Inventory: step-by-step instructions

The procedure for conducting an inventory of the organization’s property and obligations and recording 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 organization will be able to correctly draw up all the documentation necessary as part of the inventory within the framework of current legislation.

How often should an inventory of property and liabilities be taken?

The organization is obliged to conduct an inventory in each of the following cases (clause 3 of article 11 of Law No. 402-FZ, clause 27 of the Accounting Regulations No. 34n):

before drawing up annual financial statements, except for property, the inventory of which was carried out starting from October 1 of the reporting year. OS inventory can be carried out every three years;

• Step 6. Summarizing the results identified by the inventory

  At a meeting based on the results of the inventory, the Inventory Commission analyzes the identified discrepancies, and also proposes ways to resolve the detected discrepancies in the actual availability of valuables and accounting data (clause 5.4 of the Inventory Guidelines).

  The meeting of the inventory commission is documented in minutes.

  If no discrepancies are identified based on the results of the inventory, this fact is also reflected in the minutes of the meeting of the inventory commission.

  Following the meeting, the inventory commission summarizes the results of the inventory.

  For this purpose, the unified form N INV-26 “Record of results identified by inventory”, approved by Resolution of the State Statistics Committee of Russia dated March 27, 2000 N 26, can be used, which reflects all identified surpluses and shortages, and also indicates the method of reflecting them in accounting (p 5.6 Guidelines for inventory).

  The minutes of the meeting of the inventory commission, together with the results record sheet, are submitted for consideration to the head of the organization, who makes the final decision.

  Step 7. Approval of inventory results

  The inventory commission submits to the head of the organization the minutes of the meeting of the inventory commission and a record of the results identified by the inventory.

  Matching statements and inventory lists (acts) may be attached to these documents.

  After reviewing the documents, the head of the organization makes a final decision, which is formalized by an order approving the inventory results (clause 5.4 of the Inventory Guidelines).

  A mandatory part of the order is an instruction on the procedure for eliminating discrepancies identified by the inventory.

  After this, the documentation on the inventory results is transferred by the inventory commission to the accounting service.

  Step 8. Reflection of inventory results in accounting

  Discrepancies identified during the inventory between the actual availability of objects and the data of the accounting registers are subject to registration in accounting in the reporting period to which the date as of which the inventory was carried out (Part 4, Article 11 of the Federal Law of December 6, 2011 N 402- Federal Law).

  In the case of an annual inventory, the specified results must be reflected in the annual financial statements (clause 5.5 of the Inventory Guidelines).

  If, as a result of an inventory, property is identified that is not subject to further use due to obsolescence and (or) damage, such property must be written off from the register.

  Also, debts with an expired statute of limitations are written off from the balance sheet.

  Shortage identified

  In accounting shortages are reflected on the date as of which the inventory was carried out (clause 4 of article 11 of the Accounting Law).

  The cost of acquiring missing inventories is included in the costs associated with production or sale, within the limits of natural loss rates (clause “b”, clause 28 of Accounting Regulations No. 34n).

  The wiring will be like this.

  The cost of shortages of inventories in excess of the norms of natural loss and shortages of inventories, for which such norms are not approved, as well as shortages of fixed assets, instruments, money and monetary documents (BSO, etc.) (clause "b" clause 28 of the Accounting Regulations No. 34n):

  if the person responsible for the shortage is recovered from this person;

  if the person responsible for the shortage has not been identified, it is written off as other expenses.

  For income tax purposes the cost of acquiring missing inventories is taken into account in material costs during the period when the shortage is identified within the approved norms of natural loss (clause 2, clause 7, article 254 of the Tax Code of the Russian Federation).

  The procedure for accounting for shortages of inventories in excess of the norms of natural loss and shortages of inventories for which such norms are not approved, as well as shortages of fixed assets, instruments, money and monetary documents (BSO, etc.) depends on the situation.

  Situation 1. The person responsible for the shortage has been identified. In this case, the cost of shortages is taken into account in expenses for one of the following dates (clause 8, clause 7, article 272 of the Tax Code of the Russian Federation):

  or recognition of the amount of damage as guilty (for example, on the date of concluding an agreement with the employee on voluntary compensation for damage);

  or the entry into force of a court decision to recover the amount of damage from the perpetrator.

  At the same time, the income must take into account the amount of damage found guilty or awarded by the court (clause 3 of Article 250, clause 4 of clause 4 of Article 271 of the Tax Code of the Russian Federation).

