How to close account 94 in 1s 8.3. Write-off of shortages in excess of natural loss norms

The shortage is written off as distribution costs based on the results of the inventory. Therefore, if the inventory was carried out in the current month, then write off the amount of the shortage as a debit to account 20, even for crops grown in 2014.

However, if the inventory was carried out last year and is not reflected in the accounting records in a timely manner, we will be talking about errors in accounting. The procedure for correcting such an error (using account 84 or 91) will depend on the materiality threshold, which the organization determines independently.

In accounting, make the following entry:

Debit 84 (91-2) Credit 94– erroneously not reflected consumption was detected.

A detailed procedure for correcting errors in accounting is given below, in recommendation No. 2.

The rationale for this position is given below in the materials of the Glavbukh System

Shortage (damage) of finished products can be detected during the normal activities of the organization (for example, during shipment). This is the basis for conducting an inventory (Article 11 of the Law of December 6, 2011 No. 402-FZ). In addition, the fact of shortage (damage) can also be detected during the inventory process carried out for other reasons.*

Carrying out an inventory

At its discretion, the organization can conduct an inventory of finished products at any time. However, there are cases when inventory must be carried out without fail:*

· before preparing annual financial statements;

· when changing materially responsible persons (for example, warehouse manager, storekeeper);

· when facts of theft, abuse or damage are revealed;

· in the event of force majeure circumstances (for example, natural disasters);

· during reorganization or liquidation of the organization;

· in other cases provided for by law (for example, when selling an enterprise as a property complex) (Article 561 of the Civil Code of the Russian Federation).

Such rules are established in Part 3 of Article 11 of the Law of December 6, 2011 No. 402-FZ, paragraph 27 of the Regulations on Accounting and Reporting and paragraph 1.5 of the Methodological Instructions approved by Order of the Ministry of Finance of Russia of June 13, 1995 No. 49.

For information on what conditions must be met when conducting an inventory of finished products, see the table.

Documenting

To document the inventory of finished products, use, for example, the following forms:

· inventory list of inventory items (form No. INV-3);

· act of inventory of shipped inventory (form No. INV-4);

· inventory list of inventory items accepted for safekeeping (form No. INV-5);

· act of inventory of inventory items in transit (form No. INV-6).

Prepare the inventory results with the following documents:

· matching statement in form No. INV-19;

· a statement of records of the results identified by the inventory, according to form No. INV-26.

This is stated in section 2 of the instructions approved by Decree of the Goskomstat of Russia dated August 18, 1998 No. 88, and in Decree of the Goskomstat of Russia dated March 27, 2000 No. 26.

For more information on filling out these forms, see the table.

Accounting: reflecting shortages

Reflection in accounting of losses confirmed by inventory results depends on:*

· type of loss (shortage or damage);

· causes of occurrence (natural loss, perpetrator, force majeure).

Reflect the detected shortage (damage) with the following wiring:*

Debit 94 Credit 43
– the shortage (damage) of finished products at discount prices is written off.

Accounting: writing off shortages

Losses from shortages (damage) of finished products that cannot be used (sold) can be attributed to:*

· expenses for ordinary activities – natural loss within normal limits;

· financially responsible person (other persons found guilty of damage (theft)) - for excess losses, as well as theft, etc.;

· other expenses – shortage (damage) in excess of the norms if the perpetrators are not identified, force majeure circumstances.

This follows from subparagraph “b” of paragraph 28 of the Regulations on Accounting and Reporting and paragraph 13 of PBU 10/99.

Losses from damage to valuables within the limits of natural loss are attributed to distribution costs based on the order of the head of the organization. At the same time, make the following entries in accounting:*

Debit 44 Credit 94
– the cost of damaged finished products is written off within the limits of natural loss.*

Attribute damage to finished products in excess of natural loss norms to the guilty persons by posting:

Debit 73 (76) Credit 94
– the amount of losses from spoilage of finished products in excess of the norms of natural loss is attributed to the perpetrators.

For more information on how to recover damages if an employee of the organization is found guilty of damage, see:

· How to withhold from wages material damage caused to the organization;

· How to reflect in accounting and taxation the deduction from wages of material damage caused to the organization.

