I want to continue talking about the formation of turnovers for different accounts, and today it’s next in line turnover sheet on account 71 .
Account 71 "Settlements with accountable persons" is used by almost all enterprises. In the program 1C Accounting 8 edition 2, this account has several sub-accounts, we will consider the very first sub-account, which is also called “Settlements with accountable persons”. The account is active-passive. This means that the account balance can be both debit and credit. Debit balance - means a receivable or debt of an accountable person to the enterprise. The credit balance, on the other hand, shows accounts payable or debt of the enterprise to the accountable person.
The account structure itself is active. This means that the debit will show an increase in the debt of the accountable person (in the event that cash advances are issued to him), and the credit will show a decrease in the debt (when submitting documents for the amounts disbursed or returning unused funds).
Advances to an accountable person can be issued from the cash desk or from a current account.
Consider how the turnover sheet is formed for account 71 in 1C. In our example, we will have two accountable persons: Petrov Petr Petrovich and Ivanov Ivan Ivanovich. Petrov was given money from the cash register with an account cash warrant in the amount of 1,000 rubles for household expenses. Ivanov 10,000 rubles from the current account for travel expenses.
The turnover sheet for account 71 is generated from the "Reports" menu at the top of the program. You need to select "Turnover statement for the account." It can also be done through the "Cashier" tab. In the lower right part of this tab called "Reports", the very last item is the SALT on account 71.
What conclusion can we draw from this register? Turnovers on the debit of the account form, the turnover sheet for account 71 show cash, which were issued to accountable persons and, accordingly, an increase in their debt to the enterprise. According to the credit of the account, we see the amounts for which the accountable persons submitted advance reports and reduced their debt to the enterprise.
Next, consider the balance at the end of the period. For employee Ivanov, the balance is 1,800 rubles. on credit. This means that Ivanov spent more money than he was given (11,800 rubles, instead of 10,000 rubles). Therefore, the company owes Ivanov 1,800 rubles.
For employee Petrov, the debit balance at the end of the month. This means that Petrov owes the enterprise 100 rubles, since he was given 1,000 rubles, and the advance report was submitted only for the amount of 900 rubles.
If you look at the total balance in the register, the turnover sheet for account 71, it amounts to 1,700 rubles on a loan, and this is the company's debt to accountable persons.
Account 71 accounting- this is an active-passive account "Settlements with accountable persons", serves to record the issued accountable amounts and return unspent amounts. In enterprises, employees can allocate funds to account for household expenses, for the purchase of materials or travel expenses. Consider how to keep records of settlements with accountable persons and examples of accounting entries on account 71.
Account 71 is active-passive, so the account balance can be either debit or credit.
- Account Dt 71 reflects the amount of money received by the employee;
- Account 71 CT reflects the expenditure of funds.
Analytical accounting on the account "Settlements with accountable persons" is kept separately for each accountable person.
The procedure for issuing a subreport
Under the advance report, it is allowed to issue money only to employees of the enterprise. Accountable amounts are issued in cash from the cash desk or transferred by bank transfer to a bank card.
The main rule when issuing money is for the employee to report for the previously received accountable amount. At enterprises, as a rule, they fix the order of persons who have the right to receive funds as an account, since an agreement on liability is concluded with them:
When paying money to an accountable person, the following rules must be observed:
- Check the balance of the accountable person (according to the accounting register). Reason: clause 6.3 of the instructions of the Central Bank of the Russian Federation No. 3210, which states that it is prohibited to issue funds to an accountable employee for a previously received amount.
- Receive a written application from the employee in any form, reflecting the main details: the purpose of receipt, the required amount, the deadline for submitting the report, the date. The application must be endorsed by the head of the company or an authorized person.
A 3-day period has been established when the employee must report for the accountable amounts received, return the funds to the cashier and submit a report. If the employee did not report within the prescribed period, then the amount received by him should be withheld from the employee’s income and personal income tax should be charged (Article 137 of the Labor Code of the Russian Federation). Wherein:
Important: deductions from an employee can only be made upon a written application and no more than 20% of wages(Article 138 of the Labor Code of the Russian Federation).
If a debt (especially a large amount) for an accountable person has been registered for a long time, then the tax inspector, during an audit, can reclassify such a payment as a loan or consider it income (paragraph 3 of article 137 of the Labor Code of the Russian Federation) and charge additional personal income tax.
