An act of reconciliation of mutual settlements is a document that reflects the state of settlements between two parties (companies, counterparties) for a certain period of time. In our article, we will teach you how to fill it out correctly and give an example for download.
Samples of filling out the forms of the reconciliation act and an approximate form of the form are presented below:
The legislation does not oblige organizations to draw up acts of reconciliation of mutual settlements at a certain time, this is decided by the organization itself.
The reconciliation act consists of two parts - for two enterprises. The left column is filled in by the initiator of the drafting of the act, the right - by his counterparty. Usually, the reconciliation act looks like a list of documents sorted by creation date. Or, instead of documents, the operations performed are listed: sale, purchase, payment, etc.
The document is drawn up in duplicate and signed by the chief accountant and the director of the organization. If there are no property disputes between organizations, and the drafting of the act is purely nominal, it can only be signed by chief accountants. But such an act will not be valid in court.
Then, to check their own register of transactions and enter the results in the right column, both copies are sent to the accounting department of the counterparty. If the counterparty agrees with the data specified in the act, then a second seal and signatures are put. One act is returned to the initiator, the second one remains with the counterparty.
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If discrepancies are found, a note is made at the bottom of the document. If, due to discrepancies discovered, the counterparty refuses to sign the act, and the initiator's claims are confirmed by other documents, the initiator may sue. To speed up the resolution of such disputes in the contract, it is necessary to stipulate in advance the time frame within which the counterparty is obliged to make its own calculations and return the signed act or pay off debts.
The act of reconciliation of mutual settlements is a document that allows you to establish the exact amount of the debt of the counterparty for the possibility of its further repayment by offset. Consider a sample filling for 2018.
Regular reconciliation of mutual settlements allows the company to control its counterparties in terms of the level of accounts payable and accounts receivable. In addition, an accountant can timely identify and analyze errors and inaccuracies made in accounting and tax accounting. Accordingly, income tax and VAT returns will not contain these errors and inaccuracies. At tax authorities no questions or complaints.
Attention! The following documents will help you to correctly reconcile with counterparties:
It is convenient to work with documents in . It is suitable for organizations and individual entrepreneurs. The program will automatically generate and print all the necessary primary documents. It also includes uploading transactions to 1C, automatic generation of any reporting, and much more.
There is an obligation to conduct an annual reconciliation of companies with all their counterparties as of December 31 - before issuing annual accounting (financial) statements.
Thus, the benefit of the act of reconciliation of settlements in the context of contracts with counterparties is:
The act of reconciliation of settlements includes data on sales of goods, performance, work, provision of services and on their payment. From the document, you can find out the incoming and outgoing balance of the debt for settlements with the counterparty.
The legislation does not contain strictly prescribed form act of reconciliation of mutual settlements. Companies have the right to use a self-developed form. In this case, the type of form should be fixed in the annexes to accounting policy companies.
The form of the act of reconciliation of mutual settlements, relevant for 2018, looks like this:
Fill out the document as follows:
There are a number important points which should be taken into account when drawing up the act.
If there are discrepancies between the company's data and the data that
In order to settle relationships between organizations and in order to avoid problems in calculations (unplanned debts, etc.), from time to time it becomes necessary to draw up. Today it is gaining more and more popularity electronic document management, so you can not make it manually, but online via the Internet.
There are many utility programs that allow you to quickly fill out. We are talking about the following services:
Note that most services allow you to draw up a reconciliation report for free, since companies pay for the maintenance of programs (or for their installation) in general.
An accountant or other person who controls mutual settlements with should know. Control of the correct calculations is the basis of clear accounting.
The following information is required to complete the document:
It is important not only to have all the necessary information at hand, but also to know how to fill out the reconciliation act. Note that there is no unified form of the act. Companies can develop the forms of acts themselves, but certain details must appear in them in accordance with the norms of law No. 402:
The algorithm for filling out the act of reconciliation of settlements is as follows:
in the column "Act of reconciliation of mutual settlements" the accountant must put the number of the document. Many economists have a question how to form the numbering. Theorists accounting believe that it is not necessary to maintain a general numbering of acts of reconciliation with different companies, but it is necessary to mark documents with the same organization by numbers of increase;
Information is complete. The accountant rereads the entered data and clicks the "Check" button. If the system finds errors, they need to be corrected. Some services allow you to automatically send a reconciliation report to email business partner. If this is not provided, the information is copied and sent to the partner's e-mail manually.
Agreed with counterparty YES
When business entities work with each other, fulfilling their duties in accordance with the concluded partnership contracts, they exchange material and monetary values. 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 delivers to another material values 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, source documents, on the basis of which all parties to the agreement record transactions in their accounting.
Often the considered facts of economic activity are not produced all in one day. Either shipment occurs in batches, or payment is made in installments.
Since these operations are reflected by different people for a certain time, one of the partners may miss some facts.
Since all organizations must generate financial statements, reconciliation of mutual settlements must be carried out on reporting dates, which are the beginning of the year, quarter, month, depending on what period the report is being 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.
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.
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 calculations is also carried out. It is aimed at checking the validity of the amounts that are listed on the accounts of 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 conduct an inventory of calculations, at least, before compiling the 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.
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 by the accounting program. 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 it, information about the operations of which is reflected in the opposite part of the table. Accordingly, for example, the final 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 actually 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.
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.
