Negative balances in 1s 8.3 accounting. But that is not all
There are two types of situations in which you need to set up balance control.
First situation. Sometimes accountants have to deal with the problem of the impossibility of writing off materials or goods in 1C 8.3 because of their lack of accounting, although in fact they are available. And the accountant must urgently draw up documents for the shipment of materials or goods:
Such a situation is possible if the organization has just started accounting in 1C 8.3 or the data is entered into the program out of time.
The second situation is when an accountant writes off materials that are not in stock. And the accountant draws up the shipping documents, which does not add up very well to the company's reputation.
Set up balance control
In the program 1C 8.3 Accounting there is a balance control setting. And when creating the database in the default settings, it is allowed to write off goods that, according to accounting data, are not in the program.
The balances are monitored by specific organization and warehouse in all types of documents: sales, demand-invoice, transfers, etc., where accounts with warehouse analytics are involved.
Important! In order for balances to be controlled at the warehouse level, in 1C 8.3 it is necessary to establish analytics for warehouses in the accounts of goods or materials.
Thus:
- For the first situation, you need to check the box and enter all the residuals on the materials in the database. And it is advisable after that to timely bring in the receipt of goods and materials.
- For the second situation, you need to uncheck the box to prohibit writing off the missing product (materials).
How to disable residue control in 1C 8.3
To remove the ban on holding documents with missing goods, it is necessary in the settings of the 1C 8.3 program in the Administration section - further Settings for holding documents:
set a tick Allowed to write off reserves in the absence of balances according to accounting data:
Warehouse balances control
To prevent negative balances in warehouses, we set the analytics for warehouses. You can enable warehouse analytics in the accounting settings: Administration section - then Accounting parameters. Choose Setting up a chart of accounts and in stock accounting click on By nomenclature and warehouses (by quantity):
In the new window, set the flag By warehouses (storage places). This checkmark will affect the control of balances in the context of warehouses:
- If the check box is cleared, the control of balances is carried out in the context of organizations;
- If the checkmark is set, in the context of the organization and the specific warehouse:
Control of negative residues in 1C 8.3
If it is not possible to uncheck or there are reasons to keep records with negative balances, in 1C 8.3 Accounting a report is implemented that allows you to control negative balances.
Report Negative residue control in 1C 8.3 is located in the Warehouses section - further Control of negative balances:
A report can be generated for a certain period with details on documents, warehouses, nomenclature and other objects of accounting. And also display data on a specific warehouse or nomenclature using selection:
Important! The Negative Balance Control report shows negative balances only for the specified period. If there were write-off documents earlier than the start of the report, then negative balances on them will not fall into the report.
To change the report settings, use the Show Settings command. Navigating the tabs of the Grouping, Selection, Additional fields settings, you can give the report the necessary view:
The site is available for configuration 1C Accounting 8.3.
More about setting up the program 1C 8.2 (8.3) Prohibition of write-offs in the absence of balanceshow it affects financial results, see the following video:
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Negative balances in 1C - this is the minus final balance on the accounts of inventories. Such balances mean that the write-off of goods, materials and products was carried out without the availability of a sufficient amount of stock in the warehouse. Control of negative balances in 1C 8.3. Accounting 3.0 allows you to manage the possibility of shipment without the presence of goods and materials in the warehouse.
In everyday work, the accountant often needs to ship the goods, even if the goods are not yet in stock. Implementation in the program 1C 8.3 Accounting 3.0 in such cases is possible with certain settings. But keep in mind, in this case the cost of goods will not be written off in accounting. For such implementations, re-conducting will be required, it must be done after the goods arrive at the warehouse and the accountant reflects this in the account. Read here step-by-step instructions on accounting for goods and materials in 1C 8.3 . Next, read the instructions on the control of negative balances in 1C 8.3 Accounting.
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Step 1. How to disable residue control in 1C 8.3
By default, the 1C program is configured so that you can not carry out the implementation without the availability of goods in stock. But a special setting allows you to disable residue control in 1C. In order to disable the control of balances in 1C 8.3 Accounting, go to the "Administration" section (1) and click on the link "Document processing" (2). The setup dialog box opens.
In the window, check the box next to the inscription “Allow write-offs of reserves in the absence of write-off of inventories, set-off of advances and debt repayment” (3). Now you can post sales documents, even if the product is not yet in stock.
This setting is valid for all organizations for which you keep records in this 1C database. It is impossible to turn on the control of balances for one of the organizations, and to turn off the control of another.
If you enabled write-off permissions in the absence of residues, then you need to control that there are no negative residues. If they are, then the reasons may be as follows:
- You did not record the receipt of goods from the supplier;
- You have reflected the receipt of goods from the supplier with errors;
- In the sales documents, the goods are incorrectly indicated.
To identify negative residues in 1C 8.3 there is a special report about it in the next step.
Step 2. Where to look at negative balances in 1C 8.3
If debit authorization in the absence of residuals is included, then negative residuals should be regularly monitored. Such control is especially relevant before when it is necessary to consider the cost price for the formation of management and tax reporting.
Negative residues in 1C 8.3 are monitored using a special report - “Monitoring of negative residues”. To form it, go to the “Warehouse” section (1) and click on the link “Control of negative balances” (2). The report window will open.
