An inventory check is carried out in order to establish how the accounting data correspond to the actual state of affairs. It helps to identify shortcomings and inaccuracies in keeping records of objects. There are a number of rules and regulations that need to be followed to take inventory.
Inventory rules
The inventory must be carried out without fail in the following cases:
- before the upcoming preparation of annual reports;
- when changing financially responsible persons;
- when reorganizing the company;
- in case of natural disaster, fire, etc.;
- when revealing the facts of damage to property or theft.
The inventory is carried out with the obligatory presence of financially responsible persons. Before the start of the inventory, they must provide receipts that all incoming material assets have been recorded, expense and receipt documents have been sent to the accounting department, the retired material assets have been written off. Before starting the inventory of fixed assets, it is advisable to check the accounting documents. These can be inventories, inventory books and other registers. Documents for fixed assets and technical passports of equipment are also checked.
Errors in maintaining accounting documents identified during the inventory are included in the inventory list. Information on objects not registered is also reflected in it. For buildings, their purpose is indicated, the number of floors, the year of construction, the main materials from which they are built. On bridges - dimensions, location, materials used. On the roads - their type, length, width of the road and the material of the pavement. According to the actual technical condition, the depreciation of fixed assets is determined, this data is also entered into the inventory list. If a fixed asset is converted, restored and, in connection with this, has changed its primary purpose, such an object is included in the inventory with a new name.
A separate inventory is drawn up for fixed assets that cannot be used and restored for useful use. Such an inventory indicates the time when the object was put into operation, and the reasons due to which it became unusable - complete wear and tear, damage, and so on. Another inventory is drawn up for fixed assets that are leased by the organization and are in custody. Then an inventory of tangible assets that are not fixed assets is carried out. These can be consumables, goods for sale, etc.
Re-surrender and under-surrender
Material assets not reflected in the registers and discovered during the audit are entered into the inventory list at the current market value. A credit slip is drawn up for them, and other income is taken into account.
If some material values are not enough, the fact of failure is recorded. It can be reflected in two ways:
- if the guilty person is not identified - in non-operating expenses;
- if the guilty person is identified, also in non-operating expenses, but with the simultaneous reflection of the returned shortfall.
