Write off accounts receivable from account 007. Off-balance sheet accounting
This material, which continues the series of publications devoted to the new chart of accounts, analyzes the off-balance sheet accounts 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.
1) material (inventory);
2) conditional rights and obligations;
3) operational control.
Analysis of off-balance sheet accounts in the new chart of accounts
What is new in the preamble is that the words “not owned by the enterprise, but ...” have been removed from the old instructions, since some assets recorded in off-balance sheet accounts are the property of the organization (for example, fixed assets leased).
As can be seen from the instructions, all off-balance sheet accounts can be divided into three groups:
1) material (inventory);
2) conditional rights and obligations;
3) operational control.
The appearance of material (inventory) off-balance sheet accounts is due to the fact that the balance sheet asset, according to some features of the legal theory of accounting, should show the property owned by the organization. But in an enterprise there is always “other people’s” property that is in its possession and use (only the owner who has absolute dominance over the thing can dispose of property).
This was a requirement in the mid-19th century. imposed by creditors, mainly bankers, since when calculating liquidity, only the debtor’s own property can be accepted to cover accounts payable. To make it easier for lenders to count, own and “non-own” property was divided. The first remained on the balance sheet, the second began to be shown behind the balance sheet.
Currently, according to paragraph 6 of PBU 1/98 “Accounting Policies of an Organization,” when forming an accounting policy, the principle of assuming property isolation must be observed, according to which “the assets and liabilities of an organization exist separately from the assets and liabilities of the owners of this organization and the assets and liabilities of other organizations ".
The emergence of contingent rights and obligations accounts is due to the fact that only assets to which unconditional rights apply should be shown on the balance sheet.
Finally, there are accounts in which purely symbolic objects are taken into account, but the administration needs, due to their special significance, to control the movement of these objects.
Since the advent of off-balance sheet accounts, two methods of accounting for them have been proposed: simple and double entry.
Currently, the first and more logical method has been adopted. Until the middle of the 20th century. it was believed that double entry should be universal in nature and for each off-balance sheet account only a corresponding account was artificially introduced with it.
In general, the idea of off-balance sheet accounts is an anachronism of legal theory that has survived to this day. At least this is obvious for the first and second groups of accounts.
Account 001 "Leased fixed assets"
Account 001 “Leased fixed assets” is maintained by the tenant.
In the case where fixed assets are leased and the rights of ownership and use are transferred to the lessee, the lessee's accountant will have to record:
Debit 001 “Leased fixed assets” - for the cost of fixed assets specified in the lease agreement.
The entry is made on the basis of the lease agreement, the act of acceptance and transfer of fixed assets and a copy of the inventory card received from the lessor.
When returning fixed assets or in case of write-off due to theft (death from natural disasters, etc.), the accountant will make the following entry:
Loan 001 "Leased fixed assets"
An exception to this rule is the procedure for accounting for leased property, established by Order of the Ministry of Finance of Russia dated February 17, 1997 No. 15 “On the reflection in accounting of transactions under a leasing agreement.”
If, under the terms of the agreement, leased property (fixed assets) is accounted for on the balance sheet of the lessee, then it is reflected in accounting as follows:
Debit 08 "Capital investments" subaccount "Purchase of individual fixed assets under a leasing agreement" Credit 76 "Settlements with various debtors and creditors" subaccount "Lease obligations" Debit 01 "Fixed assets" subaccount "Leased property" Credit 08 "Capital investments" subaccount “Purchase of individual fixed assets under a leasing agreement” - costs associated with obtaining leased property and the cost of received leased property are written off.
When inventorying fixed assets, a separate inventory must be drawn up for leased fixed assets.
It is quite obvious that leased fixed assets could be accounted for in account 01 “Fixed Assets”, because in operating conditions, when two completely identical machines are operating, but one is owned and the other is rented, it is difficult to talk about their differences, especially since the enterprise personnel, as a rule, do not know about this difference. However, it is correct that only the owner should charge depreciation on these objects.
Analytical accounting is maintained by the tenant for each lessor and internally for each fixed asset item.
Account 002 "Inventory assets accepted for safekeeping"
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The account can be maintained by both the owner and the owner.
In essence, the functions of this account resemble those set out in relation to lease, but in these circumstances it is assumed that the thing is only in possession, and the right to use it is excluded. (When renting, it is expressly assumed).
There are a number of reasons why this account arises.
The buyer has received goods (materials) or other valuables, but due to the circumstances that have arisen, does not want to pay for them and thereby refuses to recognize them as his property. The paradox is that, as a rule, ownership of these valuables passed to the buyer at the moment when the seller (supplier) handed over these goods to the carrier and, therefore, the goods are already owned by the buyer, who was obliged to capitalize these valuables according to the balance sheet ( main) accounts. However, the drafters of the instructions, not without reason (priority of content over form), recommend that such values not be credited to balance sheet accounts, but recorded by simple posting.
Debit 002 "Inventory assets accepted for safekeeping."
The basis for such an entry must be a notice sent to the supplier.
Account 002 “Inventory assets accepted for safekeeping” is an active account in all cases for both the seller and the buyer. The cost of the lot upon registration is determined by the accompanying documents. If the buyer returns the goods, then the accountant, after shipment, credits account 002 “Inventory assets accepted for safekeeping.”
One of the options for using this account may be cases when valuables are paid by the buyer, but not removed from the seller’s warehouse. In this case, the seller reflects the sale of valuables and debits account 002 “Inventory assets accepted for safekeeping” and only after shipment can this account be credited.
Finally, it is necessary to highlight the case when account 002 “Inventory assets accepted for safekeeping” becomes the central account in the enterprise management information system. This applies to companies with warehouses that accept valuables for temporary storage. And, as in the case of commission trading, for such companies all major transactions with valuables are shown off the balance sheet.
The main asset - goods - is not their property and, therefore, will be reflected in account 002 "Inventory assets accepted for safekeeping."
As a result, the assets of such organizations turn out to be insignificant compared to the real property that they own and use, but which they cannot dispose of. At such enterprises, analytical accounting of goods is built, as a rule, on a purely batch basis. In this case, the parties are grouped according to the donors of valuables.
Standard accounting entries:
Debit 002 “Inventory assets accepted for safekeeping” - goods accepted for storage;
Credit 002 “Inventory assets accepted for safekeeping” - goods have been shipped.
The cost of the consignment and the terms of payment for it are fixed in the storage agreement.
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Analytical accounting for account 003 “Materials accepted for processing is carried out by customer, type, grade of raw materials and customer materials and location.
Currently, the use in production of both our own and customer-supplied raw materials (materials) has acquired a significantly greater scope than in our rather traditional examples (atelier, printing house). Almost all non-ferrous metallurgy and a significant part of ferrous metallurgy operate on customer-supplied raw materials, and its processing has received a special name: tolling. Foreign economic relations contribute to its development. In this regard, a distinction is made between external and internal tolling.
External tolling is based on the fact that a foreign customer imports raw materials, the ownership of which they retain, does not clear them through customs, and hands them over for processing. Finished products are exported abroad. In this case, no duties are paid.
Domestic tolling assumes that a foreign customer buys raw materials in our country, places them under customs control and, after processing, exports them out of the country.
In general, it is believed that this is beneficial for manufacturers, because they sew clothes, print books, etc., without investing a single penny in the most important expense item - materials.
In this case, the work manufacturer completely retains the normal production cycle and all accounting entries, except for the entry:
Credit 10.1 "Raw materials and materials"
This is due to the fact that materials transferred to production, which are not subject to the manufacturer’s ownership rights, were capitalized with the entry:
Debit 003 "Materials accepted for processing"
This record indicates that the manufacturer has received the right to own and use the materials, and when these materials are transferred to production, the following record is made:
Credit 003 "Materials accepted for processing"
But from this moment new problems begin. The most important of them is who becomes the owner of the finished product: the customer or the performer.
According to all obvious canons, the customer acts as the owner of the finished product, but the Civil Code provides for an alternative answer in some cases; the meaning of which is included in Article 220 of the Civil Code of the Russian Federation: ownership of a new movable thing, in this case a finished product, passes to the manufacturer if the cost of processing significantly exceeds the cost of the materials received. In this case, the manufacturer is obliged to pay the customer the cost of customer-supplied raw materials and the manufacturer’s account 003 “Materials accepted for processing” is credited and at the same time the following records are made:
Debit 10.1 "Raw materials and materials"
Debit 19 "Value added tax on purchased inventories"
And the customer credits subaccount 10.7 “Materials transferred for processing to third parties” and debits subaccount 91.2 “Other expenses” while simultaneously recording:
Debit 62 “Settlements with buyers and customers” Credit 91.1 “Other income”
Usually the customer makes notes:
Debit 10.7 "Materials transferred for processing to third parties" Credit 10.1 "Raw materials and supplies" - upon delivery of customer-supplied raw materials
Debit 20 "Main production"
Debit 19 "Value added tax on acquired assets"
Credit 60 "Settlements with suppliers and contractors"
This means that legally and economically, but not technologically, tolling is done by the customer, since he produces products for himself, but “with the wrong hands,” i.e. at third-party production facilities of an economic entity.