In the report window, indicate your organization (3) and the period (4) for which you want to see negative balances. Next, click the “Generate” button (5). A report will be generated.
The report indicates:
- Material values \u200b\u200b(6), for which there are negative residues;
- The amount of such residues (7);
- An account (8), in which negative balances were recorded;
- Implementation document, which was conducted without the presence of balances (9);
- The initial balance of goods and materials (10);
- Consumption of goods and materials (11) for the specified implementation.
Negative balances at the end of the period on the accounts of inventories should not be. The report contains indicators that will help you identify such errors.
Control over stock balances is a mandatory accounting procedure at any enterprise working with goods. Often you may encounter a situation when there is no product in the program, but it is actually in stock. In this situation, there are two options:
- Send it to sale;
- Leave in stock until the circumstances of this situation are clarified.
The choice depends on several factors, for example, the organization’s policy or the specific situation. When the goods are on the counter and the buyer is interested in it (holds in their hands), it is not advisable to refuse to sell.
Some enterprises practice the formation of a sales document without posting it, but not everyone uses this practice. In case of such situations, the program 1C in its latest versions suggests the possibility of disabling the control of negative residues.
With activated control, the sale of goods that are not available in the program at the warehouse will give the user a warning: “The column“ Quantity ”is incorrectly filled in line 1 of the list“ Goods ”. “The indicated amount exceeds the balance. Remainder: 18. Not enough 111.093. "
Disabling negative residue control in 1C
The operation of turning on / off the control of balances in 1C is carried out through the menu "Main" - "Settings" - "Accounting parameters" - "Stocks". Here you need to check the box "Allow write-offs when there are no reserves according to accounting data."
After that, the action is confirmed by the button “Record and close”. In turn, such actions are guaranteed to become the basis for the formation of negative balances in accounting. They will need to be eliminated.
Negative Balance Control Report
The formation of this report is carried out through the menu “Warehouse” - “Reports”, where the document is presented. The user is required to determine the request interval and click on the "Generate" button. The absence of a specified period will not allow to show negative residuals, which is a feature of the system that requires the mandatory filling of the column “Period”.
The finished report has the following appearance.
A standard set of filters is available for the report itself, including grouping, sorting, and other data transformations in accordance with user requests and needs. Via the "Show settings" button, you can include additional lines in the report manually.
Processing eliminates the negative balances in the number of selected accounts of inventories for a specific organization on a specified date.
Suppose that in our database there are problems taking into account the nomenclature ("redness" in the report):
We open the processing and fill in the necessary fields on the form. We indicate the date on which we need to analyze the balances, the organization, in the "Accounts" field we indicate the list of accounting accounts on which we want to remove the "cons" (you can select group accounts). You must select an income item to fill in the analytics (elimination of minuses will be carried out by creating posting of goods). After that click Create documents:
We see that two posting documents have been created (just written down), for their implementation you need to click the button of the same name.
On the second tab we see a table of errors - these are the “minuses" that cannot be removed by simple posting. In the first line we see the quantity without the amount, and in the second the quantity is negative, and the amount is positive. If such lines are added to the posting, the document will not be posted.
The only option for such cases is to create a manual operation:
As a result, the following accounting statement is created:
In any organization, control of stock balances is required. And often a situation arises when the goods are in fact available, but they are not in the program. And then the accountant is forced to make a decision:
- allow it to sell;
- postpone until it becomes clear why such a situation arose.
The decision, as a rule, is made on the basis of the policy that is conducted in the organization in relation to the accounting of balances. Sometimes you can postpone a product and tell the buyer that there is no way to sell it now. Sometimes this is not possible. For example, in, when the buyer sees this product or is already holding it.
You can, of course, just create a sales document and not post the document, but not in all organizations this is allowed. Therefore, in the program 1C 8.3 (as in 8.2) it is possible to disable the control of negative balances.
If the control of balances is enabled, then when selling goods that are not in stock (or on the right account), the program will give this warning:
The column “Quantity” in row 1 of the “Products” list is incorrectly filled.
The indicated quantity exceeds the balance. The remainder: 18; Not enough: 111 093
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Disabling control of negative residues in 1C 8.3
To disable or enable control of balances in 1C, you need to go to the "Home" menu, then select "".
In some versions of 1C Accounting, these settings are located in the "Administration - Documents Setup" menu.
In the “Accounting Parameters” you need to go to the 1C “Inventory” tab and check the box “Allow write-offs when there are no balances according to accounting data”:
Then it remains to press the button “Record and close”. Now, when writing off, the balances will not be controlled.
But such a method will inevitably lead to the appearance of negative balances in the warehouse (meaning in the program). Consider how to deal with it.
Negative Balance Control Report
In the simplest case, you only need to select a period and click the "Generate" button. And here the first surprise lay in wait for me.
In a test program, I specifically simulated a situation where I have sold more goods than I have in stock. And he made this sale in 2013. Logically, I have the same product in the red even now, in 2016. Therefore, I did not even touch the period, but immediately clicked “Generate”. Nothing worked out for me. It turns out that the report can display information about negative balances only for the selected period.