The law does not provide for the maximum amount of issuance to the account, but it should be taken into account that if an employee settles accounts with counterparties on behalf of the enterprise, then under one agreement you can pay no more than 100,000 rubles.
Advance report
The employee reflects all expenses of funds in the advance report. An employee can spend accountable amounts on the purchase of goods, materials, fixed assets, intangible assets, payment for the company's business needs.
The diagram shows the types of expenses on account 71 and the primary documents that should be attached to the advance report:
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If an employee has an overspending on accountable amounts, that is, an employee has spent his personal money, then the company has the right to reimburse it subject to the established procedures.
Examples of typical postings on account 71
| No. p / p | The content of households. operations | Debit | Credit | Foundation Documents |
| 1 | Payout of cash to account | 71 | 50 | Cashier's report, expense note |
| 2 | Listed in the sub-report for travel expenses on a bank card | 71 | 51 | Bank statement, payment order |
| 3 | Funds are transferred to the sub-report on the corporate card | 71 | 55 | Statement from special accounts |
| 5 | Adopted expenses on the advance report on the purchase of fixed assets | 08 | 71 | Act on acceptance of works and services |
| 6 | Materials acquired by an accountable person are credited | 10 | 71 | Waybills, transportation documents, acceptance certificate |
| 7 | The amount of expenses for production and economic needs is reflected | 20/26/44 | 71 | Advance report, job assignment, business trip report |
| 9 | Goods for resale purchased by an accountable person are credited | 41 | 71 | Advance report and invoices |
| 11 | Return to the cashier of unspent funds | 50 | 71 | Cashier's report, receipt order |
| 12 | Accrued debt on unpaid amounts of the accountable person | 73 | 71 | Advance report |
Consider practical examples with postings on account 71 for the issuance, expenditure and return of accountable funds.
Example 1: Advance Statement Overspending Reimbursement - Postings
An employee of Romashka LLC Ivanov I.I. funds were allocated to the account in non-cash form in the amount of 2,500 rubles. (on a bank card) for the purchase of stationery. In fact, Ivanov I.I. spent 2,840 rubles. An advance report was drawn up for actual expenses and supporting documents (sales receipt) were attached to the report. The cost overrun on the advance report amounted to 340 rubles. The funds were credited to Ivanov I.I. to a bank card.
Romashka LLC generated entries on account 71:
Example 2: Advance Statement Refund - Postings
LLC "Romashka" and LLC "Vasilek" concluded an agreement for the provision of transport services in the amount of 7,200 rubles, incl. VAT. To pay for services under the contract, the employee of Romashka LLC Ivanov A.B. received in the account the amount of 7 500 rubles. After making settlements with Vasilek LLC, Ivanov A.B. handed over the advance report, and returned the rest of the funds to the cashier.
The accountant of Romashka LLC generated the following postings:
| Dt | ct | Description | Amount, rub. | A document base |
| 26/44 | 60 | Services of Vasilek LLC are reflected in the cost structure (7,200 rubles - 1,098 rubles) | 6 102 | Certificate of completion |
| 19 | 60 | The amount of VAT is allocated from the cost of transport services | 1 098 | Certificate of completion |
| 68/2 VAT | 19 | The amount of VAT from the cost of transport services is accepted for deduction | 1 098 | Certificate of completion, invoice |
| 71 | 50/1 | From the cash desk of Romashka LLC Ivanov A.B. received funds under the report | 7 500 | Expenditure cash warrant, accountable person's statement |
| 60 | 71 | The accounting reflects the payment for services, which was carried out by Ivanov A.B. on behalf of Romashka LLC | 7 200 | Advance report, certificate of completion |
| 50/1 | 71 | The balance of unspent funds was returned to the cash desk of Romashka LLC (7,500 rubles - 7,200 rubles) by Ivanov A.B. | 300 | Account cash warrant, advance report, act of work performed |
Example 3: Accounting entries for travel expenses
Worker Vasilkov I.I. sent on a business trip for 3 days, he was given an account of the amount of 20,000 rubles. Daily allowance is 2,000 rubles.
Upon returning, he submits an advance report with supporting documents attached:
- Railway tickets for the amount of 8,000 rubles, including VAT 1,220 rubles, are highlighted in a separate line.