As these same assets are received, the following raw materials are written off for production:
Debit 20 “Main production” Credit 10.7 “Materials transferred for processing to third parties”
And finally, when the batch is completed with processing and the last act is received, the accountant receives the finished product, the ownership of which belongs to the customer.
Debit 43 “Finished products” Credit 20 “Main production”
And from this moment the customer can dispose of these products, because they have become his property.
Analytical accounting is carried out in the context of sellers and buyers, and internally - in a batch context.
Account 004 "Goods accepted for commission"
From the point of view of sales workers, sales under a commission agreement are not significantly different from sales under a purchase and sale agreement. This became noticeable at the time of the transition to market relations, when commission sales became widespread. Then the accountants, without further ado, simply debited the goods accepted for commission to account 41 “Goods” and credited account 60 “Settlements with suppliers and contractors.” True, when the property tax was introduced, accountants remembered that this tax could not be paid on some goods, and they began to remember account 004 “Goods accepted for commission.”
Documentary registration of transactions with goods accepted for commission in retail trade is established by the Rules for commission trade in non-food products, approved by Decree of the Government of the Russian Federation dated 06.06.1998 No. 569 (with subsequent amendments and additions).
In stores, the acceptance of goods for commission is formalized by drawing up a document (commission agreement, receipt, invoice and other types). The type of document is determined by the commission agent independently.
If several goods are submitted for commission, their names and prices may be indicated in the list of goods (form No. KOMIS-1), which is an integral part of the document that formalizes the acceptance of goods for commission.
When accepting goods for consignment, a product label is attached to it (form No. KOMIS-2), and for small items (watches, beads, brooches, etc.) - a price tag indicating the number of the document issued when accepting the goods and the price.
The list of goods accepted for commission and the product label indicate information characterizing the condition of the product (new, used, degree of wear, main product features, defects of the product).
The price of the goods is determined by agreement between the commission agent and the principal.
Accounting for goods must be kept separately for each product in the card for accounting for goods and settlements under commission agreements (form No. KOMIS-6).
When selling goods, a certificate of sale of goods accepted for commission is drawn up (form No. KOMIS-4).
If a product is not sold due to lack of demand for it, the commission agent, with the permission of the principal, may discount the product. In this case, a markdown act is drawn up (form No. KOMIS-3). Based on this act, notes about markdowns are made in the list of goods accepted for commission and in the card for recording goods and settlements with principals. The product label or price tag also contains the new price, markdown certificate number, and markdown date.
If the commission agent removes a product from sale (in case of return to the consignor, repair, transfer for cleaning, etc.), a corresponding act is drawn up about this (form No. KOMIS-5).
The terms of the commission agreement may provide for payment by the principal for the services of the commission agent for storing unsold goods. To account for this fee, the commission agent uses a statement of payments received for storing unsold goods (form No. KOMIS-7).
When receiving goods on commission for their value indicated in the acceptance documents (invoices, invoices, acceptance certificates, etc.), the following entry is made:
Debit 004 "Goods accepted for commission."
This account is usually credited when goods are shipped (released) to customers (based on shipping documents), as well as in cases of goods being returned to the principals, shortages are identified during inventories, when goods are marked down, etc.
Below we will consider the procedure for recording shortages of goods accepted for commission.
Based on the comparison sheet compiled on the basis of the inventory list, the following entries are made:
Credit 004 “Goods accepted on commission” - for the cost of goods at discount prices;
Debit 94 “Shortages and losses from damage to valuables” Credit “76 “Settlements with various debtors and creditors” - for the amount payable to the principal;
Depending on the terms of the commission agreement, the amounts for operations 1 and 2 may be the same, or they may be different (by the amount of the commission).
The shortage of goods is subsequently written off:
Debit 73.2 “Calculations for compensation of material damage” Credit 94 “Shortages and losses from damage to valuables” - at the expense of the guilty parties;
Debit 91.2 “Other expenses” Credit 94 “Shortages and losses from damage to valuables” - at the expense of the organization.
Analytical accounting is carried out for financially responsible persons, in the context of principals and for each object handed over to the commission.
Account 005 "Equipment accepted for installation"
Equipment that requires installation includes equipment that can only be used after it has been assembled and attached to the supporting structures of buildings and structures. In some cases, such equipment includes control and measuring equipment intended for installation as part of the equipment.
Account 005 “Equipment accepted for installation” shows the equipment owned by the customer and transferred by him to the contractor for installation.
Legally, this is almost the same case as with customer-supplied raw materials. Only there we were talking about working capital (now they prefer to talk about current assets), but here we are talking about fixed assets. These funds are kept by the customer and are accounted for on account 07 “Equipment for installation”. True, the compilers of the instructions for the chart of accounts note that account 07 “Equipment for installation” (see instructions for this account) should reflect only property that requires installation. But, if we are talking about construction, then all the fixed assets transferred to the customer for use in the newly created object, for the customer become objects used for construction and, as it were, requiring installation in the broader sense of the word.
This leads to very simple records for both the customer and the contractor.
Thus, the customer’s equipment handed over to the contractor continues to be accounted for on account 07 “Equipment for installation”. But it is possible that the customer also transfers the equipment that is reflected in account 01 “Fixed Assets”.
After completing the installation work, the following entry is made:
Debit 08 “Investments in non-current assets” Credit 07 “Equipment for installation” subaccount “Transferred for installation”.
Subsequently, account 08 “Investments in non-current assets” is credited, and account 01 “Fixed assets” is debited.
If previously capitalized fixed assets were transferred to the contractor, then the following entry is made:
Debit 01 "Fixed assets" subaccount "Transferred for installation" Credit 01 "Fixed assets" subaccount "In stock".
Thus, the customer does not know what off-balance sheet accounting is.
But the contractor uses off-balance sheet account 005 “Equipment accepted for installation” to account for equipment accepted for installation.
As soon as such equipment arrives at the contractor, his accountant will have to immediately make a note:
Debit 005 "Equipment accepted for installation."
And then, during the course of work, based on the act of acceptance and transfer of equipment for installation, entries will be made on balance sheet accounts.
If the cost of the installed equipment is reflected by the customer, then the contractor reflects the costs associated with installation:
Debit 20 "Main production"
Credit 10 "Materials"
Credit 70 "Settlements with personnel for wages"
Credit 69.1 "Social insurance calculations"
Credit 23 “Auxiliary production” and other accounts.
The customer is invoiced for work performed:
Debit 62 “Settlements with buyers and customers” Credit 90.1 “Revenue” Debit 90.2 “Cost of sales” Credit 20 “Main production”.
When transferring equipment for installation, the following records are made:
Credit 005 "Equipment accepted for installation."
The basis for this entry is the requirement to release equipment for installation. Equipment handed over for installation, but the installation of which the contractor has not started, is not included in the volume of capital investments. The basis for such inclusion is the act of acceptance of installation work.
Analytical accounting for this account is carried out by customers, within customers by objects, and then by those specific parts of the installed equipment that should be included in the new object.
Account 006 "Strict reporting forms"
Unlike all other accounts, account 006 “Strict reporting forms” is intended only to control the movement of symbolic values.
In this regard, the management of the enterprise, by special order, must approve:
1) a list of documents that are considered as strict reporting forms;
2) the composition of the persons entrusted with their storage, the degree of their responsibility for this storage;
3) samples of accounting books in which the movement of these forms should be recorded. Under all circumstances, books and the pages in them must be numbered, laced, the lacing must be covered with a wax seal and signed by the director and chief accountant;
4) samples of documents used to document the acceptance and issuance of strict reporting forms and acts drawn up for the disposal of unused forms.
Forms of strict reporting forms are developed by interested ministries and departments, approved by the Ministry of Finance of Russia and registered with the Ministry of Justice of Russia. Currently, there are more than 200 forms of strict reporting forms.
Organizations usually produce their own strict reporting forms in any printing house. However, the forms of these documents must contain all the necessary details. If necessary, additional details (for example, company logos) can be entered into the approved forms. It is not permitted to remove any details from approved forms.
Each batch of forms arriving from the printing house must be issued with an accompanying document (invoice, invoice, etc.), which must indicate the name of the forms, their series and numbers.
Strict reporting forms are issued to employees (cashiers, order takers, etc.) for reporting on the basis of the relevant document, one copy of which is given to the employee, and the second is transferred to the accounting department.
Employees, having used the forms, return the documents on which they were received. To the accounting department, attaching counterfoils (copies) of receipts confirming receipt of money, as well as damaged forms.
Stubs (copies) of receipts, tear-off coupons, damaged forms are stored in the organization for at least five years, after which they are destroyed or handed over to organizations that procure secondary raw materials. In this case, a corresponding act is drawn up.
The main difficulty associated with keeping records of strict reporting forms is due to the uncertainty of their valuation.
The compilers of the instructions indicate a conditional assessment of strict reporting forms, but it is not clear how to determine it?
