Leased property is recorded during inventory. Inventory of leased fixed assets

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.

Inventory is carried out no more than once a year. Its goal is “to identify the actual presence and qualitative condition of the enterprise’s fixed assets, check technical documentation, and clarify accounting data.” As a result, an inventory list is drawn up (form No. inv. 1) in one copy, it is signed by the commission that carried out the inventory and the financially responsible person. The inventory is transferred to the accountant, who compares them with accounting data and draws up a comparative inventory, which determines shortages or surpluses.

Identified surpluses are recorded at market value as previously unaccounted for fixed assets: Dt 01 “Fixed assets” Kt 91 subaccount “Other income”.

In case of shortage or damage, fixed assets are written off from the balance sheet using the following transactions:

• 1. at the original cost: Dt 01/5 Kt 01;
• 2. for the amount of accrued depreciation: Dt 02 Kt 01/5;
• 3. for residual value: Dt 94 Kt 01/5.
• 4. The shortage is written off to the guilty person at market value:

a. Dt 73/2 “Settlements with personnel for other operations”, Kt 94 “Shortages and losses or damage to valuables” - for the residual value;

b. Dt 73/2, Kt “Deferred income” - for the amount of the difference between market and residual value.

5. As the guilty party compensates for the shortfall Dt 50, Kt 73/2, at the same time the share of deferred income is written off from account 98/4 to account 91 “Other income and expenses” in correspondence Dt 98/4 Kt 91.

If the source of the shortage is not identified, the residual value is written off as other expenses.

Example 7, the inventory revealed a shortage of a printer worth 20,000 rubles, accrued depreciation amounted to 3,000 rubles, the market value at the time of inventory was 15,000 rubles. Let's reflect the shortage in accounting:

1) Write-off of initial cost:

Dt 01/5 Kt 01 20000rub.

2) Write-off of accrued depreciation:

Dt 02 Kt 01/5 3000 rub.

3) We will reflect the shortage in the amount of the residual value:

Dt 94 Kt 01/5 17,000 rub.

4) We attribute the shortage to the guilty person:

Dt 73/2 Kt 94 17,000 rub. - to the residual value,

Dt 73/2 Kt 98/4 2000 rub. - the difference between market and residual value.

5) The person responsible for repaying the shortfall deposited the amount of 3,000 rubles into the cash register:

Dt 50 Kt 73/5 3000 rub.

The share of future income is written off to other income:

2000/15000*3000=400 rub.

Dt 98/4 Kt 91,400 rub.

Revaluation of fixed assets is carried out in order to bring their book value into line with current prices. This becomes especially true during inflation. This is often repeated several times, and the frequency of revaluation is reflected in the order on the organization’s accounting policies. Only commercial organizations, according to PBU 6/01, have the right to revalue their fixed assets at replacement (current cost) no more than once a year. Sometimes, they resort to the services of a specialist appraiser. In accounting, the cost of the appraiser refers to expenses for ordinary activities (account 26). It should be noted that revaluation does not always mean a decrease in the value of a fixed asset, i.e. its markdown, and perhaps an increase in the value of the object - revaluation.

In accounting, the revaluation of fixed assets is reflected in the accounts in the following order:

• 1) for the amount of increase in the initial cost: Dt 01 Kt 83 “Additional capital”, subaccount 1;
• 2) at the same time for the amount of excess of accrued depreciation: Dt 83/1 Kt 02

When marking down:

• 1) by the amount of reduction in book value: Dt 84 “Retained earnings (uncovered loss)” Kt 01;
• 2) at the same time by the amount of excess of accrued depreciation: Dt 02 Kt 84.

Revaluation can be carried out by direct recalculation, using documents confirming market prices, in this case the recalculation coefficient is determined using the formula:

The resulting coefficient is multiplied by the amount of depreciation that was accrued before the revaluation.

If the fixed asset was previously revalued, then the amount of the depreciation within the amount of the previous revaluation is written off as a decrease in additional capital: Dt 83/1 Kt 01. In excess of the amount of the previous revaluation: Dt 84 Kt 01. At the same time, entries are made to the amount of accrued depreciation: Dt 02 Kt 83/ 1 (within the previous increase); Dt 02 Kt 83/1 (in excess of the previous revaluation amounts).

