The act of reconciliation of mutual settlements- a document reflecting the state of mutual settlements between companies during a certain time period. The purpose of using the reconciliation act is to determine the presence of debt or to assess the correctness of accounting for mutual settlements of organizations.
Any of the counterparties has the right to initiate the drawing up of a reconciliation act. The reason for this may be to check whether mutual settlements were drawn up correctly, and whether his partner has any debt. The act reflects all the operations carried out for a certain period of time. The review period is specified by the initiator.
After the act is signed, it must be sent to another counterparty, who must verify all the necessary data with the data that he has. If there are no errors, the party signs the document, and the corresponding seal is also affixed.
If there are discrepancies, they must be indicated separately at the end of the act itself. If the initiating party has any debt, it is possible to draw up an act of offsetting mutual claims, in which both parties will have the opportunity to repay the debt bilaterally.
The act of reconciliation of mutual settlements: filling out
The reconciliation act has a free form of filling (based on the letter of the Ministry of Finance dated February 18, 2005 No. 07-05-04 / 2). The act must indicate the required period for which all information was compiled, as well as the names of those counterparties between which it is established. It is necessary to indicate the date of its compilation, as well as assign an individual number.
All accounting data are given in the table (in the attached files). This data can also include data on transactions related to payment for goods and their delivery. In order to confirm the accuracy of all the information used, it is necessary to attach an appropriate document to each account associated with the amount in the roll-up act, which can include a check, invoice, etc.
All the indicated amounts reflected in the debit and credit accounts also indicate the date of all transactions performed. As a result, the total turnover associated with debit and credit is calculated, after which the final balance is determined.
To indicate the debt, at the end of the table it is necessary to write: “According to “Enter the name of the required organization” on “indicate the required date here”, the debt in favor of “indicate the second organization here” is “indicate the amount”. If there is no debt, you must enter 0.00 rubles.
In the absence of debt, chief accountants can sign this act. If there is a debt, as well as the refusal of an organization to pay the debt for some reason, you can apply to the court. In this case, it is necessary to have a certified signature of the head as well as a seal.
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An act of reconciliation of mutual settlements is a document that reflects the state of settlements between two parties (companies, counterparties) for a certain period of time. In our article, we will teach you how to fill it out correctly and give an example for download.
Samples of filling out the forms of the reconciliation act and an approximate form of the form are presented below:
Why do you need an act of reconciliation of mutual settlements
- If it is planned to extend large contracts;
- If you need to organize a settlement;
- During the inventory period;
- When one of the parties trades in installments;
- To draw up reports on debts for management, regulatory authorities, etc.;
- if goods of a very high value are involved in mutual settlements;
- To clarify the settlements between the parties.
The legislation does not oblige organizations to draw up acts of reconciliation of mutual settlements at a certain time, this is decided by the organization itself.
The reconciliation act consists of two parts - for two enterprises. The left column is filled in by the initiator of the drafting of the act, the right - by his counterparty. Usually, the reconciliation act looks like a list of documents sorted by creation date. Or, instead of documents, the operations performed are listed: sale, purchase, payment, etc.
Form of the act of reconciliation of mutual settlements
- act number;
- the period for which the reconciliation is carried out;
- names of the parties (organization and person acting on its behalf);
- details of the agreement between the parties;
- Information about transactions (with numbers and dates of invoices, payment orders or other papers confirming the supply and payment for services or goods), the amount of transactions;
- Final balance in monetary terms;
- Handwritten signatures of the accountant and director, seal;
- Dates of signing the Act.
The document is drawn up in duplicate and signed by the chief accountant and the director of the organization. If there are no property disputes between organizations, and the drafting of the act is purely nominal, it can only be signed by chief accountants. But such an act will not be valid in court.
Then, to check their own register of transactions and enter the results in the right column, both copies are sent to the accounting department of the counterparty. If the counterparty agrees with the data specified in the act, then a second seal and signatures are put. One act is returned to the initiator, the second one remains with the counterparty.
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If discrepancies are found, a note is made at the bottom of the document. If, due to discrepancies discovered, the counterparty refuses to sign the act, and the initiator's claims are confirmed by other documents, the initiator may sue. To speed up the resolution of such disputes in the contract, it is necessary to stipulate in advance the time frame within which the counterparty is obliged to make its own calculations and return the signed act or pay off debts.
The act of reconciliation of documents formalizes the procedure for comparing mutual settlements between two business partners. The article tells how to properly draw up and execute an act of reconciliation of documents.
From the article you will learn:
Legally, the reconciliation act (hereinafter referred to as AC) does not belong to the category primary documentation. It is used as additional evidence if necessary to prove the fact of the debt of one of the business partners. Another purpose of the AU is to extend the limitation period. This is due to the fact that the day of signing the AC is the starting point of this period.
