How often is an inventory of fixed assets carried out? How and by whom an inventory is carried out at the enterprise
The procedure for conducting an inventory of fixed assets is strictly regulated. How often does an OS inventory take place, what is its detailed procedure, what documents should be drawn up, what entries should be made in accounting based on the results of the check, and also what punishment will follow if unaccounted objects pop up - read the article below.
What is inventory?
Inventory is one of the procedures for controlling the safety of the company's property. Its essence is in comparing the actual availability of valuables (money, equipment, buildings, as well as obligations) with accounting data.
The procedure for conducting an inventory of fixed assets is regulated by the following legislative acts:
- methodological guidelines for the inventory of property and financial obligations (Order of the Ministry of Finance dated June 13, 1995 No. 49);
- regulation on accounting and bookkeeping in the Russian Federation (order of the Ministry of Finance dated July 29, 1998 No. 34n);
- Law "On Accounting" dated 06.12.2011 No. 402-FZ.
The company should conduct an inventory not only on its own property, but also on the deposited or rented. The inventory is carried out at the location of the property and in the presence of a financially responsible person or the head of the team, if we are talking about collective liability.
How often should an inventory be carried out?
An inventory of fixed assets should be carried out at least 1 time in 3 years, and library funds at least 1 time in 5 years (clause 1.5 of the Guidelines for the inventory of property and financial obligations).
The exact timing of the inventory is determined by the company independently. As a rule, an inventory of fixed assets is carried out before annual reporting. However, the legislation establishes cases in which the company is obliged to conduct an inventory:
- transfer of property for rent;
- reorganization;
- liquidation;
- sale of property;
- change of financially responsible persons or the head of the team (as well as at the request of members of the team or upon leaving the team more than half of its participants - for participants in the collective responsibility agreement);
- establishing the facts of theft, abuse, damage to property;
- before compiling the financial statements for the year;
- emergencies.
We will study the procedure for conducting an inventory of fixed assets.
How an inventory of fixed assets is carried out: the main stages and necessary accounting documents
The procedure for the inventory of fixed assets is established by the head of the company in accordance with applicable law.
There are 3 main stages of the inventory:
1. An inventory commission must be created in the organization, the composition of which the head of the company approves in the order for the inventory by form INV-22 .
The inventory commission should include accountants, OS specialists, company management. The absence of at least one member of the commission is unacceptable - only with a 100% turnout of all participants in the inventory, the procedure is considered to have taken place. In addition to the composition of the commission, INV-22 records the timing of the inventory, the reasons for and objects of verification.
All inventories conducted by the company must be recorded in the journal according to form INV-23 .
Before the start of the inventory, members of the commission receive relevant documents on the company's fixed assets. They are marked “before inventory on ____ (date)”. Financially responsible persons confirm in writing that by the beginning of the procedure, all documents for the fixed assets were transferred to the commission.
In addition to accounting documents on OS, the commission checks:
- information that confirms the company's ownership of buildings;
- registration certificates and other technical documentation;
- registers of analytical accounting;
- availability of documents for natural resources objects owned by the company.
2. The commission, during the inventory, inspects the fixed assets and fixes in the inventory by form INV-1 OS name, purpose, inventory numbers and key indicators of the object.
For vehicles and equipment, the inventory must indicate the serial number in accordance with the manufacturer's data sheet, year of manufacture, purpose, power.
The same type of fixed assets, which entered the organization at the same time and are recorded on the inventory card of group accounting, are indicated in the inventory by name with an indication of the quantity.
Fixed assets that are not in the company at the time of the inventory (except those leased out), for example, a ship or train sent on a voyage, are checked until they are temporarily absent.
3. Discrepancies between actual and accounting data are revealed. Discrepancies between the accounting data and the actual state of fixed assets, recorded in INV-1, are reflected in the collation statement according to form INV-18.
The statement is drawn up in 2 copies: one for accounting, the second for financially responsible persons, while the commission asks them for written explanations of the reasons for the discrepancies.
OS, which are under repair during the inventory, are reflected in the statement of form INV-10 with an indication of the cost and expenses of the enterprise for repairs.
For fixed assets leased or for safekeeping, a separate inventory is drawn up indicating the documents confirming the acceptance of the property by the counterparty.
Also, a separate inventory is drawn up for fixed assets that cannot be used in the company's business activities and are not subject to restoration: members of the commission indicate the time of commissioning and the reasons why it is now impossible to use the property.
