Capitalization of surplus during inventory of fixed assets

The company systematically conducts an inventory of its own assets.
The goal is to check the correspondence between documentary information and the actual availability of property assets owned by the company. Monitoring of fixed assets (fixed assets) is of particular importance, since this property, as a rule, is characterized by significant value and retains its properties for a long time.

The results of the inventory may be different:

• full compliance of the real state of affairs with accounting data;
• identifying discrepancies in the form of surpluses or shortages.

Information about established surpluses/shortages for certain fixed assets is subject to mandatory reflection in the accounting system.

First of all, it is necessary to consider how surplus operating systems discovered during inventory are accounted for and accounted for.

Tasks of inventory of fixed assets

The frequency and sequence of inventory of fixed assets at the enterprise is enshrined in its accounting policy. It is carried out by an inventory commission specially appointed by the head of the enterprise. During this process the following goals should be achieved:

• monitoring the correctness of the preparation of primary documentation on the movement of fixed assets;
• establishing the presence of the organization’s property at the places of operation and storage, as well as its condition;
• detection of unused, missing or unaccounted for objects;
• control of the correct determination of the value of property in accounting and their reflection in the balance sheet of the organization.

What to do if the inventory reveals unaccounted assets?

When the inventory commission has completely completed the comparison (comparison) of factual information with accounting information, the head of the organization approves the results of the inspection by issuing an appropriate order.
A natural consequence of the execution of this administrative act will be the introduction of the necessary changes into the accounting (accounting) registers, determined by the results of the inventory. Thus, identified shortages are correctly written off, and surpluses found are correctly accounted for and are registered. An important clarification is that the inventory should be completely completed by the time the head of the company must sign the prepared reports. The necessary adjustments to the accounting registers are carried out by specialists on the date of the inventory procedure. Thus, the manager’s order ordering the capitalization of found surpluses is the legal basis for the proper correction of detected errors in accounting. An administrative act can be drawn up according to a template adopted in a particular organization.

How to capitalize identified objects?

Unaccounted for fixed assets discovered during a scheduled inspection are accounted for, as required by current standards, at market value.

It should also be clarified that the surplus found must be received exclusively on the date of the inventory.

Accounting rules provide for several options for crediting surplus fixed assets to income.
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The choice of a specific approach is determined by the specifics of the situation in which a specialist needs to capitalize a specific object discovered during the inventory process.

How to register a find during re-registration?

During the recalculation of property, surpluses may be discovered that arise for the following reasons:

• fixed assets were previously written off, but are still in use;
• the fixed asset is operated without documents confirming the enterprise's ownership of it and is not listed in the accounting registers.

Such “finds” should be capitalized. This procedure can be represented as follows:

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The program supports the simultaneous existence of multiple records on one TSD. In this way, you can conduct a check in several rooms/departments of the organization and then get several results at once in 1C.

Reflection of surpluses for accounting purposes

In accounting, discovered surpluses of fixed assets are classified as other income of the enterprise. Based on information about the discovered fixed assets in the inventory records, it is necessary to draw up an accounting statement that reflects the following entries:

• Dt 08 Kt 91/1 - for the cost of surpluses discovered during the inventory. The identified property can be used by the economic entity in the future in its activities;
• Dt 01 Kt 08 – a fixed asset item discovered during the inventory was put into operation.

Example. During an inventory of the enterprise's property carried out on October 15, 2021, a new monitor that was not previously taken into account was discovered. There are no primary documents for it. It has been established that the market value of a similar model is 60,000 rubles. The commission determined the useful life of the monitor to be 50 months.

The following entries should be made in accounting:

Dt 08 Kt 91/1 = 60000 – for the cost of property discovered during the inventory;

Dt 01 Kt 08 = 60000 – the detected object is put into operation;

Dt 20, 44 Kt 02 = 60000/50 = 1200 - monthly from November 2021 for the amount of accrued depreciation.

Financially responsible person

Verification of the actual availability of property is carried out with the obligatory participation of financially responsible persons (clause 2.8 of the Methodological Instructions). At the same time, such employees give receipts stating that by the beginning of the inventory, all expenditure and receipt documents for property were submitted to the accounting department or transferred to the commission and all valuables received under their responsibility were capitalized, and those disposed of were written off as expenses (clause 2.4 of the Methodological Instructions).

Reflection of surpluses for tax accounting purposes

In tax accounting, the opportunity to reflect property as part of fixed assets appears only if the following conditions are simultaneously met:

• the object must be the property of the enterprise;
• the fixed asset will be used to generate income;
• the service life of the property must be more than 1 year;
• the initial cost of the fixed asset should not be less than 40,000 rubles.

If an object discovered during an audit of fixed assets does not meet one of the listed conditions, then it should be taken into account as part of the inventory.

Particular attention must be paid to property valuation. The initial cost of a fixed asset is the amount of its valuation. In this case, the assessment must be documented or carried out by an independent specialist. If the valuation of the discovered property is carried out by the enterprise itself, then official sources of information on the prices of similar goods can be used as a source of data on the value.

Surpluses are recognized as non-operating income; accordingly, the value of such property is subject to taxation.

In tax accounting, compared to accounting, a difference is formed - a permanent tax liability for income tax, which is reflected: Dt 99 Kt 68.

Unaccounted for property

It happens that some of the company’s property is not capitalized on time. This can be caused by various reasons: the accountant “forgot” to register the valuables, the supplier’s documents were “lost” irretrievably, the things were purchased by the director with his own money, etc. But sooner or later such property will have to be reflected on the balance sheet. What's the best way to do this? There are several ways.

Y. Nikerova, expert of the “Modern Tax Encyclopedia” berator Whichever one suits you, use it. In this case, the procedure for paperwork, accounting and taxation will be different for each case. So, the property can be reflected as:

• additional contribution of the founder-citizen;
• “purchase” from an employee;
• “rent” from an employee;
• personal property of the employee for the use of which compensation is due;
• “received free of charge” from a citizen;
• “identified” during inventory.

Let’s make a reservation right away: no matter which of the listed options you choose, there can be no question of any offset of input VAT. There's probably no need to explain why. After all, the main condition for obtaining a VAT deduction is the presence of an invoice (Clause 1, Article 172 of the Tax Code of the Russian Federation). But you won’t have exactly these documents. Since in the first five cases the value will be given to you by a person. And people, as you know, are not VAT payers, so they do not issue invoices (Article 143 of the Tax Code of the Russian Federation). Due to the absence of an invoice, there will be no input tax on property “identified” during the inventory. After all, the supplier from whom the company could once purchase this property and receive purchase documents (including an invoice) can no longer be found. Now let's look at each of the options in more detail.