In fact, precisely because in this case we are talking about symbolic values, we can understand by conditional values evaluations:
- or at par, if we are talking about documents with a monetary value;
- or at cost, if the organization paid for the purchase and printing of these forms;
- or at the price pro memoria (for memory).
The first estimate can be applied when accounting for unsold forms. And it has the advantage that, under certain conditions, it facilitates the collection of missing forms.
The second assessment, one way or another, takes place on balance sheet accounts, and it is inappropriate to link it with accounting.
The third rating is the most convenient. Any accounting unit is valued at 1 rub. or 10 rubles, or 100 rubles. and so on. therefore, how many units are listed in the off-balance sheet account, so many rubles will be in this account. This is the only type of assessment that is applicable to objects for which prices are not indicated, for example, diplomas. However, if some kind of fee is charged for the delivery of diplomas, then this fee can be used as the basis for the assessment, but then it will already be an assessment at face value, although this face value is not present on the form itself, say a diploma.
In all cases, the purchase of forms is documented by posting:
Debit 26 “General business expenses” (other expense accounts are possible)
Credit 60 "Settlements with suppliers and contractors"
The costs of printing forms are reflected slightly differently:
Debit 26 "General business expenses"
Credit 76 "Settlements with various debtors and creditors"
The receipt of forms based on invoices, acts and other documents is reflected by the entry:
Debit 006 "Strict reporting forms".
When issuing forms or writing off unused forms, the following entry is made:
Credit 006 "Strict reporting forms".
Analytical accounting is carried out by types of forms and by places of their storage.
Concluding the description of account 006 “Strict reporting forms”, we want to emphasize that this account, in essence, has nothing to do with accounting. It represents the objects of operational accounting and control, which the administration is obliged to organize. By introducing such an account into the off-balance sheet accounts, the drafters of the chart of accounts continued the old Soviet tradition of making the accountant responsible for things for which he, in essence, cannot be held accountable.
Account 007 "Debt of insolvent debtors written off at a loss"
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It is considered incorrect to overstate the real value of assets if the accounts receivable include overdue debts and debts for which there is reason to assume that they will not be repaid by debtors. However, since the rights to collect these debts are preserved and there is some hope, “which nourishes the young, gives joy to the old.” Such receivables are written off from the balance sheet, but when they need to be written off and whether they can be written off, big problems arise.
There is a presidential decree that requires that four months after the due date, outstanding and past due receivables must be written off as losses.
There is a reasonable requirement of the Civil Code of the Russian Federation, which sets the limitation period at three years.
And there is an old Soviet rule, which tacitly implies regarding the procedure for maintaining account 007 “Debt of insolvent debtors written off at a loss”, that receivables should be kept on the balance sheet throughout the entire limitation period, i.e. for three years, and then take this debt off balance sheet for another five years.
The fact that the drafters of the instructions referred to five years, and not three years, indicates that in fact they do not proceed from the priority of content over form, but, on the contrary, they proceed from the priority of form over content.
The best solution to the issue should be the reservation of doubtful debts during the limitation period, and after its expiration, this debt should be written off at the expense of a pre-created reserve. In this case, no off-balance sheet accounting is necessary and there would be no need to open account 007 “Debt of insolvent debtors written off at a loss.”
If you open this account and strictly follow the authors’ instructions, then for almost eight years bad receivables will appear in the accounting records - three years within the limitation period and five years, just in case after.
And if you strictly follow the instructions, then three years after the expiration of the statute of limitations, the accountant must write off doubtful debts from the balance sheet, debiting account 63 “Calculations for doubtful debts” (if any reserves have been accrued) and account 91.2 “Other expenses” - for the amount of doubtful debts exceeding reserves.
After this, based on the accounting certificate about the debt being written off at a loss, account 007 “Debt of insolvent debtors written off at a loss” is debited and this entry is kept for five years. If during this time it is suddenly possible to recover what was lost, then the cash accounts are debited, and account 91.1 “Other income” is credited. Thus, if the debt is repaid or if it is not repaid within five years, it should be written off by crediting account 007 “Debt of insolvent debtors written off at a loss.”
The basis for such an entry is a certificate from the accounting department confirming the repayment of the debt or the end of the monitoring period for written off receivables.
Analytical accounting is maintained for each individual debt.
Account 008 "Securities for obligations and payments received"
This account directly continues what we talked about regarding account 007 “Writing off the debt of insolvent debtors at a loss.” In order for the organization to have as few insolvent debtors as possible, they resort to the fact that some third party guarantees with their assets the repayment of the debt by our debtor if the latter is unable or unwilling to pay his debt. We emphasized that in practice we should be talking about the guarantee of a non-party to the contract; he is already obliged to fulfill the agreed conditions, namely the guarantees of a third party against whom a claim may be brought. As for the party to the agreement, he can, as a guarantee of fulfillment of his obligations, make a deposit, as a rule, from highly liquid assets: money, currency, securities, premises and some other types of property.
All guarantees received in the form of a letter of guarantee from third parties or in the form of an act for the transfer of valuables as collateral serve as security for the payments that the organization expects. These total guarantees are recorded in the debit of account 008 “Securities for obligations and payments received.” The volume (value) of the obligation is determined from the documents that give rise to these obligations. If the documents do not directly indicate the volume of obligations, then the accountant must, analyzing the agreement, calculate it himself.
As the debtor fulfills contractual obligations, the volume of guarantees decreases and, in connection with this, the amount of the guarantee decreases accordingly. As a result, the accountant must credit account 008 “Securities for obligations and payments received” after each debtor payment.
Here we would like to add a few comments regarding the debts that store owners sometimes take from financially responsible persons. The technology of these operations has long been known, and you can learn about it, in particular, from B. Brecht’s book “The Threepenny Novel”.
The essence of what we encounter in practice comes down to the following. The financially responsible person, before starting work and obtaining access to the goods, must pay a cash deposit. Depending on the agreement, this money can be used in business or can be deposited. In the first case, in essence, we are talking about a loan agreement, in the second it is pure collateral. In the first case, account 51 “Current accounts” is debited and account 66 “Settlements for short-term loans and borrowings” or 67 “Settlements for long-term loans and borrowings” is credited. In the second case, account 76 “Settlements with various debtors and creditors” should be credited. These entries are made on balance sheet accounts, and behind the balance sheet, account 008 “Securities for obligations and payments received” is debited in parallel.
When an employee who deposited money (either in the form of a loan or collateral) is dismissed, it is returned to him. If the relationship with the owner was formalized as a loan, then the financially responsible person may also receive interest systematically or at the time of dismissal. After the deposit is returned, the following entry is made:
Loan 008 "Securities for obligations and payments received."
Strictly speaking, all calculations are carried out on balance sheet accounts, and the entries in account 008 “Securities for obligations and payments received” are of a purely control nature.
Analytical accounting for this account is carried out in the context of contracts for which guarantees were received from counterparties.
Account 009 "Securities for obligations and payments issued"
Account 009 “Securities for obligations and payments issued” reflects information about guarantees to our counterparties issued for us by third parties, and the property that the organization issued as collateral.
If someone gives guarantees for us, then the accountant must debit account 009 “Securities for obligations and payments issued.” Such a record must be made, because it indicates that our organization may have problems with payments and the contract partner wants to insure himself in terms of payments due to him. By providing him with guarantees of our payments from reputable merchants, we show the degree of trust that we enjoy in the business world and emphasize our business reputation.
If our own property (money, currency, securities, land, etc.) is pledged, then in the case of money and currency, since currency is the same money, an entry is made in the debit of the account in which the settlements with the counterparty and on the credit of accounts 51 “Currency accounts” and/or 52 “Currency accounts”. And in parallel, account 009 “Securities for obligations and payments issued” is debited.
If various types of property other than money are pledged, then regardless of the location of this property, it remains on the balance sheet of the pledgor, and the fact that it is pledged is reflected in the debit of account 009 “Securities for obligations and payments issued.” If the collateral is returned by the counterparty in parts, then in parts it will be written off from account 009 “Securities for obligations and payments issued.”
Analytical accounting is carried out in the context of contracts under which guarantees were issued to counterparties.
Account 010 "Depreciation of fixed assets"
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For a number of fixed assets (they are listed in the instructions given) back in Soviet times, it was decided not to charge depreciation. The objects appeared on the balance sheet, but did not have depreciation. And then one of the conductors of accounting methodology somehow became upset: everything has depreciation, everything wears out, even the human body, and here there are objects that are clearly wearing out, and the accounting department passes by and does not notice it. And these are the conductors who came up with:
- some fixed assets should be depreciated and depreciation shown on the balance sheet;
- do not depreciate other fixed assets on balance sheet accounts, but introduce a special off-balance sheet account and reflect depreciation on it. This account has survived to our times.
This is the birthmark of socialism. It has survived to our times. But this decision had its own logic and it must be understood.
According to Marxism, depreciation is the transfer of value created by past labor to newly created value. Based on this premise: the housing stock, external improvement objects (for example, monuments to great people, etc. objects), although they are on the balance sheets of enterprises, nevertheless, they do not transfer anything to any produced objects, since they belong to the sphere of consumption , and not to the sphere of production. Consequently, the accountants, tired of political economic reasoning, said, we will not depreciate these objects. However, Marxism served as a smokescreen here. By refusing depreciation, the administration reduced costs. Now, fortunately, all this is a memory of the past.
