Negative balances in 1s 8.3 accounting. But that is not all
There are two kinds of situation in which the adjustment of residue control is necessary.
First situation. Sometimes accountants have to deal with the problem of the impossibility of writing off materials or goods in the 1C 8.3 program due to their absence in accounting, although in fact they are available. And the accountant needs to urgently issue documents for the shipment of materials or goods:
This 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 the accountant writes off materials that are not available in the warehouse. And the accountant draws up shipping documents, which is not very good for the company's reputation.
Residual control setup
In the 1C 8.3 Accounting program, there is a balance control setting. And when creating a database in the default settings, it is allowed to write off goods that, according to accounting data, are not in the program.
Balances are controlled in the context of a specific organization and warehouse in all types of documents: sales, requirement-invoice, transfers, etc., where accounts with the Warehouse analytics are involved.
Important! In order to control the balances at the warehouse level, in 1C 8.3 it is necessary to install warehouse analytics in the accounts of goods or materials.
Thus:
- For the first situation, you need to check the box and enter all the balances of the materials into the database. And it is desirable after that to enter the receipt of goods and materials in a timely manner.
- For the second situation, you must uncheck the box to prohibit the write-off of missing goods (materials).
How to disable balance control in 1C 8.3
To remove the ban on posting documents with missing goods, you need to go to the settings of the 1C 8.3 program in the Administration section - then Settings for posting documents:
set the checkbox Allowed to write off inventories in the absence of balances according to accounting data:
Control of balances in the context of warehouses
To prevent negative balances in warehouses, set the analytics By warehouses. You can enable warehouse analytics in the accounting settings: section Administration - then Accounting settings. Choose Chart of accounts setup and in inventory, click on By nomenclature and warehouses (by quantity):
Set the flag in the new window Warehouses (storage places). This checkbox will affect the control of balances in the context of warehouses:
- If the checkbox is unchecked, the control of balances is carried out in the context of organizations;
- If the checkbox is checked - in the context of the organization and a particular warehouse:
Control of negative balances in 1C 8.3
If it is not possible to uncheck the box or there are reasons to keep records with negative balances, a report is implemented in 1C 8.3 Accounting that allows you to control negative balances.
Report Control of negative balances in 1C 8.3 is located in the section Warehouses - then Control of negative balances:
The report can be generated for a certain period with details on documents, warehouses, nomenclature and other accounting objects. And also display data for a certain 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 before the beginning of the report, then negative balances on them will not be included in the report.
To change the report settings, use the Show settings command. Navigating through the settings tabs Grouping, Selection, Additional fields, you can give the report the desired look:
The site can be found on the configuration 1C Accounting 8.3.
More about setting up the program 1C 8.2 (8.3) Prohibition of write-off of inventories in the absence of balances how it affects financial results see the following video:
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Negative balances in 1C are a negative final balance on inventory accounts. Such balances mean that the write-off of goods, materials and products was carried out without 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 stock.
In everyday work, an accountant often needs to ship 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 that 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 accounting. Read here step-by-step instructions for accounting for goods and materials in 1C 8.3. Next, read the instructions for controlling negative balances in 1C 8.3 Accounting.
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Step 1. How to disable balance control in 1C 8.3
By default, the 1C program is configured so that you cannot carry out the sale without the presence of goods in the warehouse. But a special setting allows you to disable the balance 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 "Conducting documents" (2). The posting settings window will open.
In the window, check the box next to the inscription "Allow the write-off of inventories in the absence of write-off of inventories, offset of advances and repayment of debts" (3). Now you can post sales documents even if the item is not in stock yet.
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 residues for one of the organizations, and turn it off for the other.
If you have enabled write-off permissions in the absence of balances, then when you need to control that there are no negative balances. If they are, then the reasons may be as follows:
- You have not reflected in the accounting the receipt of goods from the supplier;
- You reflected the receipt of goods from the supplier with errors;
- The goods are incorrectly indicated in the sales documents.
To identify negative balances in 1C 8.3 there is a special report, about it in the next step.
Step 2. Where to see negative balances in 1C 8.3
If the write-off permission in the absence of balances is enabled, then you need to regularly monitor negative balances. Such control is especially relevant before, when you need to consider the cost for the formation of management and tax reporting.
Negative balances in 1C 8.3 are controlled using a special report - “Control of negative balances”. To generate 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, specify your organization (3) and the period (4) for which you want to view negative balances. Next, click the "Generate" button (5). The report will be generated.