- Hotel invoice on a strict reporting form for 5,000 rubles, incl. VAT 763 rub. VAT is also highlighted separately.
Reflection of travel expenses on account 71 in postings:
| Dt | ct | Contents of operation | Amount, rub. | A document base |
| 71 | 50 | Funds were issued to account to Vasilkov I.I. from the cash register | 20 000 | Account cash warrant |
| 20 | 71 | Written off ticket costs without VAT | 6 780 | Advance report, railway ticket |
| 19 | 71 | Allocated VAT on ticket costs | 1 220 | Railway ticket |
| 68.VAT | 19 | VAT sent for deduction | 1 220 | Purchase book entry |
| 20/44 | 71 | Written off accommodation (hotel) expenses without VAT | 4 237 | Form of strict reporting, hotel cash receipt |
| 19 | 71 | Allocated VAT on hotel expenses | 763 | |
| 68.VAT | 19 | VAT sent for deduction | 763 | Purchase book entry |
| 20/44 | 71 | Daily allowance written off | 6 000 | Advance report |
| 50 | 71 | The employee returned unspent funds to the cashier | 1 000 | Incoming cash order |
In some cases, cash is spent accountable persons who receive money from under the report for administrative and operating expenses.
So, travel expenses include in (works, services). Within three days after returning from a business trip, the accountable person is obliged to account for the amounts received and spent. Compiled advance report with supporting documents (tickets, hotel bills, etc.). The advance report is approved by the head of the organization. The unused balance of the accountable amounts shall be handed over by the accountable person to the cash desk according to the incoming cash order. The overspending is issued from the cash desk according to the expenditure cash order. If the accountable person has not submitted an advance report or has not returned the unused balance of accountable amounts to the cashier, then this amount is withheld from the accrued wages.
Accounting for accountable amounts is kept on an active account 71 "Settlements with accountable persons". The debit balance of this account means the amount of debt of accountable persons of the organization. Debit turnover means the amounts issued under the report, or the reimbursement of overspending. The credit turnover shows the amount of the amounts used in accordance with advance reports, as well as the amounts not used and handed over to the cashier.
Accounting for all accountable amounts is kept in the journal-warrant, which reflects entries on the credit of account 71 in correspondence with the debit of the corresponding accounts. The basis for filling out this accounting register are expenditure and receipt cash orders, as well as advance reports. The latter must be checked arithmetically and in substance, that is, the necessity and expediency of spending must be established. When processing the advance report, the accountant puts down on it and on the documents attached to it the corresponding accounts in accordance with the directions of expenses.
The debit of the active account 71 "Settlements with accountable persons" reflects the following operations
The issuance of accountable amounts from the cash desk is made out by postings:
- credit of account 50 "Cashier".
The issuance of amounts in compensation for overspending is reflected in a similar way.
The transfer of funds at the location of the reporting entity is reflected in the entry:- debit of account 71 "Settlements with accountable persons",
- credit of account 51 "Settlement accounts".
The credit of account 71 shows mainly the write-off of issued accountable amounts
So, for example, the write-off of travel expenses is recorded as follows:- debit of account 20 "Main production",
- debit of account 26 "General business expenses",
The write-off of accountable amounts used for production needs is reflected in a similar way.
If the accountable amounts are used to cover the costs of shipping and selling products:- debit of account 44 "Sales expenses",
- credit of account 71 "Settlements with accountable persons".
- debit of account 07 "Equipment for installation",
- debit account 10 "Materials",
- debit of account 15 "Procurement and acquisition of material assets",
- debit of account 41 "Goods",
- credit of account 71 "Settlements with accountable persons".
- debit account 50 "Cashier",
- credit of account 71 "Settlements with accountable persons".
- debit of account 94 "Shortages and losses from damage to valuables",
- credit of account 71 "Settlements with accountable persons".
- debit of account 70 "Settlements with personnel for wages",
- credit of account 94 "Shortages and losses from damage to valuables".
Quotation 71 “Calculations with accountable persons” is used to reflect data on funds received by an employee of an enterprise, accountable for business and operating, travel and hospitality expenses.
This quotation is valid on the basis of the Plan approved by the Order of the Ministry of Finance of the Russian Federation dated October 31, 2000 No. 94n, if necessary, to issue financial resources to fulfill the tasks set by the head related to the direct activities of the organization.
