Inventory of fixed assets, the procedure for conducting and accounting for results. Inventory: step by step instructions

From this article you will learn:

All the tangible assets of the company that it uses in its activities for the production and supply of goods, leasing, provision of services are called fixed assets (OS). This includes buildings, machines, computers, livestock, roads, and even natural resources. All this is reflected "on paper" - in accounting. Inventory is needed to determine if the actual availability of OS is consistent with the reporting.

PURPOSE OF INVENTORY OF FIXED ASSETS

Ideally, all the operating systems that are “on paper” should be available. There should be no shortfalls, surpluses or unrecorded assets. But in fact, this situation is rare, typical for small companies. For those enterprises that own a large number of assets, situations with shortages usually pop up. Property can become unusable, lost or even stolen. Therefore, the main goal is to determine whether the financial statements correspond to the real state of affairs.

Even during the inventory of fixed assets, all changes that occur with assets are recorded. For example, the building can be reconstructed - an additional floor was built on. Or the situation is the opposite - part of the building was demolished.

HOW OFTEN SHOULD WE DO AN INVENTORY OF FIXED ASSETS?

The frequency of the inventory procedure is determined by the head of the organization, but at least once every 3 years. The results are used for the preparation of annual reports, i.e. in 2018, you can use the data on the results of the inventory of fixed assets in 2017 or 2016.

But there are several cases when the procedure is mandatory - according to paragraph 27

Order of the Ministry of Finance of Russia dated July 29, 1998 N 34n (as amended on April 11, 2018) "On approval of the Regulation on accounting and financial reporting in the Russian Federation" (Registered in the Ministry of Justice of Russia on August 27, 1998 N 1598):

  • if the assets related to the main property of the company are leased, redeemed or leased;
  • if the financially responsible person changes - the person who is legally responsible for the property;
  • if the fact of theft or damage to property, as well as its abuse is discovered;
  • if an emergency occurs - fire, flood, etc. - as a result of which the property may be lost or damaged;
  • if the company is liquidated or reorganized.

If collective financial responsibility is provided, then such an event as an inventory of fixed assets may be required by members of a team from which more than half of the people left (were fired or transferred).

RULES AND PROCEDURE FOR INVENTORY OF OS

On the basis of the order of the head, an inventory commission is created, which will control the order of the process for accounting for the inventory of fixed assets. Such a commission must include a representative of the accounting department. The inspection takes place only in the presence of the person responsible for the property. Moreover, such an employee gives a receipt for the delivery of all income and expenditure documents to the accounting department.

To speed up the inventory, some documents are checked before it starts:

  • storage or lease agreements for an object or property that the company rented or accepted;
  • registration certificates for machines, machine tools and other equipment;
  • inventories, inventory books and cards that are used for making records.

THREE MAIN STAGES OF CARRYING OUT THE INVENTORY OF OS:

After making sure of the availability, you can proceed to the inventory of fixed assets, which is divided into three stages:

  1. Members of the inventory commission receive in the accounting department up-to-date documents on the availability of the company's fixed assets. They are marked “before inventory” on a specific date. There is a check for the ownership of structures and other objects that are registered and at the disposal of the company.
  2. During the second stage, the commission should check the fixed assets indicating the actual inventory number, indicators and their purpose.
  3. After verification, discrepancies between the accounting and actual data in the documents are revealed.

If a vehicle or equipment is checked, during the inventory, the document indicates the serial number, power, year of manufacture. There are situations when it is not possible to conduct an inspection. For example, the car is on a business trip or the train has been sent on a flight. In this case, the check is carried out until the absence of the vehicle or according to the existing invoice.

The commission for the inventory of fixed assets may determine that the reconstruction or demolition of buildings may not be reflected in the accounting department. In this case, the members determine whether the book value has increased or decreased, the changes are reflected in the documents. Incision.

If during accounting it was found that the assets are not suitable for operation, a separate inventory is drawn up. It indicates the year of commissioning and the reasons why the asset can no longer be used.

SURPLUS AND SHORTAGE DURING THE INVENTORY OF OS

In many cases, the commission discovers unexpected results of the inventory of fixed assets - a shortage or absence of property that is on the balance sheet. Sometimes it is possible to immediately detect the cause - the equipment can be stored in another warehouse, and this must be documented. Otherwise, the shortage is the basis for an internal investigation.