  Situation 2. The person responsible for the shortage has not been identified. Then the cost of shortages is taken into account in expenses on the date of drawing up one of the following documents (clauses 5, 6, clause 2, article 265 of the Tax Code of the Russian Federation):

  or a decision to suspend the preliminary investigation in a criminal case due to the fact that the person to be charged as an accused has not been identified;

  or a document from the competent authority confirming that the shortage was caused by an emergency.

  For example, in the event of a fire, such documents will be a certificate from the fire service (EMERCOM), a fire report and a protocol for examining the scene of the incident.

  Surplus property identified

  The market value of surplus property identified as a result of the inventory is included in accounting and tax accounting as part of income as of the date on which the inventory was carried out:

  The market value of such property can be confirmed by one of the following documents:

  or a certificate compiled by the organization itself based on available information on prices for the same property (for example, from the media);

  or a report from an independent appraiser.

  The accounting entry will be as follows:

One way or another, every business entity will be faced with the need to conduct an inventory. The purpose of this check is to determine whether the accounting data corresponds to reality. In fact, this is a check of whether the records of objects at the enterprise are maintained correctly or not. Let's figure out how to carry out an inventory and what legal requirements need to be met.

To ensure the reliability of accounting and reporting data, organizations are required to conduct an inventory of property and liabilities, during which their presence, condition and valuation are checked and documented.

An inventory may be required due to the following events:

• when changing financially responsible persons;
• before compilation ;
• when facts of theft, abuse or damage to property are revealed;
• or liquidation of the company;
• in the event of a natural disaster, fire or other emergency situations caused by extreme conditions;
• in other cases provided for by law (Article 12 of the Federal Law of November 21, 1996 No. 129-FZ “On Accounting”, hereinafter referred to as Federal Law No. 129-FZ).

Let us remind you that the inventory is regulated by the following regulations:

• Federal Law No. 129-FZ;
• Regulations on maintaining accounting and financial reporting in the Russian Federation (approved by order of the Ministry of Finance of Russia dated July 29, 1998 No. 34n, hereinafter referred to as the Regulations);
• Methodological guidelines for inventory of property and financial obligations (approved by order of the Ministry of Finance of Russia dated June 13, 1995 No. 49, hereinafter referred to as Methodological guidelines).

Let’s assume that a financially responsible person in a company is leaving. In this case, an inventory is required. Let's consider what actions an accountant should take.

To carry out the inventory, a permanent inventory commission is created. It includes representatives of the organization’s administration, accounting workers, and other specialists (for example, engineers or economists).

It is important to know

All property of the organization is subject to inventory: intangible assets, fixed assets, cash and other assets. As well as rented or stored property and property that is not taken into account for any reason.

The head of the company issues it and presents it to the inventory commission. The order, as a rule, specifies the procedure, which objects are subject to inspection, the timing of the inventory of the object, the reason for which it is carried out, the composition of the commission and other information.

Inventory results are compiled:

• matching statement in form No. INV-18. It reflects discrepancies between accounting data and the inventory list. The characteristics of the OS, their passport data, year of manufacture, number are displayed. It is drawn up in two copies, one of which is stored in the accounting department, and the second is transferred to financially responsible persons;
• a final statement of accounting for the results identified by the inventory, according to form No. INV-26 .

An example of filling out these forms is provided at the end of the article.

Financially responsible person

Verification of the actual availability of property is carried out with mandatory participation (clause 2.8 of the Guidelines). At the same time, such employees give receipts stating that by the beginning of the inventory, all expenditure and receipt documents for property were submitted to the accounting department or transferred to the commission and all valuables received under their responsibility were capitalized, and those disposed of were written off as expenses (clause 2.4 of the Methodological Instructions).

Rules for conducting an inventory of fixed assets

A) the presence and condition of inventory cards, inventory books, inventories and other analytical accounting registers;

b) availability and condition of technical passports or other technical documentation;

V) availability of documents for fixed assets leased or accepted by the organization for storage. If documents are missing, it is necessary to ensure their receipt or execution.

When making an inventory of fixed assets, the commission inspects the objects and records their full name, purpose, inventory numbers and main technical or operational indicators in the inventory.

When making an inventory of buildings, structures and other real estate, the commission checks the availability of documents confirming the location of these objects in the ownership of the organization.

The availability of documents for land plots, reservoirs and other natural resource objects owned by the organization is also checked.

