the protocol. At the meeting, a decision is made on the amount of responsibility of the financially responsible persons; if shortages were identified during the inventory process, then options should be proposed for reflecting them in the company’s accounting records. In other words, the minutes of a meeting of inventory commissions is a kind of summary document that confirms and summarizes the results of the commission’s work, recording conclusions and decisions, and this document should be drawn up not only in case of discrepancies between the data in accounting documents and the actual data on the availability of inventory items. Also at the meeting, an act on the results of the inventory must be approved.
Inventory results report
The unified form of the Inventory Results Act was approved by Order of the Ministry of Finance of the Russian Federation No. 173-n. This organization document is approved by the manager. In separate columns of the act, the name of the enterprise, the position and name of the financially responsible person of the company are entered, as well as data on the composition of the inventory commission, which was appointed by order. The act contains the following wording: “The commission consisting of (position, surname, initials), appointed by order dated (date, order number), drew up this act in that during the period (date of the inspection) an inventory was carried out (what exactly was checked: non-financial assets, settlements, inventory items) held in custody by (position, full name, financially responsible person). Based on the inventory records (matching sheets) No. (numbers of documents, dates of their compilation), a Statement of Discrepancies was compiled and the following was established (the following are the results of the meeting of the inventory commission). A list of discrepancies based on the inventory results (number, date, number of sheets) is attached.” Next, all members and the chairman of the inventory commission put their signatures on the document.
But, according to experts, today the preparation of this act on the results of the inventory is not mandatory - the decision on the need to create it is made by the head of the organization.
Accounting for inventory results
All surpluses of goods, shortages, as well as other discrepancies between the actual availability of property and accounting data, dumped during the inventory, must be reflected in the accounting accounts - the procedure for their reflection is regulated by special regulatory documents.
Thus, according to Order of the Ministry of Finance of the Russian Federation N34n “On approval of the Regulations on maintaining accounting and financial statements in the Russian Federation”, surplus property identified during the inventory is accounted for at market value on the date of the inventory and the corresponding amount is credited to the financial results of the company or to increase in income if the organization is non-profit.
If it is proven that the shortage of property and its damage occurred within the limits of natural loss, then in accounting the shortage is attributed to production or distribution costs - that is, the expenses of the organization. If it is proven that the shortage or damage to property occurred in excess of the norms of natural loss, then compensation for the amounts must be at the expense of the guilty persons. If the perpetrators are not identified or the court refuses to recover damages from them, then losses from the shortage of property and its damage are written off to the financial results of the enterprise or an increase in expenses for a non-profit organization.
It should be noted that surplus property will also subsequently be taxable income of the organization, and, therefore, it will be necessary to pay income tax on it.
The surpluses that were identified during the inventory process must be reflected in the accounting records under the “Other income” account. In the debit of the corresponding inventory account, they will be recorded as 01 “Fixed assets”, 10 “Materials”, 41 “goods”, 43 “Finished products”, 50 “Cash” and in the credit of account 91-1 “Other income”.
Shortages of material assets are written off to account 94 “Shortages and losses from damage to valuables” at the actual cost, and for partially damaged materials - in the amount of determined losses. An accounting entry is made for the amount of shortages and damage to valuables: debit 94 “Shortages and losses from damage to valuables” credit 10 “Materials”. Write-off of shortages within the limits of natural norms is reflected by the following entries: debit 26 “General business expenses”, 44 “Sales expenses” credit 94 “Shortages and losses from damage to valuables”.
Note
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In general, an inventory helps to check the correctness of accounting in a company, its completeness and reliability. In other words, inventory is a kind of “indicator” of the quality of work of all departments of the organization and its individual employees - accountants, financially responsible persons, security guards, cashiers, etc.