This procedure follows from paragraph 5.1 of the Methodological Instructions, approved by Order of the Ministry of Finance of Russia dated June 13, 1995 No. 49, and the Instructions for the chart of accounts.

To find out whether it is possible to recover from a dismissed employee, with whom an agreement on collective liability was concluded, losses from damage to finished products, see How to reflect in accounting and taxation shortfalls identified during an inventory.

If the perpetrators have not been identified or the court has refused to recover the amount of damage caused from them, write off the damage to the finished product to the financial results of the organization as other expenses. A document confirming the absence of guilty persons can be a court acquittal, a decision to suspend a criminal case, and others (clause 5.2 of the Methodological Instructions approved by Order of the Ministry of Finance of Russia dated June 13, 1995 No. 49). Determine the amount of loss based on the cost of damaged finished products according to accounting data. In this case, do the wiring:

Debit 91-2 Credit 94
– loss from damage to finished products was written off due to the absence of the person at fault (refusal to recover damages).

This procedure follows from paragraph 11 of PBU 10/99 and the Instructions for the chart of accounts.

If the cause of damage to finished products was force majeure (natural disasters, fires, accidents, etc.), take into account the cost of damaged finished products as part of other expenses of the reporting year at the balance sheet (accounting) value. Do the following wiring:

Debit 91-2 Credit 94
– loss from damage to finished products 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.

For more information on how to reflect shortages identified during an inventory in accounting, see How to reflect shortages identified during an inventory in accounting and taxation.

Reflection of the amount of shortages and damage to finished products when calculating taxes depends on the taxation system that the organization uses.

If an organization calculates a single tax on the difference between income and expenses, the reflection of losses from shortages (damage) of finished products depends on the reasons for their occurrence:

· storage and transportation;

· force majeure circumstances.

Losses from shortages (spoilage) arising during storage and transportation are taken into account when calculating the single tax only within the limits of natural loss rates (in the same manner as for calculating income tax) (subclause 5, clause 1 and clause 2 of Art. 346.16 and sub-clause 2 of Article 254 of the Tax Code of the Russian Federation). Expenses in the form of amounts of damage caused in excess of the norms 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 the cause of damage (shortage) was force majeure (for example, natural disasters), the cost of losses cannot be taken into account even within the limits of natural loss norms. The fact is that the list of expenses taken into account when calculating the single tax is limited by Article 346.16 of the Tax Code of the Russian Federation. Losses from damage to finished products as a result of natural disasters, fires, etc. are not included in this list. Therefore, they cannot be taken into account for tax purposes.

If the shortage (damage) of property is compensated by the guilty person, take into account the received amounts as part of 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). Compensation for losses should be taken into account at the time of actual receipt of compensation for damages from the perpetrators (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.

Elena Popova,

An error is the incorrect reflection of the facts of economic activity in accounting and reporting. They also evaluate the situation when transactions were not recorded in accounting at all. Simply put, if, through your own fault, you made incorrect entries or did not reflect the transaction at all, or filled out the reports incorrectly, this is a mistake. This is indicated in paragraph 2 of PBU 22/2010.*

But in this same paragraph of the PBU there is an important caveat. Inaccuracies and omissions in the recording of business transactions identified when receiving new information are not an error. For example, if a counterparty notifies you that he previously provided you with a primary report with incorrect data, but you have already reflected the transaction in accounting, this will not be recognized as an error. After all, this was not your fault. You won't have to correct the records either.

Causes of errors

Errors can occur for various reasons. There can be five such reasons:*

· incorrectly apply accounting legislation;

· incorrectly use accounting policies;

· admit inaccuracies in calculations;

· incorrectly classify and evaluate the facts of economic activity;

· officials commit dishonest acts.

This is stated in paragraph 2 of PBU 22/2010.

Errors are divided into significant and insignificant. You will have to determine the materiality threshold yourself. After all, there are no limit values provided for in the legislation.