If errors are identified in the accounting registers for inventoried fixed assets, this must be indicated in. The inventory also includes information on objects that are not registered.

For example, the following information is indicated for such objects:

• for buildings - purpose, main materials from which they are built, volume, total usable area, number of floors (excluding basements and semi-basements), year of construction;
• on bridges - location, materials used and dimensions;
• on roads - type (highway, profiled), length, coating materials, as well as width of the road surface. Depreciation is determined by the actual technical condition of the objects with the reflection of this data in the relevant acts.

Fixed assets are included in the inventory by name in accordance with the direct purpose of the object. If an object has undergone restoration, reconstruction, expansion or re-equipment and, as a result, its direct purpose has changed, then it is entered into the inventory under the name corresponding to the new purpose.

If the commission determines that work of a capital nature (for example, adding floors or adding new premises) or partial liquidation of buildings (for example, demolition of individual structural elements) is not reflected in the accounting records, it is necessary to determine the amount of increase or decrease in the book value of the object and include it in the inventory information about the changes made.

For fixed assets that are not suitable for use and cannot be restored, the inventory commission draws up a separate inventory. It indicates the time when the object was put into operation and the reasons that led to its unsuitability (damage, complete wear and tear, etc.). In a separate inventory, the commission also indicates fixed assets that are in custody and leased.

Special rules

As a general rule, an inventory of property is required before drawing up annual financial statements (except for those objects whose inventory was carried out no earlier than October 1 of the reporting year). An inventory of fixed assets can be carried out once every three years (clause 27 of the Regulations).

Property leased continues to remain the property of the lessor. During the lease term it is recorded on the lessor's balance sheet. The inventory commission must determine the types of fixed assets leased, their quantity and value.

Capitalization of fixed assets identified during inventory

In accounting, fixed assets that were identified during inventory are accounted for at their current market value and are reflected as a debit to the fixed assets account in correspondence with the profit and loss account as other income (clause 36 of the Guidelines for accounting of fixed assets, approved by order of the Ministry of Finance of Russia dated October 13, 2003 No. 91n).

As for tax accounting, the cost of fixed assets identified during the inventory period is included in non-operating income. This position is fixed. At the same time, they are accepted for accounting at market prices and are subsequently subject to depreciation. This opinion is expressed by officials of the financial department in letters dated June 10, 2009 No. 03-03-06/1/392, dated June 6, 2008 No. 03-03-06/4/42.

If it is identified during the inventory, it can be reflected in one of the following ways:

• in non-operating expenses, if the guilty person has not been identified (as of the date of receipt of the relevant documents from government authorities confirming the absence of the guilty persons ());
• in non-operating expenses if the culprit is discovered. However, at the same time it is necessary to reflect the returned shortfall in non-operating income.

Accounting

Identified surpluses of fixed assets are reflected in the accounting records as follows:

DEBIT 01 CREDIT 91-1

The fixed asset has been capitalized.

If there is a shortage of fixed assets, the entries look like this (if the culprit is not identified):

DEBIT 02 CREDIT 01

Depreciation on missing fixed assets was written off;

DEBIT 94 CREDIT 01

The residual value of the fixed assets has been written off;

DEBIT 91-2 CREDIT 94

The shortfall is reflected in other expenses. If the culprits are identified in the event of a shortage, the postings will be as follows:

DEBIT 73 CREDIT 94

The shortage was written off at the expense of the guilty parties;

DEBIT 50 CREDIT 73

The employee has repaid the amount owed.

Example

In the company Astra LLC, which sells computer office equipment, due to the dismissal of the warehouse manager I.I. Ivanova carried out an inventory. As a result of the actions taken, it was discovered:

Surplus - a laptop worth 45,000 rubles;

The shortage is a printer costing 45,000 rubles.

How to fill out the inventory list of fixed assets (form No. INV-1) and the comparison sheet of the results of inventory of fixed assets and intangible assets (form No. INV-18) ( download example)

Yu.L. Ternovka, expert editor

Practical accounting

A universal berator that contains complete and reliable information about accounting rules. Comprehensive information about the work of the company from creation to distribution of profits.

During the accounting of property objects, there is a need to clearly record the quantity and types of inventory items, for which an inventory list is drawn up according to an approved or arbitrary sample. Most often, organizations use the convenient INV-3 form. Its form, ready-made example of filling out and instructions for registration are discussed in detail in the article.