If during the reconstruction or restoration of the OS the purpose of the object has changed, then new information should be entered in the inventory. If, as a result of the work carried out, the book value of the fixed assets has changed, and these data are not recorded in accounting, then this fact should be reflected in the inventory.
If the inventory commission has identified errors in the characteristics of the objects, then the members of the commission include the correct information and technical indicators in INV-1.
The unrecorded fixed assets identified during the inventory are required by officials to be equated with non-operating income (clause 20 of article 250 of the Tax Code of the Russian Federation) and depreciation is subsequently charged on it in accordance with the market value and actual depreciation recorded by the inventory commission. Information about the cost of fixed assets must be confirmed by documents or by examination (clause 10.3 PBU 9/99).
ATTENTION! The depreciation premium for unrecorded fixed assets discovered during the inventory cannot be applied.
The results of the inventory are recorded in the statement of form INV-26.
OS Inventory Postings: Example
Before the annual reporting, Sigma LLC conducted an inventory of fixed assets. As a result of comparison of accounting and actual data, the following was revealed:
- shortage of a hydraulic machine with a purchase price of 42 thousand rubles. (28 thousand rubles residual value and 14 thousand rubles depreciation);
- shortage of a laptop (the guilty person Samokhina L.E.) worth 52 thousand rubles. (36 thousand rubles residual value and 16 thousand rubles depreciation);
- excess hydraulic pump with a market value of 45 thousand rubles.
In accounting, the accountant recorded the entries:
Amount (thousand rubles) |
Wiring Description |
Documentation |
|||||||
|
|||||||||
01 disposal |
Written off the initial cost of the hydraulic machine |
Act on the write-off of the OS object in the form of OS-4 |
|||||||
01 disposal |
written off depreciation of the hydraulic machine |
||||||||
01 disposal |
Written off the residual value of the hydraulic machine94 |
01 disposal |
Written off residual value of a laptop |
||||||
The shortage was attributed to Samokhina L.E. |
|||||||||
The difference between the residual value of a laptop and the market value |
|||||||||
The cost of the laptop is deducted from the salary of Samokhina L. E. |
ATTENTION! It is possible to withhold the amount of damage caused by a shortage from the employee's salary within the limit - no more than 20% of the monthly salary (Article 138 of the Labor Code of the Russian Federation).
According to clause 36 of the Guidelines for accounting of fixed assets, approved by order of the Ministry of Finance dated October 13, 2013 No. 91n, unrecorded fixed assets identified during the audit are accounted for in fixed assets accounting accounts at market value. Therefore, the hydraulic pump should be taken into account by wiring:
- Dt 08 Kt 91 - the hydraulic pump, found during the inventory, was credited;
- Dt 01 Kt 08 - hydraulic pump put into operation
Results
OS inventory is a mandatory procedure that allows a company to control its own property. Another reason why a company should be interested in conducting checks on the actual availability of property is the increased fines for accounting errors (Article 15.11 of the Code of Administrative Offenses as amended by the law of March 30, 2016 No. 77-FZ). If the tax authorities themselves during the audit of the company discover unrecorded property, then this means a distortion of the accounting article. If it is 10% or more, then the minimum fine is 5,000 rubles.
Read the material about what penalties the company expects for errors in accounting and how to correct them correctly.
Fixed assets are an integral part of any enterprise and important indicators of the enterprise's activity, such as financial position, competitiveness in the market, depend on the correctness and efficiency of their accounting.
To ensure the reliability of accounting and reporting data, the enterprise conducts an inventory of property. Inventory - a way to check the compliance of the actual availability of property in kind with the accounting data reflected in the accounts. Inventory allows you to check whether all business transactions are documented and reflected in system accounting, as well as to make the necessary clarifications and corrections. Inventory is of great importance for the correct determination of the costs of production, work performed and services rendered, to reduce the loss of inventory, prevent theft of property, etc.
An inventory is a certain sequence of practical actions on the part of members of a commission specially created in the organization to verify and document the existence, condition and valuation of the property and obligations of the organization in order to ensure the accuracy of accounting and reporting data.
The purpose of the inventory of property is to verify the reliability of the data of the balance sheet and reporting of the enterprise. It allows in natural terms to compare the correctness of the documentation of all business operations of the organization, to identify the actual availability and quality of the property of the enterprise. It is impossible not to take into account, when conducting an inventory, such negative phenomena as theft, natural loss.
The relevance of the study is expressed in the fact that in a market economy the role of accounting and control over the rational use of all resources, including fixed assets, is increasing.
