How to reflect the shortage of fixed assets in accounting

Lack of OS was identified during and outside of inventory: we prepare documents

The fact of a shortage of property classified as fixed assets can be identified both in the process of conducting a planned inventory and outside it. In the latter case, it becomes mandatory to order an unscheduled inspection of the availability of property (clause 27 of the PBU for accounting, approved by order of the Ministry of Finance of Russia dated July 29, 1998 No. 34n), which should:

• confirm the absence of an OS;
• identify the reasons for this circumstance;
• determine the amount of damage incurred in connection with this;
• establish the presence/absence of those responsible for the loss.

OS, like any property used in the course of the main activity, is assigned to the financially responsible persons. However, such persons are not always guilty of causing damage to the employer. Circumstances excluding guilt include those that arise in situations (Article 239 of the Labor Code of the Russian Federation):

• emergency;
• failure by the employer to take measures to ensure the safety of property.

Therefore, to correctly register the disposal of missing fixed assets, you will need the following:

• OS inventory;
• matching statement;
• conclusions of the inventory commission on the reasons for the shortage;
• the manager’s decisions on whose account the amount of damage will be attributed;
• act of decommissioning of the object;
• a document issued by a law enforcement agency stating that it is impossible to identify those responsible for the loss if the damage was caused by third-party forces;
• a court decision to recover damages from an employee or a third party identified by a law enforcement agency who refused to voluntarily compensate for the losses caused.

At the same time, the employer may refuse to collect damages caused by the employee (Article 240 of the Labor Code of the Russian Federation).

We prepare and carry out inventory

The obligation to conduct an annual inventory of property and financial obligations is established by the Regulations on accounting, approved by the Ministry of Finance on July 29, 1998. No. 34n. The rules and procedure for carrying out this procedure are established by the Methodological Instructions (Order of the Ministry of Finance No. 49 of June 13, 1995), they list the composition of property and liabilities subject to audit, and the forms of documents that can be used to document the results.

The main stages of inventory are shown in the table:

Reasons for conducting an inventory, in addition to the annual obligation, may be:

• Change of financially responsible person;
• Fact of theft or damage;
• Disaster;
• Organizational reasons (change of manager, reorganization, etc.):

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The results of the inventory can be:

To carry out an inventory at the enterprise, a commission consisting of at least three people is formed. Based on the results of the inventory, the commission draws up matching statements, inventory lists, acts:

Lack of postings: correspondence and cost (including original)

The correspondence of accounting accounts in entries for the shortage of fixed assets reflects, on the one hand, the disposal of fixed assets, and on the other hand, at the expense of whose funds this occurs. Fixed assets are depreciable property, and at the time of detection of its absence, it can be depreciated either completely or partially. Therefore, first of all, you need to determine the value of its residual value - it will be the amount of damage caused by the disappearance of the equipment.

The formation of the residual value of a retiring fixed asset is usually reflected in a separate subaccount of account 01, where the difference between the original cost and accrued depreciation is shown. That is, the shortage of the device in the postings will be reflected by writing off the original cost within account 01 (Dt 01/disposal Kt 01) and assigning to account 01 the entire amount of depreciation accrued for this fixed asset (Dt 02 Kt 01/disposal).

The result obtained after these postings on the debit of subaccount 01/disposal is subject to write-off from accounting by posting Dt 94 Kt 01/disposal. The use of account 94 in this case is mandatory, since it is precisely this correspondence in the posting that will show that the inventory revealed a shortage of fixed assets or their damage.

Further accounting entries will reflect at whose expense the amount of the shortfall will be taken into account:

• financially responsible person - Dt 73 Kt 94;
• third-party individual or legal entity - Dt 76 Kt 94;
• owner of the missing OS - Dt 91 Kt 94.

If the lost fixed asset was subject to revaluation and the amount of its revaluation is listed on account 83, then this amount should be written off by posting Dt 83 Kt 84.

simplified tax system

If a simplified organization has chosen as an object of taxation income reduced by the amount of expenses, when calculating the single tax, include only the amount of the shortfall within the limits of natural loss norms (subclause 5, clause 1 and clause 2, Article 346.16 of the Tax Code of the Russian Federation). Please take into account the shortfall if the property for which it was identified has been paid for (subclause 1, clause 2, article 346.17 of the Tax Code of the Russian Federation).

If an organization pays a single tax on the difference between income and expenses, expenses in the form of amounts of damage caused in excess of the norms of natural loss do not reduce the tax base. These costs are not in the list of expenses that can be taken into account when calculating the single tax (Clause 1, Article 346.16 of the Tax Code of the Russian Federation).

If a simplified organization has chosen income as an object of taxation, then do not take into account the amount of the shortfall when calculating the single tax. This is not provided for by clause 3 of Article 346.21 of the Tax Code of the Russian Federation.