Another circumstance is much more important. Non-profit organizations, including budgetary ones, do not show depreciation on their balance sheets because they do not create new values at all and, therefore, as soon as they acquire fixed assets, at that moment this object is completely depreciated. Since such organizations do not create income, there is no way to stretch out the process of writing off expenses, which should be correlated with income.
Based on the conditions of a market economy, commercial organizations must depreciate all fixed assets on a general basis, and non-profit organizations should not know what depreciation is at all.
The drafters of the instructions, however, as if sparing the labor efforts of the accountants, recommend charging depreciation rather than depreciation and only once a year, and not monthly.
The accrual is made by posting:
Debit 010 "Depreciation of fixed assets"
and each year of operation increases debit entries. It is curious, but depreciation in an off-balance sheet account is shown as a debit, and not as a credit to the account, as is the case with balance sheet accounts. The fact is that all off-balance sheet accounts have only a debit balance and, therefore, they are all active.
Only when a fixed asset is written off, the depreciation of which is accrued in account 010 “Depreciation of fixed assets,” only then is this account credited.
Depreciation does not increase the organization's expenses and, therefore, does not reduce the amount of income tax it pays. However, the depreciation operation is beneficial when calculating property tax payments. The fact is that when calculating the average annual value of property, fixed assets are always taken at their residual value. The latter is determined by subtracting from the original (replacement) cost (account balance 01 “Fixed assets”) not only the amounts of accrued depreciation (account balance 02 “Depreciation of fixed assets”), but also the amounts of accrued depreciation (account balance 010 “Depreciation of fixed assets”) .
One final note. The compilers of the instructions make a terminological distinction between the concepts of depreciation and wear. They believe that depreciation occurs when this process (depreciation of fixed assets) is taken into account on the balance sheet account 02 “Depreciation of fixed assets”, but if the object is accounted for on the off-balance sheet account 010 “Depreciation of fixed assets”, then, according to the compilers, there is no depreciation, and there is wear and tear. This is an incorrect manipulation of the Latin and Russian equivalents. They are equivalent and adequate to each other, especially since in all cases they reflect the depreciation (depreciation) of objects recorded on account 01 “Fixed Assets”.
Analytical accounting is carried out for specific objects of depreciable fixed assets.
Account 011 "Fixed assets leased"
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The off-balance sheet accounts presented in the chart of accounts, in essence, begin with one account: 001 “Leased fixed assets” and the same (almost the same) account and end with 011 “Fixed assets leased out”. The first account is maintained by the tenant, and the other, the same, by the lessor.
If all accounts were balance sheet, then instead of account 001 “Leased fixed assets”, these objects would be accounted for on account 01 “Fixed assets”, and the credit of account 76 “Settlements with various debtors and creditors” would show the debt to the lessor. After all, in essence, rent is only a loan provided not in the form of money, but in the form of fixed assets, i.e. in all cases, one participant in the economic process temporarily uses the assets (property) of another participant.
The lessor must debit account 76 “Settlements with various debtors and creditors”, crediting account 01 “Fixed assets”, i.e. the structure of the asset changes: instead of fixed assets, which now do not exist, the tenant's receivables to the lessor arise.
In this case, the following additional records are required:
Debit 02 “Depreciation of fixed assets” Credit 01 “Fixed assets” Debit 76 “Settlements with various debtors and creditors” Credit 91.1 “Other income” - if, as a result of leasing an object, its value, against the balance sheet, has increased.
We have deviated somewhat from the topic. This is not a chart of accounts practice. This is the practice of outdated legal concepts, the practice of such an accounting anachronism as off-balance sheet accounts. They have outlived their usefulness, because accounting accounts must be balance sheet or they should not exist at all.
Dt 007 – liquidated bad debt is recorded in an off-balance sheet account. For more information about the procedure during which receivables are taken off balance sheet, the documentation that accompanies this procedure, and the transactions created, read the article “Writing off receivables to an off-balance sheet account.” Accounts receivable arise as a result of various business transactions:
- the supplier received an advance payment, but did not ship the goods;
- the buyer has not repaid the debt on the goods supplied (services purchased, work performed, property received);
- the borrower turned out to be unreliable, etc.
Off-balance sheet account 007 reflects all written-off receivables that can be collected in the future, including debt arising as a result of business transactions involving employees.
What is transferred to off-balance sheet account 007?
Add to favoritesSend by email Off-balance sheet account 007 - “Debt of insolvent debtors written off at a loss.” What a balance sheet account is, how to work with it, what information is collected on account 007 and in what cases records are kept on it, you can find out in this article. General characteristics of an off-balance sheet account Accounting on an off-balance sheet account 007 Inventory of objects recorded on account 007 Results General characteristics of an off-balance sheet account As a result of the organization's activities, assets appear that do not belong to it, but are listed for a period of temporary use or storage.
Off-balance sheet accounts are designed to account for this type of asset. Their accounting is determined by the Chart of Accounts and instructions thereto, approved by Order of the Ministry of Finance dated October 31, 2000 No. 94n.
How much debt should hang on account 007?
What a balance sheet account is, how to work with it, what information is collected on account 007 and in what cases records are kept on it, you can find out in this article. General characteristics of an off-balance sheet account Accounting on an off-balance sheet account 007 Inventory of objects recorded on account 007 Results General characteristics of an off-balance sheet account As a result of the organization's activities, assets appear that do not belong to it, but are listed for a period of temporary use or storage. Off-balance sheet accounts are designed to account for this type of asset.
Their accounting is determined by the Chart of Accounts and instructions thereto, approved by Order of the Ministry of Finance dated October 31, 2000 No. 94n.
Account 007 “debt of insolvent debtors written off at a loss”
Legally, this period is 3 years. This debt is defined as bad debt and is written off either through the reserve for doubtful debts or through other expenses. Bad debt is written off in the presence of an inventory report and an order from the manager. You can learn more about the procedure for writing off receivables in the article “Procedure for writing off receivables.”
According to accounting rules, data on debtors and their amounts should not be lost during the period when this information is written off. The debt must remain stored off the balance sheet for another 5 years from the date of write-off in order to restore it in the event of a change in the financial situation of the debtor. For this purpose, account 007 “Debt of insolvent debtors written off at a loss” is intended.
Account 007 “debt of insolvent debtors written off at a loss”
Write-off receivables must be reflected for 5 years on off-balance sheet account 007 in accordance with accounting legislation. Does this requirement apply when writing off debt for bankrupt enterprises, if the debt was written off on the basis of an extract confirming the exclusion of the debtor from the Unified State Register of Legal Entities? The procedure for accounting by an organization of receivables on account 007 is regulated by: - Order of the Ministry of Finance of the Russian Federation dated July 29, 1998.
N 34n “On approval of the Regulations on maintaining accounting and financial statements in the Russian Federation” - hereinafter Order N 34n; - Order of the Ministry of Finance of the Russian Federation dated October 31, 2000 N 94n “On approval of the Chart of Accounts for accounting of financial and economic activities of organizations and instructions for its application” - hereinafter Order N 94n; — Accounting policy of the organization. In accordance with paragraph.
This debt must be reflected on the balance sheet for five years from the date of write-off to monitor the possibility of its collection in the event of a change in the debtor’s property situation.” In accordance with the Instructions for the use of the Chart of Accounts, approved. Order No. 94n: “Account 007 “Debt of insolvent debtors written off at a loss” is intended to summarize information on the state of receivables written off at a loss due to the insolvency of debtors.
This debt must be kept on the balance sheet for five years from the date of write-off to monitor the possibility of its collection in the event of a change in the property status of the debtors: Analytical accounting for account 007 “Debt of insolvent debtors written off at a loss” is maintained for each debtor whose debt is written off at a loss, and every debt written off at a loss.”
The basis for declaring an act of the registration body on the exclusion of an inactive legal entity from the Register invalid is the inconsistency of this act with the law, other legal acts and its violation of the rights and legally protected interests of a citizen or legal entity (Article 13 of the Civil Code of the Russian Federation). Thus, if, in the process of claims work, the legal services of the organization (or other persons) invalidate the act of the registering authority on the exclusion of a legal entity from the Unified State Register of Legal Entities, the relevant documents must be transferred to the accounting department of the organization. Based on the specified documents in the organization’s accounting, accounts receivable that were previously written off in connection with the liquidation of the debtor are subject to restoration.
Important
The organization's accounting policy may regulate additional features of analytical accounting, for example, separate accounting of various types of debts: by the basis of occurrence, by date of occurrence, etc. Conclusion In accordance with accounting regulations, accounting in off-balance sheet account 007 implies: A) the presence of a debtor; B) presence of debt; C) the presence of potential debt collection. According to Art. 419 of the Civil Code of the Russian Federation, upon the liquidation of a legal entity, the obligation is terminated, except in cases where the law or other legal acts assign the fulfillment of the obligation of the liquidated legal entity to another person (for claims for compensation for harm caused to life or health, etc.).
