An example of a reconciliation report for mutual payments for services. Act of reconciliation of mutual settlements - form (download for free). For what period is it necessary to reconcile settlements with counterparties?
In order not to make mistakes in mutual settlements, legal entities and individual entrepreneurs draw up a reconciliation report based on the results of the period.
What is a reconciliation act
An act of reconciliation of mutual settlements is a document that is drawn up by two legal entities or a legal entity and an individual entrepreneur in order to coordinate payments and understand whether one owes the other.
This is not a binding document: it is executed if both parties agree to sign it. Despite this, the reconciliation act is used by most organizations in all sectors of the economy.
What is it used for?
Typically, companies reconcile data against specific contracts or invoices for a specific period of time. The purpose of drawing up a reconciliation report is to find and record discrepancies in all cash receipts.
Identified debt helps the parties agree on the timing of its repayment. The reconciliation act together with the contract, invoices, invoices will confirm the violation of deadlines when going to court.
A statement of reconciliation of mutual settlements must be drawn up annually in order to repay debts, if any. Article 196 of the Civil Code establishes the limitation period for cases related to debt repayment. And according to Art. 200 of the Civil Code of the Russian Federation, you can file an application with the court no later than three years from the date of discovery of the debt.
If you do nothing within three years, the debtor in court may argue that the statute of limitations has expired. The court will rule in his favor, and you will not get your money.
The statute of limitations can be interrupted. To do this, you need to draw up and sign a reconciliation report within three years after the debt arose. If the debtor who signed the deed has not paid the debt, then you can go to court, which will make a decision to interrupt the statute of limitations. And you will have three more years to collect the debt.
Who is involved in drafting the document?
Any of the parties to the agreement may request a reconciliation report. It is compiled by an accountant using financial documents: bills, invoices, certificates of work performed, etc.
Before sending the document to the counterparty, it is signed by the chief accountant, head of the organization or other authorized person. The reconciliation act will have legal force if it was signed by the head of the organization or the accountant has a power of attorney that allows him to sign all important documents of the organization.
How to reconcile calculations
The reconciliation report is drawn up according to one of the following items:
- By product name or article number.
- According to the agreement.
- For a specific delivery.
- For a certain period of time.
It is better to draw up an act after receiving the money closing the contract, or after the goods have been delivered.
It happens that a reconciliation report is drawn up when conducting an inventory of the organization’s property and funds. Usually, after such a check, receivables or payables are discovered. Based on the results of the inventory, you must immediately draw up a reconciliation report and send it to the counterparty.
How to make a reconciliation report
There is no generally accepted standard form for drawing up an act. The document is drawn up in free form or according to your own template.
Typically, the act consists of an introductory part, which indicates the name of the document, the date of its preparation, the purpose and details of the organizations that signed it, and tables that indicate the dates of transfer of money and receipt of goods, details of supporting documents, debit and credit amounts.
The act is printed in two copies. Each side gets its own.
Send the signed and completed acts to the counterparty. The counterparty verifies the information specified in the document. If there are no discrepancies, then the counterparty signs the act, keeps one copy for himself, and sends the second one back.
Since 2016, documents need not be certified with a seal. But it is better to do this, because without a seal the reconciliation act will not be valid in court.
To ensure that the other party signs the reconciliation report more quickly, indicate the time frame within which the counterparty must return the second copy.
How to create an act in Elba
Elba generates a reconciliation report in the “Counterparties” section → desired counterparty → create a new → period for reconciliation. The act will contain data from the “Money” and “Documents” sections.
For example, if an individual entrepreneur in Elbe has an outgoing invoice, an incoming act and a receipt in the “Money” section from one LLC, then the reconciliation act will look like this:
According to this act, the LLC owes the individual entrepreneur 119,400₽, and if the LLC signs it, it will agree with the debt.
To control financial transactions with counterparties, they draw up act of reconciliation of mutual settlements. Sample filling 2019 and the form can be downloaded for free on this page. The document is drawn up in two copies - one for each party.
Acts of reconciliation of mutual settlements with counterparties are allowed to be written out in any format. There is no standard form. For convenience, you can use our ready-made form: download the reconciliation report (it’s free), fill it out and print it. If you don’t know what to write, there is a sample below.
Reconciliation report: download form (excel)
Typically, the document is drawn up when taking inventory or preparing a report on debt between companies. In addition, acts of reconciliation of mutual settlements with counterparties are needed if it is necessary to renew large contracts or when trading in installments.