If the shortage of property is compensated by the guilty person, take it into account as part of the income when calculating the single tax, regardless of what object of taxation the organization has chosen (paragraph 3, paragraph 1, article 346.15, paragraph 3, article 250 of the Tax Code of the Russian Federation). Include the shortfall in income at the time of compensation for damage to employees (clause 1 of Article 346.17 of the Tax Code of the Russian Federation). For example, on the day an employee deposits funds into the organization’s cash desk.

Results

The fact of the absence of a fixed asset must be confirmed by an inventory of property.
At the same time, the amount of damage incurred is revealed, the reasons for the loss of the OS are determined, and the presence/absence of the culprit is identified. The missing fixed asset is removed from accounting at its residual value (it is formed on a separate subaccount of account 01), and this disposal is reflected by posting Dt 94 Kt 01. Correspondence for subsequent write-off of the amount from account 94 is selected depending on whose account this procedure is carried out: the employee (Dt 73 Kt 94), a third party (Dt 76 Kt 94), the organization itself that owned the lost OS (Dt 91 Kt 94). You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

Accounting for inventory results

The most important goal of an organization’s accounting is to ensure the safety and control of the efficient use of assets. Inventory helps to determine the actual balances of inventory items that are current as of the reporting date, compare them with accounting data and promptly identify surpluses, mis-grading or shortages. Correct reflection of inventory in accounting requires preparation. When carrying out a planned procedure, the manager approves the order to carry out the procedure in the INV-22 form, indicating the timing, responsible persons of the commission and the subject of the procedure. Unscheduled implementation is carried out under various emergency circumstances.

The inventory results are documented in the following accounting documents:

1. Inventory sheet - the form is filled out in accordance with the unified forms of Goskomstat Resolutions No. 88 of August 18, 1998, No. 26 of March 27, 2000. Depending on the inventory object, forms INV-1 (for fixed assets), INV-1a (for objects of intangible assets), INV-3 (for inventory and materials), INV-11 (for expenses related to future periods), INV-15 (for cash) and other forms.
2. Matching statement - the form is filled out to reflect the final results and discrepancies between inventory items. INV-18 is used to reflect fixed assets, INV-19 – for inventory items.
3. An act in form INV-24 is drawn up for the purpose of monitoring the procedure.

How to reflect a shortage of a fixed asset with a zero residual value

Determine the amount of loss based on the value of the missing property according to accounting data. In this case, make the following entry: Debit 91-2 Credit 94 – loss from shortage of property due to the absence of the culprit (refusal to recover damages) is written off. This procedure follows from paragraph 11 of PBU 10/99 and the Instructions for the chart of accounts.

Attention

If the cause of the shortage was force majeure, take into account the shortage of property as part of the losses of the reporting year at book value. At the same time, make the following entry: Debit 91-2 Credit 94 - loss from shortage of property resulting from force majeure is written off

This procedure follows from paragraph 13 of PBU 10/99 and the Instructions for the chart of accounts.

How is the shortage identified?

The inventory is regulated by Order of the Ministry of Finance No. 49 dated June 13, 1995. Initially, when conducting an inventory, its results are documented in inventory lists.

If a shortage is detected, the following documents are drawn up:

• comparison sheet;
• statement of discrepancies;
• protocol of the inventory commission;
• explanatory notes from financially responsible persons.

On a note! Comparison statements and acts have unified forms: INV-18, INV-19, TORG-2, however, organizations can also use independently developed forms enshrined in the LNA (Federal Law No. 402 of 6/12/11, Art. 9- 4).

The reasons for the shortage may be the following:

• within the limits of attrition rates;
• incompetence of responsible persons, incorrect maintenance of primary records of values;
• theft, natural disasters, other force majeure circumstances.

The protocol records one of the reasons, and then the accountant reflects the shortage with postings, guided by this document.

Incompetent completion of documents and careless storage of inventory items can also lead to shortages. In this case, it is necessary to give the person in charge time and the opportunity to put the documents in order, recalculate the values ​​and compare them with the accounting data to detect errors. If even after these actions the missing values ​​are not found, the organization’s material losses are attributed to the guilty person. This is an employee who signed a liability agreement and violated its terms by his actions (storekeeper, salesman, cashier).

If a case of theft is discovered, inventory materials are usually sent to the court and write-off occurs depending on its decision: to the guilty person or to the company’s costs, if this person is not identified by the court.

Accounting entries for inventory

Postings based on inventory results are generated differently depending on what is revealed as a result - a surplus or a shortage. The procedure for reflecting discrepancies is regulated by Order No. 34n of July 29, 1998, paragraph 28):

• Surplus - objects are accounted for at the time of inventory at the current market price with the monetary value assigned to financial results (profit) as part of other income for ordinary enterprises or as income for non-profit organizations.
• Shortage within the framework of natural loss - the amounts are attributed to expenses or distribution costs.
• Shortages in excess of natural loss - amounts are written off to identified guilty parties. If for some reason the culprits of the shortage are not identified, and it is not possible to collect the debt in court, the debt is written off against the financial results (loss) of ordinary enterprises or for expenses of non-profit organizations.