Because
- the 5-year period for recording this information has expired;
- The debtor organization has been liquidated.
Inventory of objects recorded on account 007 The need for an inventory has already been mentioned in the article. The organization must check the condition of all its property. Attention Including property that does not belong to her, but is listed in the accounting records, as well as property that is not taken into account for any reason. Typical situations The Unified State Register of Legal Entities means the liquidation of the debtor, the consequence of which is the termination of the debt, therefore, there are no corresponding accounting objects for accounting on the off-balance sheet account. Conclusion When liquidating an organization, there are no accounting objects (debt, debtor) to be reflected on the off-balance sheet account 007 “Written off at a loss insolvent debt debtors”, so there is no basis for the formation of appropriate accounting records. According to paragraph 8 of Art.
Attention
Federal Law of 08.08.2001 Account 007 “debt of insolvent debtors written off at a loss” Important Thus, all off-balance sheet accounts are subject to inventory, including account 007 “Debt of insolvent debtors written off at a loss.” In what order is the inventory of assets removed from the balance sheet carried out, what are the specifics of the inventory of these objects, see. It is intended to collect information about all written-off receivables for the purpose of their possible collection.
This information is taken into account on the balance sheet for 5 years from the date of write-off. Accounting is maintained separately for each debtor and reason. While the debt is listed on an off-balance sheet account, the organization must monitor changes in the debtor’s property status.
Conclusion During the liquidation of an organization, there are no accounting objects (debt, debtor) to be reflected in off-balance sheet account 007 “Debt of insolvent debtors written off at a loss”, therefore there is no basis for the formation of appropriate accounting records. According to paragraph 8 of Art. 22 of the Federal Law of 08.08.2001 N 129-FZ “On state registration of legal entities and individual entrepreneurs”: “The exclusion of an inactive legal entity from the unified state register of legal entities can be appealed by creditors or other persons whose rights and legitimate interests are affected in in connection with the exclusion of an inactive legal entity from the unified state register of legal entities, within a year*(1) from the day when they learned or should have learned about the violation of their rights.”
Account 07 “Equipment for installation” is intended for information about equipment to be installed in buildings under construction. The debit of the account collects the costs incurred by the organization before the equipment is ready for installation, and then is written off from credit 07 to Dt 08.
If equipment received by an organization needs to be installed before being put into operation, an account is used to reflect such operations. 07 “Equipment for installation”. It collects all the data on the costs of a unit of technical equipment: purchase, transportation, commissions to intermediaries, contracts with contractors - that is, costs that form the initial cost of the asset without the cost of assembly and installation. Then the amounts are credited to account 08, where its value is finally formed by installation costs, and from 08 - to Dt 01.
Account functions 07 are similar to the functions of account 08 “Investments in non-current assets”, but there are fundamental differences:
- on account 07 does not take into account technical equipment that does not require commissioning and installation work (cars, household equipment, computers and office equipment, and so on): for these purposes, account 08 is used;
- sch. 07 is used by construction firms to account for costs in newly constructed or reconstructed buildings.
Account 07 is active, that is, the debit reflects the increase in the cost of the operating system and the costs of installation and installation, and the credit reflects the decrease (putting into operation or writing off for another reason).
The cost of the purchased asset and the costs of its installation and installation are recorded in Dt 07 without VAT: the amount indicated in the invoice is divided into the actual price of the object (recorded in Dt 01) and the amount of VAT (in Dt 19).
Normative base
Application is regulated by the Chart of Accounts established by the Instruction of the Ministry of Finance dated October 31, 2000 No. 94, PBU 6/01 “Accounting for fixed assets” and other documents.
Postings and operations
1. Receipt of equipment.
The receipt of technical equipment requiring installation can occur as a result of purchase, self-assembly, gratuitous transfer, or contribution to the authorized capital.
Prepared with postings:
Dt 07 Kt 60 - the acquisition of the asset is reflected; costs of delivery, setup, storage under contracts with third-party companies;
Dt 68 Kt 19 - VAT deductible.
Founder's contribution to the management company:
Dt 07 Kt 75.
2. Transfer to the installation.
When the OS is ready for installation, it is written off to account 08:
Dt 08 Kt 07 - transfer for installation;
Dt 08 Kt 60 - costs of installation and installation under contracts with third-party companies are taken into account;
Dt 01 Kt 08 - property is accepted for accounting as fixed assets.
3. Disposal of equipment for installation.
Sometimes a situation arises when technical equipment that has not yet been installed is disposed of before it is installed or accepted as fixed assets. Such situations arise as a result of:
- sales,
- damage,
- theft,
- gratuitous transfer, etc.
If a fixed asset is retired due to technical unsuitability, it is written off in Dt 94:
Dt 94 Kt 07.
If you decide to sell the asset, the income is credited to account 91/1 “Other income”:
Dt 91/1 Kt 07.
VAT
When working with account 07, accountants often have questions about the procedure for VAT refund.
Clause 1 art. 172 of the Tax Code of the Russian Federation stipulates that VAT on acquired fixed assets is accepted for deduction when the object is accepted for accounting. From the Instructions to the Chart of Accounts, it follows that the reflection of a technical device in accounting as equipment for installation can also be considered as the acceptance of an asset for accounting, because this reflects information about the incoming fixed asset item.
Hence the conclusion that the tax can be reimbursed when the equipment is capitalized (costs for Dt 07 are generated):
Dt 07 Kt 60 - the purchase of equipment is reflected;
Dt 19 Kt 60 - input VAT allocated;
Dt 68 Kt 19 - tax is presented for deduction;
Dt 08 Kt 07 - asset transferred for installation;
Dt 01 Kt 08 - equipment has been capitalized.
Attention! VAT can only be deducted on equipment intended for use in a VAT-taxable activity. That is, if an organization, for example, combines UTII and the traditional taxation system, the tax can only be reimbursed for equipment involved in activities taxed under the traditional system.
The annual report has been compiled and submitted, the first quarter is closed. It's time to catch up and improve those areas of accounting that remain on the to-do list.
Why is this necessary?
Most chief accountants ignore or very sparingly reflect information on off-balance sheet accounts. Of course, any accounting is a labor-intensive process that requires time, effort and other resources (including money). And accounting should not turn into accounting for the sake of accounting in companies. The main task is to control the company’s property/liabilities and provide information on them to managers. In this case, the main rule must be observed - the costs of accounting should not be greater than the benefits from it. The establishment and maintenance of off-balance sheet accounting in a company must be carried out primarily taking into account this rule.Since the end of 2000, there have been no changes in the accounting of commercial organizations in off-balance sheet accounts. According to the standard chart of accounts, there were 11 accounts and remain so. But for colleagues working in the public sector, this section of accounting changes every year and grows before our eyes. Today, public sector employees use accounts from 01 to 42 to maintain off-balance sheet accounting. By the way, it is in budget accounting that you can look at the methodology for some areas for your company. For example, if the operating rules are not defined for commercial accounting and are left to the chief accountant when drawing up accounting policies.
You probably have a question - why does the chief accountant of a commercial organization need this and what does public sector employees have to do with it? For those companies whose activities are not related to strict regulations on maintaining off-balance sheet accounting (for example, commission trading), at first glance, there really is no need for off-balance sheet accounting. This is wrong.
Firstly, the chief accountants who have been audited know that without proper off-balance sheet accounting, the auditors’ report will not be ideal.
There is no direct liability for the lack of off-balance sheet accounting. But there is administrative responsibility for failure to reflect information in accounting for indicators if they hide at least 10% of the value. The fine will be according to Art. 15.11 Code of Administrative Offenses of the Russian Federation.
Secondly, recently there has been a tendency that tax authorities are particularly keen on checking off-balance sheet accounting. And this is logical, the state checks them and annually strengthens control over off-balance sheet accounts. Tax authorities, by analogy with their checks on the beaten track, are beginning to make similar requests, adjusted for commercial accounting.
You can get a wide variety of questions from fiscal officials. Where on the balance sheet does the premises where your employees work appear? If it is not recorded, does it mean that your employees are sitting on the street or working from home? And if the premises are not accounted for, then how can rental costs be included in income tax expenses? No property on the balance sheet - no expenses. Further justifications and objections will already be in court. The established judicial practice on off-balance sheet accounting issues is not always on the side of taxpayers.
Thirdly, maintaining off-balance sheet accounting allows you to bring together accounting and management accounting.
Management likes to ask the accountant very logical questions. A laptop costing less than 40 thousand rubles is not reflected in accounting, since it was written off as materials and then as expenses. So the laptop no longer belongs to the company and any employee can take it home? The purchase of an office software package was made several years ago, and after it left the deferred expenses account, this license was no longer recorded. But management wants to see the number and terms of these licenses on the balance sheet.
Where to begin?
To set up off-balance sheet accounting, it is necessary to decide on the range of assets and liabilities that the company decides to take into account off the balance sheet.The rules for maintaining off-balance sheet accounts must be approved in the accounting policy. Ideally, corporate accounting principles are drawn up for accounting policies, including for off-balance sheet accounts.