The purpose of this work is to explore the current practice of organizing, conducting and accounting for the results of an inventory of fixed assets.
In accordance with the given goal, the following research objectives were formulated:
To study the normative-legislative and educational literature on the research topic;
Determine the essence and characteristics of the inventory of fixed assets of the enterprise;
Identify the procedure for organizing and conducting an inventory of fixed assets at Kalkan LLP;
- to explore the main aspects of the organization of documenting and accounting for the results of the inventory of fixed assets at the enterprise;
The theoretical and methodological basis was the works and Decrees of the President of the Republic of Kazakhstan, Laws of the Republic of Kazakhstan, decrees of the Government of the Republic of Kazakhstan, monographic works of domestic and foreign scientists, economists and financiers.
1. Characteristics of the inventory of fixed assets, its role and importance in accounting
Fixed assets are tangible assets that operate for a long period of time (more than one year) as a means of labor, both in the sphere of material production and non-production sphere.
Fixed assets include: real estate (land plots, buildings, structures, perennial plantings and other objects firmly connected with the land, the movement of which is impossible without prejudice to their purpose), vehicles, equipment, production and household equipment, adult working and productive livestock, special tools and other fixed assets.
In accordance with the Law of the Republic of Kazakhstan “On Accounting and Financial Reporting” (dated February 28, 2007 No. 234-III), the purpose of accounting and financial reporting is to provide interested parties with complete and reliable information about the financial position, performance results and changes in the financial position of entrepreneurs and organizations.
Inventory (from Latin inventarium - inventory) is one of the control methods that ensures the safety of property, the qualitative state of values and, ultimately, the reliability of information included in financial statements.
Inventory is one of the accounting methods and is a reconciliation of the actual availability of property with accounting indicators for a certain date.
It is carried out by all companies, regardless of the form of ownership, type of activity and mode of operation. The main objectives of the inventory are:
Checking the completeness and correctness of the reflection of inventory items in accounting,
Verification of the actual availability of assets and control of their safety,
Checking the condition of inventory items (their actual compliance with quality standards) and storage conditions for such items,
Bringing the accounting valuation of inventory items in line with external and internal regulatory documents and relevant market indicators,
- identifying the reasons for untimely or incorrect reflection of business transactions in accounting, as well as the reasons for the implementation of transactions that contradict the provisions of state regulatory documents and internal instructions and regulations of the organization, if such transactions took place.
The procedure for conducting an inventory of property and liabilities by legal entities is regulated by methodological recommendations to SBU 24.
In accordance with SBU 24 “Organization of an accounting service”, in order to ensure the reliability of accounting and financial reporting data, an inventory of property and financial obligations is carried out at least once a year.
Mandatory inventory is carried out:
When changing financially responsible persons (on the day of acceptance and transfer of cases);
When establishing the facts of theft or abuse, as well as damage to inventory;
In case of natural disasters, fire, accidents or other emergencies caused by extreme conditions;
In case of liquidation (reorganization) of an entity before drawing up a liquidation (separation) balance sheet and in other cases provided for by the legislation of the Republic of Kazakhstan.
Inventories are divided according to the scope of the check - into continuous and selective, and by time - into scheduled and unscheduled.
A continuous inventory covers the verification of all, without exception, the cash assets of the financial obligations of the enterprise, it is a very laborious work and therefore is carried out once a year, usually before the preparation of the annual report.
Selective - this is an inventory in which only some (on a sample) of the values \u200b\u200bare checked from a specific financially responsible person, or it covers any one type of enterprise funds, for example, only cash on hand or only materials in a certain warehouse. Selective inventories and control checks should be systematically carried out at the enterprise during the inter-inventory period in places of storage and processing of inventory items. They are carried out by order of the head of the inventory commission, consisting of persons who are well aware of inventory items, accounting and reporting.
The main task of selective inventories and inspections is to control the safety of property, compliance with the rules for its storage, compliance by financially responsible persons with the established procedure for primary accounting. Such checks discipline the employees of the enterprise, help to reveal the facts of violations and contribute to the safety of the property of the enterprise.
Depending on the basis for conducting an inventory, there can be planned and unscheduled. Unscheduled are carried out suddenly, the timing of their implementation should not be known to financially responsible persons. Sometimes they can be carried out at the request of the auditor, people's control bodies, financial and investigative bodies.