The results of revaluation in accounting are reflected only at the end of the year in which it was carried out. They are taken into account in the opening balance at the beginning of the next year in the balance sheet for the 1st quarter.

Example 8 . As a result of the revaluation, a computer with an original cost of 32,000 rubles was valued at 28,000 rubles. At the time of revaluation, accrued depreciation was: 6,400 rubles. Let us reflect the results of the revaluation:

• 1) Determine the depreciation recalculation coefficient:
• 28000/ 32000=0,875
• 2) We adjust the amount of depreciation:
• 6400*0.875=5600 rub.
• 3) We will write off the amount of markdown for the uncovered loss: 4000 rubles. (32000-2800=4000 rub.)

Dt 84 Kt 01 4000 rub.

4) Write-off of retained earnings: (6400-5600=800 rub.)

Dt 02 Kt 84,800 rub.

Thus, in accordance with paragraph 46 of the Methodological Instructions, given for the revaluation of fixed assets:

• - initial cost or current value at which they are accounted for in accounting as of December 31 of the previous year;
• - the amount of depreciation accrued for the entire period of use of the object as of the specified date;
• -documented data on the current value of revaluation of objects as of 01.01 of the reporting year.

An enterprise (firm) can lease property. All obligations and rights of the parties are determined when concluding a lease agreement, in which the property is described so that it can be unambiguously determined and the lease period is indicated. Based on the duration of the lease relationship, there are two types of lease:

• · short-term (current) - for a period of up to 1 year;
• · long-term (financial) - for a period of more than 1 year.

If the period exceeds 1 year, the agreement is subject to mandatory registration.

Rent payments are normal expenses of the organization. They are reflected in the contract, which stipulates the terms and amounts of this fee. To reflect lease payments in accounting, an acceptance and transfer certificate is drawn up in the OS-1 form. To reflect leased property, i.e. property that did not belong to the company, use off-balance sheet accounts: 001 “Leased fixed assets”. “Off-balance sheet accounts are three-digit and differ from regular balance sheet accounts in that they are not subject to the double entry requirement.” To accept the property on the balance sheet, an entry is made: Dt 001 and the amount indicated as the value of the property specified in the lease agreement is indicated.

The landlord issues an invoice to the tenant every month. The tenant makes a monthly entry: for the amount of the rent: Dt 20 Kt 60 and indicate the amount. After payment, an entry is made: Dt 60 Kt 51 (amount of rent paid). At the time of termination of the contract, the leased property is written off from the off-balance sheet account: K001 (amount).

Property leased is included in the lessor's accounting records. It continues to be listed on account 01. The lessor reflects current lease transactions with the following entries:

• 1) for the amount of the invoice presented for payment for fixed assets leased to the tenant in the amount of the rent, including VAT: Dt 76, 62 Kt 91
• 2) for the amount of accrued VAT to the budget: Dt 91 Kt 68
• 3) receipt of rent: Dt 51 Kt 76, 62
• 4) calculation of depreciation on leased fixed assets to reduce income: Dt 91 Kt 02.

If the landlord considers the transfer of premises for rent to be one of his usual activities, then the amount of rent is reflected in account 90 “Sales” in his own sub-accounts. The costs of repairing fixed assets leased out are written off by the lessor as a decrease in income from the credit of material, settlement, and cash accounts to the debit of account 91 “Other income and expenses”: Dt 91 Kt 10, 70, 69.

The purpose of the inventory is to identify and compare actual availability with accounting data. PBU 6/01 gives the concept of inventory number. Inventory number- this is a separate object, a complex designed to perform certain work.

Inventory in accordance with current legislation is carried out annually. The basis is the order of the manager (Form No. INV-$22$).

Events before the inventory

1. checking inventory cards, books, inventories, and other accounting registers.
2. checking technical passports, technical documentation;
3. checking the correctness of execution or availability of documents for fixed assets that are leased or used under a lease agreement and are in storage.

When carrying out an inventory, an inspection of objects is carried out; information about the fixed asset (name, purpose, inventory number, main technical indicators) is entered in the inventory (Form No. INV-$1$). If, during the inventory, funds were discovered that were not accepted for accounting, or incorrect data were identified, the commission enters the correct information, and the unaccounted funds are accepted for accounting. An inventory is drawn up of equipment that is not suitable for use and for restoration, indicating the date of commissioning and the reasons for unsuitability.

Note 1

The inventory also includes assets leased from a third party or in safekeeping. A separate inventory is compiled for them.

For property in respect of which deviations are identified, comparison statements are drawn up (Form No. INV-$18$). The statement indicates discrepancies between accounting data and actual availability.

Reflection of discrepancies during inventory count

• surplus - must be capitalized. An invoice of $91$ will be used for this.
• shortage – attributed to the guilty parties, or written off as expenses. To reflect such a transaction, the account $94$ “Shortages and losses from damage to property” will be used.

The result of the inventory is taken into account in the reporting of the month when the inventory was completed, the annual inventory is taken into account in the annual balance sheet.

Figure 1. Correspondence of accounts during inventory

Inventory is carried out when:

• change of financially responsible persons;
• preparation of annual financial statements;
• identifying facts of theft, abuse or damage to property;
• reorganization or liquidation of the enterprise;
• in the event of a natural disaster, fire or other emergency situations caused by extreme conditions;
• as otherwise provided by law.

Inventory of fixed assets- a procedure necessary not only to maintain the safety of the enterprise’s property, but also for the timely disposal of idle capacities not involved in the production process, which affect the amount of property tax and the level of profit in the company.

Types of inventories

• inventory list of fixed assets (form No. INV-$1$)
• inventory of perennial plantings (form No. INV-$22$ APK)
• inventory of working livestock and productive animals, poultry, bee colonies (Form No. INV -$20$ AIC)
• comparison sheet of results of inventory of fixed assets (Form No. INV-$18$). When deviations are detected.
• act of inventory of unfinished repairs of fixed assets (form No. INV-$10$).

All documents are drawn up in duplicate and signed by responsible persons. One copy is transferred to the accounting department, the second to the financially responsible person. Upon completion of the inventory, a protocol is drawn up. In which the results, surpluses or shortages are indicated, the persons responsible for this are identified, and the measures that should be applied to them. The protocol is approved by the head of the enterprise.

An example of conducting and registering an inventory

When conducting an inventory of fixed assets at Irida LLC, a shortage of a fixed asset item was identified - a mobile phone. The initial cost is $15,000$ rub., the amount of accrued depreciation is $5,000$. The amount of VAT accepted for deduction is $2,700. Financial Director A.Yu. Dorokhov was responsible for the safety of the phone. he explained that the phone was lost due to his fault, and agreed to reimburse the cost of the phone at the market price of $17,500 rubles.

The following entries were made in the accounting of Irida LLC.

Dt $01$ (subaccount “Disposal of fixed assets” - Cht $01$ “Fixed assets in the organization” - $15,000$ - the original cost of the phone was written off

Dt $02$ – Kt $01$ – $5,000$ – write-off of accrued depreciation

Dr $94$ – Kr $01$ (sub-account “Disposal of fixed assets”) – $10,000$ – write-off of residual value

Dr $94$ – Kr $68$ – $1,800$ – the amount of VAT claimed for deduction has been restored, based on the residual value of the phone $(10,000 \cdot 18\%)$

Dr $73$ – Kr $94$ – $11,800$ – the amount of the shortfall is attributed to the guilty party

Dr $73$ – Kr $98$ – $2,500$ $(17,500 – 15,0000)$ – the difference between market and residual values ​​is reflected

Dr $51$ – Kr $73$ – $14,300$ – the amount was contributed to pay off the shortfall of the fixed asset.

rental fixed asset

The inventory of fixed assets is carried out in accordance with the Methodological Guidelines for the Inventory of Property and Financial Liabilities, which must be applied taking into account the Resolution of the State Statistics Committee of Russia dated August 18, 1998 No. 88.

The inventory of fixed assets is carried out by a commission with the obligatory participation of financially responsible persons. Inventory of fixed assets consists of checking their actual availability in kind at their location or operation.

Before starting the inventory, you need to check:

• - availability and condition of inventory cards, inventory books, inventories and other analytical accounting registers;
• - availability and condition of technical passports or other technical documentation;
• - availability of documents for fixed assets leased or accepted by the organization for storage.

If documents are missing, the commission must ensure their receipt or execution. If discrepancies and inaccuracies are detected in the accounting registers or technical documentation, appropriate corrections and clarifications must be made.

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

When identifying objects that have not been registered, as well as objects for which the accounting registers do not contain or contain incorrect data characterizing them, the commission must include correct information on these objects in the inventory.

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 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.

Machinery, equipment and vehicles are entered into the inventory individually, indicating the factory inventory number according to the technical passport of the manufacturer, year of manufacture, purpose, capacity, etc. Similar items of household equipment and tools of the same value, received simultaneously in one of the structural divisions of the organization and taken into account in a standard group accounting inventory card, are listed in the inventories by name, indicating the quantity of these items.

Fixed assets that are not suitable for use and cannot be restored, the inventory commission draws up a separate inventory indicating the time of commissioning and the reasons that led these objects to be unusable (damage, complete wear and tear, etc.)

To reflect the actual availability of fixed assets at their locations and at all stages of their movement in the organization, it is used "Inventory list of fixed assets" according to form No. INV-1. (Appendix B)

The inventory list is drawn up in two copies and signed by the responsible persons of the commission separately for each place of storage of valuables and by the person responsible for the safety of fixed assets.

One copy is transferred to the accounting department for drawing up a matching statement, and the second remains with the financially responsible person or persons.

Before the inventory begins, a receipt is taken from each person or group of persons responsible for the safety of valuables. The receipt is included in the header portion of the form.

Inventories are compiled separately for groups of fixed assets (industrial and production purposes).

For fixed assets accepted for lease, an inventory is drawn up in triplicate separately for each lessor, indicating the lease term. One copy of the inventory list is sent to the lessor.

Inventory inventory data is used to compile matching statements, in which the actual inventory data is compared with accounting data.

Comparison statements are compiled when discrepancies are identified between accounting data and data from inventory records and acts.

To reflect the results of the inventory of fixed assets for which deviations from the accounting data are identified, matching statements of form No. INV-18 are used “A comparative statement of the results of the inventory of fixed assets and intangible assets.”(Appendix D)

Separate matching statements are drawn up for fixed assets that do not belong to the organization, but are listed in the accounting records (under safekeeping, etc.).

The matching statement is drawn up in two copies by the accountant, one of which is kept in the accounting department, the second is transferred to the financially responsible person.

The results of the inventory of unfinished repairs of fixed assets are reflected in act of inventory of unfinished repairs of fixed assets according to form No. INV-10. (Appendix D)

This form combines indicators of inventory records (acts) and matching statements.

The act of inventory of unfinished repairs of fixed assets is used when inventorying unfinished repairs of buildings, structures, machinery, equipment, power plants and other fixed assets.

The report is drawn up in two copies based on checking the condition of the repair work in kind. One copy of the act is transferred to the accounting department, the second - to the financially responsible person.

Acts and inventories are signed by members of the commission and financially responsible persons.

All business transactions and inventory results are subject to timely registration in accounting accounts without any omissions or withdrawals.

The results of the inventory must be reflected in the accounting and reporting of the month in which the inventory was completed, and for the annual inventory (carried out before drawing up the annual financial statements) - in the annual financial report

When identifying surpluses or shortages of fixed assets, financially responsible persons must give appropriate explanations.

Discrepancies between the actual availability of fixed assets and accounting data identified during the inventory are regulated and reflected in the accounting accounts in accordance with the Federal Law “On Accounting”.

In accordance with the Federal Law “On Accounting”, identified surpluses of fixed assets must be accepted for accounting at market value on the date of the inventory and credited to the financial results of the organization (account 91 “Other income and expenses”).

Acceptance of surplus fixed assets for accounting is preliminarily reflected (as is any receipt of fixed assets) in the debit of account 08 “Investments in non-current assets”.

Operations to reflect in accounting an unaccounted fixed asset item identified during an inventory are recorded using the following entries.

Table 2.3

Transactions of an unrecorded fixed asset item

In accordance with the law, the shortage of property and its damage within the limits of natural loss norms are attributed to the accounts of production costs and/or sales expenses, in excess of the norms - to the account of the guilty persons.

If the perpetrators are not identified or the court refuses to recover damages from them, then losses from the shortage of property and its damage are written off to the financial results of the commercial organization.

The above norms of natural loss can be applied only in cases where actual shortages are identified and in the presence of approved norms of natural loss. Since there are no approved norms of natural loss for fixed assets, all their shortages should be considered as excess and attributed to the perpetrators.

If there are no perpetrators, then this circumstance must be confirmed by relevant documents. The documents submitted to formalize the write-off of shortages must contain decisions of investigative or judicial authorities confirming the absence of the guilty parties or the refusal to recover damages from the guilty persons. Such decisions can be obtained both before, after or during the inventory.

After clarifying all the circumstances of the occurrence of shortages of fixed assets, the head of the organization makes a decision on the procedure for writing them off.

To write off shortages of fixed assets, subaccount 01-2 “Retirement of fixed assets” is used. The cost of the missing fixed asset is transferred to the debit of this subaccount, and the amount of accumulated depreciation is transferred to the credit.

The residual value of fixed assets identified in subaccount 01-2 “Disposal of fixed assets” is written off to the debit of account 94 “Shortages and losses from damage to valuables.” Subsequently, the identified shortage is recovered from the guilty party.

Collection is reflected in the credit of account 94 “Shortages and losses from damage to valuables” and the debit of account 73 “Settlements with personnel for other operations” (subaccount 73-2 “Calculations for compensation of material damage”) if there are guilty parties.

The market value of the missing fixed assets may be recovered from the guilty party.

When recovering from the perpetrators the cost of missing valuables, the positive difference between their value credited to account 73 “Settlements with personnel for other operations” and their value reflected on account 94 “Shortages and losses from damage to valuables” is credited to account 98 “Revenue” future periods" (subaccount 98-4 "The difference between the amount to be recovered from the guilty parties and the cost of shortages of valuables").

As the amount due is collected from the guilty person, the specified difference is written off from account 98 “Deferred income” in correspondence with account 91 “Other income and expenses” (subaccount 91-1 “Other income”).

The contribution of funds by the guilty person to repay the debt for damages is reflected in the credit of account 73 “Settlements with personnel for other operations” (subaccount 73-2) in correspondence with the debit of account 50 “Cash”.

The procedure for conducting an inventory of fixed assets is strictly regulated. How often the asset inventory is carried out, what its detailed procedure is, what documents must be drawn up, what accounting entries should be made based on the results of the inspection, and also what punishment will follow if unaccounted for objects come to light - read the article below.

What is inventory?

Inventory is one of the procedures for monitoring the safety of company property. Its essence is in comparing the actual availability of valuables (money, equipment, buildings, as well as liabilities) with accounting data.

The procedure for conducting an inventory of fixed assets is regulated by the following legislative acts:

• methodological guidelines for inventory of property and financial obligations (Order of the Ministry of Finance dated June 13, 1995 No. 49);
• regulations on accounting and accounting in the Russian Federation (Order of the Ministry of Finance dated July 29, 1998 No. 34n);
• Law “On Accounting” dated December 6, 2011 No. 402-FZ.

The company must conduct an inventory not only of its own property, but also of stored or leased property. The inventory is carried out at the location of the property and in the presence of the financially responsible person or the team leader, if we are talking about collective financial responsibility.

At least when should inventory be taken?

An inventory of fixed assets should be carried out at least once every 3 years, and of library collections at least once every 5 years (clause 1.5 of the Guidelines for the inventory of property and financial obligations).

The exact timing of inventory is determined by the company independently. As a rule, an asset inventory is carried out before annual reporting. However, the law establishes cases in which a company is obliged to conduct an inventory:

• transfer of property for rent;
• reorganization;
• liquidation;
• sale of property;
• change of financially responsible persons or team leader (as well as at the request of team members or when more than half of its members leave the team - for participants in a collective responsibility agreement);
• establishing facts of theft, abuse, damage to property;
• before preparing financial statements for the year;
• emergencies.

Let's study the procedure for conducting an inventory of fixed assets.

How an inventory of fixed assets is carried out: main stages and necessary accounting documents

The procedure for inventorying fixed assets is established by the head of the company in accordance with current legislation.

There are 3 main stages of inventory:

1. The organization must create an inventory commission, the composition of which is approved by the head of the company in the order to conduct an inventory of form INV-22 .

The inventory commission should include accountants, OS specialists, and company management. The absence of at least one member of the commission is unacceptable - only with 100% attendance of all inventory participants, the procedure is considered successful. In addition to the composition of the commission, INV-22 records the timing of the inventory, reasons and objects of inspection.

All inventories carried out by the company must be recorded in a journal according to form INV-23 .

Before starting the inventory, members of the commission receive current documents on the company's operating system. They are marked “before inventory on ____ (date).” Financially responsible persons confirm in writing that by the beginning of the procedure all documents on the OS were transferred to the commission.

In addition to accounting documents on OS, the commission checks:

• information that confirms the company’s ownership of buildings;
• technical passports and other technical documentation;
• analytical accounting registers;
• availability of documents for natural resource objects owned by the company.

2. During the inventory, the commission inspects the fixed assets and records them in the inventory according to INV-1 form OS name, purpose, inventory numbers and main indicators of the object.

For vehicles and equipment, the inventory must indicate the serial number in accordance with the manufacturer's technical passport, year of manufacture, purpose, power.

OSes of the same type, which arrived at the organization at the same time and are recorded on the group accounting inventory card, are indicated in the inventory by name with an indication of quantity.

Assets that are not in the company at the time of inventory (except for those leased), for example, a ship or train has been sent on a voyage, are checked until their temporary absence.

3. Discrepancies between actual and accounting data are identified. Discrepancies between accounting data and the actual state of fixed assets recorded in INV-1 are reflected in the matching statement form INV-18.

The statement is drawn up in 2 copies: one for the accounting department, the second for financially responsible persons, and the commission requests from them written explanations of the reasons for the discrepancies.

OSes that are under repair during the inventory are reflected in the statement of form INV-10 indicating the cost and expenses of the enterprise for repairs.

For fixed assets transferred for lease or safekeeping, a separate inventory is drawn up indicating 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 cannot be restored: 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 added to the inventory. If, as a result of the work carried out, the book value of the fixed assets has changed, but this data is not recorded in accounting, then this fact should be reflected in the inventory.

If the inventory commission reveals errors in the characteristics of objects, then the commission members include the correct information and technical indicators in INV-1.

Officials demand that unaccounted fixed assets identified during the inventory be equated to non-operating income (clause 20 of Article 250 of the Tax Code of the Russian Federation) and subsequently accrue depreciation on it in accordance with the market value and actual wear and tear recorded by the inventory commission. Information about the cost of fixed assets must be confirmed by documents or by examination (clause 10.3 of PBU 9/99).

ATTENTION! A depreciation bonus cannot be applied to unaccounted for fixed assets discovered during the inventory.

The inventory results are recorded in the statement of form INV-26.

Postings during OS inventory: example

Before the annual reporting, the company 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 culprit is Samokhin L. E.) worth 52 thousand rubles. (36 thousand rubles residual value and 16 thousand rubles depreciation);
• surplus hydraulic pump with a market value of 45 thousand rubles.

In accounting, the accountant recorded the following entries:

ATTENTION! The amount of damage caused by the shortage can be withheld 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 paragraph 36 of the Methodological Recommendations for the accounting of fixed assets, approved by Order of the Ministry of Finance dated October 13, 2013 No. 91n, unaccounted for fixed assets identified during the audit are taken into account in the fixed assets accounts at market value. Therefore, the hydraulic pump should be registered with the following wiring:

• Dt 08 Kt 91 - the hydraulic pump discovered during the inventory was capitalized;
• 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 of the actual availability of property is increased fines for accounting errors (Article 15.11 of the Administrative Code as amended by Law No. 77-FZ of March 30, 2016). If the tax authorities themselves, during the audit of the company, discover unaccounted for property, this means a distortion of the accounting reporting item. If it is 10% or more, then the minimum fine is 5,000 rubles.

Read about what fines a company can expect for accounting errors and how to correct them correctly.