In this case, one must proceed from both the magnitude and the nature of a particular item or group of items in the financial statements. Specify the thresholds for the materiality of an error in the accounting policy (clause 7 of PBU 1/2008, clause 3 of PBU 22/2010).*

For example, you can write down the materiality threshold as follows: “An error is considered significant if the ratio of its amount to the balance sheet currency for the reporting year is at least 5 percent.”*

How to correct significant errors from previous periods in accounting

Correct significant errors from last year that were discovered before the approval of the annual reports for that period using the appropriate accounts of costs, income, calculations, etc.*

If significant errors are identified from previous years, the reporting for which has been signed and approved, make corrections using account 84 “Retained earnings (uncovered loss)” (subclause 1, clause 9 of PBU 22/2010).*

There are two options

Option 1. When, as a result of an error, the accountant did not reflect any income or overstated an expense, make the following entry:

Debit 62 (76, 02...) Credit 84
– erroneously not reflected income (excessively reflected expenses) of the previous year was identified.

Option 2. If, as a result of an error, the accountant did not reflect any expense or overstated income, make the following entry:*

Debit 84 Credit 60 (76, 02...)
– an erroneously unrecorded expense (overly reflected income) from the previous year was identified.

How to correct minor errors from previous periods in accounting

Correct minor errors in accounting. The profit or loss that arises as a result of adjustments should be reflected in account 91 “Other income and expenses”. It does not matter whether the reporting was approved at the time the error was discovered or not. This conclusion follows from paragraph 14 of PBU 22/2010.*

If, as a result of a minor error, the accountant did not reflect any income or overestimated expenses, make the following entry:

Debit 60 (62, 76, 02...) Credit 91-1
– erroneously not reflected income (excessively reflected expense) was identified.

When, as a result of a minor error, the accountant did not record an expense or overstated income, record:*

Debit 91-2 Credit 02 (10, 41, 60, 62, 76...)
– an erroneously unrecorded expense (overrecorded income) was identified.

Correcting minor errors in accounting affects the accounts of the financial results of the current year, but this does not always happen in the tax office. This means that permanent differences will arise that need to be reflected in accounting according to the rules of PBU 18/02.*

There are two options. When income tax was underestimated or overestimated due to minor errors.*

Option 1 – income tax is underestimated. In this case, corrections are made in tax accounting and an updated tax return is submitted for the period in which the error was made. At the same time, additional income tax is charged. However, in accounting this is done by the current period. In this case, a permanent tax asset must be reflected in accounting:

Debit 68 subaccount “Calculations for income tax” Credit 99 subaccount “Permanent tax assets”
– a permanent tax asset is reflected.

Option 2 – income tax is too high. In this case, the accountant himself decides when to make changes or even not to make them at all.

If he corrects the error by recalculating the tax of the current period, then he will make changes in both accounting and tax accounting at the same time. There will be no difference. They will arise only if the accountant decides to submit an updated declaration for the past period or not to make any changes at all. Then the tax profit of the current period will be greater than what will be obtained in accounting. This means there will be a permanent tax liability. Reflect it in accounting as follows:

Debit 99 subaccount “Fixed tax liabilities” Credit 68 subaccount “Calculations for income tax”
– a permanent tax liability is reflected.

This follows from paragraphs 4, 7 of PBU 18/02.

Elena Popova,

State Advisor to the Tax Service of the Russian Federation, 1st rank

Account 94 in accounting how to close

Reasons for shortages:

Theft
Natural decline
Accounting errors
Emergencies

Video reference “Accounting for account 94”: basic postings, accounting This video briefly describes accounting for account 94 “Shortages and losses from damage to valuables”, the basic postings and accounting examples are discussed. The teacher of the site “Accounting and Tax Accounting for Dummies”, chief accountant N.V. Gandeva, runs the site. ⇓ Account 94 in accounting in infographics. Typical entries The figure below shows accounting account 94 “Shortages and losses from damage to valuables” and typical entries for their accounting. To enlarge the picture, click on it.

Accounting entries for account 94

Based on the fact of the investigation, the culprit was identified - the mechanic of the production workshop Petrenko S.R. The cost of workwear (4,275 rubles) was withheld from Petrenko’s salary.