The document can be presented in court as evidence of debt only with primary documents confirming the calculations.
The form consists of two parts: the left one is filled out by the initiator, the right one is filled out by his counterparty. An example of a reconciliation report is below.
How to fill out a reconciliation report for mutual settlements: sample
Be sure to fill out the header of the document: put the dates and company names. Next, write that the representatives of the parties drew up this act, confirming the state of the accounting.
Download the reconciliation report in excel: sample
In the table, write down the date of payment, the name and number of the document that confirms it, and the amount. Receipt transactions are entered in debit, expenditure transactions are entered in credit.
You don’t have to waste time identifying debts or overpayments: the MyWarehouse service will calculate everything automatically and generate a document.
Reconciliation report: fill out online
In MyWarehouse you can fill out and download a reconciliation report in Excel - for each counterparty you will immediately see receipts, expenses and balances. You no longer need to look for debt on your own - the service will do it for you. Just enter or select a previously entered counterparty and indicate the desired period, and the system will generate a document. Below is a reconciliation report: an example of filling out the form in MySklad.
The document will contain mutual settlements at the beginning of the period, a list of payments and the final debt. All information about counterparties and settlements is stored in MyWarehouse. Fill out the reconciliation report online - and you won’t have to enter the data again each time.
Who signs the reconciliation report?
The act can only be signed by the director. The document is stamped. The chief accountant signs if there is a power of attorney.
Both signed copies are handed over to the counterparty. If he agrees with the data, he puts a stamp and signature and returns one document to the initiator.
The deed is valid only if it is signed by both parties. However, it is not a basis for debt collection: by signing the document, the debtor simply confirms its existence.
If the counterparty does not agree, a reconciliation report with disagreements is drawn up. See below for a sample filling.
Reconciliation report with disagreements: sample filling
In the document, be sure to indicate the number and date of preparation, as well as information about the reconciliation report on which the disagreement arose. You can also write information about the disputed agreement. If in doubt, download the completed sample protocol of disagreements for the reconciliation report, replace the data and use it.
If you are attaching additional papers (copies of contracts, extracts, etc.), write about them in the statement of reconciliation with disagreements under the table.
You may also needIn some cases, the counterparty is sent accompanying documents to the reconciliation report, for example, a cover letter, a request, an application for a refund, and others. This is not necessary, but having these papers is good form. Let's take a closer look at them.
Cover letter for the reconciliation report: sample
To indicate when the document must be returned, as well as to list the attachments, the counterparty is sent a covering letter to the reconciliation report. Sample:
The letter must be signed by the head of the company; it is not necessary to affix a seal. If necessary, provide contact information for the person responsible for document delivery.
Request for a reconciliation report from a counterparty: sample
If for some reason the signed document was not returned, a request for a reconciliation report is sent to the counterparty. The request is signed by the director of the organization and stamped. The sample is below, download it and use it as a template.
Letter for refund of funds based on reconciliation report: sample
When it is necessary to return the money transferred to the counterparty (for example, in the event of an error or failure to fulfill obligations), a letter is drawn up for the return of funds based on the reconciliation report. The sample can be downloaded below.
In the letter, be sure to indicate:
- bank details of the organization,
- the document on the basis of which the money was transferred (agreement, payment order, etc.),
- reasons, amount and terms of return.
You can also indicate the amount of a fine or penalty if they are specified in the contract. The document is signed by the head of the company and stamped.
Is it necessary to sign a reconciliation report for mutual settlements?
Yes, definitely. Both parties must sign the document, otherwise the document will be invalid.
Who signs the reconciliation report?
If you are the initiator of the reconciliation, the director of the organization must sign the act. A representative, for example, the chief accountant, can also sign, but then a power of attorney will be required.
It happens that an unscrupulous counterparty refuses to sign the document, and since this is a voluntary document, there is no punishment for this by law. How to protect yourself? Write in your cover letter: “If the reconciliation report is not returned by ... (date), consider it agreed upon and signed by the parties”. Such a clause may encourage counterparties to sign the act, although it will not be evidence in court.
We recommend using our mutual settlements reconciliation act - sample completion 2019. It contains all the necessary columns and data. You will also need a form for the reconciliation of mutual settlements - you can download it. To save time, use the service in MyWarehouse. You can fill out a reconciliation report for mutual settlements online
An act of reconciliation of mutual settlements is a document that allows you to establish the exact amount of the counterparty’s debt for the possibility of its further repayment by offset. Let's look at a sample filling for 2018.
