Should account 94 be closed? Should I expect help from the program?

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Note: For small businesses, the second option is more convenient. When choosing the accounting policy “at full production cost”, costs can be written off monthly using the following entries:

1. Debit 23 “Auxiliary production” Credit 26
2. Debit 29 “Service production and facilities” Credit 26
3. Debit 20 “Main production” Credit 26

When choosing the accounting policy “at reduced production costs”, general business expenses can be fully attributed to the cost price: Write-off of costs on account 25 “General production expenses”: Account 25 is closed monthly by writing off the amount of costs from the account with the following entries:

1. Debit 20 “Main production” Credit 25

1. Debit 23 “Auxiliary production” Credit 25

1. Debit 29 “Service production and facilities” Credit 25

depending on the activity with which these costs are associated.

Closing the year: accounting entries

We talked about what entries are made when closing the month in our consultation. In this material we will talk about closing the financial year.

On December 31 of each year, after identifying the financial result from ordinary activities and other operations, it is necessary to reset the subaccounts to accounts 90 “Sales” and 91 “Other income and expenses” (Order of the Ministry of Finance dated October 31, 2000 No. 94n).

When closing the year, transactions are usually generated automatically in the accounting program used.

We will show you what accounting entries should be made:

If other subaccounts were opened for accounts 90, 91 and debit balances were accumulated on them, they are closed in the same way: they are credited to the debit of subaccounts 90-9 or 91-9, respectively.

As a result of the entries made, all subaccounts to accounts 90 and 91 are closed.

After all sub-accounts to accounts 90 and 91 have been reset, only account 99 “Profit and Loss” remains to be closed.

After all, at the beginning of next year it should also not have a balance (Order of the Ministry of Finance dated October 31, 2000 No. 94n).

The credit balance of account 99 (profit for the year) or the debit balance (annual loss) is attributed to account 84 “Retained earnings (uncovered loss)”:

Debit of account 99 – Credit of account 84 – Reflected profit at the end of the year

Debit of account 84 – Credit of account 99 – Reflected loss based on the results of work for the year

Closing the year in accounting is otherwise called “balance sheet reform.” You can view the balance sheet reformation transactions using conventional digital data in our material.

Postings to 91 accounting accounts

It should be noted that account 91 is very similar to account 90, which involves the sales process. In this case, it also includes several subaccounts, expenses, income and financial results.

Subaccounts in this account may be as follows: What needs to be taken into account For example, if an enterprise is engaged in trading activities, then expenses and income that are associated with the sale of products cannot be reflected in this document.

Closing the month - postings, examples, laws

Closing the month - postings, examples, laws

Operations to close the month are carried out with the aim of summing up and determining the financial result of the current reporting period.

What is month closing and what entries should be made at the end of the period - you will learn about this from our article.

The procedure for closing the month and its main stages

The procedure for closing the month includes accounting operations, the main purpose of which is to determine the financial result of the organization.

The procedure for closing a month consists of several stages:

For organizations that apply PBU 18/02, one of the necessary operations when closing a month is to reflect the conditional income tax expense (income) in transactions. To determine the amount that needs to be posted, use the formula:

Conditional expense/income for NP = total balance for subaccounts 90/9 and 91/9 * tax rate 20%.

Month closing example

Gulliver LLC provides information and consulting services.

Accounting for shortages and losses

How the accountant writes off the losses received depends on the cause of the shortages and losses. And therefore, it depends on this whether taxes will be calculated correctly or not. Read our article about how shortages and losses of material assets are reflected in accounting and what needs to be done when they are identified.

How to identify shortages

To identify losses and shortages, you need to conduct an inventory. The procedure for its implementation, as well as the method for reflecting the results, are established by the Methodological Guidelines for the Inventory of Property and Financial Liabilities, approved by Order of the Ministry of Finance of Russia dated June 13, 1995 No. 49.

The results are reflected in inventory reports and acts.

If the inventory commission reveals discrepancies between the actual availability of products and accounting data, then a matching statement is drawn up for these amounts in Form N INV-19. For discrepancies in fixed assets and intangible assets, fill out a statement in Form N INV-18.

Identified shortages and losses are taken into account on account 94 “Shortages and losses from damage to valuables.” Namely here they give:

• the actual cost of missing or completely damaged inventory items;
• residual value of missing or completely damaged fixed assets and intangible assets;
• the amount of losses for partially damaged material assets.

How to write off the shortage

The decision to write off the shortage is made by the head of the organization. What it will be depends on the magnitude of the shortage, on whether there are established norms of natural loss for the missing property, and also on whether the persons responsible for the shortage have been identified.

• within the limits of natural loss norms - to the accounts of production costs and sales costs;
• in excess of the norms of natural loss - at the expense of the guilty persons.

If the perpetrators are not identified or the court refuses to recover damages from them, then losses from shortages of inventories and their damage are written off as financial results for a commercial organization and as an increase in expenses for a non-profit organization.

This procedure is used in accounting. Is it possible to take into account shortfalls when calculating income tax? Yes, you can. According to paragraph 2 of paragraph 7 of Article 254 of the Tax Code, shortages and losses within the limits of natural loss should be included in material expenses. And shortfalls in excess of the norms of natural loss, if the perpetrators are not identified, are included in non-operating expenses. This is stated in paragraph 5 of paragraph 2 of Article 265 of the Tax Code of the Russian Federation.

Let's consider each case separately.

Write-off of shortages within the limits of natural loss

As we have already said, shortfalls within the limits of natural loss can be attributed to expenses. Let’s make a reservation right away: in order to take into account shortfalls when calculating income tax, they must be written off according to the standards that were developed in accordance with Decree of the Government of the Russian Federation of November 12, 2002 N 814. For example, these are the Norms of natural loss for grain, its processed products and oilseeds. They were approved by Order of the Ministry of Agriculture of Russia dated January 23, 2004 N 55.

Example 1. Kolosok LLC grows rye. On April 1, 2004, an inventory was carried out in the organization. During the inventory process, a shortage was identified: according to the accounting data of Kolosok LLC, 20 tons of grain are stored in the warehouse for three months, but in fact, only 19 tons are in the warehouse. The cost of 1 ton of grain is 3,000 rubles. Therefore, the amount of the shortfall is 3,000 rubles. ((20 t - 19 t) x 3000 rub.). Grain is stored in bulk. The rate of natural loss for such grain is 7 percent.

The shortage was identified within the limits of natural loss:

5% (1 t: 20 t x 100%)< 7%.

The accountant of Kolosok LLC reflected the shortage as follows:

Debit 94 Credit 43

• 3000 rub. — the shortage of grain identified during the inventory was taken into account;

Debit 20 Credit 94

• 3000 rub. — the shortage of grain within the limits of natural loss was written off as expenses.

When calculating income tax, the accountant of Kolosok LLC took into account a shortfall in the amount of 3,000 rubles. as part of material costs.

Write-off of shortages in excess of natural loss norms

What if the identified shortage is greater than the norms of natural loss? Or are the norms of natural loss not defined? In this case, if the guilty persons are identified, the amount of the shortfall is written off at their expense.

To compensate for such damage, an order from the enterprise administration is sufficient, and the necessary amount will be withheld from the employee’s salary. Please note: the order must be made no later than one month from the date the shortage was discovered, and money can be withheld from the employee in an amount not exceeding his average monthly earnings. This is established by Article 248 of the Labor Code of the Russian Federation.