Planned inventories are carried out:
Fixed assets - at least once every two or three years, and library funds - at least once every five years;
Capital investments - at least once a year before the preparation of the annual report and balance sheet, but not earlier than December 1 of the reporting year;
Work in progress and semi-finished products of own production - before the preparation of the annual report and balance sheet, but not earlier than October 1 of the reporting year and, in addition, periodically within the time limits established by the relevant higher organizations;
Incomplete overhaul and deferred expenses - at least once a year;
Finished products in warehouses - at least once a year before the preparation of the annual report and balance sheet, but not earlier than October 1 of the reporting year;
Low-value and wearing items - at least once a year;
Oil and oil products - at least once a month;
Raw materials and other material assets - at least once a year before the preparation of the annual report and balance sheet, but not earlier than October 1 of the reporting year;
Cash, monetary documents, valuables and strict reporting forms - at least once a month;
Settlements with banks (on a current account, foreign currency account, other accounts, loans, credits, etc.) - as bank statements are received, and on settlement documents transferred to the bank for collection - on the first day of each month;
Settlements on payments to the budget - at least once a quarter;
Settlements with debtors and creditors - at least twice a year;
The rest of the balance sheet items - on the first day of the month following the reporting year.
During the inter-inventory period, systematic inspections should be carried out at enterprises. These checks and inventories are carried out by order of the head of the employees of the inventory groups, who are on the staff of the enterprise, or by special commissions.
Evgeny Malyar
# Business nuances
Forms of documents, procedure for conducting
The main purpose of the inventory is to identify the actual presence of the property of the enterprise and compare it with accounting data.
Article navigation
- Why inventory is needed
- How often is it done
- Order of conduct
- Surplus fixed assets
- Shortage postings
- Inventory of leased property
- How to assign an inventory number
- Special cases
- Sample Documents
- Inventory card of fixed assets
- Act of inventory
- inventory book
At each enterprise, an inventory is carried out with a certain frequency. The essence of this event is to compare real property and its condition with accounting data. An article about the documentary support of this process and how the inventory of fixed assets should take place.
Why inventory is needed
Theoretically, any change in the composition of fixed assets and working capital should be supported by accounting documentation (accompanied by acts and invoices). In practice, the situation is usually far from ideal. Property is lost, unexpectedly spoiled, sorting occurs, and such a deplorable phenomenon as theft, unfortunately, has not been completely eliminated. These circumstances make it necessary to regularly reconcile the actual availability of accounting items with what is recorded in accounting assets, and make corrective changes.
General concept:
An inventory of fixed assets at an enterprise is a regular event that aims to obtain reliable data on the actual availability of fixed assets and determine their replacement cost (degree of wear).
How often is it done
The frequency and procedure for the inventory are regulated by the "Guidelines for the inventory of property ...", put into effect by order of the Ministry of Finance of the Russian Federation No. 49 dated 13.06.95 and the "Regulations on accounting and reporting."
According to the current requirements, the event is held annually until October 1, and for buildings, structures and other objects classified as fixed assets, the allowable frequency has been increased to three years.
An extraordinary inventory is carried out when the following events occur:
- The financially responsible person has changed;
- Property stolen, damaged or misused;
- There has been a fire or other emergency;
- The organization is liquidated or its restructuring takes place;
- Assets are leased, redeemed or sold;
- Annual reporting is prepared (for objects not taken into account during the annual reconciliation before October 1);
- By order of the head of the organization.
Inventory accounting in budgetary institutions is carried out in the same way as in other (commercial) enterprises, with the exception of library funds (once every 5 years).
Order of conduct
The inventory is carried out by a working commission appointed by the management of the enterprise with the obligatory participation of an accounting officer.
The beginning of work is preceded by the submission of receipts and expenditures by financially responsible persons to the accounting department and verification of primary documentation reflecting the movement of fixed assets. It may include:
- Inventory list (card or book) and other information carriers of analytical accounting;
- Technical passports for buildings and equipment;
- Documents for leased, leased or accepted for safekeeping property;
- Title documents for buildings and other real estate.
The commission, together with financially responsible employees, conducts an inventory visually, comparing numbers with inventory data. This process is the more tedious, the more objects in the lists, however, with all the monotony of work, the results may be unexpected. What can happen?
- Objects that do not appear in accounting documents were identified. In this situation, the commission arrives at the asset, entering into the inventory information about the actual wear and tear and value corresponding to the current market level.
- Signs of unrecorded capital works were found. As a result of repair or reconstruction, the value of the object according to the balance sheet increases, which should be reflected in the inventory list.