It is obvious that the seeming optionality and low legal status of this document are caused by a misunderstanding of its capabilities as a legal tool to influence an unscrupulous business partner. However, in order for the AU to really become such a tool, special attention must be paid to its competent compilation and design. This will be discussed below.
Reconciliation act: legal status
At any stage of a business relationship, it may be necessary to carry out a procedure for mutual settlements.
Mutual settlements are carried out when one of the partners pays for services, works or goods supplied by another participant in a business transaction.
Invoices, checks and other documents that belong to the category of primary documents serve as confirmation of the fact of a business transaction. These papers serve as the basis for accounting. Even a minor error in the calculations can significantly affect the correctness of the entire accounting.
Over time, discrepancies and inconsistencies in the records of business partners lead to unrecorded payments and the formation of debts.
Identification of incorrect records and possible discrepancies at an early stage is the main task and function of the reconciliation act. In practice, the procedure itself does not cause difficulties. The reconciliation technology in general terms boils down to the fact that the accounting conducted by one party is compared with the accounting conducted by the other party. In case of discrepancies or incorrect entries, an act is drawn up, and all primary documents of the parties are subject to additional analysis.
What is an act of reconciliation
The act of reconciliation of mutual settlements is a document representing the financial transactions of two partner organizations committed in a specific period of time. Ideally, all data collected in the financial statements of one party should be fully correlated with data collected by the other party. If the slightest inconsistencies are identified, a reconciliation report is drawn up.
The unified form of this act is not regulated by the current legislative standards. Enterprises independently develop the form of this business paper and approve it with local regulatory documentation.
The AS is signed by both parties if they confirm the fact of agreement with the discovered debt. We have already said above that the statute of limitations is determined using the date of signing the reconciliation act. Next, we will consider this issue in more detail.
In the general case, when conducting any business transaction, a document is drawn up that belongs to the category of primary ones. From this moment, the limitation period is calculated. However, there is a special case, which includes the case of drawing up a reconciliation act. This document interrupts the statute of limitations and begins a new countdown of this period - from the moment the AC is signed.
The presence of mandatory AS elements - details of partners, date and period of reconciliation, a list of transactions and settlements - ensures the legal force of this paper.
As a tool for resolving disputes, a reconciliation act can only be successfully used if it contains all the necessary details (this does not cancel the provisions that the form of the act itself remains free).
These required details include:
- name of business paper;
- name of the party (legal name of the company and its details);
- reference to the primary documentation, which is the source for the calculations and confirms the fact of conducting economic activities;
- settlement amounts;
- balance total;
- Date of preparation;
- signatures of persons responsible for settlements on each side;
- seals of each partner company.
Also, the partners themselves set the scale of reconciliation. It can be carried out on the scale of one item of goods, on the scale of one delivery or one contract. As part of the annual inventory, as a rule, a reconciliation procedure is also carried out. Any inconsistency between the records in the accounting documents of the parties becomes the reason for issuing an AS. This is due to the purpose of avoiding the discovery of debt or shortages after the liquidation or bankruptcy of one of the parties.
Useful article:How to draw up a reconciliation act correctly, a sample filling in office work can be found .
Filling out the act of reconciliation of documents
The form of drawing up and the procedure for issuing the AS are free for each enterprise. The initiator of the audit instructs the accounting department to draw up Act. Next, the document must be completed, and two copies of it sent to the opponent.
In turn, the opponent checks his data with the figures provided by the partner. If discrepancies really take place, and the opponent recognizes this fact, then both copies of the document are signed by him and sealed with an imprint of the company's seal. The company initiating the dispute receives the signed and certified copies back.
Invoices are the source to which all data from the AS must correspond. Matching of all data of mutual settlements is obligatory. Otherwise, discrepancies should be fixed in the final part of the AC.
If we are talking about the internal document flow of partner organizations, then the signatures of the chief accountants of both parties are sufficient. In the case of litigation and litigation, such a signature will not be enough, and it must be confirmed by the drunkenness of the head of the company.
A sample of the act of reconciliation of documents is presented below:
How to check the act of reconciliation
If you want to check the correctness of the preparation of the AS, we recommend that you pay attention to a number of elements, the presence of which is mandatory:
- title;
- Compilation dates;
- Full name of firms, parties to the dispute;
- Information about officials;
- Data on employees responsible for compiling and certifying the paper;
- Distributed by contracts data of the main part of the AS.
For a sample when drawing up an act, templates of primary documentation should be taken. This is especially true for the rules for registration of details.
Each company can develop its own form of act, but many years of experience of different companies has confirmed the effectiveness and advantage of the following composition of the material:
- The introductory part (preamble) contains mandatory details;
- The main part contains data for the selected reconciliation period (for example, a chronological list of reconciled documents). In some cases, it is necessary to indicate the name of the operation performed - delivery or purchase of goods, transfer of funds, sale or write-off of valuables, etc.