A situation is possible that is the opposite of a shortage - in the process of conducting an inventory of fixed assets, assets are found that are not on the balance sheet. In this case, the main thing is to find out where this or that remedy came from. It can be obtained both legally, in the form - a donation agreement, unrecorded profits of previous years, and illegally - if employees are engaged in activities that are not part of their duties or there are other violations of the law. The discovery of unaccounted for funds can also lead to an internal investigation. If the fixed assets are obtained legally, then they are contributed to the company's assets, and together with the determination of their market value, regardless of whether they cost a ruble, a thousand or more.

REFLECTION OF SURPLUS AND SHORTAGES IN ACCOUNTING

Shortage or surpluses lead to a change in the state of the objects being taken into account. To reflect this in accounting, postings are used.

When surplus is found:

  • DT 01 KT 91-1 - the fixed asset has been capitalized.

Shortage, given that the perpetrators have not been found:

  • DT 02 KT 01 - writes off depreciation for undetected funds;
  • DT 94 KT 01 - writes off the residual value;
  • DT 91-2 KT 94 - reflects the shortage in other expenses.

If it was possible to identify the perpetrators, then:

  • DT 73 KT 94 - the shortage is written off at the expense of those responsible;
  • DT 50 KT 73 - the employee repays the amount of debt.

To compensate for the shortage, the guilty employee is deducted from the salary, but not more than 20% of it.

DOCUMENTATION OF OS INVENTORY

You need to complete the following documents:

  • order to conduct an inventory of fixed assets - form INV-22. Here they indicate the reason, the property that is being inventoried, the terms, the composition of the commission, indicating the position and full name;
  • all inventories are recorded in the register of orders - form INV-23. It contains data about the company or structural unit where the check is carried out, the persons responsible for the property, data on the inventoryed property, people who are on the commission, the actual start and end dates of the procedure, results, dates of summing up and measures taken;
  • in the inventory in the INV-1 form, write down the data that are obtained during the inspection of the property;
  • if any funds are under repair, this is reflected in the INV-10 form. It also indicates the cost of repairs, its cost;
  • in the INV-18 statement, discrepancies between the actual quantity and the accounting quantity are recorded. The document in the form must be drawn up in two copies - for the responsible person and the accounting department.

RESULTS OF INVENTORY OF FIXED ASSETS

As a result of a properly conducted procedure, the company receives a clear understanding of what property it has, and can dispose of it more competently to maximize profits. In addition, errors lead to inaccuracies in reporting - if this is discovered by the tax authorities, the company faces fines.

OS INVENTORY IN THE LEADER TEAM

This process can take a lot of time if approached without proper professionalism. But if you entrust this task to specialists, you can get a quick result, while meeting the standards of high accuracy.

Leader Team offers its services related to the provision of inventory professionals. When contacting us, you can be sure that this procedure will take only 1 day or 1 night - at your choice. You can count in all branches at once - this is convenient for owners of an extensive network.

In order to find out the details - just call us at one of the phones listed on the website, or leave a request in the quick contact form.

The inventory of fixed assets is carried out in accordance with the Guidelines for the inventory of property and financial obligations, which should be applied subject to the resolution of the State Statistics Committee of Russia dated August 18, 1998 No. 88.

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

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

When inventorying fixed assets, the commission inspects the objects and enters in the inventory their full name, purpose, inventory numbers and main technical or operational indicators.

When making an inventory of buildings, structures and other real estate, the commission checks for the availability of documents confirming that the specified objects are owned by the organization. The presence of documents for land plots, water bodies and other objects of nature management owned by the organization is also checked.

When identifying objects that are not accepted for accounting, as well as objects for which there are no or incorrect data characterizing them in the accounting registers, the commission must include in the inventory the correct information on these objects.

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

If the commission establishes that capital works (building up floors, adding new premises, etc.) or partial liquidation of buildings and structures (demolition of individual structural elements) are not reflected in accounting, it is necessary to determine the amount of increase or decrease in the book value of the object using the relevant documents and provide information about the changes made in the inventory.

Machinery, equipment and vehicles are entered in the inventory individually with an indication of the factory inventory number according to the technical passport of the manufacturer, year of manufacture, purpose, capacity, etc. The same type of items of household inventory and tools of the same value, which arrived simultaneously in one of the structural divisions of the organization and are recorded in the standard inventory card of group accounting, are listed in the inventories by name with an indication of the number of these items.