The second option is when unaccounted capital works consisted of demolition (partial liquidation) and led to a decrease in the value of the property. In this case, it is necessary to draw up a separate act, which records the fact of a constructive change in the fixed asset and the reasons why it was not reflected in the accounting (with an explanatory note from the financially responsible employee attached). - Some fixed assets are not available at the enterprise. In most cases, this situation is not an emergency. Cars may be away, equipment may be taken out for repair, etc. Comparison with the inventory is postponed or made on the basis of available invoices. If the object is missing for an unknown reason, that is, it is actually lost, they are looking for those responsible.
- The main asset is non-refundable. Yes, that happens too. The equipment failed hopelessly, and it happened just before the inventory. The means of production is entered into a separate inventory drawn up by the commission, which indicates the time of the start of operation and the reasons that have become disastrous for the objects. A search is being made for those responsible for the damage.
The result of the commission's work is a consolidated inventory list indicating the location of objects and their value. This document is transferred to the accounting department and serves as the basis for clarifications and changes in the summary sheets, inventory cards and other fixed asset accounting registers.
Surplus fixed assets
During the inventory, the commission can identify not only the shortage of fixed assets, but also their surpluses. Both of these situations are highly undesirable, and it is not known which one is worse.
Assets not listed on the balance sheet are credited. In any case, a written explanation should be obtained from the head of the unit regarding the reasons for the presence of objects that are not on the balance sheet.
The following entry is made in the accounting records:
Dt01 "Fixed assets" - Kt91 "Other income and expenses".
The presence of unrecorded equipment on the territory of the enterprise often indicates that employees are engaged in some kind of side activity that is not directly related to the performance of their job duties.
This fact, as a rule, entails organizational conclusions up to and including dismissal.
Shortage postings
The shortage of fixed assets is also a deplorable fact. Valuable equipment can be stolen or damaged, and then there is the problem of finding the culprit. When it is revealed, material damage is compensated by deductions from the salary. If, however, it is not possible to establish such, or it was not possible to obtain a decision on recovery in court for some reason, then the enterprise is forced to compensate for the losses itself.
These actions are reflected in the following accounting entries:
The meaning of the operation | Wiring |
The person responsible for the damage has been identified | |
The amount of damage is determined (The difference between the market price and the residual value of fixed assets) | Dt94 “Shortages and losses from damage to valuables”) - Kt98 (“Deferred income”) |
The amount of the loss is attributed to the culprit | Dt73 (“Settlements with personnel”) - Kt94 (“Shortages and losses from damage to valuables”) |
Debt repayment by the culprit (usually in parts, until full compensation) | Dt98 (“Deferred income”) - Kt91 (“Other income and expenses”) |
Guilty not identified | |
The amount of damage is compensated by the financial results of the enterprise | Kt94 (“Shortages and losses from damage to valuables”) - Dt91 (“Other income and expenses”) |
Inventory of leased property
Regardless of the term (short-term or long-term), all leased objects are subject to inventory according to a separate inventory. One of the copies of the act is sent to the owner of the property, and the second remains in the accounting department.
How to assign an inventory number
To facilitate accounting and ensure safety, each item of fixed assets should be easily recognizable among other property. This specialist understands the difference between, for example, an electronic frequency meter and a tachometer, and an accountant may not understand the devices.
Therefore, all operating systems are equipped with inventory numbers applied in various ways: paint, engraving, indelible sticker, stamping, and even welding (if the item is large and metal). The main requirements are clarity and uniqueness.
The following rules apply to inventory numbers:
- They are placed on all objects that cost more than three thousand rubles. This is done at the time of balance;
- Numbers do not change during operation;
- Assigned to objects consisting of parts with an equal period of use;
- The same number is not assigned to multiple objects;
- In library collections, they are required for each copy;
- Do not change when moving within the same organization;
- A new accounting object can be assigned the same number 5 years after the decommissioning of the old one;
- For leased property, the number by which the object is registered by the owner can be used.
There is no legislation governing the inventory number system, so each organization uses its own method. Small firms do it simply by listing them in order, but in large companies it makes sense to develop some kind of system.
- The first two digits are the unit or department number.
- The rest - the number according to the accounting sheet.
However, the fantasy in this matter is not limited by anything. The main thing is to be comfortable.
Special cases
It happens that the object is so small in size that the numbers on it simply do not fit. The physical properties of some accounting assets also sometimes do not allow any inscription to be affixed to them. In this case, the rules for maintaining accounting records provide for the possibility of a detailed description of the item and the indication of the inventory number only in the statement.