The main purpose is to reflect the name and exact quantity of all goods, products, raw materials and other property objects during the accounting procedure:

• in places where they are stored permanently (warehouses, special premises);
• at all stages of movement within the territory of the enterprise (for example, in workshops, laboratories, warehouses, and other premises).

Main functions:

1. It contains data on the actual quantity of all recorded units of goods, raw materials, finished products, etc.
2. Serves as the main source of information for the preparation of reporting documents after accounting.
3. Based on the inventory data, we can conclude that there are discrepancies in the actual quantity and those listed on the balances. You can also assume possible reasons for surplus and/or shortage, track the movement of property objects, optimize logistics flows in the warehouse, take measures to prevent theft or damage to goods, etc.

Form and sample 2019

For 15 years (from 1998 to 2013), all companies (individual entrepreneurs, LLCs, PJSCs and others) were required to use only the INV-3 form. However, from the beginning of 2013 until today, each company has the right to choose which form to use in order to record the presence of inventory items.

As a rule, the old form continues to be used. It contains the following information:

1. Information about the organization - full or abbreviated name, OKUD and OKPO codes, type of activity.
2. The basis for this is that an inventory order is usually issued. An example and detailed instructions for compiling this document can be found here.
3. Number – as a rule, continuous numbering is used, which is reset to zero with the onset of a new calendar year.
4. Date of document creation.
5. The start dates of the inventory procedure and its expected end (both dates are always indicated, even if they coincide).
6. The object for which accounting is carried out is the generalized name of inventory items, which fits into the sample document.
7. The date of actual removal of remaining valuables on the day when the inventory procedure is expected to begin.
8. Full name, position, signature and transcript of the signature of the financially responsible person - usually a storekeeper or warehouse manager.
9. The actual transfer of inventory items - the list is drawn up in the form of a table in which there are 13 columns: number, name, grade, value code, amount based on actual availability and according to accounting documents, and others (as shown in the example below).
10. Total quantities by page and by inventory (serial numbers, physical units and amount in rubles).
11. Full name, signatures, positions of the chairman and members of the commission who directly carried out the inventory procedure.
12. Full name, signature, position of the employee who is assigned financial responsibility (storekeeper or warehouse manager).
13. Full name, signature, position of the chief accountant as the person who verified the information in the document for all groups of inventory items (according to the sample).

The blank form is shown below:

And here is a ready-made example of filling:

Instructions for compilation

Instructions with filling rules were developed by Goskomstat. The instructions provide the following procedure:

1. Before accounting, it is necessary to obtain an original receipt from each employee who is financially responsible for the goods. This receipt serves as the main document indicating how much inventory is available in accordance with the balance data.
2. During accounting, each employee records the quantity of goods, raw materials and other objects on paper or in another convenient form, after which all data is summarized at a commission meeting.
3. The final figures are transferred to the inventory in printed or handwritten form. It is important to understand that data is recorded only on serviceable items that have retained their presentation and completeness. If the value is damaged completely or partially, or has lost its marketable appearance, it is recorded in other documents (for example, an act of damage to inventory items).
4. The document is drawn up in two identical original copies:

• one will be transferred to the accounting department - then the employees will draw up a comparison sheet based on the inventory data;
• the other remains with the employee who is entrusted with financial responsibility (or with several persons at once, which may require drawing up an additional number of copies).

1. If it is subsequently discovered that some values ​​were not taken into account, it is allowed to enter them in the tabular section, indicating the same information (quantity, name, cost, etc.). The remaining columns should be left blank.
2. If accounting is carried out due to the fact that ownership of the shipped goods and materials is transferred, then the data in column 13 should be recalculated into the prices specified in the agreement with the counterparty.

NOTE. There should be no amendments, corrections (including those with the inscription “Believe the Corrected”), blots, or torn parts - all information on goods and materials must be correct and unambiguous.

How to create a file in 1C: step-by-step instructions

If the company continues to use the INV-3 form, you can draw up the document electronically and then print it out. This significantly reduces the risk of errors, and also makes it possible to correct the text without drawing up a new document. The sequence of actions in the 1C program is as follows:

1. In the menu, open the “Warehouse” tab, go to “Inventory”, and then click on “Inventory of goods”.
2. Next, click the “Create” button.
3. A financially responsible person is selected.
4. Go to “Products”, click “Fill”, and then go to the balances in the warehouse.
5. If the quantity of inventory items in accounting documents diverges from the actual quantity (in any direction), then it is necessary to record the actual data for each such product or other object.
6. Then you need to enter all the information on the inventory and data on the commission of employees who participated in this procedure.
7. Click “Pass”.
8. Select “INV-3” and print the document.