Reflection of the shortage and its compensation were reflected in the accounting of Mechanic LLC: Dt Kt Description Amount Document 10.11 10.10 Special clothing was issued to the workshop foreman Petrenko 4275 rubles. Acceptance and transfer certificate 20 10.11 The issued protective clothing is reflected in expenses 4275 rubles.
Transfer and acceptance certificate 94 98 Shortage identified (3 sets of workwear * 1425 rub.) 4275 rub. Inventory sheet 73 94 The debt of Petrenko S.R. is taken into account.
according to the identified shortage 4275 rubles. Commission report 70 73 An amount was withheld from Petrenko’s salary to cover losses from the identified shortage of 4,275 rubles. Salary sheet 98 91.1 The amount of repaid damage is reflected in non-operating income 4275 rubles.

Account 94 "shortages and losses from damage to valuables"

Account 94: example of accounting entries During the inventory, shortages of inventory items were identified in the organization:

Materials in stock in the amount of RUB 17,894.
Products in the retail department worth RUB 9,542.
Lack of funds in the cash register in the amount of 541 rubles.

Also, when accepting a new batch of goods worth 221,500 rubles. a shortage of materials was identified from the supplier in the amount of 12,443 rubles. According to the terms of the contract, the natural loss of goods and materials during transportation can be 2% of the cost.

Debit of account 94 – Credit of accounts 10 “Materials”, 41 “Goods”, 43 “Finished products” And if a shortage was identified during check of the cash register, then it is reflected in the same way: Debit of account 94 – Credit of account 50 “Cash desk” For missing or completely damaged For objects of fixed assets, the debit of account 94 no longer includes their accounting value, but the residual value: Debit of account 94 – Credit of account 01 “Fixed assets” If shortages or damage to valuables are identified upon their acceptance from the supplier, then such losses are within the limits stipulated in the contract are reflected as follows: Debit of account 94 – Credit of account 60 “Settlements with suppliers and contractors” And losses in excess of the agreed amounts will be accounted for as follows: Debit of account 94 – Credit of account 76 “Settlements with various debtors and creditors” Write-off of shortages and losses from account 94 Amounts , reflected in the debit of account 94, are subject to write-off.

Account 94 in accounting: postings, examples, account correspondence

Inventory;
Acceptance of goods from the supplier;
Checking documents.

The debit of account 94 takes into account the cost of shortages and losses from the credit accounts, depending on the type of property.

Account 94: shortages and losses from damage to valuables. example, wiring

Every organization has valuables, be it goods, materials or fixed assets, with which unpleasant situations can happen when these values deteriorate or disappear. For such situations in accounting, account 94 “Shortages and losses from damage to valuables” is intended.

It does not matter whether they are written off as expenses or reimbursed by the guilty parties. Table of contents

1 Account 94 in accounting

1.1 Standardized losses and shortages

2 Correspondence of account 94

3 Examples of accounting entries for account 94

3.1 Example 1. Lack of funds

3.2 Example 2.

Accounting account 94

What needs to be done from April 16 to 20 Every day spring comes into its own more and more confidently. The bright sun, blue sky and birdsong can make anyone forget about worries and plunge into sweet dreams.

So that while you indulge in your dreams, you do not miss any important accounting dates, we present to your attention our weekly reminders.< < … Выдать увольняющемуся работнику копию СЗВ-М нельзя Согласно закону о персучете работодатель при увольнении сотрудника обязан выдать ему копии персонифицированных отчетов (в частности, СЗВ-М и СЗВ-СТАЖ).

14.1. Basic regulatory documents

However, these reporting forms are list-based, i.e. contain information about all employees. This means transferring a copy of such a report to one employee means disclosing the personal data of other employees.

Postings to accounting account 94

On the credit of account 94: Dt Kt Posting description 08.3 94 Shortage of inventory and materials intended for construction was written off (within the limits of natural loss) 20 94 Standardized shortages taken into account in production 23 94 Standardized shortages taken into account in auxiliary production 25 94 Normalized shortages taken into account for general production costs 26 94 Standardized shortages taken into account for general business expenses 29 94 Standardized shortages are taken into account in service production 44 94 Standardized shortages are taken into account in sales expenses 70 94 Non-standardized shortages are compensated from the employee’s wages 73.2 94 Non-standardized shortages are compensated by the person responsible (not from wages) 91.2 94 Non-standardized shortages are written off to other expenses Examples of accounting entries for the account 94 Example 1. Shortage of funds When conducting an inventory at Dandelion LLC, a shortage of RUB 5,000.00 was identified.