Such funds are not the property of the accountable person and cannot be spent by him for other needs. Accordingly, in case of a balance, the amount will be returned to the cashier. At the same time, upon completion of the task, within 3 working days, a report on the expenditure of this money must be submitted.
If such a report is not provided, the tax authorities will regard this as the income of an individual, and personal income tax will be required from this amount. The law does not provide for the timing of the issuance of these funds, so they are set by the head.
What are the purposes for which funds are provided?
- Travel expenses.
- Small wholesale purchases of goods.
- Representative expenses.
- Economic and operational needs.
Important! Accountable persons can only be employees of the enterprise. Inexperienced accountants often make the mistake of entering into account 71 amounts of money given to persons representing a supplier or customer.
Wiring Features
The quote is active-passive, but in most cases it is arranged as active. The debit shows an increase in the amount of disbursed funds, and the credit shows a decrease accounts receivable.
But there are situations when the account acts as a passive one, since at the end of the month a balance is formed, both in debit and credit. In the second case, this means promissory note enterprises. For example, when the money issued by the account was not enough to make household expenses or there was no money in the cash desk of the organization required amount, and the employee agreed to use personal funds, subject to the return of the money spent to him.
In such a situation, the accountant draws up a posting: dt 20 - t 71. If formed debit balance, means there was a debt to the organization.
How to reflect VAT payment
When a company pays VAT when purchasing goods or services from accountable money at quotation 19, the tax amount is reflected in the postings:
Actions of the accountant
Accountable funds are issued from the cash desk (Kt 50) or transferred to the card from the company's current account (Kt 51), based on the order of the head or a written application of the recipient of money with the resolution of the director.
Upon completion of the tasks, the accountant accepts an advance report and conducts an arithmetic reconciliation, and also checks the availability of primary accounting documents confirming the purpose of expenses, account 71 in the accounting posting, issues an incoming or outgoing cash order and closes the advance report.
Cash out transactions:
| Description |
|||
|---|---|---|---|
| From checking account |
Postings when an employee returns money:
| To a cash account |
Important! Using corporate card to transfer funds to an employee, the following postings are made: dt 55 - kit 51 and dt 71 - kit 55.
Main second order quotes
To systematize and combine cash flow data, analytical accounting is correlated with second-order quotes:
| On credit |
||
|---|---|---|
Hospitality entries:
Transactions for the purchase of materials or goods:
| Description |
||||
|---|---|---|---|---|
| Payment of the money |
||||
| Purchase costs |
||||
| Return of balance |
Travel expense postings:
Postings to withhold the accountable amount
Used if the balance has not been returned financial resources or the report on the spent money is not provided.
Accountable persons are persons who have received funds from the organization under the report and in whose interests they must make expenses or acquire property.
We will tell you about the accounting of settlements with accountable persons in our consultation.
Account 71 "Settlements with accountable persons"
Synthetic accounting of settlements with accountable persons who are employees of the organization is kept on account 71 of the same name “Settlements with accountable persons” (Order of the Ministry of Finance dated October 31, 2000 No. 94n). 71 accounting account is an active-passive account.
This account summarizes information on settlements with employees on the amounts that were issued to them under the report for administrative, business and other expenses.
At the same time, a situation is possible when, for example, an employee went on a business trip without receiving funds under the report. In this case, the reimbursement of expenses incurred will also be reflected using account 71. This means that synthetic account 71 is used not only to account for the amounts issued under the report, but also to account for the reimbursement of expenses incurred by employees at their own expense, but in the interests of the organization.
Analytical accounting on account 71 is maintained for each accountable person and the amount issued for the report.
Accounting entries for account 71
If the funds are issued to the sub-report, the posting will depend on the form of the funds issued: cash or non-cash.
So, if money is issued from the cash register to the sub-report, the posting will be as follows:
Debit account 71 - Credit account 50 "Cashier"
In the case of transferring accountable funds to the employee’s card, the posting will be different:
Debit account 71 - Credit account 51 "Settlement accounts"
Accordingly, if the balance of accountable amounts is deposited at the cash desk, the posting should be reflected as follows:
Debit account 50 - Credit account 71
The expenses incurred by the accountant are debited from the credit of account 71 to the debit of various accounts, depending on the type of expenses.
