Inventory of fixed assets (FA): how often is it carried out, the procedure for conducting it at the enterprise and in what cases to do it, organization and frequency, reasons, deadlines, accounting, rules, stages, what can be done

How often an inventory of fixed assets is carried out at an enterprise and why it is needed (in detail) are questions that we will examine in the article. The procedure for this procedure is strictly regulated and cannot be deviated from. Moreover, if during the inspection unaccounted for objects are identified, this may result in fines and punishments from the inspection authorities. The process itself is not as simple as it seems, because you need to formalize it correctly, identify discrepancies between actual and planned quantities, and record these changes. Let's look at all the details in order.

What is it - an inventory of fixed assets (fixed assets) at an enterprise

First of all, this is a recalculation of the assets that the company has. With this action, it becomes possible to keep the company's property unharmed. Its main task is to compare real and virtual balances by checking the data specified in the accounting records. This is how money, equipment, buildings, debt obligations and much more are considered.

Using the census, you can monitor the correctness of information reflected in the organization’s accounts. Corrections are made as necessary to keep the reporting current.

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During the inventory, determine:

are there actually objects that are indicated on paper and in the program;
How correctly are inventory numbers assigned?
Are accounting records maintained correctly?
volumes of shortages/surpluses.

Terms, rules, frequency of inventory of fixed assets

According to the law, an inspection should be carried out at least once every 3 years at the enterprise. Library collections will not have to be counted and checked so often - once every five years. This is established on the basis of the Methodological Instructions.

Each company determines specific data for itself. This is usually done before the start of the annual report. But according to the law, there are cases when this should be done more often:

as a result of an emergency;
if reorganization or liquidation has begun;
the property is going to be rented out or completely sold;
The MOL or manager will change soon;
annual reporting will be prepared soon;
facts of theft, damage to property or abuse of authority were identified.

It is worth noting that if team members demand, then such a reconciliation is also carried out in the case when more than half of all participants in the contract leave.

By order of the owner or director of the organization, this can happen suddenly, at any time. There is a continuous inventory, when everything that is in the company is counted, and a selective inventory, when they count the assets in one division, branch or even office.

What is an inventory of fixed assets

The inventory procedure is nothing more than the process of reconciling accounting data with the property objects existing in the company, and its goal is the safety of assets, identifying losses, shortages or unaccounted for items. All types of fixed assets are subject to inspection - those available in the company (including inactive ones and those under conservation), as well as those leased and accepted for storage.

The inventory of fixed assets is regulated by Law No. 402-FZ, methodological instructions (MU) for the inventory of property and liabilities, approved. by order of the Ministry of Finance of the Russian Federation No. 49 and PBU, approved. by order of the Ministry of Finance of the Russian Federation No. 34n. In recent years, there have been no radical changes in the established rules for checking the availability of assets, so the inventory of fixed assets in 2021 is carried out according to the same algorithm. In an enterprise, the procedure and timing of the procedure are determined and enshrined in the accounting policy by the manager.

The frequency of the asset inventory is once every 3 years, the reconciliation of the library collection is once every 5 years (clause 1.5 of MU No. 49), but in practice, enterprises subject assets to an audit annually, since at the end of the financial year an inventory is required (clause 3 of Art. 11 of Law No. 402-FZ). The annual OS check is scheduled for the 4th quarter, usually December 31st.

In addition to this requirement, there are a number of other circumstances when unscheduled OS checks are necessary:

– when appointing a new manager or materially responsible person (MRP) responsible for the safety of objects;

– before selling or leasing assets;

– upon liquidation or reorganization of the company;

– upon detection of theft, loss or damage to the operating system;

– in the event of emergency situations, for example, a natural disaster, which may partially or completely destroy property.

Sometimes the inventory of fixed assets is initiated by management during the massive introduction of new technologies in production and management.

What is an inventory of fixed assets

This is a count of objects that are constantly used during production or for administration needs. This may include machines, equipment, equipment, including computers, various household equipment, livestock and plants.

The recount can be natural - when inspectors or authorities walk around the company and check the actual presence of assets. Another option is documentary, when they are reconciled only using accounting registers.

Legally, all this is formalized depending on what supporting documents were developed within the enterprise and secured by accounting policies through an order. A statement is a document that will be drawn up in 2 identical forms, because one is sent to the accountant, and the second remains with the MOL.

Inventory frequency

Inventory must be carried out within certain periods, established depending on the type of property. These deadlines are established by law:

fixed assets - at least once every two to three years;
library collections – once every five years;
oil products – once a month;
capital investments - at least once a year, before the start of the preparation of annual reporting, but not earlier than the first of December of the current year;
finished goods in warehouses - once a year, before the start of drawing up the annual report;
money and monetary documents – once a month;
settlements with creditors and debtors - at least twice a year;
items of low value - once a year;
settlements with credit institutions - upon receipt of account statements from credit institutions;
calculations for tax payments - at least once a quarter;
unfinished construction – once a year;
work in progress - before the start of the formation of final reporting;
other balance sheet items - the first day of the month following the reporting period.

Commission for Inventory of Fixed Assets

The tasks of these people include inspection and verification of the correspondence of virtual balances to real ones. They record all the differences in the statement they have, write down inventory numbers, and monitor the characteristics.

They receive all relevant documents before starting their study. Who will be part of the inspectors fits into IVN-22. Financially responsible persons must mark that they hand over everything accountable.

Not only accounting sheets are subject to study and reconciliation, but also:

information according to which it is possible to determine ownership of objects;
technical passports;
availability of documentation for natural resources owned by the company.

Documentation of inventory of fixed assets

In order to carry out an inventory, a special commission is created at the enterprise, the composition of which is determined by the manager. Typically its members are:

company administration employees;
accountants, lawyers, economists;
workers of technical departments;
employees of the internal audit service;
and others.

MOLs are not included in the commission, but they must be present during the inspection.

The results of the inventory are entered into the inventory list (inventory act). You can use the unified inventory form INV-1 or develop the form yourself. The applied form of inventory (act) should be fixed in the accounting policy.

This document is drawn up for each fixed asset and MOL. The inventory is drawn up in two copies: one form for the accounting service, the second for the responsible person.