Inventory:

Completely damaged or missing - their actual cost is given;
Partially damaged – actual losses.

2. Fixed assets:

Completely damaged or missing - their residual value is given, that is, the original cost taking into account the amount of accrued depreciation;
Partially damaged – actual damages

Others - based on actual losses, that is, the amount of determined losses is given. Types of shortages and losses:

Normalized, that is, within the limits of natural decline;
Unstandardized, that is, in excess of the norms of natural loss.

Standardized losses and shortages Normalized losses and shortages include natural loss during storage or transportation (shrinkage, spillage, shaking, etc.) and caused by physical and chemical properties.

On the debit of account 94, shortages are recorded in the following amounts:

actual cost, if inventory items are completely damaged or missing
residual value - for fixed assets that have completely fallen into disrepair or are missing
actual losses if inventory items are partially lost

Basic accrual entries for account 94: Transactions Account Write-off of the residual value of a fixed asset if it is completely unusable or absent (theft, shortage) 01 Shortage or damage to materials 10 Shortage or damage to goods in the warehouse 41 Shortage or damage to equipment 07 Shortage of funds at the cash register 50 Shortage , identified in production 20 (23, 29) Shortage identified upon acceptance of goods and materials from the supplier 60 Shortage of investments in non-current assets 08 Account 94: write-off of shortages On loan 94 accounts reflect the write-off of shortages, that is, their attribution to expenses.

Account closing operations 94

Account 94 “Shortages and losses from damage to valuables” is used to display the company’s costs due to the discovery of shortages or damage to inventories, fixed assets or goods (for example, during inventory).

Account 94 in accounting is used by legal entities to display information about detected shortages or costs from damage to valuables (including cash). These losses can be detected both during the procurement and storage of goods, for example, during inventory, and during transfer to the buyer.

Account 94 is active. The debit displays the following amounts:

actual cost of inventory items for which shortages or damage were discovered during inventory (actual cost means the accounting price of inventory items plus transportation and procurement costs);
residual value of capital equipment for which shortages were identified during inventory or damage was discovered (residual value means the original cost of fixed assets reduced by the amount of accrued depreciation).
calculated costs for partial damage to inventory items, etc. (if these goods can then be sold at a discount or used).

Something to keep in mind! Transactions on Dt94 are displayed in correspondence with accounts for recording these values (10,01,41, etc.).

Information about the write-off of expenses is entered into the account credit:

if the guilty person is identified - to the debit of the accounts of settlements with employees (account 73) in the amounts determined for reimbursement from the employee;
in the absence of guilty persons and in excess of the norms of natural loss - on the financial result of the enterprise (Dt91);
within the limits of natural loss norms - to the debit of production accounting accounts (damage or shortage is detected during the storage of goods) or sales costs (if damage or shortage of goods is detected at the time of sale);

Note from the author! Write-off of shortages and defects according to Kt94 is carried out in the amounts and quantities for which the inventory data were entered in Dt94. Amounts are written off for production expenses or selling costs based on the actual cost of inventory items.

More information about the inventory rules:

Features of reflecting amounts on account 94

Purchase of goods.
If a shortage or damage to products is detected at the time of receipt of goods from the supplier, the amount of the shortage within the limits provided for in the agreement with the supplier is displayed according to Dt94 in correspondence with Kt60. The amount of costs in excess of the agreed norm is recorded in Dt76 in correspondence with Kt60. If a court decision is made with a refusal to recover costs incurred by the supplier or freight forwarding company: the amounts included in debit 76 are transferred to Dt94.
Those responsible for damage or shortage of products have been identified.
The difference between the amount billed for reimbursement from the employee and the amount included in debit 94 (the actual cost of inventory and materials) is recorded in Kt98.4. In the process of reimbursement from the employee, the amounts are written off from the income account for the future period in correspondence with account 91.
Costs from shortages or damage to inventory items from previous periods for which the perpetrators have been identified or there is a court decision to recover from the perpetrators.
The amount of the deficiency will be reflected: debit 94, credit 98 and at the same time debit 73, credit 94. During the reimbursement of the amounts, operations are carried out on the debit of account 98 and the credit of account 91.