Regular reconciliation of mutual settlements allows the company to control its counterparties in terms of the level of accounts payable and receivable. In addition, an accountant can promptly identify and analyze errors and inaccuracies made in accounting and tax accounting. Accordingly, income tax and VAT returns will not contain these errors and inaccuracies. The tax authorities will not have any questions or complaints.
Attention! The following documents will help you correctly reconcile with counterparties:
It is convenient to work with documents in . It is suitable for organizations and individual entrepreneurs. The program will automatically generate and print all the necessary primary data. It also includes uploading transactions to 1C, automatic generation of any reporting, and much more.
There is an obligation to conduct an annual reconciliation of companies with all their counterparties as of December 31 - before preparing annual accounting (financial) statements.
Thus, the benefit of the act of reconciliation of settlements in the context of contracts with counterparties is:
- In expanding the possibilities for demanding repayment of receivables.
- Reflections of accounts receivable amounts in tax accounting, which affects reporting indicators.
Form of mutual settlements reconciliation report
The settlement reconciliation report includes data on sales of goods, execution, work, provision of services and their payment. From the document you can find out the incoming and outgoing balance of debt for settlements with the counterparty.
The legislation does not contain a strictly established form of the act of reconciliation of mutual settlements. Companies have the right to use their own developed form. In this case, the type of form should be fixed in the appendices to the company’s accounting policies.
The form for the mutual settlements reconciliation act, current for 2018, looks like this:
Reconciliation report: sample filling 2018
Fill out the document as follows:
Nuances of drawing up an act
There are a number of important points that should be taken into account when drawing up the act.
- It is necessary to check the counterparty for changes in its legal status by, if the company does not have regular contacts with it.
- If there are several agreements with one counterparty, the number of the specific agreement should be indicated in the act. This will allow tax inspectors and the counterparty to correctly determine the source of the debt. It will be possible to easily identify the obligation in question and establish its correct limitation period.
- In addition to the contract, it is important to indicate in the act the primary details of the transaction (payment orders, invoices, certificates of services rendered, etc.). This will help establish the order of calculations and confirm the balance.
- Indicate the organizational and legal forms of the company and its counterparty, the amount of receivables or payables, as well as the dates of the inventory of payments.
- Apply the signatures of the responsible persons of the company and the counterparty, decipher them. Indicate the positions of these persons. As a rule, the document is signed by directors of organizations. If this is done by a representative, the details of a power of attorney or other document confirming his authority are required.
- It is necessary to indicate in the act who is the VAT payer. For example, state that the amount of debt includes VAT in the amount of 18%.
- Correctly set the date of signing the act. In the future, it will influence the extension of the limitation period for the obligation. The limitation period is three years. The date of drawing up and signing the act are different dates. Tax inspectors will take the date of signing into account. Also keep in mind that if the dates of signing the act by the parties are different, for example, the company signed the document on the 19th, and the counterparty - on the 22nd, then you need to take into account the later date.
Protocol of disagreements to the act
If there are discrepancies between the company's data and the data that
“Act of reconciliation of mutual settlements” is necessary in the case when two organizations want to agree on mutual settlements (for payment and delivery of goods, for services rendered, etc.) for a certain period of time. Its official form is not determined by current legislation. Therefore, each organization has the right to develop and be guided by its own acts of mutual settlements. You can download the mutual settlements reconciliation report form for free in several types directly from our website.
We bring to your attention a short video lesson on how to quickly and easily make a Settlement Reconciliation Report yourself in 20 minutes in Excel format:
Forms in different formats can be downloaded for free, without any registration or SMS, using the links located at the very bottom of this page.
A little about this type of documents
Reconciliation acts for mutual settlements are drawn up in two copies. After the accounting department of the enterprise has drawn up a reconciliation report based on its accounting documents, it is endorsed by the signatures of the head of the organization and the chief accountant. They put the seal of the company and transfer it to the other party. His accounting department, having received the reconciliation report, checks it, compares it with its documents and, if necessary, enters its data.
If any discrepancies are identified, information about them must be recorded at the end of the document. If everything agrees, then the counterparty puts his seal, and the manager and chief accountant sign. One copy is sent to your client, and the second is left in your accounting department. After all clarifications and changes have been agreed upon between the two parties, as well as with signatures and seals of both parties. the act acquires the status of a legally significant document.