Is it necessary to charge VAT on the amount contributed by the employee? We think not. The fact is that the object of VAT taxation is the sale of goods. This is stated in paragraph 1, paragraph 1, article 146 of the Tax Code of the Russian Federation. But in this case, there is no realization - the guilty person only repays the damage caused to the enterprise, and does not pay for the acquired values.

Example 2. The main activity of JSC Iskra is dairy cattle breeding. On April 1, 2004, an inventory was carried out in the organization. During the inventory process, a shortage of milk in the amount of 600 rubles was revealed. The farm manager agreed to voluntarily compensate for the damage. The amount is 400 rubles. he deposited cash into the organization's cash desk. The director ordered the rest of the debt to be withheld from the manager’s salary. In accounting, these transactions were reflected as follows:

Debit 94 Credit 43

Debit 73 subaccount "Calculations for compensation of material damage" Credit 94

• 600 rub. - the shortage was attributed to the culprit - the manager of the Iskra CJSC farm;

Debit 50 Credit 73 subaccount "Calculations for compensation of material damage"

• 400 rub. - the amount of the deficiency was deposited by the guilty person into the cash register;

Debit 70 Credit 73 subaccount "Calculations for compensation of material damage"

• 200 rub. - the amount of the shortfall is withheld from the salary of the guilty person.

If the employee does not agree with the accusation, then the damage can be compensated only after consideration of the labor dispute or by a court decision. In this case, a situation may arise when the court sides with the employee, and those responsible for the shortage will not be identified. Then the amount of the shortfall is attributed to the financial results of the enterprise. At the same time, the shortfall is reflected in off-balance sheet account 007 “Debt of insolvent debtors written off at a loss.” There this amount is listed for five years.

Example 3. Let's use the conditions of example 2. However, this time we assume that the manager of the Iskra CJSC farm voluntarily refused to compensate for the shortage of milk in the amount of 600 rubles. The case was sent to court. As a result, the farm manager was found not guilty. And ZAO Iskra received a court order to suspend the criminal case due to the absence of perpetrators. Based on the order of the head of Iskra CJSC, the accountant wrote off 600 rubles. for non-operating expenses.

These transactions were accounted for as follows:

Debit 94 Credit 43

• 600 rub. — the shortage of milk identified during the inventory is taken into account;

• 600 rub. — the amount of the shortfall was written off as non-operating expenses of Iskra CJSC;

• 600 rub. — the shortfall on the balance sheet is taken into account.

When calculating income tax, the accountant of ZAO Iskra took into account a shortfall in the amount of 600 rubles. as part of non-operating expenses.

However, shortages cannot always be taken into account in expenses. If an agricultural organization does not take any measures to find the perpetrators and does not go to court, then, by decision of the founders, the shortages are written off at their own expense. The same is done if the perpetrators are identified, but the company does not want to recover damages from them. Please note: in this case, the amount of the shortfall must be included in the employee’s total income.

Example 4. As a result of the inventory, a shortage of feed in the amount of 10,000 rubles was revealed at Voskhod LLC. The accountant attributed the loss within the limits of natural loss (5,000 rubles) to expenses.

The founders of Voskhod LLC decided to cover the remaining amount of the shortfall from the organization’s own funds.

The feed was purchased from Lugovoe LLC. At the same time, VAT paid in the amount of 1000 rubles. was accepted for deduction.

The accountant of Voskhod LLC reflected these transactions as follows:

Debit 94 Credit 43

• 10,000 rub. — the shortage of mixed feed identified during the inventory was taken into account;

Debit 94 Credit 68 subaccount "VAT calculations"

• 1000 rub. — VAT related to the cost of the missing feed has been restored;

Debit 20 Credit 94

• 5000 rub. — the shortage of feed within the limits of natural loss was written off as expenses;

Debit 91 subaccount "Other expenses" Credit 94

• 6000 rub. (10,000 - 5000 + 1000) - by decision of the founders, the shortage was written off at the expense of Voskhod LLC’s own funds.

I.S.Klimashova

Chief Accountant

LLC "Selmash"

Chart of Accounts

Account 94 “Shortages and losses from damage to valuables”

Account 94 “Shortages and losses from damage to valuables” is intended to summarize information on the amounts of shortages and losses from damage to material and other assets (including money) identified in the process of their procurement, storage and sale, regardless of whether they are subject to inclusion in accounts accounting for production costs (selling costs) or those responsible. In this case, losses of valuables resulting from natural disasters are charged to account 99 “Profits and losses” as losses of the reporting year (uncompensated losses from natural disasters).

On the debit of account 94 “Shortages and losses from damage to valuables” the following are given:

• for missing or completely damaged inventory items - their actual cost;
• for missing or completely damaged fixed assets - their residual value (original cost minus the amount of accrued depreciation);
• for partially damaged material assets - the amount of determined losses, etc.

For shortages and damage to valuables, entries are made in the debit of account 94 “Shortages and losses from damage to valuables” from the credit of the accounts accounting for these valuables.

When the buyer, upon acceptance of valuables received from suppliers, identifies a shortage or damage, then the amount of the shortage within the limits stipulated in the contract, the buyer assigns when posting the valuables to the debit of account 94 “Shortages and losses from damage to valuables” from the credit of account 60 “Settlements with suppliers and contractors", and the amount of losses in excess of the amounts stipulated in the contract, presented to suppliers or a transport organization - to the debit of account 76 "Settlements with various debtors and creditors" (sub-account "Settlements for claims") from the credit of account 60 "Settlements with suppliers and contractors" .

If the court refuses to collect losses from suppliers or transport organizations, the amount previously debited to account 76 “Settlements with various debtors and creditors” (sub-account “Settlements for claims”) is written off to account 94 “Shortages and losses from damage to valuables.”

When the court makes a decision to recover from the supplier amounts of shortages and losses of valuables in excess of the amounts stipulated in the contract in the supplier’s accounting, the amount of the sale previously reflected in the debit of accounts 62 “Settlements with buyers and customers” or 51 “Settlement accounts”, 52 “Currency accounts” and credit to account 90 “Sales”, is reversed for the amount of shortages and losses collected by the buyer. At the same time, the specified amount is reflected by a regular entry in the debit of accounts 62 “Settlements with buyers and customers” or 51 “Settlements accounts”, 52 “Currency accounts” and the credit of account 76 “Settlements with various debtors and creditors”. When transferring amounts to the buyer, account 76 “Settlements with various debtors and creditors” is debited in correspondence with account 51 “Settlement accounts”. The supplier must also reverse the turnover on the debit of account 90 “Sales” and the credit of account 43 “Finished products”. The amount restored in this way on account 43 “Finished products” is then written off to the debit of account 94 “Shortages and losses from damage to valuables”.

In the credit of account 94 “Shortages and losses from damage to valuables” the write-off is reflected:

• shortages and damage to valuables within the limits stipulated in the contract - to the accounts of material assets (when they are identified during procurement) or within the limits of natural loss - production costs and sales costs (when they are identified during storage or sale);
• shortage of valuables in excess of the values ​​(norms) of loss, losses from damage - to the debit of account 73 “Settlements with personnel for other operations” (sub-account “Settlements for compensation of material damage”);
• shortages of valuables in excess of the values ​​(norms) of loss and losses from damage to valuables in the absence of specific culprits, as well as shortages of inventory items, the recovery of which was refused by the court due to the unfoundedness of the claims - to account 91 “Other income and expenses”.