Fixed assets that are outside the location of the organization at the time of the inventory (vehicles on long-distance voyages, sea and river vessels, railway rolling stock; machines and equipment sent for overhaul, etc.) are inventoried until they are temporarily retired.

For 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 become unusable (damage, complete wear, etc.).

To reflect the actual availability of fixed assets at their locations and at all stages of their movement in the organization, the "Inventory list of fixed assets" in the form No. INV-1 (Appendix 6) is used.

The inventory list is drawn up in duplicate and signed by the responsible persons of the commission separately for each place of storage of valuables and the person responsible for the safety of fixed assets. One copy is transferred to the accounting department for compiling a collation statement, and the second remains with the financially responsible person or persons.

Prior to the start of the inventory, a receipt is taken from each person or group of persons responsible for the safety of valuables. The receipt is included in the header of the form. Inventories are compiled separately for groups of fixed assets (industrial and non-industrial purposes).

For fixed assets leased, the inventory is drawn up in three copies separately for each lessor, indicating the lease term. One copy of the inventory list is sent to the landlord.

The data of the inventory records are used to compile collation statements, in which the actual data of the inventories are compared with the 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 have been identified, collation statements of the form No. INV-18 “Comparison statement of the results of the inventory of fixed assets, intangible assets” (Appendix 7) are used.


For fixed assets that do not belong to the organization, but are listed in the accounting records (located in safekeeping, etc.), separate collation statements are drawn up.

The collation statement is compiled 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 the act of inventory of incomplete repairs of fixed assets in the form No. INV-10.

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

The act of inventory of unfinished repairs of fixed assets is used in the inventory of unfinished repairs of buildings, structures, machinery, equipment, power plants and other fixed assets. The act is drawn up in two copies on the basis of 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 inventory lists are signed by members of the commission and financially responsible persons. All business transactions and inventory results are subject to timely registration on accounting accounts without any omissions or exceptions.

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

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

The 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", the identified surplus of fixed assets should 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 for accounting of surplus fixed assets is previously reflected (as well as any receipt of fixed assets) in the debit of account 08 “Investments in non-current assets”. Operations to reflect in accounting an unrecorded fixed asset identified during the inventory are made out by the entries presented in table 2.3.1:

In accordance with the law, the shortage of property and its damage within the limits of natural wastage are charged to the accounts of production costs and / or sales costs, in excess of the norms - to the account of the perpetrators.

Table 2.3.1.

Operations to reflect in accounting an unrecorded fixed asset identified during the inventory

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

The above norms of attrition can be applied only in cases of detection of actual shortages and in the presence of approved norms of attrition.

Since there are no approved norms of natural loss for fixed assets, all their shortages should be considered as excess and attributed to the guilty parties.

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

After clarifying all the circumstances of the shortage of fixed assets, the head of the organization decides on the procedure for their write-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 sub-account, and the amount of accumulated depreciation is transferred to the credit.

The residual value of fixed assets identified on sub-account 01-2 "Retirement 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 person.

The recovery 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” (sub-account 73-2 “Calculations for compensation of material damage”) if there are guilty persons. When recovering the cost of missing valuables from the perpetrators, 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 “Income future periods” (sub-account 98-4 “The difference between the amount to be recovered from the perpetrators and the cost of shortages of valuables”).

As the amount due from the guilty person is recovered, the indicated difference is debited from account 98 “Deferred income” in correspondence with account 91 “Other income and expenses” (sub-account 91-1 “Other income”). The contribution of funds by the guilty person to repay the debt for damages is reflected on the credit of account 73 “Settlements with personnel for other operations” (subaccount 73-2) in correspondence with the debit of account 50 “Cashier”.

Example. Assume that the organization identified a shortage of fixed assets in the presence of a guilty person. The guilty person voluntarily compensates for the damage from the shortage of the object, based on market prices in an amount exceeding the residual value of the object.

In the absence of specific perpetrators, as well as in the presence of shortages of fixed assets, the recovery of which was denied by the court due to the groundlessness of claims, the write-off of shortages and losses from damage to fixed assets is made to account 91 “Other income and expenses”.

Table 2.3.2.