Sample Documents
Even with the ability to create their own forms of accounting documentation, most accountants prefer to use ready-made samples. This, of course, has a double meaning: saving time and avoiding possible errors.
Inventory card of fixed assets
Analytical accounting of fixed assets is carried out for each object separately. All information about the asset during its “life”, its initial cost, year of issue and other characteristics are entered into the fixed asset accounting card.
The form, as in most similar cases, can be arbitrary, but with the indication of the required details. In accounting and today, the form of the inventory card of the OS-6 object is most often used:
Download form OS-6
In the sources, you can also see a sample filling, although the maintenance of this document, as a rule, does not cause great difficulties.
Act of inventory
What this document is and why it is needed has already been written above. The form is a table crowned with a "header". It contains the details of the enterprise, the grounds for conducting an inventory, and the lines list property, codes, units of measurement, cost and other data. The representative of the accounting department, who is required to participate in the process, will help the members of the commission to understand these intricacies.
Download the act form
inventory book
As is clear from the very name of this accounting tool, it is a collection of many sheets combined into a single book. It makes no sense to print forms - it's better to just buy it (form OS-6b) in a stationery store. The book is filled in in a handwritten way, and to ensure the reliability of the information, it is sometimes stitched and the thread is fastened with a mastic seal. Pages are numbered.
Download form
On each sheet there are ten columns in which data on fixed assets and persons responsible for their safety are entered, as well as documents on the basis of which the property was accepted on the balance sheet.
conclusions
An inventory of fixed assets at enterprises must be carried out systematically (in practice, usually once a year, in September).
Fixed assets are assigned inventory numbers at the time of their posting.
The results of the inventory are recorded in the act.
The act serves as the basis for corrective actions of the accounting department, that is, making changes to the OS accounting documentation.
For accounting, standard forms of forms OS-6, OS-6b, acts and inventory books are most often used.
Inventory of fixed assets is a procedure necessary for every enterprise. Inventory is the process of reconciling the actual availability of objects and their location with accounting data. This important procedure allows you to identify inconsistencies between accounting and actual data, identify surpluses and shortcomings.
The procedure for carrying out the procedure is regulated by the Guidelines for the inventory of property and financial obligations.
Before starting the inventory, you need to prepare - check the following points:
- Availability and correctness of filling out documents on fixed assets: inventory cards, inventory books, inventories and other documents;
- Availability of technical documentation for fixed assets;
- Availability of documents for leased objects, as well as for leased ones.
If any documents are not found or damaged, then they should be restored, received or issued.
Before starting the procedure, a receipt is taken from the financially responsible persons that all objects are located at their destination and are taken into account.
Inventory can be carried out in the following cases:
- Control check;
- Change of materially responsible person;
- Regular scheduled inspection, etc.
The procedure for conducting an inventory of fixed assets
This procedure must be accompanied by competent documentation.
First of all, the decision to conduct an inventory of fixed assets is fixed in the order. For this, there is a unified form INV-22. This order notes which assets are being checked, sets the date for the procedure, as well as the composition of the inventory commission.
Sample order INV-22:
The formation of an inventory commission is an integral part of this process. It should include representatives of the accounting department, materially responsible persons, representatives of the management team, third-party persons who are not employees of this enterprise. The functions of the formed commission include control of the inventory process, execution of the necessary documentation and the issuance of a final conclusion.
Upon the arrival of the date specified in the order, the verification of the availability and condition of the enterprise's fixed assets begins.
The commission inspects all objects, enters into special inventory lists in the INV-1 form information about the inspected objects:
- Name,
- Appointment;
- Inventory number;
- Technical and operational indicators.
When inventorying buildings, structures, land plots, the presence of documents confirming that these objects are owned by the organization is checked.
Inventory lists are compiled in two copies: for the accounting department and for the financially responsible person.
When inventorying leased fixed assets, inventories are compiled in three copies, the third version of the inventory is transferred to the direct owner of the object.
For items of fixed assets, for which discrepancies were revealed during the inventory process, collation statements are compiled in the form of INV-18.
The collation statement is also compiled in two copies: for the accounting staff who will perform the necessary postings to account for surpluses and write off shortages, and for the financially responsible person.
Objects that have become unusable and cannot be restored are reflected in a separate inventory indicating the date of commencement of use, as well as the reason why they are not suitable for operation.