In the credit of account 94 “Shortages and losses from damage to valuables” amounts are reflected in the amounts and values ​​accepted for accounting as the debit of the specified account. At the same time, missing or damaged material assets are written off to the production cost (sales cost) accounts at their actual cost.

Organizations? To answer, you must refer to Order No. 94n dated October 31, 2000, where it is determined that the account. 94 is intended to reflect identified shortages and/or losses of valuables. In this case, it is initially necessary to establish the fact of the shortage, and then attribute such amounts to the guilty persons (if they are identified) or to the expenses of the enterprise. Let's look at how to close account 94 - postings for typical transactions are given below.

Features of accounting for shortages and losses from damage to inventory items

Cases of shortage of property and monetary resources of a company are not uncommon and are most often identified during inventory activities. In addition, shortfalls in inventories are possible when supplies are delivered from suppliers, due to natural wastage, as well as due to force majeure.

To reflect aggregate data regarding losses of company property, a special active account 94 is used. On the debit side, the amounts of shortfalls are formed in correspondence with the inventory accounts, and on the credit account 94 is closed in the amount of:

• Shortages/losses according to the amounts stipulated by the contractual terms - when purchasing inventories.
• Shortages/losses within the established norms of natural loss - in the process of storage and/or sale of inventories.
• Shortages/losses in excess of the established norms of natural loss - with identification of those responsible for the theft.
• Shortages/losses in excess of the established norms of natural loss - without identifying the perpetrators of the theft or when it is impossible to prove the fact of guilt.

How to close account 94

Reliable closure of account 94 is carried out for a loan in a monetary amount and quantitative value corresponding to the values ​​​​accepted for accounting as a debit of the same account. And the cost accounts corresponding to the enterprise's industry are written off at the actual cost of material assets. When recovering the amounts of theft from guilty employees of the organization, accounts 73 and are used.

Closing 94 accounts – postings

Let's look at examples of how to close a 94 account. The most typical situation is the identification of shortages during inventory. Let us assume that the inventory commission has discovered shortages in fixed assets, equipment, materials, goods, finished products, products of the main production (incomplete, servicing):

• D 94 K 01, 07, 10, 41, 43, 20, 23, 29 – for the amount of shortfalls.
• D 20 (29, 23) K 94 - reflects the write-off of the shortage to the costs of the main (servicing, auxiliary) production.
• D 73 K 94 – reflects the write-off of the shortage to the guilty employee.
• D 91 K 94 - reflects the write-off of the shortage for other expenses of the company in the absence of the culprit.
• D 99 K 94 – reflects the write-off of the shortage due to emergency circumstances.

Closing account 94 at the end of the year - postings using an example

Torg-opt LLC conducted an inventory in December, which resulted in a shortage of materials in the amount of 5,700 rubles, and goods in the amount of 4,800 rubles. After an investigation, the company administration identified the culprit - employee Ivanov I.I. The cost of the goods is deducted from his salary. Postings:

• D 94 K 10 for 5700 rub. – a shortage of materials is reflected.
• D 94 K 41 for 4800 rub. – a shortage of goods is reflected.
• D 73 K 94 for 10,500 rubles. – attributed to Ivanov I.I. amount of shortfall.
• D 70 K 73 for 10,500 rubles. – the amount of the shortfall was withheld from Ivanov I.I.’s salary.
• D 98 K 91.1 for 10,500 rubles. – the amount of damage recovered from the employee is included in other income.

Note! In 1C, when closing 94 accounts at the end of the period, the corresponding entry is generated manually by the accountant through a work entry in the transaction journal.

Operations for accounting for losses and shortages are specific and atypical for many enterprises. The accounting account is used to reflect the amounts of identified shortages. In the article we will look at the features, and also look at the account.

Features of accounting for losses and shortages

The amounts of shortages identified in production are reflected in the following entries:

Depending on the fact of identifying the person responsible for the shortage, the cost of losses can be covered or written off as expenses:

An example of accounting for transactions on account 94

An inventory was carried out at Mechanic LLC, as a result of which a shortage of goods and materials was revealed (working clothing in the amount of 3 units). Based on the fact of the investigation, the culprit was identified - the mechanic of the production workshop S.R. Petrenko. The cost of workwear (4,275 rubles) was withheld from Petrenko’s salary.

94 count – “Shortages and losses from damage to valuables”- this is an account that is needed to reflect information about the amount of losses and shortages of inventory and cash. It takes into account losses that occur during production, processing, transportation, and storage in warehouses.

Excluded from the list of losses are those that are the result of a natural disaster (they are taken into account on another account) and those that are agreed upon in advance (the supplier assumes compensation for losses of a natural nature).

Shortage of goods may be discovered after taking inventory, after checking accounting documentation, after receiving goods from a supplier or intermediary.

Determining the profitability of an organization - in order to find out how many expenses there were for a specified period and compare them with income, you need to accumulate information about this, including information about the lack of the required amount of funds or damage to stored products. Such information collected on account 94.

Determining the amount of loss that has not yet been definitively correlated with the class of losses/shortages - it happens that property deteriorates and the reason has not been established - there are doubts whether this was a force majeure circumstance, or the intent of the employee, or something else.

Account 94 shows the amount of compensation costs, focusing the attention of responsible persons on the issues of correlating the loss with the culprit (or with the fact that there are no culprits).

Asset or liability

Account 94 is active. The amounts of shortfalls from the credit of other accounts - for example, inventory or fixed assets - are entered into its debit. These amounts are determined as follows: in case of complete loss or damage to an object, its actual value is paid, and in case of partial damage, an amount is paid in accordance with the amount of the loss.

Indicators

Two cases recorded on account 94:

1. The available quantity of valuables does not coincide with the documented one (something is missing; complete absence of units of goods; shortage).
2. The existing property is damaged, its qualitative characteristics have changed, and because of this, quantitative ones (shrinkage, shaking, rotting, evaporation).

Losses may fit into or exceed existing standards. As a rule, the standards include losses associated with the technical side of storage and transportation of various materials and their physical properties. For example, food spoils, becomes wrinkled, liquids evaporate or spill. These possibilities are taken into account and the corresponding loss rates are calculated. Excessive losses are more likely a consequence of theft or negligence.

The separation of standard and non-standard losses is necessary in order to make a decision about which account to write off the amounts of losses to. Depending on the nature of the loss, expenses are written off to the organization’s business account, or deducted from the salaries of the responsible persons.

Detection of material shortages

At ZAO Domostroy-Plus, an inventory was carried out on August 26, 2017, during which a shortage of 8 tons of red brick was discovered, totaling 100,000 rubles. The culprit of the loss turned out to be employee P.P. Petrov, who was guarding the storage area for this material, and the shortage was written off to his account.

In such a situation, they form following postings:

Loss sharing

When conducting an inventory at the Elektromagnit grocery store on August 27, 2017, damage to fresh cucumbers was discovered, totaling 5,000 rubles. Of these, 4,000 rubles were written off due to long-term storage, and 1,000 rubles were defined as losses in excess of the norm and were written off from the salary of the responsible manager S.S. Sidorov).

Postings to the described events:

Other cases

On the debit of account 94:

On account credit 94:

What to do before and during closing

Before the 94 account is closed, the following happens:

• The fact of shortage is established.
• The reasons are determined - natural loss, specified losses, force majeure, or someone’s intent or negligence.
• The amount is attributed to the expenses of the enterprise or to those responsible for the shortage.

Account 94 is closed on credit with the same amounts and quantities that were taken into account as debit. Costs are written off based on the actual cost of the property:

1. If the shortage is written off as main production costs, the amount is debited to account 20.
2. If intent or negligence of an employee is detected, the debit is written off.
3. If the culprit is absent, then the amount of the shortfall is written off to other expenses, debit.
4. If losses are a consequence of force majeure circumstances, the write-off is made to the debit of account 99.

Example of year-end closing transactions: in December 2016, an inventory was carried out at MetallurgCom LLC. As a result, a shortage of cast iron worth 10,000 rubles and manufactured spare parts for aircraft engines worth 8,000 rubles was discovered. An operational investigation was carried out and the culprit of the loss was found - supply manager S.S. Smirnov. The amount of losses was deducted from his salary.

Year-end closing entries:

This material, which continues the series of publications devoted to the new chart of accounts, analyzes account 94 “Shortages and losses from damage to valuables” of the new chart of accounts. This commentary was prepared by Y.V. Sokolov, Doctor of Economics, Deputy. Chairman of the Interdepartmental Commission on Reforming Accounting and Reporting, member of the Methodological Council on Accounting under the Ministry of Finance of Russia, first President of the Institute of Professional Accountants of Russia, V.V. Patrov, professor of St. Petersburg State University and N.N. Karzaeva, Ph.D., deputy. Director of the audit service of Balt-Audit-Expert LLC.

This account is intended to reflect shortages and losses of valuables. This is a kind of transaction account screen. It collects all losses and shortages identified:

• or during inventory;
• or when accepting valuables;
• or as a result of document verification.

All these shortages and losses, with the exception of those previously agreed upon, for example, the amount of possible shortages, as a rule, natural loss or other types of normalized losses, are provided for in the contract, and the supplier agrees in advance to accept these losses at his own expense.

When analyzing account 94 “Shortages and losses from damage to valuables,” the following questions should be answered:

1. What are the functions it performs?
2. Rules for reflecting shortages (losses) identified as a result of inventory.
3. Rules for reflecting to the recipient shortages (losses) identified as a result of acceptance of valuables.
4. Rules for reflecting shortages (losses) identified by the recipient at the supplier.
5. Rules for reflecting shortages identified in the reporting period, but relating to previous reporting periods.

Let's look at the answers to these questions.

1. Account functions

Account 94 “Shortages from damage to valuables” performs two functions:

1) reveals the total amount of shortages and losses that occurred in the enterprise (purely statistical function);
2) shows a value that has yet to be classified as either a shortage or a loss.

The first function allows you to establish the degree of economic success of the enterprise administration, because you can always see the amount of losses incurred and calculate lost profits.

Property losses can be reflected in accounting only if there is actual confirmation of a shortage of goods. The actual shortage of inventory items is established during an inventory count. In accordance with the order of the Ministry of Finance of Russia dated June 13, 1995 No. 49, “the main goals of the inventory are: identifying the actual availability of property; comparing the actual availability of property with accounting data; checking the completeness of reflection in the accounting of liabilities.”

External users such as investors, creditors, and the state are interested in a reliable assessment of the assets of a business entity. Therefore, it is the Federal Law of the Russian Federation dated November 21, 1996 No. 129-FZ “On Accounting” that regulates the mandatory inventory of property and liabilities, during which their presence, condition and assessment are checked and documented (clause 11 of Article 12 of the Federal Law of the Russian Federation No. 129-FZ ).

The law establishes the right of an enterprise to independently determine the procedure and timing of inventory. However, the law provides for the obligation of the organization to approve this procedure in its accounting policies. Regardless of the timing of the inventory provided for by the organization’s accounting policy, the law regulates the mandatory inventory in the event of:

• transfer of property for rent, redemption, sale, as well as during the transformation of a state or municipal unitary enterprise;
• before drawing up annual financial statements, except for property, the inventory of which 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, and of library collections - once every five years.

In areas located in the Far North and equivalent areas, inventory of goods, raw materials and supplies can be carried out during the period of their lowest balances:

• change of financially responsible persons;
• identifying facts of theft, abuse or damage to property;
• natural disaster, fire or other emergency situations caused by extreme conditions;
• reorganization or liquidation of an organization before drawing up a liquidation balance sheet;
• other cases provided for by the legislation of the Russian Federation.

In case of collective (team) financial responsibility, inventories are carried out when there is a change in the team leader (foreman), when more than fifty percent of its members leave the team (team), as well as at the request of one or more members of the team (team).

Due to the special significance of the results of the inventory in regulating the relationship between the administration of the enterprise and the employee who is financially responsible for the safety of material assets, the correct organization of the inventory is essential. Objectivity in assessing the actual availability of goods can only be achieved with a qualified and accurate inventory in the shortest possible time. To achieve this goal, it is necessary to solve a number of problems:

• organize an inventory commission that meets the requirements,
• ensure working conditions for the inventory commission,
• document the work on inventory of material assets.

The procedure for conducting an inventory is regulated by Order of the Ministry of Finance of Russia dated June 13, 1995 No. 49 “On approval of methodological guidelines for the inventory of property and financial obligations.”

The main requirements for the procedure for creating an inventory commission are as follows.

Organizations can create a permanent inventory commission, the composition of which is approved by the head of the organization. The document on the composition of the commission (order, resolution, instruction) must be registered in the book of control over the implementation of orders to conduct an inventory.

The inventory commission should include representatives of the organization’s administration, accounting employees, and other specialists (engineers, economists, technicians, etc.). Also, representatives of the internal audit service of the organization and independent audit organizations may be included in the inventory commission.

An inventory of material assets can only be carried out in the presence of all members of the commission and the financially responsible person. The absence of at least one member of the commission during the inventory serves as grounds for declaring the inventory results invalid.

Before checking the actual availability of property, the chairman of the inventory commission endorses all receipts and expenditure documents received from the financially responsible person, the latest at the time of inventory, attached to the registers (reports), indicating “before inventory on “...” (date).” Using these documents, accounting determines the balance of property at the beginning of the inventory according to accounting data.

At the same time, financially responsible persons 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. Similar receipts are also given by persons who have accountable amounts for the acquisition or powers of attorney to receive property.

The administration of the organization must create conditions that ensure a complete and accurate verification of the actual availability of property within the established time frame: provide labor for rehanging and moving goods, technically serviceable weighing facilities, measuring and control instruments, and measuring containers.

The actual availability of property is determined by mandatory counting, weighing, and measurement. For materials and goods stored in undamaged packaging of the supplier, the quantity of these valuables can be determined on the basis of documents with mandatory random inspection in kind of part of these valuables. The weight (or volume) of bulk materials may be determined on the basis of measurements and technical calculations.

When inventorying a large number of weighted goods, one of the members of the inventory commission and the financially responsible person separately record the actual data in the sheets of plumb lines. Upon completion of the work, these data are compared and the verified total is entered into the inventory list. Measurement reports, technical calculations and plumb sheets are attached to the inventory.

If the inventory of property is carried out over several days, then the premises where material assets are stored must be sealed when the inventory commission leaves.

The inventory commission is obliged to ensure the completeness, accuracy and timeliness of registration of actual balances of material assets. Such registration is carried out in a special form - an inventory list. Inventory lists or inventory acts are drawn up in at least two copies.

Inventory lists can be filled out either using computer technology or manually. When filling out the inventory manually, either ink or a ballpoint pen must be used; the use of a pencil is not allowed. Blots and erasures are also not allowed in inventory inventories. The names of inventoried values ​​and objects, their quantity are indicated in the inventories by nomenclature and in the units of measurement used in accounting. On each page of the inventory, they indicate in words the number of serial numbers of material assets and the total amount of quantities in physical terms recorded on this page, regardless of the units of measurement (pieces, kilograms, meters, etc.) these values ​​are shown in.

When preparing inventories, blank lines are not allowed; on the last pages, blank lines are crossed out. On the last page of the inventory there should be a note about checking prices, taxation and calculation of totals signed by the persons who carried out this check.

The inventories are signed by all members of the inventory commission and financially responsible persons. At the end of the inventory, financially responsible persons give a receipt confirming the commission’s inspection of the property in their presence, the absence of any claims against the commission members, and the acceptance of the property listed in the inventory for safekeeping. When checking the actual availability of property in the event of a change of financially responsible persons, the one who accepted the property signs in the inventory for receipt, and the one who handed it over signs for the delivery of this property.

In cases where financially responsible persons discover errors in the inventories after the inventory, they must immediately (before the opening of the warehouse, storeroom, section, etc.) report this to the chairman of the inventory commission. The inventory commission checks the specified facts and, if confirmed, corrects the identified errors.

Correction of errors is made in all copies of inventories by crossing out incorrect entries and placing correct entries above the crossed out ones. Corrections must be agreed upon and signed by all members of the inventory commission and financially responsible persons.

It is not allowed to leave blank lines in inventories; blank lines are crossed out on the last pages. On the last page of the inventory there should be a note about checking prices, taxation and calculation of totals signed by the persons who carried out this check.

When conducting an inventory, separate inventories are compiled in the following cases:

• inventory of property in custody, rented or received for processing;
• receipt of goods during inventory;
• release of goods with the written permission of the head and chief accountant of the organization.

Inventory assets received during the inventory are entered into a separate inventory under the name “Inventory assets received during the inventory”, which indicates the date of receipt, the name of the supplier, the date and number of the receipt document, the name of the product, quantity, price and amount. At the same time, on the receipt document signed by the chairman of the inventory commission (or on his behalf, a member of the commission), a note is made “after the inventory” with reference to the date of the inventory in which these values ​​are recorded.

The released inventory items are entered into the inventory under the title “Inventory items released during the inventory count.” An inventory is drawn up by analogy with documents for incoming inventory items during inventory. A note is made in the expenditure documents signed by the chairman of the inventory commission or, on his instructions, a member of the commission.

Upon completion of the inventory, control checks of the correctness of the inventory can be carried out. They should be carried out with the participation of members of inventory commissions and financially responsible persons before the opening of the warehouse, storeroom, section, etc., where the inventory was carried out. The results of control checks of the correctness of the inventory are drawn up in an act and registered in the book of control checks of the correctness of the inventory.

For goods whose inventory reveals deviations from accounting data, comparison sheets are compiled. The comparison statements reflect the results of the inventory, that is, the discrepancies between the indicators according to accounting data and the data of inventory records. The amounts of surplus and shortage of goods in the matching statements are indicated in accordance with their assessment in accounting.

To document inventory results, unified registers can be used, which combine the indicators of inventory lists and reconciliation sheets.

For values ​​that do not belong to the organization, but are listed in the accounting records (those in safekeeping, rented, received for processing), separate matching statements are compiled.

Order of the Ministry of Finance of Russia dated May 13, 1995 No. 49 “On approval of methodological guidelines for the inventory of property and financial liabilities” established a special procedure for the procedures for offsetting surpluses and shortages and reflecting the results of this offset on the accounting accounts. If, based on the results of the inventory, misgrading is established, the financially responsible person is obliged to provide the inventory commission with a detailed explanation. If there is a misgrading that was not the fault of the financially responsible person, the inventory commission in the protocols provides comprehensive explanations of the reasons why such a difference occurred.

Mutual offset of surpluses and shortages as a result of regrading can be allowed by the head of the organization only as an exception for the same audited period, with the same audited person, in relation to inventory items of the same name and in identical quantities.

Order of the Ministry of Finance of Russia No. 49 allows two, mutually exclusive, options for sources of covering the shortage, after the offset has been carried out for re-grading. In accordance with paragraph 5.1 of the methodological recommendations, “if after the re-grading test, carried out in the prescribed manner, there is still a shortage of valuables,” then it is possible to apply the norms of natural loss. Therefore, within the limits of natural loss norms, commodity losses remaining when offset by regrading are written off as distribution costs. However, methodological recommendations regulate the restriction on the application of norms of natural loss: the norms are applied only for the name of the value for which a shortage has been established.

At the same time, paragraph 5.3 of these methodological recommendations, in the case when, when offsetting shortages with surpluses by re-grading, the value of the missing values ​​is higher than the value of the values ​​found in surplus, the resulting difference in value is assigned to the guilty parties.

It should be noted that neither the Federal Law of November 21, 1996 No. 129-FZ “On Accounting”, nor the orders of the Ministry of Foreign Economic Relations and Trade of Russia dated December 19, 1997 No. 631 introduce restrictions on the application of natural loss norms depending on the procedure for determining shortages of goods. Consequently, the application of the norm of natural loss to shortages when offset by regrading does not contradict the legislative acts on the reflection in accounting of commodity losses as a result of natural loss.

The second function “to show a value that has yet to be classified as either a shortage or a loss” is even more important. It is simply forced, because when taking an inventory of valuables or when accepting them, it may always turn out that the documents indicate the value of the valuables higher than the value of these valuables in stock (in terms of cost and in kind). However, it is not always clear how to compensate for this difference.

If the administration treats it as a shortage, then it must be recovered from those responsible; if it is treated as a loss, then it must be written off as a loss. It is clear that the administration should, if possible, recover any difference from those responsible, classifying it as a shortage. But it is also clear that those whom the administration considers guilty are in no hurry to admit themselves as such; moreover, they will spend quite a lot of effort to prove their innocence. And if their guilt is nevertheless recognized by them (the defendants), then the administration will have the right to qualify this difference as a shortage and thereby create receivables, because this is where the old rule of Luca Pacioli applies:

No one can be made a debtor without his consent.

Collection of amounts in compensation for commodity losses established based on the results of the inventory from financially responsible persons must be made in accordance with the Labor Code of the Russian Federation of December 30, 2001.

Financial liability for damage caused to the organization during the performance of labor duties is assigned to the employee, provided that the damage was caused through his fault. This liability, as a rule, is limited to a certain part of the employee’s earnings and should not exceed the full amount of damage caused, except in cases provided for by law (Article 241 of the Labor Code of the Russian Federation).

Article 243 of the Labor Code of the Russian Federation establishes cases of liability in the full amount of damage caused:

• when, in accordance with the code or other federal laws, the employee is held financially liable in full for damage caused to the employer during the performance of the employee’s job duties;
• shortage of valuables entrusted to him on the basis of a special written agreement or received by him under a one-time document;
• intentional causing of damage;
• causing damage while under the influence of alcohol, drugs or toxic substances;
• causing damage as a result of the employee’s criminal actions established by a court verdict;
• causing damage as a result of an administrative violation, if established by the relevant government body;
• disclosure of information constituting a secret protected by law (official, commercial or other), in cases provided for by federal laws;
• causing damage not while the employee was performing his job duties.

Financial liability in the full amount of damage caused to the employer can be established by an employment contract concluded with the head of the organization, deputy heads, chief accountant, as well as on the basis of written agreements on full individual or collective (team) financial liability with employees who have reached the age of eighteen years and directly servicing or using monetary, commodity values ​​or other property of the enterprise.

When determining the amount of damage, only direct actual damage is taken into account; income not received (lost profits) is not taken into account (Article 238 of the Labor Code of the Russian Federation).

An employee who caused damage may voluntarily compensate it in full or in part by transferring equivalent property or correcting the damaged property in agreement with the administration of the enterprise (Article 248 of the Labor Code of the Russian Federation).

If an employee of an organization does not voluntarily compensate for damage, compensation for damage by employees in an amount not exceeding the average monthly earnings is made by order of the employer (Article 248 of the Labor Code of the Russian Federation). In this case, the administration’s order must be made no later than one month from the date of final determination by the employer of the amount of damage caused by the employee. If the employee does not agree with the deduction or its amount, the labor dispute at his request is considered in the manner prescribed by law. In other cases, compensation for damage is made by filing a claim by the administration in the district (city) people's court.

And when, finally, free or forced consent is obtained, you can credit account 94 “Shortages and losses from damage to valuables” and debit subaccounts 76.2 “Calculations for claims” or 73.2 “Calculations for compensation of material damage.” If such consent is not obtained, then the difference is qualified as a loss and is written off either directly or through intermediate accounts, as will be shown below, to account 99 “Profits and losses”.

So, if undoubted losses occur, they are immediately charged to account 99 “Profits and losses”. This is how all losses from natural disasters are reflected - there are no culprits.

The account balance is always a debit and it represents a “hole” in the balance sheet, because there are no values, but whether it is necessary (or possible) to form receivables or whether these are losses to be attributed to financial results remains unclear.

2. Rules for reflecting shortages (losses) identified as a result of inventory

As can be seen from the title of account 94 “Shortages and losses from damage to valuables”, it reflects two indicators:

1. Lack of values;
2. Losses from damage to valuables.

In most cases, shortages of valuables are divided into two groups:

• within the established norms of loss (standardized losses);
• in excess of loss norms (non-standardized losses).

Standardized losses are determined by the physical and chemical properties of the goods, i.e. their ability during transportation and storage to shrink, crush, spray, spill, leak, etc.

Due to their objective nature, the above losses are normalized, i.e. their maximum dimensions (standards) are established.

Currently, the norms for natural loss of food products are in force, developed by the All-Union Scientific Research Institute of Trade and Public Catering, agreed upon with the USSR Ministry of Finance and approved by Order of the USSR Ministry of Trade dated April 2, 1987 No. 88 “On approval of norms for natural loss of food products in trade and instructions for their application". These standards were developed, in particular, for goods in the retail network, in warehouses and bases, as well as transported by road and horse-drawn transport, etc. In addition, this order established standards for losses from broken glass containers with food products during transportation, as well as during storage in warehouses and in retail trade, norms of losses from breaking and chipping of empty glass containers during reception, storage and release at container warehouses, in the retail trade network, when loading into railway cars (barges), during transportation by road and horse-drawn transport.

Non-standardized losses are mainly the result of mismanagement: damage to goods, shortages, waste, theft, etc.

The division of goods losses into standardized and non-standardized is important when deciding at whose expense to write off the damage caused to the organization as a result of commodity losses.

The rates of natural loss during transportation depend on the type of goods and transport, transportation distance, time of year and other factors.

The amount of commodity losses during transportation due to natural loss is determined by finding the rate of loss based on the value of each type of product (in some cases, based on their weight). These standards apply only if, upon acceptance of goods, a shortage is detected.

If, upon delivery of the cargo to the consignee, a shortage of goods is identified within the limits of natural loss norms, the transport representative is obliged to make a corresponding mark on the transport document. If the shortage of goods identified upon acceptance exceeds the established standards, a corresponding report is drawn up.

Normalized losses during transportation (but not more than the amount of shortage identified upon acceptance of goods from transport authorities) are written off, as a rule, at the expense of the consignee. The cost of missing goods in excess of the above norms must be recovered from the culprits.

The rates of natural loss during storage and sale of goods depend on various factors: climate zone (first and second), storage conditions, etc.

Norms of natural loss are not applied to goods that are accepted and released without weighing (by counting units or by weight indicated on the container), which are written off according to acts of damage, breakage, scrap, as well as for piece goods.

The amount of losses due to natural loss (E) is determined by the formula:

E=T*N:100,

T- cost (weight) of goods sold (dispensed);
N- rate of natural loss, %.

Commodity losses during storage and sale due to natural loss are written off only if the inventory reveals a shortage of goods.

Losses of goods during storage and sale due to natural loss are written off based on established standards, but not more than the amount of shortage identified during inventory.

Let's take the following example.

In warehouses, natural loss rates also depend on the shelf life of goods (in addition to the above factors).

With the batch method of storing goods, the shelf life is calculated using the batch card based on the date of receipt of the goods and the date of release.

With the varietal storage method, the average shelf life of goods (C) is determined using the formula

C = O: P,

ABOUT- average daily balance of goods for the period between inventories;
R- one-day turnover of goods during the inter-inventory period.

The average daily balance of goods is calculated using the formula

O = O:n

ABOUT- remaining goods for each day of storage,
n- number of days in the inter-inventory period.

One-day turnover is calculated using the formula

P = T: n

T- turnover of goods for the inter-inventory period.

Example

At the warehouse located in the first zone, an inventory of boiled and smoked sausage was carried out as of April 15. The previous inventory was carried out on October 11, i.e. the inter-inventory period was 180 days.
Receipts, releases and remaining sausages based on accounting data amounted to (kg):

Average daily balance - 950 (171,050: 180)
One-day turnover - 230 (41,420: 180)
Average shelf life - 4 days (950: 230)
The rate of natural loss of boiled-smoked sausage with a shelf life of 4 days is 0.086%.
The maximum amount of natural loss of sausage with a turnover of 41,420 kg and a four-day shelf life will be 35.6 kg ((41,420 * 0.086) : 100).

For retail trade, the above procedure for calculating commodity losses due to natural loss is possible only if a natural value scheme for accounting for goods is used (for example, using bar coding). However, at present, most stores use a cost accounting scheme, in which analytical accounting of goods by name is not maintained. In these stores, the turnover for the sale of a particular product during the inter-inventory period is determined by calculation based on the indicators of the commodity balance:

ZN + P = R + V + ZK

P = ZN + P - V - ZK,

Where ZN- the balance of goods at the beginning of the inter-inventory period (according to the previous inventory data);
P- the goods were received during the inter-inventory period (according to receipt documents);
IN- the product was sold out during the inter-inventory period (according to expenditure documents);
ZK- the balance of goods at the end of the inter-inventory period (according to the latest inventory data).

Having determined the turnover for the sale of a particular product during the inter-inventory period, and multiplying it by the rate of natural loss, we obtain the amount of natural loss for this product. Having calculated the amount of natural loss for each product, we determine the total amount of natural loss for all goods sold during the inter-inventory period.

Natural loss can also be calculated as follows:

1) natural loss on the balance of goods at the beginning of the inter-inventory period;
2) natural loss of goods received during the inter-inventory period;
3) natural loss for disposed goods during the inter-inventory period;
4) natural loss on the balance of goods at the end of the inter-inventory period;
5) natural loss for goods sold during the inter-inventory period (clause 1 + clause 2 - clause 3 - clause 4).

As already mentioned above, by order of the USSR Ministry of Trade dated 04/02/1987 No. 88 “On approval of norms for the natural loss of food products in trade and instructions for their use”, norms for losses from broken glass containers with food products and empty glassware during transportation, storage and release were approved .

In addition, for non-food products (perfumery and cosmetics, household, haberdashery and cultural goods made of plastic, household chemicals, household mirrors, porcelain and earthenware, majolica and pottery, Christmas tree glass decorations, etc.), a number of orders of the former USSR Ministry of Trade established loss norms from combat during transportation, storage and sale. These norms have the same status as the norms of natural loss for food products and the norms of losses from broken glass containers with food products and empty glassware.

The procedure for writing off from account 94 “Shortages and losses from damage to valuables” the amounts of shortages and losses from damage identified during inventory is regulated by paragraph 3 of Article 12 of the Federal Law “On Accounting”: “shortages of property and their damage within the limits of natural loss* include for production or distribution costs, in excess of the norms - to the account of the guilty persons. If the guilty persons 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 organization...”

*Note: There is an editorial error here. It turns out that natural loss norms can also be established for property damage. It should have been said: “the shortage of property within the limits of the norms of natural loss is attributed to the costs of production or circulation, and in excess of the norms and damage to property is attributed to the guilty persons.”

For taxation purposes, before the adoption of Chapter 25 “Organizational Profit Tax” of the second part of the Tax Code of the Russian Federation, when writing off shortages and losses within the limits of natural loss norms to the cost of production, one should be guided by the natural loss norms listed in the order of the Ministry of Foreign Economic Relations of Russia dated January 19, 1997 No. 631 “On norms of natural loss", as well as norms of natural loss for non-food products, approved by the relevant ministries and departments*.

*Note: see letter of the Ministry of Taxes and Taxes of Russia dated February 15, 2001 No. VG-6-02/139.

Paragraph 4 of Article 254 of the Tax Code of the Russian Federation also states: “For tax purposes, material expenses are equated ... losses during storage and transportation of inventory items within the limits of natural loss norms approved in the manner established by the government of the Russian Federation.”

Example

Based on the results of the inventory, a shortage of goods was identified in the store at a sales price of 10,000 rubles. Trade margin - 1000 rubles. Commodity losses due to natural loss during the inter-inventory period amounted to 6,000 rubles. The financially responsible person acknowledged the shortage and agreed to pay it in the amount of 3,300 rubles. Money to repay the debt for the shortfall is deposited in the cash register.
The following entries will be made in accounting:

Credit 41 “Goods” - 9,000 rubles. - the shortage of goods is written off.

A feature of account 94 “Shortages and losses from damage to valuables” in the new chart of accounts is that its debit reflects the actual cost of missing or completely damaged inventory items (in the old Chart of Accounts the cost of these values ​​was reflected at accounting prices). Since in our example the actual cost of missing goods is equal to their cost at accounting (sale) prices (10,000 rubles) minus the trade margin (1000 rubles), then we will write 9000 in the debit of account 94 “Shortages and losses from damage to valuables” rub. We will write off the amount of the trade margin from account 41 “Goods” using the usual entry:

Debit 42 "Trade margin"
Credit 41 “Goods” - 1000 rub. Debit 44 "Sales expenses"
Credit 94 “Shortages and losses from damage to valuables” - 6,000 rubles. - from the cost of missing goods 9000 rubles. the shortage within the limits of natural loss norms amounted to 6,000 rubles, which should be written off as expenses of the organization;
Credit 94 “Shortages and losses from damage to valuables” - 3000 rubles. - shortage of 3000 rubles. - this is loss of goods in excess of the norm and it is subject to recovery from the guilty parties. Debit 73.2 "Calculations for compensation of material damage"
Credit 98.4 “The difference between the amount to be recovered from the guilty parties and the book value for shortages of valuables” - 300 rubles. - the store administration decided to recover the shortage in a larger amount (3,300 rubles) than the actual cost of the missing goods (3,000 rubles). Therefore, the difference is 300 rubles. is additionally recorded as a debit to account 73.2 “Calculations for compensation of material damage”, thereby increasing the debt of the guilty person to compensate for the shortage. In this case, account 98.4 “The difference between the amount to be recovered from the guilty parties and the book value for shortages of valuables” is credited, reflecting the potential income of the organization, which will turn into real income after the guilty person pays off the debt. Debit 50 "Cash"
Credit 73.2 “Calculations for compensation of material damage” - 3300 rubles. Debit 98.4 “The difference between the amount to be recovered from the guilty parties and the book value for shortages of valuables”
Credit 91.1 “Other income” - 300 rubles. - since the guilty person paid off the debt for the shortage, then the amount is 300 rubles. turned into real income and is reflected in the credit of account 91.1 “Other income”.

We have given an example of how shortages of goods identified during inventory are reflected in accounting. Similarly, shortages of other inventories (materials, finished products, etc.) are reflected, with the only difference that instead of account 41 “Goods”, accounts for accounting for missing values ​​are credited (10 “Materials”, 43 “Finished products” " and etc.).

The shortage of depreciable property identified during the inventory is reflected in accounting somewhat differently. Let's show this using the example of fixed assets.

Example

During the inventory, a shortage of fixed assets was revealed, the accounting value of which is 25,000 rubles, and the amount of accrued depreciation is 5,000 rubles. This object has not previously been revalued. As mentioned above (when considering account 01 “Fixed Assets”), accounting for the disposal of fixed assets can be in two options:
1. Without using intermediate account 01 “Disposal of fixed assets”.
2. Using the above account.

Postings according to the first option

Debit 02 “Depreciation of fixed assets” - 5,000 rubles. Debit 94 “Shortages and losses from damage to valuables” - 20,000 rubles. Loan 01 "Fixed assets" - 25,000 rubles.

Postings according to the second option

Debit 01 "Disposal of fixed assets"
Loan 01 “Fixed assets” - 25,000 rubles; Debit 02 "Depreciation of fixed assets"
Credit 01 “Disposal of fixed assets” - 5,000 rubles; Debit 94 "Shortages and losses from damage to valuables"
Credit 01 “Disposal of fixed assets” - 20,000 rubles.

In both options, the debit of account 94 “Shortages and losses from damage to valuables” reflects the same indicator - the residual value of fixed assets.

3. Rules for reflecting the recipient's shortages (losses) identified as a result of acceptance of valuables

If a shortage (damage) occurs when accepting valuables, the authors of the instructions recommend:

• debit account 94 “Shortages and losses from damage to valuables” - only for the amount of natural loss. At the same time, they avoid the phrase “natural loss”, rightly pointing to “shortage within the limits stipulated in the contract”;
• debit subaccount 76.2 “Calculations for claims” - by the amount of the shortfall that exceeds the agreed upon possible amount.

This is done on the basis that through account 94 “Shortages and losses from damage to valuables,” shortages of only those valuables that are considered or can be considered the property of this organization are recorded. Therefore, shortages within the limits of natural loss norms specified in the supply contract are considered losses of the recipient and are therefore included in account 94 “Shortages and losses from damage to valuables.” On the contrary, he does not recognize the fact that the recipient received less due to the fault of the supplier as his own and therefore immediately attributes all such shortfalls to claims. And only in this case, if the court refuses this claim, but essentially says that the risks associated with receiving the goods in this case are borne by the recipient, then the latter already considers these missing values ​​as his own, as his own shortage, and therefore draws up a posting:

Debit 94 "Shortages and losses from damage to valuables"
Credit 76.2 "Settlements of claims"

4. Rules for reflecting shortages (losses) identified by the recipient at the supplier

If the court decides the case in favor of the recipient, then the shortage, according to the court decision, automatically arises from the supplier. But, as a result, now he needs to resort to account 94 “Shortages and losses from damage to valuables.”

Let's see how this happens:

When shipping valuables, the supplier made a note:

Debit 62 "Settlements with buyers and customers"
Credit 90.1 "Revenue" Debit 90.2 "Cost of sales"
Credit 43 "Finished products"

Now these entries should be reversed for the amount of the shortfall (damage), and entries should be made for the shortfall recognized by the court:

Debit 94 "Shortages and losses from damage to valuables"
Credit 76 "Settlements with various debtors and creditors"

After repaying the debt to customers, the following entries are made:

Debit 76 "Settlements with various debtors and creditors"
Credit 51 "Current accounts"

If in the future the resulting shortage can be recovered from the perpetrators, then the following entry is made:

Debit 73.2 "Calculations for compensation of material damage"

If the culprits of the shortage are not found, a record is made:

Debit 91.2 "Other expenses"
Credit 94 "Shortages and losses from damage to valuables."

5. Rules for reflecting shortages identified in the reporting period, but relating to previous reporting periods

Now we need to stipulate the case when, after a year or several years, an old deficiency is revealed. In this case, the accountant acts quite trivially:

Debit 94 "Shortages and losses from damage to valuables"

This is a wonderful entry, because the fact of a shortage of valuables is recognized, the culprit agrees to pay off this shortage:

Debit 73.2 "Calculations for compensation of material damage"
Credit 94 "Shortages and losses from damage to valuables."

Thus, the missing values ​​themselves are not written off, because otherwise the problem of changing many entries in the general ledger accounts will arise. And it is quite obvious that in order to write off missing valuables, either an inventory report or a deficiency report upon acceptance of goods is needed. If the documents reveal a shortage from previous years, and during this time the inventory did not establish such a shortage, then these accounts should not be touched for correctional records.

In this case, a shortage is stated, according to the first function of the account, it is transited through account 94 “Shortages and losses from damage to valuables.” As the shortfall is repaid, two entries are made:

Debit 50 "Cash"
Credit 73.2 "Calculations for compensation of material damage"

Debit 98.3 “Upcoming debt receipts for shortfalls identified in previous years”
Credit 91.1 "Other income"

These records show the correctness of accounting within the boundaries of the balance sheet (accounting for property and liabilities) and the boundaries of accounting for financial results. In the first case, the occurrence of the debt and its payment are recorded, in the second, the content of the resulting settlements is specified. Essentially the original entry:

Debit 73.2 "Calculations for compensation of material damage"
Loan 98.3 “Upcoming debt receipts for shortfalls identified in previous years”

We deliberately omitted account 94 “Shortages and losses from damage to valuables”, since in this case the entries on it are purely statistical in nature.

From a theoretical point of view, we see: on the one hand, the asset increases by the amount of claims against the perpetrator (Debit 73.2 “Calculations for compensation for material damage”), and on the other hand, by the same amount (Credit 98.3 “Forthcoming receipts for deficiencies identified in previous years ") possible future income arises. In essence, we have equal amounts of receivables and payables. After all, we enter the debtor into the balance sheet for those assets that have long been gone, and, having recognized this debtor’s obligations to the organization, he, according to the rule of L. Pacioli, agrees with this, we, as it were, credit him, i.e. We admit that we gave him valuables, but forgot to make a note about it. But the funny thing is that this debtor of ours may not pay off the shortfall. And then all this artificial posting needs to be either reversed or written back.

The considered case illustrates a purely legal interpretation of accounting. In fact, receivables are entered into the asset, but at least at the moment of its placement in the asset, there has long been nothing in the asset itself, there is emptiness under this asset and, therefore, due to this entry, the asset is economically inflated with air, and liability - dubious prospects for dubious income and, of course, ceases to be a source of funds, which it should be. As a result, of course, the requirement of priority of content over form is violated (clause 7 of PBU 1/98). However, the drafters of the instructions for the Chart of Accounts did the right thing by recommending this posting, since in this case the asset more correctly shows the legal nature of the organization’s rights, in this case the requirements for debtors, of course, are reflected more fully.

From an economic point of view, the entry:

Debit 73.2 "Calculations for compensation of material damage"
Loan 98.3 “Upcoming debt receipts for shortfalls identified in previous years”

is conditional. In this sense, we are faced with two regulatory counter-accounts:

Account 73.2 “Calculations for compensation of material damage” is a counter-liability to the accounts of sources of own funds, and

Account 98.3 “Forthcoming debt receipts for shortfalls identified in previous years” is a counter-asset to the accounts of material assets. It is curious that for the first time in this Chart of Accounts this account plays an unusual role, since it reflects only expected, and not already received, income.

And finally, a general conclusion.

If an employee of an organization has recognized the fact of a shortage (damage) and is ready to pay it off, then account 94 “Shortages and losses from damage to valuables” is essentially not needed, but if we are talking about a shortage of previous reporting periods, the employee does not recognize the shortage of previous years, and the case is referred to the court, then until the court decision is made, entries in account 94 “Shortages and losses from damage to valuables” are not made in this case. And only if the claim is satisfied, the accountant formalizes it with the records we have given above.

The procedure for tax accounting of losses from shortages is similar to the accounting procedure. According to paragraph 5 of Article 254 of the Tax Code of the Russian Federation, material expenses for tax purposes include “losses from shortages and (or) damage during storage and transportation of inventory items within the limits of natural loss norms approved in the manner established by the Government of the Russian Federation.” Identified shortages during the transportation of material assets within the limits of the norms of natural loss established by the Government of the Russian Federation form the initial cost of material assets and are taken into account when determining the tax base as part of material expenses. Shortages within the limits of natural loss norms established by the Government of the Russian Federation that arose during the storage of material assets are included in the cost of production and are taken into account when determining the tax base as part of indirect material costs.

The shortage of material assets in production and warehouses, at trading enterprises in the absence of perpetrators, as well as losses from theft, the perpetrators of which have not been identified, are classified as non-operating expenses for tax purposes (Article 265 of the Tax Code of the Russian Federation). The inclusion of these expenses as non-operating expenses can be accepted for tax purposes only if there is documentary evidence of the absence of guilty persons by an authorized government body.