Operations to reflect in accounting the shortage of an object of fixed assets in the presence of a guilty person

Corresponding accounts

The excess of the amount of damage to be recovered from the guilty person is reflected over the actual amount of damage

Contributed funds by the guilty person to pay off the debt for damages

Included in other income is the positive difference between the amount of damage to be recovered from the guilty person and the actual amount of damage (as the damage is repaid)

Determined financial result (profit) (as part of the final financial result)

Example. Assume that the organization identified a shortage of fixed assets in the absence of the guilty person. At the same time, the absence of the guilty person is confirmed only by the decision of the investigating authorities, or there is a guilty person, but the court refused to recover damages from him due to the groundlessness of the claims. In these cases, although the organization writes off losses to financial results, it does not have the right to reduce the taxable base for income tax, since such a right is given only when the court has taken place, but has delivered an acquittal to the accused (guilty person).

In this case, the amount of loss attributed to financial results in accounting is reflected, but not taken into account as part of the organization's losses for profit tax purposes.

Example. Let us assume that the organization revealed a shortage of an object in the presence of a guilty person, but in conditions when the court took place and delivered a verdict of not guilty to the guilty person.

In cases where there are such decisions of the judicial authorities, the organization has the right to attribute losses from shortages, losses and theft of property to the financial results of the organization and reduce taxable profit by the amount of losses incurred.

Table 2.3.3.

Operations to reflect in accounting the shortage of an object of fixed assets in the presence of a guilty person in conditions when the court took place and delivered a verdict of not guilty to the guilty person

Corresponding accounts

The initial cost of the missing fixed asset identified during the inventory was written off

The amount of depreciation accrued on the fixed assets object by the time of write-off was written off

The residual value of the missing fixed asset was written off

The actual amount of damage is attributed to the guilty person

Written off to financial results is the shortage of the fixed assets object in connection with the acquittal of the guilty person by the court

Determined financial result (loss)

Shortfalls in valuables identified in the reporting year, but related to previous reporting periods, recognized by financially responsible persons or for which there are court decisions to recover from the guilty persons. are reflected in the debit of account 94 “Shortages and losses from damage to valuables” and the credit of account 98 “Deferred income”,

At the same time, account 73 “Settlements with personnel for other operations” (sub-account 73-2 “Calculations for compensation for material damage”) is debited to these amounts and account 94 “Shortages and losses from damage to valuables” is credited.

As the debt is repaid, account 91 “Other income and expenses” is credited and account 98 “Deferred income” is debited.

Thus, an inventory of fixed assets can be carried out once every three years, and library funds - once every five years.

Prior to the inventory of fixed assets, it is advisable to check: the availability and condition of inventory cards, inventory books, inventories and other registers of analytical accounting; availability and condition of technical passports or other technical documentation; availability of documents for fixed assets leased or accepted by the organization for storage (in the absence of documents, it is necessary to ensure their receipt or execution). If discrepancies and inaccuracies are found in accounting registers or technical documentation, appropriate corrections and clarifications must be made.

Simultaneously with the inventory of own fixed assets, fixed assets that are in safekeeping and leased are checked. A separate inventory is drawn up for the specified objects, in which a link is given to documents confirming the acceptance of these objects for safekeeping or for rent.

As a rule, enterprises have a large number of fixed assets (hereinafter referred to as OS). In relation to them, there is a need for periodic inventory. An inventory of fixed assets at an enterprise is, firstly, checking their actual availability and functional state, and secondly, monitoring the correct reflection of information about fixed assets in accounting accounts. In the inventory process, the actual availability of fixed assets is compared with the accounting data and, if necessary, the relevant information is clarified (the necessary corrections are made to the accounting).

Conducting an OS Inventory

How exactly the inventory of fixed assets is carried out can be found in the Recommendations of the Ministry of Finance of the Russian Federation dated June 13, 1995 N 49 (hereinafter referred to as the Recommendations).

Note that the inventory in question may not be carried out annually, but once every three years (clause 1.5 of the Recommendations).

The specific frequency of the inventory of fixed assets is approved by the head of the enterprise.

There are three main stages in the inventory of fixed assets:

  • determination of the composition of the inventory commission, the period for the implementation of the inventory and the reasons for its implementation. All this should be written in one document - the order of the head to conduct an inventory of the organization's fixed assets (form INV-22);
  • establishing the fact of the availability of fixed assets. This stage includes identifying the names of fixed assets, their condition, the number of numbers assigned to them, and the market value. This information is reflected in the inventory INV-1;
  • comparison of the information established as a result of the above verification procedure with the information contained in the accounting registers. Based on the results of these actions, a statement INV-18 is drawn up.

OS inventory procedure

As part of the above stages, the commission visually inspects fixed assets and reflects the necessary information about them in the inventory.

If the fixed asset is faulty and during the inventory period it is being repaired, it is reflected in a separate document (form INV-10).

In the general order (that is, along with the rest), an inventory of leased fixed assets is also made. However, it should be borne in mind that information about such OS should be included in a separate inventory.

In the event that fixed assets unsuitable for operation are identified, the commission must also draw up a separate inventory in relation to them.

Not included in the general inventory and identified fixed assets that were not previously taken into account. They are also included in a separate document.

As follows from the rules for conducting an inventory of fixed assets, it is necessary to indicate reliable data on fixed assets in inventories, regardless of how exactly these data were previously reflected in accounting.

When valuing fixed assets, market prices must be applied.

According to the results of the inventory, discrepancies identified during the reconciliation of actual data with accounting data are subject to elimination. This is done by entering corrected and updated data into the accounting.

The purpose of the inventory of fixed assets

The main objectives of the OS inventory are:

  • establishing the fact of the presence of fixed assets in the enterprise and clarifying information about them;
  • comparison of the established factual information with the information reflected in the accounting registers;
  • bringing accounting registers in line with the information established by the inventory commission.

It is important to consider that in addition to the “scheduled” check, the reasons for the inventory of fixed assets may be:

  • lease of fixed assets;
  • change of persons responsible for OS;
  • damage, loss of property, occurrence of consequences from emergencies;
  • reorganization or liquidation of a legal entity.

In the event of the occurrence of these events, the OS inventory is carried out unscheduled.

Please note that starting from 2013, it is not necessary to apply unified forms of primary accounting documentation. In order to take into account the results of the inventory, the organization has the right to develop and approve its own documents indicating all the details necessary for this operation. After that, the organization has the right to carry out an inventory of fixed assets using its own forms of documents.

In accordance with the requirements of the Guidelines for the inventory of property and financial liabilities, an annual inventory of fixed assets is carried out. An inventory can also be carried out in accordance with the requirement of a written order of the head. If the inventory reveals shortages of fixed assets, their surpluses, then collation statements are formed (form No. INV-18). They reflect the results of the inventory in terms of the discrepancy between the data of the inventory lists and accounting.

Reflection in the accounting of the results of the inventory of fixed assets

The procedure for conducting the results of an inventory of fixed assets in accounting:

  • surplus fixed assets are recorded at market value and placed in other income;
  • shortages of fixed assets are carried out depending on the presence or absence of the perpetrators.

The results of the inventory are carried out in the reporting and accounting of the month in which the inventory was completed, and if it was an annual inventory, then in the annual accounting report.

How to capitalize the fixed asset identified during the inventory

The surplus identified during the inventory is credited to account 01, account of fixed assets, in correspondence with account 91, account of other income and expenses (clause 36 of the Guidelines for accounting of fixed assets, approved by Order of the Ministry of Finance of the Russian Federation of October 13, 2003 N 91n (as amended on 12/24/2010)).

Accounting is carried out at the current market value.

The arrival of surpluses is carried out through account 08, as well as in the case of the arrival of fixed assets. The fixed asset identified during the inventory is credited with the following postings:

Debit 08 Credit 91.1

Debit 01 Credit 08

If the inventory reveals a shortage of fixed assets

The sequence of accounting for the shortage of fixed assets during the inventory:

  • write off the initial cost
  • depreciation is written off
  • write off the residual value
  • the valuation made is written off.

Postings for writing off shortages during the inventory of fixed assets

Debit Credit Operation type description A document base
01 sub-account "Disposal" 01 Write off the initial cost of fixed assets No. OS-4 "Act on the write-off of an object of fixed assets (except for motor vehicles)";
No. OS-4a;
No. OS-4b;
Accounting reference-calculation
02 01 sub-account "Disposal" Accrued depreciation is written off Accounting reference-calculation
94 01 Residual value written off
83 94 The production revaluation is written off
73-2 94 The shortage is written off to the guilty persons at the residual value No. INV-1 "Inventory list of fixed assets";
No. INV-26 "Statement of accounting for the results identified by the inventory"
73-2 98-4 The difference between the residual value of the missing fixed assets and their market value to be written off from the perpetrators is reflected. Accounting reference-calculation
50, 70 73-2 Debts for shortages are repaid by the guilty person No. KO-1 "Incoming cash order";
No. T-49 "Payroll"
98-4 91-1 The difference between the residual value of the missing fixed assets and their market value is reflected as income of the current period (in the process of repaying debts by guilty persons) Accounting reference-calculation

Write-off of shortage in the absence of identified perpetrators

If the perpetrators are not identified, then the shortage of fixed assets is recorded as other expenses:

Debit 91 Credit 94

The posting is reflected on the date of receipt of documents from state authorities on the absence of guilty persons (clause 5, clause 2, article 265 of the Tax Code of the Russian Federation).