For example, the corporate accounting principle “Accounting on off-balance sheet accounts” is introduced, approved by the company’s chief accountant. Where will there be detailed instructions for the accountant in this area on how to reflect information on the balance sheet?
The starting point for reflecting information in off-balance sheet accounting is the inventory and preparation of relevant documents. An order is issued and an inventory of assets and liabilities to be reflected on the balance sheet is made. Based on the comparison sheet, information is entered into accounting.
Let me remind you that the data on the balance sheet is reflected outside the system. Receipt - by debit, write-off - by credit. Accordingly, there cannot be a credit balance on an off-balance sheet account. At the same time, data on off-balance sheet accounts does not affect the balance sheet amount. When preparing reports, information about property off the balance sheet is reflected in the Explanations. Each transaction on off-balance accounts must be documented. And the rules for inventorying assets and liabilities also apply to off-balance sheet accounts.
What is usually taken into account?
I propose to consider the most common assets and liabilities that find a place to be reflected on the balance sheet. This list is not a guide to action. These are the most common situations that most companies experience.Account 001 “Leased fixed assets”
A) We reflect the premises that we rent. The basis for the reflection is the acceptance certificate of the premises, which is signed upon conclusion of the contract. Most often, there is no information about the cost of premises in the contract. You can ask the landlord for cost information, but most likely you will be refused. In this case, there is no point in ordering an appraiser for money; you can use a conditional assessment. For example, 1 rub. for each rented square meter. The main thing is to prescribe the rules of contingent valuation in accounting policies or corporate accounting principles.
B) Property transferred along with the rented premises, according to the transfer and acceptance certificate. These could be air conditioners, blinds, tables, cabinets, etc.
C) Floor coolers received from suppliers for a fee or as a bonus received for water consumed in 18.9 liter bottles. Accounting is carried out according to the equipment acceptance certificate at the time of receipt of the cooler from the supplier. This act, as a rule, indicates the collateral value at which the cooler is reflected on the balance sheet.
Account 002 “Inventory assets accepted for safekeeping”
Most often, 18.9 liter bottles for coolers are taken into account here. On the day of water delivery, the supplier, in addition to the standard invoice, encloses a receipt invoice for bottles and a consumable invoice (or a combined version). The collateral value of the bottles can be indicated either in these invoices or in the contract.
Another most common example of what is included in account 002 is rugs that belong to a cleaning company. These mats are regularly changed based on acceptance certificates.
Account 006 “Strict reporting forms”
Typically, BSO are taken into account in the conditional valuation, and the quantity to be reflected in accounting is determined by the direct counting method.
Typical transactions that are recorded on account 006:
Check books received by the organization from the bank;
Forms of work books and inserts for them;
Season tickets to be issued;
Blank forms of diplomas and certificates.
Less trivial options for using account 006:
Writs of execution for employees (for which alimony is paid);
Sick leave certificates (those brought by employees after the sick leave was closed);
Constituent documents (TIN, OGRN, registration sheets, etc.).
The usefulness of this accounting lies in the ability to track those responsible for storing these documents.
Account 007 “Debt of insolvent debtors written off at a loss”
The written off receivable is reflected. The period of reflection on the account is within 5 years. The basis for recording will be an accounting certificate and an order to write off the debt.
Account 008 “Securities for obligations and payments received”
The received guarantees, after receiving a document, for example, from a bank, confirming these guarantees, must be reflected in account 008. Most often, companies whose buyers are state-owned companies encounter bank guarantees.
Account 009 “Securities for obligations and payments issued”
In the case where our company is a guarantor, this information should be reflected in account 009, in the amount of this guarantee. The basis for recording information in accounting will be a contract.
What is usually left out?
After the list of standard off-balance sheet accounts approved by Order 94n has ended, the company can add its off-balance sheet accounts to the working chart of accounts. Do not forget that these innovations must be appropriately formalized in the accounting policies. I suggest looking at possible options for using additional accounts.| Account number | Account name | What is taken into account | Reflection Examples |
| 012 | Intangible assets received for use under license (sublicense) agreements | Any non-exclusive rights | A) The company bought the right to use the font B) Purchasing an antivirus software C) Purchasing a program for accounting |
| 013 | Corporate cards | ||
| 013.1 | Corporate client cards | Cards issued to employees | A) A card issued by a wholesale trade store to allow you to make purchases B) Card to a fitness club, paid for by the company C) VHI policy issued to an employee at the expense of the company |
| 013.2 | Fuel cards | Valid fuel cards issued to employees | Cards that allow you to refuel cars |
| 013.3 | Passes | Electronic employee access cards to the workplace | Passes issued to employees |
| 014 | Inventories (useful life more than 12 months) | ||
| 014.1 | Inventory and household supplies | Furniture and office equipment used by employees, which is not included in fixed assets on account 01 | Tables, chairs, laptops, computers, printers |
| 014.2 | Seals and stamps | Responsible persons sign in the register of seals and stamps | Facsimiles, stamps, impressions |
| 014.3 | Stationery | Office supplies written off from the materials account that last more than 12 months | Calculators, hole punchers, booklet makers |
| 014.4 | Rutoken, USB keys | Media containing digital signature | Keys for bank clients, submission of reports electronically, access to electronic platforms |
| 014.5 | Flash media | Recording media | Removable hard drives and flash drives |
| 015 | Leased telecommunications resources | ||
| 015.1 | Domain names | Domain names rented by the company | Domain names |
| 015.2 | City telephone numbers | List of numbers received by the company for use | Register of numbers |
| 015.3 | Mobile phone numbers | Same as 015.2 | Same as 015.2 |
| 015.4 | Social media | List of social networks that officially have an account | List in the form of a registry |
| 015.5 | Email addresses | List of postal addresses generated for the company's use | Register of workers e-mail |
| 016 | Periodicals for use | ||
| 016.1 | Printed periodicals for use | Library fund acquired by the company | Newsletters purchased in cases where it is necessary to publish announcements about events in the company |
| 016.2 | Electronic periodicals for use | Company access to electronic journals | Subscription to the electronic version of the magazine |
The table shows that depending on the tasks set and the specifics of the company, the list of accounts on the balance sheet can grow. The resulting information on off-balance sheet accounts allows management to look for reserves. And off-balance sheet accounting itself can be used as a budgetary tool for strengthening control over available resources.
The rules for keeping records on off-balance sheet accounts are regulated by Section. VII Instructions No. 157n 1. Based on paragraphs 332 - 384 of the instructions, the article discusses the procedure for reflecting material assets and settlements on off-balance sheet accounts.
General provisions for record keeping
On off-balance sheet accounts, institutions take into account (clause 332 of Instruction No. 157n):
- assets held by an institution, but not assigned to it under the right of operational management (leased property, property received with the right of free (perpetual) use, received for storage and (or) processing, as well as under centralized procurement (centralized supply), etc. . P.);
- material assets, the accounting of which, according to instructions No. 157n, No. 183n 2, is provided outside of balance sheet accounts:
a) fixed assets worth up to 3,000 rubles. inclusive, put into operation;
b) periodicals for use as part of the library collection, regardless of their cost;
d) property acquired for the purpose of rewarding (donating);
e) transferable awards, prizes, cups;
f) material assets paid for through centralized procurement (centralized supply);
g) special equipment for carrying out research work under state (municipal) agreements (contracts);
i) experimental devices, other valuables;
j) additional analytical data on other accounting objects and transactions carried out with them, necessary for disclosing information about the activities of the institution in the reports it generates;
– settlements and obligations awaiting execution.
Accounting for off-balance sheet accounts is carried out according to a simple system, that is, receipts (increases) are reflected in the account and disposals (decrease) are reflected in the account. Double entry regarding the use of off-balance sheet accounts does not apply (clause 332 of Instruction No. 157n).
To collect information for the purpose of providing management accounting, the institution has the right to introduce additional off-balance sheet accounts.
All material assets, as well as other assets and liabilities recorded on off-balance sheet accounts, are inventoried in the manner and on time for objects recorded on the balance sheet. Guidelines for the inventory of property and liabilities were approved by Order of the Ministry of Finance of the Russian Federation dated June 13, 1995 No. 49. Guided by this regulatory act, autonomous institutions carry out an inventory of property and settlements reflected in off-balance sheet accounts.
Movements in off-balance sheet accounts in which objects of material assets are recorded are reflected in section. Table 3 “Information on the movement of non-financial assets of the institution” f. 0503768, in the Explanatory Note f. 0503760. This section provides information regarding the value of property recorded in off-balance sheet accounts:
- – at the beginning and end of the year;
- – entered and departed in the reporting year.
Below we will consider the rules for accounting for material assets, settlements and obligations in separate off-balance sheet accounts.
Account 01 “Property received for use”
An object of movable and immovable property received by an institution without securing the right of operational management, as well as for paid use, except for financial lease, if the property is on the balance sheet of the lessee, is accounted for in account 01. The rules for accounting for property in this account are prescribed in clause 332 of the Instructions No. 157n.