Objects under repair are also reflected separately; for these fixed assets, an act of inventory of unfinished repairs is filled out in the form of INV-10.
Objects that are in the organization, but do not belong to it, for example, are in safekeeping, are entered in separate collation sheets.
All inventory documents are certified by the signatures of materially responsible persons and members of the commission headed by the chairman.
The final results of the inventory of fixed assets are recorded in the statement of results of the INV-26 form.
OS Inventory Accounting
The results of the inventory are subject to immediate reflection in the accounting of the enterprise. Identified surpluses and shortages should be reflected using accounting entries in the month in which the inventory procedure was carried out.
All identified surpluses and shortages must be explained by financially responsible persons.
Accounting for surplus (postings)
Surpluses are objects unaccounted for in accounting.
The surplus identified during the inventory is credited to the account of fixed assets (account 01) in correspondence with the account (account 91). The surplus is accepted for accounting through account 08, in the same way as in the case. Postings for the acceptance of surplus have the form: D08 K91 / 1 and D01 K08. Such fixed assets are accepted at the average market value as of the current date.
Write-off of shortage (posting)
The identified shortage is debited from account 01 to the debit of account 94 “Shortages and losses from damage to valuables”. There are three steps to take when decommissioning an object:
- write off from account 02 accrued for the missing object (posting D02 K01 / 2),
- write off the initial cost of the missing object from account 01 (posting D01/2 K01/1),
- write off the residual value of the missing object from account 01 (posting D94 K01 / 2).
In order to write off an object, it is necessary to open subaccount 2 on account 01, transfer the initial cost of the missing object to its debit, and the accrued depreciation to its credit. After that, on the loan account 01/2, the residual value will be determined, which must be written off as a shortage. Read more about the process of disposal of fixed assets in.
- the guilty person has not been identified, in this case the shortage is written off as other expenses by posting D91 / 2 K94. In this case, there must be documentary evidence of the absence of the perpetrators or a refusal to recover damages from the perpetrator.
- the guilty person is established, in this case, the shortage is written off to the debit of sub-account 2 of account 73 “Settlements with personnel for other operations” by posting D73 / 2 K94. Further, the employee either makes a shortage in cash in cash (posting D50 K73/2) or it is deducted from his salary (posting D70 K73/2). If the market value of the missing object is recovered from the guilty person, then the difference between the amount of the shortage and the market value is charged to account 98 “Deferred income”.
Accounting entries for accounting for the inventory of fixed assets:
An inventory is a special procedure by which accounting data is reconciled with the actual existence of the property and liabilities of the company. All account balances formed as of the reporting date should be subject to inventory.
The organization must check the availability of fixed assets, inventories, inventory balances in warehouses, reconcile funds on settlement and foreign currency accounts in banks, control debts to the tax inspectorate, off-budget funds and counterparties.
What can be an inventory?
Distinguish between sudden and mandatory inventories. Unannounced checks are carried out periodically for control purposes in separate sections of accounting (for example: in this way, cash is often reconciled at the cash desk of an enterprise).
Mandatory inventories are subject to the requirements of Russian legislation. The cases in which it is necessary to carry out such checks are established by the current Guidelines for the inventory of property and liabilities. This must be done in particular in the following situations:
Before preparing annual accounts. Since the reporting date for the annual financial statements is December 31 of the relevant year, the inventory should be carried out as of this date.
However, in practice, such procedures require a certain amount of time. In this regard, the legislator provides that if the inventory was carried out in the 4th quarter, i.e. after October 1 of the reporting year, it is equal to the annual one. But if reconciliations were carried out earlier (for example: in the summer), then the inventory will have to be repeated;
When changing the materially responsible person. For example, if a storekeeper is dismissed in an organization, who was held liable for the goods in the warehouse, then on the date of the transfer of cases to a new employee, it is necessary to take an inventory of warehouse balances to identify possible shortages, regrading or excess goods;
When detecting theft or damage to property;
After natural disasters: fire, flood or other force majeure circumstances, when documents and property could be lost or damaged;
Upon liquidation or reorganization of a company.
General rules for conducting an inventory
With the exception of the cases of mandatory checks indicated above, the number of inventories during the year and the periods of their conduct are determined by the head of the organization, who issues the corresponding order.
The inventory commission appointed by the head is permanent and includes the chairman and members of the commission. Their participation in the inventory is mandatory, if even one of the participants is absent, the results of the inventory will be considered invalid.