Every person in the role of a buyer has encountered an inventory of goods at least once. For example, when a department or the entire store with a “Accounting” sign is closed during business hours. Its goal is to find discrepancies in the actual availability of goods with the data that is in the organization’s accounting system. In order not to stop sales, many stores arrange Carrying out an inventory and recording its results on a weekend or even at night.

In this article we will analyze the entire process step by step. And in our service you can download all the documents that you will need for this: forms and samples of an inventory order, a commodity inventory, a matching sheet, a write-off act and all the rest. You can also complete an inventory online in MySklad. We have video instructions on how to do this. Register and try it now: it's free.

So where to start? You must be prepared for the fact that you will have to spend additional resources - time and money. This includes: distraction of store employees from their main duties and additional payments to staff for overtime work, lost profits from stopping trade during the inventory period. If the company consists of one person and this person is you, during the audit you will have to perform several functions simultaneously: director, financially responsible person and accountant. Therefore, it is important for every entrepreneur to know how to properly conduct an inventory and document its results.

Inventory deadlines

The timing of inventory in the Russian Federation is determined by the relevant Regulations on Accounting and Reporting. So, it is necessary to conduct an audit:

• when transferring the organization’s property for rent, redemption, sale;
• before preparing annual financial statements;
• when changing materially responsible persons (on the day of acceptance and transfer of cases);
• when establishing facts of theft and damage to valuables;
• in case of natural disasters, fire, accidents or other emergencies caused by extreme conditions;
• upon liquidation (reorganization) of the organization.

As a rule, inventory is carried out in stores and warehouses every month to monitor the work of staff and the state of inventory of goods in general. This procedure must be carried out not only because it is mandatory. Using such a mechanism for monitoring the work of your company, you will be able to evaluate the quality of employee work, identify defective goods in a timely manner, and remove from the assortment what for some reason is not selling.

Inventory procedure

As part of the inventory in the store and in the warehouse, in fact, you need to count and evaluate the goods in stock, fill out an inventory list, in case of any problems - quality or lack of stock - draw up the appropriate acts, and then transfer the compiled inventory and acts to the accounting department. There, based on them, a comparison sheet will be drawn up, which reflects the inventory results for each product. At the last step, a statement of results is drawn up containing generalized results, an order (instruction) is issued to approve the inventory results, changes are made to the accounting, and a decision is made to recover damages from financially responsible persons.

The process is quite complicated, especially for beginners, so we have developed a table that will clearly tell you how to take inventory.

In order to truly represent the financial state of affairs of an organization, regardless of the form of ownership, it is necessary to have reliable data about all the property at the disposal of this organization: how much of it is, what condition it is in, whether it was valued correctly.

Then the actual balances of the property are compared with the accounting data. This process of checking assets and liabilities is called an inventory.

Inventory of property and its sources is an accounting operation that every accountant encounters in his work. This article will help you learn the basic rules of inventory, the timing and procedure for conducting them, the procedure for recording the results, as well as how surpluses and shortages are taken into account during inventory.

1. Inventory and its regulatory regulation

2. When is the inventory taken?

3. Types of inventories

4. The procedure for carrying out inventory in accounting

5. Preparation of primary accounting documentation for recording inventory results

6. Registration of results: documents after inventory

7. How are inventory results reflected in accounting?

8. Carrying out an inventory in the 1C: Accounting program

9. Accounting for shortages during inventory

10. VAT on shortages during inventory

11. How to capitalize surplus during inventory

12. Inventory of property using an example

13. Accounting entries during inventory - continue the example

So, let's go in order. If you don't have time to read a long article, watch the short video below, from which you will learn all the most important things about the topic of the article.

(if the video is not clear, there is a gear at the bottom of the video, click it and select 720p Quality)

We will discuss the topic further in the article in more detail than in the video.

1. Inventory and its regulatory regulation

Inventory is a certain sequence of practical actions to document the presence, condition and assessment of the property and obligations of an organization in order to ensure the reliability of accounting and reporting data.