Guided by the standards given in this paragraph, let’s look at an example of how property received for use is accounted for.
The cultural institution rented costumes for the festive event. One party (the lessor) transfers five suits to the other party for paid use for a period of two months. The rent for them is 15,000 rubles. After the festivities, the costumes were returned to the landlord.
In accounting, operations to receive property and return it to the lessor are reflected as follows:
Internal movements of material assets in an institution are reflected in an off-balance sheet account on the basis of supporting primary documents by changing the material person and (or) place of storage. Such a supporting document may be a Request-invoice f. 0315006.
Analytical accounting for account 01 is carried out in the Card of quantitative and total accounting of material assets in the context of lessors and (or) owners (balance holders) of property for each object of non-financial assets and under the inventory (account) number assigned to the object by the balance holder (owner) specified in the acceptance certificate -transfer (other document).
Account 03 “Strict reporting forms”
To begin with, we note that instructions No. 157n, No. 183n do not define what forms are. If we take into account the provisions of the Order of the Ministry of Finance of the Russian Federation No. 173n 3, which provides explanations on filling out the Book of Accounting Forms for Strict Reporting (f. 0504045), then the forms for strict reporting reporting includes receipt books, certificates, diplomas, certificate forms, forms and inserts for them, etc. Forms stored in the institution for conditional valuation (1 rub. per 1 form) are accounted for in this off-balance sheet account (clause 337 Instructions No. 157n). An accounting institution may establish a rule for recording strict reporting forms at the cost of their acquisition. Accounting for strict reporting forms should be organized in the context of:
a) persons responsible for their storage and (or) issuance;
b) storage places.
Disposal of strict reporting forms upon their registration (issuance), transfer to another legal entity responsible for their registration (issuance), as well as in connection with the identification of damage, theft, shortage, decision-making on their write-off (destruction), is carried out on the basis of the Act on writing off strict reporting forms (f. 0504816), the Transfer and Acceptance Certificate in any form.
Internal movements of strict reporting forms in an institution are reflected in an off-balance sheet account on the basis of supporting primary documents (Requirement-invoice f. 0315006) by changing the responsible person and (or) storage location.
Analytical accounting of the account is carried out for each type of strict reporting forms in the context of persons responsible for their storage and (or) issuance and places of storage in the Book of Accounting for Strict Reporting Forms.
Let's look at the example of accounting for strict reporting forms.
A.I., as the MOL, is entrusted with the responsibilities for storing strict reporting forms - diplomas. Upon completion of the final certification of students, A. I. Ivanov fills out diploma forms and issues them to certified students. Ivanov A.I. had 500 pieces for safekeeping. forms, of which 350 were used. According to the accounting policy established by the institution, forms are accounted for in a conventional unit - 1 ruble. for 1 piece
Correspondence invoices for the issuance of diplomas will be compiled as follows:
Account 04 “Written off debt of insolvent debtors”
By virtue of clauses 97, 180 of Instruction No. 183n, the write-off from the balance sheet of income receivables recognized in accordance with the legislation of the Russian Federation as unrealistic for collection is reflected on the basis of a Certificate f. 0504833 on the debit of account 0 401 10 173 “Extraordinary income from transactions with assets” and the credit of the corresponding analytical accounts of account 0 205 00 000 “Calculations on income” with the simultaneous reflection of written off debt on off-balance sheet account 04 “Written off debt of insolvent debtors”. In turn, the attribution to reduce the financial result of an autonomous institution of the amount of receivables for expenses recognized in accordance with the legislation of the Russian Federation as unrealistic for collection is reflected in the debit of account 0 401 20 273 “Extraordinary expenses on operations with assets” and the credit of the corresponding accounts of analytical accounting of accounts 0 206 00 000 “Settlements on advances issued”, 0 208 00 000 “Settlements with accountable persons”, also with the simultaneous write-off of the specified amount to off-balance sheet account 04 “Written off debt of insolvent debtors” (clause 181 of Instruction No. 183n).
As a rule, a debt for which the statute of limitations has expired is considered uncollectible. The general limitation period is three years (Article 196 of the Civil Code of the Russian Federation). In some cases (for certain types of claims), the limitation period may be more or less than three years. For example, the limitation period for a claim to recognize a voidable transaction as invalid and to apply the consequences of its invalidity is one year (Clause 2 of Article 181 of the Civil Code of the Russian Federation). Also, a debt may be declared uncollectible by a court decision.
When a debt is recognized as unrecoverable, the institution has the right to write off receivables (payables) from the accounting accounts and reflect them on the balance sheet. In off-balance sheet account 04, such debt is taken into account for five years (other period established by law) to monitor the possibility of its collection in the event of a change in the property status of the debtors (clause 339 of Instruction No. 157n). In the event of the resumption of the collection procedure or the receipt of funds to repay the debt of insolvent debtors on the date of resumption of collection or on the date of crediting of the specified proceeds to the accounts (personal accounts) of institutions, such debt is written off from off-balance sheet accounting.
Let's look at the above with an example.
The limitation period for accounts receivable (RUB 15,760), listed on the balance sheet of the autonomous institution under account 2,206,31,000, expires on November 1, 2011. By order of the institution, this debt is subject to write-off from the accounting accounts on the basis of supporting documents declaring the debtor insolvent.
The following entries will be made in accounting in accordance with Instruction No. 183n:
Let us assume that in February 2012 the debtor returned the equipment previously transferred to him as an advance payment. In this case, the restoration of the amount of receivables to the accounting accounts will look like this:
Analytical accounting for account 04 is maintained in the Funds and Settlements Accounting Card, broken down by the types of receipts (payments) for which the institution’s balance sheet accounted for the debt of debtors, by debtor (debtor), indicating its full name, as well as other details necessary to determine the debt (debtor) for the purpose of possible collection.
Account 06 “Debt of pupils and students for unreturned material assets”
The use of this account is relevant for educational autonomous institutions. According to the provisions of paragraph 343 of Instruction No. 157n, the debt of students and (or) students for uniforms, linen, tools and other property not returned by them is taken into account in the amount of the amounts of the institution's expenses required for the restoration (purchase) of similar property subject to reimbursement and is reflected in account 06 Analytical accounting for account 06 is maintained in the Funds and Settlements Accounting Card by type of income for each student, student, type of material assets (clause 344 of Instruction No. 157n).
In accordance with clause 110 of Instruction No. 157n, to generate information in monetary terms on the status of settlements for the amounts of damage caused to the property of an autonomous institution and operations that change these calculations, account 0 209 00 000 “Settlements for property damage” is used. Is the amount of debt owed by students a deficiency or damage caused to the property of the institution? In economic dictionaries, shortage refers to the incomplete availability of material and monetary resources, identified as a result of control and audit. The amount of debt can be identified not only during control activities. However, the failure to return material assets by students is actually a deficiency. In this regard, a number of questions arise:
- Is it necessary to reflect the debt of pupils and students simultaneously in accounts 0 209 00 000 and 06?
- Does Instruction No. 157n suggest the use of account 06 only if the material assets that were transferred to students are reflected in accounting in a conditional valuation and are taken into account on the balance sheet of the institution?
In our opinion, the procedure for recording student debt for unreturned material assets should be specified in the accounting policy. For example, in this way: the debt of students for unreturned material assets is reflected in value on off-balance sheet account 06. Then, within three months, the institution must take all possible measures to return these material assets. If after this time the debt is not repaid by the student, it should also be reflected in account 0 209 00 000.
Account 07 “Challenging awards, prizes, cups and valuable gifts, souvenirs”
Challenge prizes, cups established by various organizations and received from them to reward winning teams, as well as material assets acquired for the purpose of rewarding (donating), including valuable gifts and souvenirs, are recorded on off-balance sheet account 07 during the entire period of their existence in the institution (clause 345 of Instruction No. 157n).
Transferable awards, prizes, cups are taken into account in the conditional assessment: one item, one ruble. Material assets acquired for the purpose of presentation (awarding), donation, including valuable gifts, souvenirs, are accounted for at the cost of their acquisition.
Let us give an example of reflecting transactions for the acquisition and distribution of prizes and valuable gifts.
The autonomous cultural and sports institution acquired valuable gifts through subsidies to present to the winners of the competition. The cost of valuable gifts is 18,000 rubles. Based on the results of the competition, gifts were awarded to those who took first, second and third places.
In accounting, transactions for the acquisition and delivery of valuable gifts will be reflected as follows:
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Debit |
Credit |
Sum, |
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Costs for purchasing valuable gifts are reflected |
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At the same time, the cost of gifts is reflected on the balance sheet |
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Payment has been made for material assets purchased for donation |
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Gifts given to athletes who took prizes were written off from the off-balance account |
Analytical accounting of the account is carried out in the Card of quantitative and total accounting of material assets in the context of materially responsible persons, storage locations, for each item of property.