It is very important to keep in mind that financially responsible persons should not be part of the inventory commission.
Often, for example, warehouse workers take part in checking the goods in the warehouse, for the safety of which they themselves are responsible. Thus, it turns out that these employees check themselves, which entails a significant reduction in internal control and the formal nature of the inventory.
Accordingly, the composition of the inventory commission should include independent specialists, for example, employees of the internal audit department, employees of the accounting department, representatives of the company's administration.
In turn, materially responsible persons must submit receipts to the accounting department stating that by the time the inventory began, all documents for the receipt and expenditure of property had been submitted to the accounting department and all movement of material assets was reflected in the accounting in a timely manner.
Features of the inventory of fixed assets
Methodological guidelines for conducting an inventory of property and liabilities establish that an inventory of fixed assets can be carried out less frequently than for other types of material assets, namely once every 3 years.
The organization has the right to independently decide that it will control the safety of fixed assets with the specified frequency, and not annually, and approve its choice in the accounting policy.
To reflect the results of the inventory, an inventory list drawn up according to the standard form No. INV-1 should be used.
This document indicates the list of fixed assets and information on the objects (details of the document for posting, year of issue, inventory and serial numbers), as well as reconciliation of accounting data with the actual availability in quantitative and cost terms. The description is made in two copies.
During the inventory, the commission inspects the objects and enters their main characteristics into the statement. In addition, the availability of technical passports, inventory cards, certificates of ownership of OS objects and other documents is checked.
When accepting fixed assets for accounting, each object is assigned its own inventory number, which is indicated in the inventory card and directly on the object itself - applied with paint, sticker or otherwise at the discretion of the organization.
During the inventory, the commission is guided directly by these applied numbers. Indeed, if there are, for example, several identical machines in the company's workshop, then it is very difficult to identify them without inventory numbers.
Leased property is also subject to inventory. For each landlord, an inventory list should be drawn up, which indicates a list of property and lease terms. Such inventories are drawn up in three copies, one of which is sent to the lessor.
If surpluses or shortages are identified, a collation statement is drawn up (standard form No. INV-18).
Registration of the results of the inventory of fixed assets
During the inventory, the commission can establish full compliance of accounting data with the actual presence of fixed assets, however, it is possible to identify deviations in the form of:
- surplus;
- shortage
Surplus of fixed assets is property that is available, but for some reason not accepted for accounting.
When establishing such objects on the basis of the data of the collation statement, the accountant must capitalize them and include the current market value of fixed assets in other income with the following entry:
Debit 01 "Fixed assets" Credit 91.01 "Other income" - the content of the business transaction: capitalized fixed assets identified during the inventory.
In tax accounting, surplus fixed assets are included in non-operating income on the basis of paragraph 20 of Article 250 of the Tax Code of the Russian Federation.
OS shortages are objects that are reflected in accounting, but are actually missing.
In such situations, the company's management identifies the causes of the shortage, as well as the persons who should be responsible for the loss of the company's property.
Based on the results of the investigation, the following options are possible:
- the culprit has been identified;
- the culprit has not been identified.
As a rule, the employee of the organization who is responsible for the storage of the corresponding fixed asset (materially responsible person) is responsible for the shortage.
It is to him that in the first place there will be questions about the reasons for the absence of the object. In this case, the management of the enterprise will rely on the agreement concluded with the employee on full individual liability.
If it is established that an employee of the company is guilty of the loss of property, he will have to reimburse the organization for the cost of the fixed asset. If the guilty person cannot be identified, the shortage should be taken into account as part of other expenses.
Based on the results of the collation statement, the accountant makes the following entries:
- Debit 02 "Depreciation of fixed assets" Credit 01 "Fixed assets" - the content of the business transaction: the depreciation of the missing fixed assets was written off;
- Debit 94 "Shortages and losses from damage to valuables" Credit 01 "Fixed assets" - the content of the business transaction: the residual value of the missing fixed assets was written off.
If the guilty person is identified, the shortage is assigned to him by accounting entries:
- Debit 73 “Settlements with personnel for other operations” Credit 94 “Shortages and losses from damage to valuables” - the content of the business transaction: the shortage was written off at the expense of the guilty person;
- Debit 50 "Cashier" (51 "Settlement account") Debit 73 "Settlements with personnel for other operations" - the content of the business transaction: the guilty person repaid the debt for the shortage, the funds were deposited to the cash desk (to the settlement account) of the enterprise.
If the guilty person is not identified, it is necessary to make the wiring: