Primary documents: act of reconciliation of mutual settlements. Reconciliation of accounts with contractors. Forms of mutual settlements and examples of filling
The organization must ensure the completeness and reliability of the data reflected in its accounting records and financial reporting. For these purposes, an inventory of settlements is also carried out. It is aimed at checking the validity of the amounts that are on the accounts accounting. An inventory of settlements is made on the basis of reconciliation acts drawn up and agreed with counterparties. Recall that it is necessary to carry out an inventory of calculations, at least, before compiling annual financial statements (clause 27 of the Regulation, approved by Order of the Ministry of Finance dated July 29, 1998 No. 34n). In other cases, counterparties determine the frequency of drawing up reconciliation acts on their own.
How to draw up an act of reconciliation of mutual settlements with counterparties, we will tell in our consultation.
How to make a reconciliation act?
There is no single, mandatory form of the reconciliation act (form). Therefore, the organization can develop such a form on its own.
In the context of accounting automation, the function of generating reconciliation acts is usually provided accounting software. You only need to select from the directory the counterparty for which you want to generate a reconciliation act, indicate the date on which the reconciliation act is drawn up, as well as the period for which settlements with the counterparty will be shown in the reconciliation act. It is also possible to have a different degree of detail of reconciliation acts: for the counterparty as a whole or, say, in the context of a specific contract.
Of course, the act of reconciliation can also be drawn up manually. But this process, of course, will be more laborious.
For a reconciliation act, a sample form is usually a table divided into 2 parts - to reflect data on transactions by each of the counterparties. It indicates the name of the operation, the supporting documents, the debit and credit amounts. And what is the opening balance in the act of reconciliation? At the beginning and end of the table in the reconciliation act, information is usually provided on the balance at the beginning and end of the reconciliation period, that is, on the balance of the debt. The debit balance in the section filled out according to the data of organization A shows how much organization B owes to it, information about the operations of which is reflected in the opposite part of the table. Accordingly, for example, the closing credit balance means how much Entity A owes Entity B at the end of the reconciliation period. And what does the debt in favor in the act of reconciliation mean? It shows the amount and the counterparty, to which there is a debt at the end of the period reflected in the reconciliation act.
The organization that initiated the drawing up of the reconciliation report transfers it to its counterparty and offers to fill in the table with information on the status of settlements according to its data. Sometimes, when companies are sure that there will be no discrepancies, the reconciliation act is transmitted with both parts of the reconciliation table already filled out (that is, for both counterparties). The second party only needs to sign it. If discrepancies are identified, the counterparty will not sign such an act, but may transfer its copy of the reconciliation act or send a protocol of disagreements, which is also drawn up in any form.
When drawing up reconciliation acts, it is important to ensure that they are signed by authorized persons. This is the head of the organization or a person acting on behalf of the organization by proxy. Indeed, otherwise, it will be difficult to prove that the counterparty really recognized his debt on the basis of such a reconciliation act.
For the act of reconciliation of mutual settlements, a sample of filling out 2018 is given below.
For the act of reconciliation of mutual settlements, the form can be downloaded free of charge at the link below.
Act of reconciliation and limitation period
Recall that the signing by the parties of the act of reconciliation of mutual settlements interrupts the limitation period, which in the general case is 3 years. After all, drawing up an act with the debtor means that he recognized his debt (Article 203 of the Civil Code of the Russian Federation). Consequently, the limitation period after the drawing up of the act of reconciliation begins to flow again. That is why, if the organization is sure that the debtor will not return the money, signing a reconciliation act with him will only delay the moment when the creditor can write off the debt at a loss and take it into account when taxing profits. We talked in more detail about writing off debts with an expired limitation period.
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Reconciliation Act- This is a document that shows the calculations of two organizations for a certain period. Since at present current legislation there is no official form of the act of reconciliation of settlements with suppliers, the organization, if necessary, can develop its own form of the act of reconciliation.
The data specified in the act of the organization initiating the reconciliation must fully match the data of the counterparty organization. At the end of the document, information about the existing discrepancies, if any, should be recorded.
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How to fill out the act of reconciliation
The reconciliation act is drawn up in any form by the accounting department in two copies, on which the seal and signatures of the chief accountant and the head of the organization are affixed. Both copies are sent to the counterparty, who, in turn, compares the data from the act with the information he has. If the counterparty agrees with the data specified in the act, he puts a seal, signatures and returns one copy back to the organization.
The act indicates its serial number, the period for which the reconciliation is made, as well as the names of the organizations between which the act is drawn up. The tabular part of the act indicates the numbers and dates of the primary documents that confirm the supply and payment for goods and services (invoices, money orders etc.).
The act of reconciliation can be drawn up according to commercial transactions for the period indicated by the organization initiating the reconciliation. Information from the act is verified according to invoices.
The information on mutual settlements specified in the act of one of the organizations must exactly match the information of the second organization (counterparty). If discrepancies are found, then information about them is recorded at the end of the document, for example: “According to LLC Organization-1, as of September 30, 2012, the debt of LLC Organization-2 is 50,000 rubles.”
Note! The reconciliation act can be signed only by chief accountants only if there are no disagreements between organizations regarding mutual settlements. However, when applying to the court, a document without the signature of the head of the organization will be considered invalid.
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The act of reconciliation of documents formalizes the procedure for comparing mutual settlements between two business partners. The article tells how to properly draw up and execute an act of reconciliation of documents.
From the article you will learn:
Legally, the reconciliation act (hereinafter referred to as AC) does not belong to the category primary documentation. It is used as additional evidence if necessary to prove the fact of debt of one of business partners. Another purpose of the AU is to extend the limitation period. This is due to the fact that the day of signing the AC is the starting point of this period.
It is obvious that the apparent optionality and low legal status this document caused by a misunderstanding of its capabilities as a legal tool to influence an unscrupulous business partner. However, in order for the AU to really become such a tool, Special attention you need to pay attention to its competent compilation and design. This will be discussed below.
Reconciliation act: legal status
At any stage of a business relationship, it may be necessary to carry out a procedure for mutual settlements.
Mutual settlements are carried out when one of the partners pays for services, works or goods supplied by another participant in a business transaction.
Invoices, checks and other documents that belong to the category of primary documents serve as confirmation of the fact of committing business transaction. These papers serve as the basis for accounting. Even a minor error in the calculations can significantly affect the correctness of the entire accounting.
Over time, discrepancies and inconsistencies in the records of business partners lead to unrecorded payments and the formation of debts.
Identification of incorrect records and possible discrepancies at an early stage is the main task and function of the reconciliation act. In practice, the procedure itself does not cause difficulties. Reconciliation technology in general view amounts to the fact that the accounting conducted by one party is compared with the accounting conducted by the other party. In case of discrepancies or incorrect entries, an act is drawn up, and all primary documents of the parties are subject to additional analysis.
What is an act of reconciliation
The act of reconciliation of mutual settlements is a document representing the financial transactions of two partner organizations committed in a specific period of time. Ideally, all data collected in the financial statements of one party should be fully correlated with data collected by the other party. If the slightest inconsistencies are identified, a reconciliation report is drawn up.
The unified form of this act is not regulated by the current legislative standards. Enterprises independently develop the form of this business paper and approve it with local regulatory documentation.
The AS is signed by both parties if they confirm the fact of agreement with the discovered debt. We have already said above that the statute of limitations is determined using the date of signing the reconciliation act. Next, we will consider this issue in more detail.
In the general case, when conducting any business transaction, a document is drawn up that belongs to the category of primary ones. From this moment, the limitation period is calculated. However, there is also special case, to which the case of drawing up an act of reconciliation belongs. This document interrupts the statute of limitations and begins a new countdown of this period - from the moment the AC is signed.
The presence of mandatory AS elements - details of partners, date and period of reconciliation, a list of transactions and settlements - ensures the legal force of this paper.
As a tool for resolving disputes, a reconciliation act can only be successfully used if it contains all the necessary details (this does not cancel the provisions that the form of the act itself remains free).
These required details include:
- name of business paper;
- name of the party (legal name of the company and its details);
- reference to the primary documentation, which is the source for the calculations and confirms the fact of conducting economic activities;
- settlement amounts;
- balance total;
- Date of preparation;
- signatures of persons responsible for settlements on each side;
- seals of each partner company.
Also, the partners themselves set the scale of reconciliation. It can be carried out on the scale of one item of goods, on the scale of one delivery or one contract. As part of the annual inventory, as a rule, a reconciliation procedure is also carried out. Any inconsistency between the records in the accounting documents of the parties becomes the reason for issuing an AS. This is due to the purpose of avoiding the discovery of debt or shortages after the liquidation or bankruptcy of one of the parties.
Useful article:How to draw up a reconciliation act correctly, a sample filling in office work can be found .
Filling out the act of reconciliation of documents
The form of drawing up and the procedure for issuing the AS are free for each enterprise. The initiator of the audit instructs the accounting department to draw up Act. Next, the document must be completed, and two copies of it sent to the opponent.
In turn, the opponent checks his data with the figures provided by the partner. If discrepancies really take place, and the opponent recognizes this fact, then both copies of the document are signed by him and sealed with an imprint of the company's seal. The company initiating the dispute receives the signed and certified copies back.
Invoices are the source to which all data from the AS must correspond. Matching of all data of mutual settlements is obligatory. Otherwise, discrepancies should be fixed in the final part of the AC.
If we are talking about the internal document flow of partner organizations, then the signatures of the chief accountants of both parties are sufficient. In the case of litigation and litigation, such a signature will not be enough, and it must be confirmed by the drunkenness of the head of the company.
A sample of the act of reconciliation of documents is presented below:
How to check the act of reconciliation
If you want to check the correctness of the preparation of the AS, we recommend that you pay attention to a number of elements, the presence of which is mandatory:
- title;
- Compilation dates;
- Full name of firms, parties to the dispute;
- Data about officials;
- employee data, responsible for the preparation and certification of paper;
- Distributed by contracts data of the main part of the AS.
For a sample when drawing up an act, templates of primary documentation should be taken. This is especially true for the rules for registration of details.
Each company can develop its own form of act, but many years of experience different companies confirmed the effectiveness and advantage of the following material composition:
- The introductory part (preamble) contains mandatory details;
- The main part contains data for the selected reconciliation period (for example, a chronological list of reconciled documents). In some cases, it is necessary to indicate the name of the operation performed - delivery or purchase of goods, transfer of funds, sale or write-off of valuables, etc.
Cover letter for reconciliation act
As a rule, the act of reconciliation is accompanied by transmittal letter. It most often contains a list of applications.
The text of the letter usually consists of two parts:
- Statement of the fact of transfer (sending) of the act:
Sending to you...., Sending to you.., Handing over to you...etc. - Purpose of the letter:
For information; For agreement; For signature; Request for a timely response to the act.This may be a confirmation of familiarization, agreement and return of a signed copy of the act. Here the following words and expressions will be appropriate:
“Please sign, seal and send to our address one copy of the reconciliation report ...” “Please send us one copy of the properly executed reconciliation report ...”
At the end is a list of documents attached to the letter: reconciliation act, primary documentation, orders, orders, etc.
When business entities work with each other, fulfilling their duties in accordance with the concluded partnership contracts, they exchange material and monetary values among themselves. These can be one-time or long-term operations. In order to settle mutual settlements and check whether enterprises have debts, it is recommended to draw up an act of reconciliation of mutual settlements.
Reconciliation of mutual settlements with counterparties is carried out to clarify the presence of mutual claims expressed in cost indicators.
According to the current contract, one company supplies material assets for another, provides a service or performs a certain list of works.
On the other hand, her partner must pay for the received goods, work or service either in cash, or in any way established by the signed contract.
For each such action, primary documents are compiled, on the basis of which all parties to the agreement record transactions in their accounting.
Frequently reviewed facts economic activity not all produced in one day. Either shipment occurs in batches, or payment is made in installments.
Since these operations are reflected different people within a certain time, one of the partners may miss some facts.
Since all organizations must generate financial statements, reconciliation of mutual settlements must necessarily be carried out on reporting dates, which are the beginning of the year, quarter, month, depending on which period the report is compiled for.
Reconciliation of settlements should be carried out when contracts are closed upon completion, or upon early termination.
Attention! Also, an act of reconciliation is necessary when considering disputes in arbitration courts. If the company's debt is confirmed by this document, which contains the debtor's signatures, then the judge's decision will be in favor of the plaintiff.
If bankruptcy is filed and a queue of creditors is drawn up, then the signed act of reconciliation with the debtor will be of significant importance.
Rules for the execution of the Act
Any of the parties to the contractual relationship may initiate the drawing up of an act of mutual settlements. In addition, if third parties are also involved (for example, one firm pays for another), then the initiative to reconcile mutual settlements may also come from it.
However, in practice, the first to request a reconciliation act is the party in respect of which obligations are not fulfilled either to transfer payment for work performed, services rendered, shipped goods, or when an advance payment for them is transferred, and the supplier does not further perform the contract.
The reconciliation act must be issued in the number of copies, how many parties to the relationship are provided for in the signed contract. Most often, reconciliation provides for two parties, therefore, acts are issued in two copies.
If one of the partners is a representative office or branch of the parent company, then it is recommended to make three copies - one for the parties, and the third for the parent organization.
Attention! Upon receipt of the act, the data contained in it are checked, if everything matches, the counterparty signs it and stamps it. Its presence is not required if the company's charter does not provide for it.
How reconciliation is carried out
The reconciliation act must be drawn up according to the data of each subject who participates in the reconciliation. The organization that acts as the initiator of the reconciliation identifies the amount of debt between the parties according to its data and reports it to the other party.
If the amount of the debt matches, and the second company has no objections, then a written reconciliation act is drawn up, which is signed by both parties to the process.
If the other party does not agree with the amount presented to her, then she can act according to the following algorithm:
- The company initiating the reconciliation fills out only one part of the act, after which the document is transferred to the second party. This can be done in person e-mail, by fax.
- The responsible person of the second company fills out right side document, revealing the discrepancy in the calculations.
- The party that has identified errors in accounting makes corrections. Previously, they need to exchange documents confirming the error (backs of payment documents, signed invoices, etc.)
- After that, a new reconciliation act is formed, in which all identified errors have already been corrected.
- Each party signs the amended act. At this point, the reconciliation is considered completed.
Download a sample and form of the reconciliation act for 2019
How to fill out an act of reconciliation of mutual settlements
Consider the act of reconciliation of mutual settlements sample filling 2019.
The law does not establish any specific form for the reconciliation act. Therefore, each company has the right to develop its own form.
It must be approved in the accounting policy. The reconciliation act is not considered a primary accounting document, since it does not act as confirmation of a business transaction.
When compiling the header of the document, the following sequence is used. First, the name of the document is recorded - “Act of reconciliation of mutual settlements”. If the numbering of these documents is accepted in the accounting department, then the next number is assigned to it.
The next line indicates the time period within which the correctness of the calculations between the parties is verified.
It is allowed to put down the date and number of the agreement concluded between the parties in the last line.
The introductory part of the act indicates the names and responsible persons of the parties. It begins with the words “We, the undersigned”, after which the full names of organizations and full names are indicated. leading persons. This block ends with the following phrase: “we have drawn up a reconciliation report in that the state of settlements between the parties is as follows:”.
The body of the act is a large table divided into two identical parts. The left one is filled by the organization that initiates the reconciliation, the right one - by the one with which they are reconciled.
The name of the company is written in the header of the part. Next, fill in the lines. First, the balance (balance) at the beginning of the reconciliation period is indicated. After that, on the basis of documents, transactions between the parties are entered in chronological order.
In each line, you need to write down the date of the operation, the name and number of the document by which it is confirmed, and the amount. Receipt transactions are recorded in debit, expenditure - in credit.
After entering all transactions, the debit and credit turnover for the reconciliation period is indicated, after which the balance (balance) at the end of the reconciliation period is displayed in the next line.
Attention! If the second party disagrees, then the data is filled in on the left side of the table and signed by the party. If there are no disagreements, then the left part can be left blank.
After the table, a summary of the reconciliation is summed up. A separate line indicates that, according to the data of the initiator of the reconciliation (his name), the debt (overpayment) of one party to the other is the amount received. This amount of debt must be duplicated both in numbers and in words.
Then, under each part of the table there is a place for signing and sealing by the parties. The party initiating the reconciliation signs the document and transfers it to the second organization.
If you are looking for where to download a blank form of an act of reconciliation of mutual settlements in EXCEL, WORD format and find out how to fill out or read it in paper form or in 1C accounting, then you have come to the right site. We will give examples of how to draw up a form with counterparties.
General concepts and composition of the reconciliation act
The act of reconciliation of mutual settlements (sometimes mutual settlements) is a document showing the status of settlements between organizations for a specific period. The law does not regulate the exact form of this act, so it can be drawn up in a convenient form. Drawing up a reconciliation report is the task of the accounting department and is drawn up in two copies, for each of the parties. In the document, it is desirable to indicate the period within which the second signatory must return one copy back, because. the court does not consider violations of such terms if they were not indicated in the act.Cover letter to the act of reconciliation of mutual settlements
A cover letter is an supporting document to the reconciliation act attached when sending. It indicates the option of sending the act, when the act was signed, for what period reconciliation is carried out and methods for resolving disagreements. It is worth noting that if the letter is not signed by the counterparty, then it has no legal force. You can download the cover letter form below in WORD and PDF formats.
How to read the act of reconciliation of mutual settlements
Sometimes there are difficulties on how to read reconciliation acts correctly, most often this happens in 1C accounting for account 62. When settling with a counterparty, it is not clear what is a debit and a credit in the act.But as simple as it seemed:
- Debit - the amount owed to our organization
- Credit - the amount we owe
The act of reconciliation of mutual settlements under the agreement is also filled out in free form, the conditions for such reconciliations can be regulated by the agreement itself. In a separate clause in the contract, you can specify the timing, frequency and procedure for reconciliations
How to make an act of reconciliation of mutual settlements 1s
In this five-minute video, Dina Krasnova extremely intelligibly explains how to form an act in the 1C programDownload the act of mutual settlements and a cover letter to it
| The act of reconciliation of mutual settlements form | |||