Account 09 “Spare parts for vehicles issued to replace worn-out ones”
Accounting for such material assets as spare parts for vehicles issued to replace worn-out ones, in order to control their use, is carried out on account 09 (clause 349 of Instruction No. 157n). The list of material assets accounted for in this off-balance sheet account is established by the accounting policy of the institution. For example, it may state that engines, batteries and tires issued to replace worn ones are accounted for in off-balance sheet account 09. Each vehicle requires two sets of tires, used according to seasonality (summer and winter), so off-balance sheet account 09 can be entered analytics, which is fixed in the accounting policy. Accounting for spare parts at the cost of their acquisition or in a conditional valuation also depends on what is specified in the accounting policy.
Material assets are reflected in the off-balance sheet account at the time of their disposal from the balance sheet account for the purpose of repairing vehicles and are taken into account during the period of their operation (use) as part of the vehicle.
The disposal of material assets from off-balance sheet accounting is carried out on the basis of a certificate of completion of work confirming their replacement. Note that each car tire has a standard mileage, upon reaching which it must be written off. Also, tires are written off if there are faults and conditions under which, in accordance with Resolution of the Council of Ministers - Government of the Russian Federation of October 23, 1993 No. 1090 “On Road Traffic Rules,” the operation of vehicles is prohibited. According to clause 5.1 of this document, such cases include exceeding the standard residual tread height (for cars - less than 1.6 mm, for trucks - 1 mm, for buses - 2 mm, motorcycles and mopeds - 0.8 mm).
Regarding the service life of the battery, the Rules for establishing the amount of costs for materials and spare parts for the refurbishment of vehicles, approved by Decree of the Government of the Russian Federation dated May 24, 2010 No. 361, state: the standard service life of the battery before replacement (write-off) is assumed to be equal to:
– four years – with an average annual vehicle mileage of up to 40 thousand km inclusive;
– three years – with an average annual vehicle mileage of more than 40 thousand km.
After the standard service life has expired, the battery can be replaced with a new one.
Analytical accounting of the account is kept in the Card of quantitative and total accounting in the context of persons who received material assets, indicating their position, surname, first name, patronymic (personnel number), vehicles, by type of material assets (indicating production numbers, if any) and their quantity (clause 350 of Instruction No. 157n).
The accounting policy of the autonomous institution provides for the organization of accounting for tires issued for use on off-balance sheet account 09 at the cost of their acquisition. Analytics for vehicles has been added to it. The GAZ-3110 car (license number T 193 SS) is equipped with a winter and summer set of tires and a battery. The cost of a summer set of tires is 17,000 rubles, the cost of a winter set of tires is 21,000 rubles, the cost of a battery is 3,500 rubles. Summer tires, due to prolonged use, which led to wear of the tread beyond the permissible norm, are not subject to further use, and therefore are deregistered on the basis of the Inventory Write-off Act f. 0504230. The institution purchased, using funds received from income-generating activities, new tires worth 18,000 rubles; at the start of the season, they were issued to the driver for use.
In accounting, transactions for accounting for spare parts will be reflected as follows:
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Debit |
Credit |
Sum, |
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The following spare parts are assigned to the GAZ-3110 car (license number T 193 SS): |
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battery |
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set of summer tires |
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set of winter tires |
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Summer tires have been deregistered due to the impossibility of their further use. |
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A set of summer tires purchased for a GAZ-3110 car (license number T 193 SS) has been accepted for registration. |
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Payment has been made to the tire supplier |
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At the onset of the summer season, tires were issued for use based on the demand invoice |
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At the same time, a set of new summer tires issued for use is reflected in off-balance sheet accounting. |
Account 10 “Ensuring the fulfillment of obligations”
According to clause 351 of Instruction No. 157n, account 10 records property, with the exception of funds received by the institution as security for obligations (pledge, surety, deposit, other security). Acceptance of such property for off-balance sheet accounting is carried out on the basis of supporting primary documents in the amount of the obligation for which the property was received. When the security is fulfilled, the obligation in respect of which the security was received, the amounts of the security are written off from the off-balance sheet account. Analytical accounting of the account is maintained in a multigraph card in the context of obligations by type of property, its quantity, and places of storage (clause 353 of Instruction No. 157n).
In order to organize control over procurement carried out by autonomous institutions, the Federal Law of July 18, 2011 No. Federal Law “On Work and Services by Certain Types of Legal Entities” (hereinafter referred to as Law No. 223 Federal Law), which came into force on January 1, 2012 and established general principles and basic requirements for the procurement of goods, works, services by autonomous institutions. In accordance with clause 1 of Law No. 223 FZ, when purchasing goods, works, services, they are guided by the Constitution of the Russian Federation, the Civil Code of the Russian Federation, Law No. 223 FZ, other federal laws and other regulatory legal acts of the Russian Federation, as well as the procurement regulations adopted and developed in accordance with with the provisions of Law No. 223 FZ.
The procurement regulations are applied to ensure targeted and effective spending of the customer’s (autonomous institution) funds, as well as obtaining economically justified costs and preventing possible abuses on the part of purchasing employees. This document regulates the procurement activities of the customer (autonomous institution) and must contain procurement requirements, including the procedure for preparing and conducting procedures (including procurement methods) and the conditions for their application, the procedure for concluding and executing contracts, as well as other provisions related to ensuring procurement .
According to paragraph 4 of Art. 8 of Law No. 223 FZ, if within three months from the date of entry into force of Law No. 223 FZ (during January, February and March 2011), the customer (autonomous institution) (with the exception of customers specified in parts 5 - 8 of Art. 8 of Law No. 223 FZ) has not placed on his procurement regulations, then when purchasing he is guided by the provisions of Federal Law dated July 21, 2005 No. 94 FZ “On the supply of goods, performance of work, provision of services for state and municipal needs” until the day of placement of the approved procurement regulations.
Or other methods of placing an order established by the procurement regulations), an autonomous institution in the procurement regulations may provide for securing an application for participation in tenders conducted by the institution for the purpose of purchasing goods, works, services, or ensuring the work performed, services rendered, goods supplied during their warranty period. If the procurement regulations establish a condition for securing the application, or if the terms of the contract are met, the procedure (including) the terms for returning the security should be indicated. For example, the procurement regulations may stipulate that the tender application security is returned to participants (including the participant recognized as the winner) within 10 calendar days from the date with the winner. Security can be in cash or in the form of security for an obligation (pledge, surety, guarantee, deposit, other security) (clause 351 of Instruction No. 157n).
To account for collateral expressed in non-monetary form, off-balance sheet account 10 is used. Let us recall that funds received by the institution as collateral are accounted for in account 3 304 01 000 “Settlements for funds received for temporary disposal” (clause 163 of Instruction No. 183n).
Account 21 “Fixed assets cost
up to 3000 rubles inclusive in operation"
Accounting for fixed assets in operation by the institution worth up to 3,000 rubles. inclusive, with the exception of library collection objects and real estate objects, is carried out on off-balance sheet account 21 (clause 373 of Instruction No. 157n).
Objects of fixed assets are accepted for accounting on the basis of a primary document confirming the commissioning of the object in a conditional valuation: one object, one ruble, if approved by the institution as part of the formation of an accounting policy of a different order - at the book value of the commissioned object.
The internal movement of fixed assets in an institution is reflected in an off-balance sheet account on the basis of supporting primary documents by changing the financially responsible person and (or) storage location. Disposal of fixed assets from off-balance sheet accounting, including in connection with the detection of damage, theft, shortage and (or) the decision to write off (destruct) them, is carried out on the basis of an act (Acceptance and Transfer Certificate, Write-off Certificate) at cost, for which the objects were previously accepted for off-balance sheet accounting.
Analytical accounting of the account is maintained in the Card of quantitative and total accounting of material assets in the manner established by the institution as part of the formation of accounting policies (clause 374 of Instruction No. 157n). Let's look at an example of off-balance sheet accounting of property worth up to 3,000 rubles.
The accounting policy of the institution establishes that off-balance sheet accounting of fixed assets worth up to 3,000 rubles. on account 21 is carried out at the book value of the property. The institution puts into operation a kettle, the book value of which is 2,200 rubles. The kettle was purchased using funds received from income-generating activities.
In accounting, the transfer of the kettle into operation will be reflected in the following accounting entries:
Let's assume that, after working for some time, the kettle burns out and goes out of use. Based on the Write-off Certificate, the kettle will be written off. In accounting, this operation will be reflected in the credit of account 21.
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- Order of the Ministry of Finance of the Russian Federation dated December 1, 2010 No. 157n “On approval of the Unified Chart of Accounts for public authorities (state bodies), local governments, management bodies of state extra-budgetary funds, state academies of sciences, state (municipal) institutions and Instructions for its application."
- Order of the Ministry of Finance of the Russian Federation dated December 23, 2010 No. 183n “On approval of the Chart of Accounts for accounting of autonomous institutions and Instructions for its application.”
- Order of the Ministry of Finance of the Russian Federation dated December 15, 2010 No. 173n “On approval of forms of primary accounting documents and accounting registers used by public authorities (state bodies), local governments, management bodies of state extra-budgetary funds, state academies of sciences, state (municipal) institutions and Guidelines for their use."