Inventory is legally regulated by the following documents:

• “On Accounting” - Federal Law No. 402-FZ of December 6, 2011. (with changes and additions);
• “Regulations on accounting and financial reporting in the Russian Federation” - Order of the Ministry of Finance No. 34n dated July 29, 1998;
• PBU 1/2008 - “Accounting policies of the organization”;
• “Guidelines for inventory of property and financial obligations” - Order of the Ministry of Finance No. 493 of June 13, 1995;
• “On the procedure for approving norms of natural loss during the storage and transportation of inventory items” - Decree of the Government of the Russian Federation No. 814 of November 12, 2002;
• “Methodological recommendations for the development of norms for natural loss” - Order of the Ministry of Finance No. 955 of March 31, 2003.

The main reasons for discrepancies between actual availability and accounting data are:

• — inaccuracies in the acceptance or disposal of property;
• — errors in primary documents, incorrect reflection of documentary data in analytical and synthetic accounting;
• - direct abuses of financially responsible persons.

2. When is the inventory taken?

Inventory can be mandatory or voluntary. All organizations and individual entrepreneurs maintaining accounting records, are required to conduct an inventory in the following cases:

1. Before preparing annual financial statements;
2. In case of change of the financially responsible person;
3. When buying, selling, leasing property;
4. In case of liquidation or reorganization of the organization;
5. If facts of damage or theft of property are revealed;
6. In case of various emergency situations.

Before drawing up annual financial statements, organizations are required to conduct a full inventory of property and liabilities. Such an annual inventory must be carried out by the organization no earlier than October 1 of the reporting year.

For some types of property, other inventory deadlines are established. According to paragraph 27 of the Accounting Regulations, approved by Order of the Ministry of Finance of Russia dated July 29, 1998 No. 34n “On approval of the Regulations on accounting and financial reporting in the Russian Federation,” inventory can be carried out for:

• fixed assets - once every three years;
• library collections - once every five years.

3. Types of inventories

A voluntary inventory can be carried out in a situation provided for by the organization’s accounting policy or by order of the manager; these documents determine the cases, number and timing of inventories in the reporting year.

The appendix to the accounting policy for conducting inventories includes:

• — schedule of scheduled and unscheduled inventories (including mandatory) in the reporting year,
• — dates of scheduled inventories,
• - a list of property and liabilities checked during each inventory.

Types of inventories can be presented in table form:

4. The procedure for carrying out inventory in accounting

All primary documents related to the inventory of property are officially approved by Resolution of the State Statistics Committee of Russia dated August 18, 1998 No. 88. You can use them by approving them in the accounting policy. The organization has the right to record surpluses and shortages during inventory in its document forms if they contain all the details required by Federal Law No. 402-FZ of December 6, 2011, and they are approved as part of the accounting policy.

The procedure for carrying out inventory in accounting is divided into the following stages:

1. Preparatory stage;
2. Creation of an inventory commission;
3. Carrying out inventory;
4. Registration of inventory results.

Let's look at these stages in more detail.

First you need to register administrative document on the inventory. This may be an order, resolution or instruction signed by the head of the organization (Form INV-22). This administrative document must list the composition of the inventory commission, the timing of the inventory, a list of property and liabilities subject to recalculation and reconciliation.

The order must be registered in the order register (INV-23) and handed over to the chairman of the commission. Next, you need to take receipts from financially responsible persons stating that all material assets have been taken into account and the documents have been submitted to the accounting department.

Based on the administrative document on the inventory, a inventory commission. Such a commission must include at least two people, one of whom is the chairman of the commission.

The inventory commission includes:

• representatives of the organization's administration;
• accounting employees;
• other specialists (engineers, economists, technicians, etc.).

The absence of at least one member of the commission during the inventory serves as grounds for declaring the inventory results invalid.

The commission may include not only employees of this organization, but also invited independent experts, for example, from a third-party audit company. In the case where only the manager is listed in the organization, then all responsibilities for conducting an inventory and recording its results are assigned to him.

When there is a large volume of work, working inventory commissions are specially created to simultaneously carry out an inventory of property.

5. Preparation of primary accounting documentation for recording inventory results

Within the time limits specified in the administrative document, the inventory commission carries out an inventory of property and their sources. It is important to remember that during the inventory, no other operations on the movement of the inspected OS or inventory items should be carried out!

The results of the recalculation process are recorded in a special inventory list or act in duplicate, which are signed by all members of the commission and submitted to the accounting department.