You can download a sample form of the Reconciliation Report for mutual settlements for free in Word format by following this link:
You can download the same form, but only in Excel format, by following this link:
The act of reconciliation of mutual settlements form download for free in the format “ PDF”You can by following this link. To work with this format “Adobe Reader”:
You can download a sample form for filling out the Reconciliation Report for mutual settlements for free in “PDF” format by following this link.
Inexperienced accountants and entrepreneurs sometimes completely underestimate the importance of regularly reconciling settlements and signing the relevant acts by both parties. When act of reconciliation of mutual settlements really important:
- if the seller provides a deferred payment;
- in the case of regular and standard transactions/provision of services;
- in the case of a wide range of products;
- in case of high cost of goods/services;
- if it is necessary to conclude a large number of contracts and additional agreements.
In general, the act of reconciliation is a kind of demonstration of good manners. We concluded a deal - fulfilled our obligations - signed the corresponding document. For those who do not accept the lyrics, I will inform you that although the courts (see Resolutions of the Supreme Arbitration Court of the Russian Federation) deny that the reconciliation act is an acknowledgment by the debtor of the amount of the debt, without an act of reconciliation of mutual settlements, the courts generally return cases due to insufficient requirements. In fact, the refusal is motivated by a reluctance to delve into numerous payments, invoices and invoices. That is why you should not shift responsibility from a sore head to a healthy one and take care of reconciling mutual obligations and requirements yourself.
As a rule , the act of reconciliation of mutual settlements is drawn up by the accounting department organization, but signed he must be exclusively the first person: director or entrepreneur. If the parties send their representatives to each other to reconcile mutual settlements, then they must be given powers of attorney to verify his identity and give the act legitimacy. The document must reflect all transactions for a certain period with a given partner.
Is being drawn up act of reconciliation of mutual settlements in the form of a register. Form of this document not legally approved, therefore, can be developed by the organization independently, however, when drawing up an act It is better to adhere to the requirements for primary documents. Then the document in 2 copies is sent to the counterparty.
Moreover, if you check with your suppliers or customers regularly, you can check only one controversial item, for example:
- specific agreement;
- a specific product article;
- one delivery.
In order to obtain an objective picture, reconciliation of mutual settlements is carried out or from the beginning of the relationship(date of signing the contract, date of delivery) or since the last mutual settlement.
To avoid doing double work, you can include the reconciliation of mutual settlements in the mandatory annual inventory: before submitting the annual report, the entrepreneur is required to conduct an inventory, the purpose of which is to identify receivables and/or payables. This is the requirement of paragraph 2 of Art. 12 Federal Law No. 129-FZ dated November 21, 1996.
Reconciliation of settlements with counterparties includes checking the accounting data of the following accounts:
- 205 00 000 “Income calculations”;
- 206 00 000 “Settlements for advances issued”;
- 209 00 000 “Calculations for shortages”;
- 302 00 000 “Settlements for accepted obligations.”
Inventory results are documented in reconciliation acts. If during the inventory, discrepancies were identified with which both parties agree, then the accounting data must be brought into accordance with the decision made by the parties. However, you should not think that it is enough to “shake hands”; all primary documents must be restored and filed for storage by both parties.
Reconciliation of mutual settlements is also carried out:
- upon completion of a critical stage of work (in construction, shipping);
- in case of theft, suspected theft, fire, flooding, etc.
- when changing responsible persons (hiring or dismissal);
- upon completion of all contractual relations with counterparties.
Settlement reconciliation can be initiated by either party, both debtor and creditor. Moreover, the need to carry out this kind of procedure can be prescribed by a special order, or it can be enshrined in the regulations on document flow in the organization.
Everything would be fine, but there is one BUT: there are often situations when one of the parties, naturally, the debtor refuses to reconcile settlements and signing an act of reconciliation or even an act of disagreement. As a rule, he motivates this by saying that everything is fine with him, sort it out yourself, these are your internal accounting problems.
Unfortunately, the initiator of the reconciliation is in no way able to influence the counterparty in any legal way; you can threaten to refuse further cooperation, but this will damage your business too. Here you should choose the lesser evil, but for the future stipulate in the contract O:
- the need to reconcile calculations;
- the timing of such inspection and its frequency;
- the procedure for reconciliation;
- the timing of signing the reconciliation report or for a reasoned response about disagreement with its results;
- preliminary approval of the form of the reconciliation report.
The most effective clause of the agreement in terms of reconciliation of mutual settlements is penalties in case of failure to fulfill the terms of the agreement. If all else fails, then the only way out is to go to court.
Read also...