The report states:
- Material values (6), for which there are negative balances;
- The number of such residues (7);
- Account (8), on which negative balances were taken into account;
- Implementation document that was posted without any balances (9);
- Initial balance of goods and materials (10);
- Consumption of goods and materials (11) for the specified implementation.
There should be no negative balances at the end of the period on the accounts of goods and materials. The report contains indicators that will help you identify such errors.
Control for warehouse balances is a mandatory accounting procedure for any enterprise working with goods. Often you may encounter a situation where there is no product in the program, but it is actually in stock. In such a situation, there are two options:
- Submit it for sale
- Leave in stock until the circumstances of such a situation are clarified.
The choice depends on several factors, such as organizational policy or specific situation. When the product is on the counter and the buyer is interested in it (holds it in his hands), it is not advisable to refuse to sell.
Some enterprises practice the formation of a sales document without posting it, but not all use this practice. In case of such situations, the 1C program in its latest versions suggests the possibility of disabling the control of negative balances.
When the control is activated, the sale of goods that are not in stock according to the program will give the user a warning: “The column “Quantity” in line 1 of the list “Goods” is incorrectly filled. “The indicated amount exceeds the balance. Remainder: 18. Not enough 111.093.
Disabling the control of negative balances 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 inventory write-off when there is no stock according to accounting data".
After that, the action is confirmed by the "Record and close" button. In turn, such actions are guaranteed to become the basis for the formation of negative balances in accounting. They will need to be eliminated.
Report "Control of negative balances"
The formation of this report is carried out through the menu "Warehouse" - "Reports", where the document is presented. The user is required to define the request interval and click on the "Generate" button. The absence of a specified period will not allow showing negative balances, which is a feature of the system that requires mandatory filling in the "Period" column.
The finished report has the following appearance.
For the report itself, a standard set of filters is available, including grouping, sorting and other data transformations in accordance with the requests and needs of users. Through the "Show settings" button, you can manually include additional lines in the report.
Processing eliminates negative balances by quantity on the selected inventory accounting accounts for a specific organization on a specified date.
Let's say our database has problems taking into account the nomenclature ("redness" in the report):
Open the processing and fill in the required fields on the form. We indicate the date for 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 "minuses" (you can select group accounts). You must select an income item to fill in the analytics (minuses will be eliminated by creating a posting of goods). After that we press Create Documents:
We see that two posting documents have been created (simply recorded), to carry them out, you need to press 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 sum, and in the second the quantity is negative, and the sum is positive. If such lines are added to 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, it is mandatory to control the balance in the warehouse. And often a situation arises when the product is actually available, but it is not in the program. And here the accountant is forced to make a decision:
- allow it to be sold;
- Postpone until the cause of the situation has been clarified.
The decision, as a rule, is made on the basis of the policy that is maintained in the organization in relation to the accounting of balances. Sometimes you can put the product aside and tell the buyer that it is not possible to sell it now. Sometimes this is not possible. For example, in when the buyer sees this product or is already holding it in his hands.
You can, of course, simply generate a sales document and not post the document, but this is not allowed in all organizations. Therefore, in the 1C 8.3 program (as in 8.2), it is possible to disable the control of negative balances.
If balance control is enabled, then when selling a product that is not in stock (or on the required account), the program will issue the following warning:
Incorrectly filled column "Quantity" in line 1 of the list "Goods".
The indicated amount exceeds the balance. Remaining: 18; Missing: 111 093
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Disabling the control of negative balances in 1C 8.3
To disable or enable balance control in 1C, you need to go to the "Main" menu, then in the "Settings" section, select the item "".
In some versions of 1C Accounting, these settings are located in the "Administration - Document posting settings" menu.
In the "Accounting Options" you need to go to the 1C "Inventory" tab and check the box "Allow inventory write-off in the absence of balances according to accounting data":
Then it remains to click the "Save and close" button. 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). Let's see how to deal with it.
Report "Control of negative balances"
In the simplest case, you just need to select a period and click the "Generate" button. And here the first surprise lay in wait for me.
I specifically simulated in the test program the situation when I sold more goods than I have in stock. And he made this sale in 2013. Logically, I still have the same product in the red now, in 2016. Therefore, I didn’t even touch the period, but immediately clicked “Generate”. I didn't get anything. It turns out that the report can display information about negative balances only for the selected period.