Inventory results fit into special inventory lists or acts in a unified form. Fixed assets are entered in the INV-1 form, inventory items - INV-3, etc. Let me remind you that all forms of primary accounting documentation for accounting for inventory results that you use, regardless of whether they are standard or not, are approved as part of the accounting policy.

If, during the inventory, discrepancies were identified between accounting data and the actual balances of property and liabilities, then they are included in matching statements in the form INV-18 and INV-19. Comparison statements are compiled only for property, during the inventory of which deviations from the accounting data were identified. It reflects the discrepancies between the indicators according to accounting data and inventory records.

6. Registration of results: documents after inventory

The final results of the inventory are summarized in records of results identified by inventory according to the INV-26 form. Discrepancies identified during the inventory between the actual availability of property and accounting data are reflected in the accounting accounts.

All documents after the inventory are signed by members of the inventory commission, the chairman of the commission and the accountant who accepted the primary documents from the chairman.

7. How are inventory results reflected in accounting?

So, all the primary documents have been drawn up and submitted to the accounting department, the accountant is faced with the task of performing the necessary operations to reliably reflect in the accounting surpluses and shortages during the inventory. How are the inventory results reflected in accounting? What transactions are processed?

First of all, the accountant must know whether the person responsible for the shortages has been identified: the method of accounting for the shortages depends on this. Shortages within the limits of natural loss norms can be attributed to production and distribution costs, and everything that exceeds the norms is attributed to the guilty parties.

If the guilty parties are never identified, or the court refuses to recover damages from them, the shortfalls are included in the financial results. Where exactly the accounting department will allocate the shortages is decided by the head of the organization in an order issued based on the results of the inventory.

The surplus is immediately included in the financial results, and capitalization is carried out at market prices as of the current date. For the purpose of calculating income tax, surpluses and shortages identified during inventory are considered non-operating income and expenses.

8. Carrying out an inventory in the 1C: Accounting program

How to register an inventory in the 1C program: Accounting 8th ed. 3.0, watch the video.

9. Accounting for shortages during inventory

Most often, it is shortages that are identified during inventory. Accounting for shortages during inventory is kept on account 94 “Shortages and losses from damage to valuables.”

Debit 94 – Credit 01, 10, 43, 41— the shortage is reflected based on the inventory results

Afterwards, the circumstances of the case are clarified, whether there are guilty persons, and whether they agree with compensation for the deficiency. If necessary, the case is considered in court.

When the guilty person reimburses the cost of the missing inventory items, account 94 is closed through account 73 “Settlements with personnel for other operations”:

Debit 73 – Credit 94– the shortage is attributed to the person at fault

If the culprit is not identified, the accountant attributes the shortfall to account 91 “Other income and expenses”:

Debit 91-2 – Credit 94– the shortfall is charged to other expenses

10. VAT on shortages during inventory

VAT previously accepted for deduction is subject to restoration in the cases listed in paragraph 3 of Art. 170 Tax Code of the Russian Federation. But writing off the shortage based on the results of the inventory is not included in the list of transactions from the above-mentioned article of the Tax Code. The shortage may be detected due to theft, fire, expiration date, etc.

Therefore, according to the Supreme Arbitration Court of the Russian Federation, there is no need to restore VAT on shortages during inventory.

But the Ministry of Finance often holds the opposite opinion, for example, Letter No. 03-03-06/1/1997 dated 01/21/2016 states that inventory and materials, when written off due to shortages, are not subject to further use, which means VAT on them must be restored.

However, the Ministry of Finance does not always recommend adhering to this rule. In Letter GD-4-3/8627@ dated May 21, 2015. It has been clarified that when property is disposed of due to a fire, VAT does not need to be reinstated. In addition, there is no need to restore VAT if low-quality inventory items are destroyed to ensure safety and sale of quality products (Letter of the Ministry of Finance No. 03-07-11/34617 dated 08/23/2013)

Thus, if the disposal of property occurs due to theft, damage, shortage, loss, etc. or they cannot be used in the future due to defects or expiration, then there will be no need to restore VAT (Decision of the Supreme Arbitration Court of the Russian Federation No. 3943/11 of May 19, 2011 and No. GD-4-3/21097 of November 26, 2013 and Letter of the Ministry of Finance No. 03 -01-13/01/47571 from 07.11.2013).

At the same time, exclude the possibility of a claim from the tax authorities due to the clarifications in Letter No. 03-03-06/1/1997 dated 01/21/2016. not worth it. In any case, YOU take the side of taxpayers, so it is possible to defend your right in court.