Cover letter for reconciliation act
As a rule, a cover letter is attached to the act of reconciliation. It most often contains a list of applications.
The text of the letter usually consists of two parts:
- Statement of the fact of transfer (sending) of the act:
Sending to you...., Sending to you.., Handing over to you...etc. - Purpose of the letter:
For information; For agreement; For signature; Request for a timely response to the act.This may be a confirmation of familiarization, agreement and return of a signed copy of the act. Here the following words and expressions will be appropriate:
“Please sign, seal and send to our address one copy of the reconciliation report ...” “Please send us one copy of the properly executed reconciliation report ...”
At the end is a list of documents attached to the letter: reconciliation act, primary documentation, orders, instructions, etc.
Reconciliation Act- This is a document reflecting the state of mutual settlements between the parties for a certain period. According to the Letter of the Ministry of Finance dated February 18, 2005 No. 07-05-04 / 2, “the current legislation does not provide for the form of the act of reconciliation of settlements of economic entities, i.e. the organization, if necessary, can develop forms of acts of reconciliation of settlements independently.
Act of reconciliation is compiled by the accounting department of the enterprise in two copies, endorsed with the seals and signatures of the chief accountant and manager and sent to the second party. The accounting department of the counterparty, which received the reconciliation act, must check the register of all operations contained in the act and enter their own data into the act. If there are discrepancies, information about this is recorded, as a rule, at the end of the document. The act is signed by the accountant and the head, sealed with the seal of the organization - 1 copy remains in the accounting department, the other is sent to the partner who initiated the reconciliation.
Evasion of signing the act of reconciliation of mutual settlements is the basis for the consideration of the case in court, if the counterparty's claims are supported by relevant documents. Some organizations, directing invoice reconciliation form to the counterparty, indicate the time frame during which it is necessary to send the signed document or repay the debt. The court does not take into account the violation of these terms, if they are not spelled out in the contract.
In the event that one of the parties fails to fulfill its obligations under the contract, the reconciliation act, signed by the head and the seal of the organization, is attached to the statement of claim to the court along with other evidence of debt and can serve as indirect evidence of recognition of the debt (if the act is signed by the second party), and proof of refusal recognize the debt (in case of non-signing of the act). In addition, the act of reconciliation may be the basis for interrupting the limitation period. The general statute of limitations is 3 years. If, before the expiration of this period, the debtor organization puts a seal and signature on the act of reconciliation of mutual settlements, then it recognizes its debt in this way. The limitation period will be interrupted and will begin to be calculated again from the moment the act is signed by the debtor (Article 203 of the Civil Code of the Russian Federation).
The act of reconciliation of mutual settlements between organizations that do not have property disputes is purely technical in nature and can only be signed by the chief accountants of both organizations. But such an act will not be accepted as evidence in court.
Reconciliation of settlements with a partner organization can be carried out both under a specific agreement (delivery, invoice), and in general for all commercial relations with this counterparty for a certain period. The obligation to use reconciliation acts by the parties to the contract is not established in Russian legislation, however, such acts are constantly used in business document flow.
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Reconciliation Act- This is a document that shows the calculations of two organizations for a certain period. Since currently the current legislation does not provide for an official form of the act of reconciliation of settlements with suppliers, the organization, if necessary, can develop its own form of the act of reconciliation.
The data specified in the act of the organization initiating the reconciliation must fully match the data of the counterparty organization. At the end of the document, information about the existing discrepancies, if any, should be recorded.
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How to fill out the act of reconciliation
The reconciliation act is drawn up in any form by the accounting department in two copies, on which the seal and signatures of the chief accountant and the head of the organization are affixed. Both copies are sent to the counterparty, who, in turn, compares the data from the act with the information he has. If the counterparty agrees with the data specified in the act, he puts a seal, signatures and returns one copy back to the organization.
The act indicates its serial number, the period for which the reconciliation is made, as well as the names of the organizations between which the act is drawn up. The tabular part of the act indicates the numbers and dates of primary documents that confirm the supply and payment for goods and services (invoices, payment orders, etc.).
The reconciliation act can be drawn up for commercial transactions for the period specified by the organization initiating the reconciliation. Information from the act is verified according to invoices.
The information on mutual settlements specified in the act of one of the organizations must exactly match the information of the second organization (counterparty). If discrepancies are found, then information about them is recorded at the end of the document, for example: “According to LLC Organization-1, as of September 30, 2012, the debt of Organization-2 LLC is 50,000 rubles.”
Note! The reconciliation act can be signed only by chief accountants only if there are no disagreements between organizations regarding mutual settlements. However, when applying to the court, a document without the signature of the head of the organization will be considered invalid.
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