Practical example.

An annual inventory was carried out at Solnyshko LLC. Based on the results of the audit, the following information was provided:

absence of a machine, the initial cost of which was 63 thousand rubles, accrued depreciation - 23 thousand rubles;
shortage of materials in storage warehouses within the limits of natural loss norms: total amount - 15 thousand rubles;
cash discrepancy in the amount of 150 rubles.

Display of business transactions in accounting:

Displaying the residual value of the machine on the loss account
Dt94 Kt01 - 40 thousand rubles
Inventory shortage display
Dt94 Kt10 - 15 thousand rubles
Cash mismatch
Dt94 Kt50 - 150 rubles.
During the criminal trial, the person responsible for the missing machine was not identified
Dt91.2 Kt94 - 40 thousand rubles.
The cost of missing inventories within the limits of natural loss norms was written off as production expenses
Dt20 Kt94 - 15 thousand rubles.
The cashier was found guilty of a lack of cash
Dt73.2 Kt94 - 150 rubles

Analytical monitoring

Analytical monitoring of 94 accounts is not provided for in accounting.

Normative base

The use of account 94 to account for identified shortages or damage to inventory items is carried out in accordance with the current Chart of Accounts, approved by Order of the Ministry of Finance dated October 31, 2000 No. 94 and other legally approved documentation.

You can view the current chart of accounts here.

Common postings according to account 94

A shortage or damage was detected during the receipt of goods received from the supplier:
Dt94 Kt60 - within the limits specified in the contract;

Dt76 Kt60 - above the loss limits specified in the agreement with the supplier;

Dt94 Kt76 - in case of a court decision on the impossibility of collecting costs.
A shortage is identified (for example, during an inventory):
Dt94 Kt01 - fixed assets (at residual value);

Dt94 Kt10 - material reserves;

Dt94 Kt41 - goods (at actual cost).
Shortages or damage to inventory items were identified during the production process:
Dt94 Kt20 - for main production;

Dt94 Kt23.29 - for auxiliary or service production.
Write-off of shortages within the limits of natural loss:
Filing a claim for reimbursement of costs from the guilty party:
Write-off of costs if it is impossible to identify the culprits:
Write-off of costs when shortages or damage to products are recognized as extraordinary costs:

Victor Stepanov, 2017-12-04

Questions and answers on the topic

No questions have been asked about the material yet, you have the opportunity to be the first to do so

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

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

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

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

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

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

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

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

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

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

When recovering from the perpetrators the cost of missing valuables, the difference between the cost of missing valuables credited to account 73 “Settlements with personnel for other operations” and their value reflected on account 94 “Shortages and losses from damage to valuables” is credited to account 98 " Revenue of the future periods". As the amount due from the guilty person is collected, the specified difference is written off from account 98 “Deferred income” in correspondence with account 91 “Other income and expenses”.

Shortages of valuables identified in the reporting year, but relating to previous reporting periods, recognized by financially responsible persons or for which there are court decisions to recover from the guilty persons, are reflected in the debit of account 94 “Shortages and losses from damage to valuables” and the credit of account 98 “Revenues” future periods." At the same time, account 73 “Settlements with personnel for other operations” (sub-account “Settlements for compensation of material damage”) is debited with these amounts and account 94 “Shortages and losses from damage to valuables” is credited. As the debt is repaid, account 91 “Other income and expenses” is credited and account 98 “Deferred income” is debited.

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

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

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

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

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

Let's look at the answers to these questions.

1. Account functions

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

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

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

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

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

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

transfer of property for rent, redemption, sale, as well as during the transformation of a state or municipal unitary enterprise;
before drawing up annual financial statements, except for property, the inventory of which was carried out no earlier than October 1 of the reporting year. An inventory of fixed assets can be carried out once every three years, and of library collections - once every five years.