11. How to capitalize surplus during inventory

Surplus may at first glance seem like a good result of inventory. However, this is not at all true. After all, they could have formed in the event of incorrect capitalization of inventory items, or incomplete shipment of goods to customers, or write-off of inventory items for production. That is, surpluses, as well as shortages, indicate poor quality work by financially responsible persons and the accountant.

How to capitalize surpluses identified during inventory? We have already noted earlier that they are non-operating income and are recorded on account 91 in correspondence with the accounts of this or that property. To register the operation of capitalizing surpluses, the following transactions are used:

Debit 10, 01, 50, etc. — Credit 91-1

If, as a result of the inventory, surpluses of fixed assets subject to depreciation were identified, then depreciation should be calculated as for purchase: from the first day of the month following the month of discovery.

Since the cost of the surplus is included in non-operating income in account 91-1, it is income subject to income tax.

How to capitalize goods identified during inventory in the 1C program: Accounting 8 ed. 3.0, watch the video.

12. Surpluses and shortages during inventory taking as an example

Let's consider all of the above about property inventory using an example.

Fialka LLC, engaged in wholesale trade and applying a general taxation system, carried out an inventory of goods and materials in a warehouse when changing the financially responsible person. As a result, surpluses and shortages were identified.

Product 1 – 10 pcs. 200 rub. (market value at the inventory date)

Disadvantages:

Product 2 – 5 pcs. 300 rub.

Product 3 – 8 pcs. 50 rub.

Goods received from Gladiolus LLC are taxed at a rate of 18%.

Before the start of the inventory, an order was issued by the head of Fialka LLC, which indicated the reason for the inventory, the date of start, end and registration of the inventory results, and the composition of the inventory commission. The order was brought to the attention of all members of the inventory commission and the chief accountant against signature.

As a result of the inventory, an inventory was filled out according to the INV-3 form, which was stitched, numbered, signed by members of the inventory commission and sealed by the organization. When comparing the inventories with the statements provided by the accounting department, surpluses and shortages were identified during the inventory, as a result of which the chairman of the inventory commission compiled a matching sheet INV-19 indicating the discrepancies between the accounting data and the actual availability of inventory items in quantitative and monetary terms.

Having summed up the results of the inventory, the inventory and matching sheets were submitted to the accounting department and the chief accountant, together with the chairman of the inventory commission, signed the inventory results.

During the inspection of primary documents, the chief accountant established that the shortage was caused by incorrect capitalization of inventory items in accounting by the accountant responsible for this section of accounting. Based on a memo from the chief accountant to the manager, an order was issued to repay the cost of the shortage at the expense of the wages of the accountant for accounting of inventory items.

13. Accounting entries during inventory - continue the example

Debit 94 – Credit 41– in the amount of 1500 rubles. – Product 2 is written off.

Debit 94 – Credit 41– in the amount of 400 rubles. – Product 3 is written off.

Debit 73 – Credit 94– in the amount of 1900 rubles. – The amount for the shortage of goods and materials is attributed to the guilty party.

Debit 70 – Credit 73– in the amount of 1900 rubles. – The amount of the shortfall in wages was withdrawn from the guilty person.

In order to avoid disagreements with the Federal Tax Service, the accountant decided to restore VAT for the shortage:

Debit 19 – Credit 60– in the amount of 342 rubles. — VAT was restored for the shortage identified as a result of the inventory.

As a result of the above accounting entry, a line will appear in the sales book indicating the invoice for the receipt of these inventory items from the supplier and the amount of VAT calculated based on the total cost of written-off inventory items:

1900 rub. *18% = 342 rub.

Surplus inventory items were capitalized with the following accounting entry:

Debit 41 - Credit 91-1– in the amount of 2000 rubles. – The surplus of Product 1 has been capitalized.

So, as a result of the inventory, income was received in the amount of 2000.00 rubles. The overall result of the inventory: profit is 2000 rubles, the loss is compensated by the guilty person at the expense of his wages.

Thus, inventory is a part of business life that every accountant will be forced to face in practice sooner or later. Always remember that all surpluses and shortages during inventory must be documented and confirmed by the signatures of responsible persons and the seal of the organization.

If you have an unclear situation when accounting for surpluses or shortages identified during inventory, we invite you to comment in order to jointly resolve your difficulties.

Surpluses and shortages during inventory: accounting and documents