Tax accounting of the results of the inventory of fixed assets

The cost of surplus fixed assets found in the inventory process is included in non-operating income. This is enshrined in paragraph 20 of Article 250 of the Tax Code of the Russian Federation. These fixed assets are accounted for at the average market value as of the date of the inventory and are subject to further depreciation (letters of the Ministry of Finance of Russia No. .

The cost of the shortage of fixed assets identified during the inventory refers to non-operating expenses, and the shortage already returned by the guilty person is reckoned to non-operating income.

Recovery of VAT when writing off the shortage of fixed assets

When writing off the shortage, the budget is reimbursed for VAT, previously accepted for tax deduction (). Restoration of VAT and its payment are taking place, because. only funds acquired for the production needs of the organization fall under the purposes of the VAT deduction.

For written-off damaged fixed assets, the recovery of the amount of input VAT is carried out in proportion to the residual value.

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

Inventory in accordance with applicable law is carried out annually. The basis is the order of the head (Form No. INV-$22$).

Pre-Inventory Events

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

When conducting 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 found that were not taken into account, or incorrect data were found, the commission enters the correct information, the unaccounted for is accepted for accounting. For funds that are not suitable for operation and for restoration, an inventory is drawn up, indicating the period of commissioning and the reasons for unsuitability.

Remark 1

The inventory also includes funds that are leased from a third-party organization, or are in safekeeping. A separate listing is made for them.

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

Reflection of Discrepancies in Inventory

  • surplus - must be credited. For this, an account of $91$ will be used.
  • shortage - relates to the guilty persons, or is 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 - in the annual balance sheet.

Figure 1. Correspondence of accounts during the inventory

The inventory takes place when:

  • change of financially responsible persons;
  • preparation of annual financial statements;
  • detection of theft, abuse or damage to property;
  • reorganization or liquidation of an enterprise;
  • in case of natural disaster, fire or other emergencies caused by extreme conditions;
  • in other cases stipulated by the legislation.

Inventory of fixed assets- a procedure necessary not only to maintain the safety of the property of the enterprise, but also to timely get rid of idle, not involved in the production process, capacities that 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 list of perennial plantations (form No. INV-$22$ APK)
  • inventory list of working livestock and productive animals, poultry, bee colonies (form No. INV -$20$ APK)
  • comparative statement of the results of the inventory of fixed assets (Form No. INV-$18$). When deviations are found.
  • act of inventory of unfinished repair of fixed assets (form No. INV-$10$).

All documents are drawn up in two copies, signed by responsible persons. One copy is transferred to the accounting department, the second from the materially 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

During the inventory of fixed assets at Irida LLC, a shortage of fixed assets was revealed - a mobile phone. The initial cost is $15,000 rubles, the amount of accrued depreciation is $5,000. The amount of VAT accepted for deduction is $2,700. The financial director Dorokhov A.Yu. was responsible for the safety of the phone. he explained that the phone was lost through his fault, agreed to reimburse the cost of the phone, at a market price of $17,500 rubles.

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

Dt $01$ (sub-account "OS disposal" - Ct $01$ "OS in the organization" - $15,000 - the initial cost of the phone was written off

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

Dt $94$ - Ct $01$ (subaccount "Disposal of fixed assets") - $10,000$ - write-off of residual value

Dt $94$ - Cr $68$ - $1,800$ - the amount of VAT claimed for deduction was restored, at the residual value of the phone $(10,000 \cdot 18\%)$

Dt $73$ – Cr $94$ – $11,800$ – the amount of the shortfall was attributed to the guilty person

Dt $73$ – Cr $98$ – $2,500$ $(17,500 – 15,0000)$ – reflects the difference between market and residual value

Dt $51$ - Cr $73$ - $14 300$ - the amount was paid to pay off the shortage of fixed assets.