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

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

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

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

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

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

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

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

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

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

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

At the same time, financially responsible persons give receipts stating that by the beginning of the inventory, all expenditure and receipt documents for property were submitted to the accounting department or transferred to the commission and all valuables received under their responsibility were capitalized, and those disposed of were written off as expenses. Similar receipts are also given by persons who have accountable amounts for the acquisition or powers of attorney to receive property.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

No one can be made a debtor without his consent.

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

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

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

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

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

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

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

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

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

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

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

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

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

Lack of values;
Losses from damage to valuables.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

E=T*N:100,

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

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

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

Let's take the following example.

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

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

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

C = O: P,

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

The average daily balance of goods is calculated using the formula

O = O:n

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

One-day turnover is calculated using the formula

P = T: n

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

Example

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

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

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

ZN + P = R + V + ZK

P = ZN + P - V - ZK,

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

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

Natural loss can also be calculated as follows:

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

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

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

The procedure for writing off from account 94 “Shortages and losses from damage to valuables” the amounts of shortages and losses from damage identified during inventory is regulated by paragraph 3 of Article 12 of the Federal Law “On Accounting”: “shortages of property and their damage within the limits of natural loss* include for production or distribution costs, in excess of the norms - to the account of the guilty persons. If the guilty persons are not identified or the court refuses to recover damages from them, then losses from the shortage of property and its damage are written off to the financial results of the organization...”

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

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

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

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

Example

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

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

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

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

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

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

Example

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

Postings according to the first option

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

Postings according to the second option

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

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

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

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

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

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

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

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

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

Let's see how this happens:

When shipping valuables, the supplier made a note:

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

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

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

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

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

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

Debit 73.2 "Calculations for compensation of material damage"

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

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

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

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

Debit 94 "Shortages and losses from damage to valuables"

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

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

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

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

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

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

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

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

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

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

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

From an economic point of view, the entry:

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

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

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

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

And finally, a general conclusion.

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

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

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

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

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

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

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

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

How to close account 94

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

Closing 94 accounts – postings

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

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

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

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

D 94 K 10 for 5700 rub. – a shortage of materials is reflected.

D 94 K 41 for 4800 rub. – a shortage of goods is reflected.

D 73 K 94 for 10,500 rubles. – attributed to Ivanov I.I. amount of shortfall.

D 70 K 73 for 10,500 rubles. – the amount of the shortfall was withheld from Ivanov I.I.’s salary.

D 98 K 91.1 for 10,500 rubles. – the amount of damages recovered from the employee is included in other income.

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

The organization carried out an unscheduled inventory of GPs, as a result of which shortages were identified. An official investigation is underway to identify the perpetrators. The amount of the shortfall was reflected in D-t 94 K-t 43. What period of time can the balance on account 94 be recorded (can it remain as of 12/31/2016 if the investigation is not completed at the time of filing the annual reports) and in what line of the balance sheet reflect it?

If the investigation to identify the perpetrators (their absence) has not yet been completed and is ongoing (certain actions are being carried out by official investigative bodies, an investigation is being carried out by a commission created in the organization, etc.), then these shortfalls until the completion of the investigation and the issuance of an official conclusion will be listed on account 94. There are no grounds yet for writing them off to the perpetrators or other expenses. The presence of a shortage (debit balance on account 94) is also possible at the end of the year (as of December 31, 2016).

In the financial statements, reflect such shortfalls in line 1260 “Other current assets” of Section II of the Balance Sheet.

Rationale

How to reflect damage and shortages of finished products in accounting and taxation

Accounting: reflecting shortages

Reflection in accounting of losses confirmed by inventory results depends on:

type of loss (shortage or damage);

Attribute damage to finished products in excess of natural loss norms to the guilty persons by posting:

Debit 73 (76) Credit 94
– the amount of losses from spoilage of finished products in excess of the norms of natural loss is attributed to the perpetrators.

For more information on how to recover damages if an employee of the organization is found guilty of damage, see:

To learn whether it is possible to recover from a dismissed employee, with whom an agreement on collective liability was concluded, losses from damage to finished products, see How to reflect in accounting and taxation shortfalls identified during an inventory.

Debit 91-2 Credit 94
– loss from damage to finished products was written off due to the absence of the person at fault (refusal to recover damages).

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