Checked on release 3.0.74.2 of "Accounting for Kazakhstan" (version 3.0). If you have a different release, the screen forms may differ slightly — how to check yours is described at the end.
The counterparty sent a reconciliation act, but you have a different amount in your database. Or vice versa: you are requesting a reconciliation and need to export your figures in a way that the other party will accept. We will analyze how this is done in "Accounting for Kazakhstan 3.0" — from the first button to the signed act, and what to do when the figures do not match.
What is this document and what to expect from it
The "Reconciliation Act of Mutual Settlements" shows how much you owe the counterparty or how much they owe you as of the selected date, and how this amount was formed over the period.
Let's clarify the main misunderstanding right away. This document does not change anything in accounting. It does not create entries, does not affect balances, does not influence month-end closing or VAT. It only collects what has already been reflected by your sales, receipts, and payments, and lays it out in rows: there was this much, accrued this much, paid this much, this much remains.
From this, the practical conclusion is: if the act shows an incorrect amount, you need to correct not the act, but the primary document that caused the amount to be incorrect.
When the accountant comes to it
- The quarter or year is closing, and you need to confirm the debt before preparing the reports.
- The counterparty sent their act and asks for a signature.
- A dispute has arisen: you believe the payment has been made, but the supplier does not see it.
- You are preparing documents for an audit or for court regarding debt collection.
- You want to close a pending advance and understand why it is pending.
Where to find it
Section "Purchases" or "Sales" → block "Settlements with counterparties" → "Reconciliation Acts of Mutual Settlements" → button "Create".
The second way is from the card of the counterparty itself: "Counterparties" → the necessary counterparty → "Create based on" → "Reconciliation Act of Mutual Settlements". This is more convenient: the organization, counterparty, and contract will be filled in automatically.
If the section cannot be found, open the document directly: menu "Service" → "Go to navigation link" and insert `e1cib/list/Document.ReconciliationActOfMutualSettlements`.
Filling in the header
Date. Set the last day of the reconciliation period. If you are reconciling the first quarter, the date of the act is March 31. This is not a formality: on this date, the act will be included in the list and the other party will search for it by this date.
Organization. Your legal entity. If there is only one organization in the database, it will be filled in automatically.
Counterparty. The one you are reconciling with. Note: the reconciliation is based on the entire counterparty card, not on a specific manager or warehouse.
Contract. This field is optional, and here is a fork. If you leave it blank, the program will collect calculations for all contracts with this counterparty as a single amount. If you specify a specific contract, you will only see that one. If you sell and purchase from the same partner, usually two separate reconciliations are needed: for the supply contract and for the purchase contract. Otherwise, the debt and obligation will collapse into one figure, and it will be difficult to explain it to the counterparty.
Period from … to … The start and end of the reconciliation. The most common reason for "the program did not fill anything" is that the period specified is incorrect.
Currency. By default, tenge. For a foreign currency contract, set the currency of the contract; otherwise, discrepancies with the counterparty may arise due to exchange rate differences.
"Reconciliation agreed." The flag is set at the very end, when the act is signed by both parties. After that, the document is locked from changes — so that no one can correct the signed figures retroactively.
Filling in the table: two columns, two truths
The document is divided into two tabs, and this is its essence.
"According to the organization's data." Click "Fill" → "Fill according to the organization's data", and the program collects from the database: the opening balance at the beginning of the period, all turnovers (shipments, payments, advance offsets, returns), and the closing balance.
"According to the counterparty's data." Here, the figures from the act sent by the counterparty are entered. Manually, according to their document. If you are starting the reconciliation and want to send your version to the partner for approval, click "Fill according to the counterparty's data" — the program will copy your figures, the discrepancy will become zero, and such an act will be sent for signature.
In the settings tab, check two points:
Settlement accounts. By default, standard accounts are taken: 1210 — debt of buyers to you, 3310 — your debt to suppliers, 1610 — advances you issued, 3510 — advances you received. The list can be shortened if a reconciliation is needed only for one account.
Breakdown by contracts and documents. Enable this when a discrepancy has already been found and you need to show the counterparty which specific invoice the discrepancy occurred in. For a regular quarterly reconciliation, detailing only complicates the act.
Representatives of the parties. The names and positions of those who sign. They will appear in the signatures of the printed form, and without them, the act will need to be redone.
Analyzing a live example
LLP "Astana-Trade" reconciles with the buyer LLP "Client-KZ" for the first quarter of 2026.
As of January 1, the client owed 200,000 ₸ — this is the debt from the previous year.
On January 15, goods worth 400,000 ₸ plus VAT at a rate of 16% — 64,000 ₸ were shipped to them. The debt increased by 464,000 ₸: the buyer owes the entire amount including tax. In accounting, this was done by "Sale of Goods and Services": Dr 1210 Cr 6010 for 400,000 and Dr 1210 Cr 3130 for 64,000. The cost of goods 250,000 ₸ was recorded with the entry Dr 7010 Cr 1330 — it does not affect settlements with the buyer.
On February 20, the client paid 300,000 ₸ to the settlement account: Dr 1030 Cr 1210.
Calculating: 200,000 + 464,000 − 300,000 = 364,000 ₸. This is how much the client owes as of March 31.
Here is what the act will show:
| Indicator | According to your data | According to the client's data | Discrepancy |
|---|---|---|---|
| Debt as of January 1 | 200,000 | 200,000 | 0 |
| Shipped during the period (including VAT) | 464,000 | 464,000 | 0 |
| Paid during the period | 300,000 | 300,000 | 0 |
| Debt as of March 31 | 364,000 | 364,000 | 0 |
Note the amount of the shipment. The act shows 464,000 ₸, not 400,000 ₸. The client owes you not the "cost of goods," but the entire amount of the invoice including tax — this is what is reflected on account 1210. This is the first question asked when someone sees the act for the first time.
And now the reason for the reconciliation. Suppose the client sent an act where their debt as of March 31 is 300,000 ₸. The discrepancy is 64,000 ₸, exactly the amount of VAT. This means the client recorded the shipment without tax: they accounted for 400,000 instead of 464,000. We need to find the incorrectly recorded invoice.
Another typical case: the discrepancy equals the amount of one payment. Then either you did not allocate the payment, or they paid on the last day of the period, and you recorded the document the next day.
What will happen after processing
| What is checked | Is it generated? |
|---|---|
| Accounting entries | No |
| Electronic invoice (ESF) in the information system | No |
| Accompanying invoice | No |
| Impact on month-end closing and VAT | No |
Processing only records the state of the reconciliation: both columns, signatories, period. If you open "Document Movements" and do not see any entries — that is how it should be, the document is not broken.
Printing and sending
The "Print" button provides the main form of the act: two columns, opening and closing balances, turnovers, and a block for signatures. For a foreign currency contract, a separate "in currency" form is available.
The completed act is saved in PDF or Excel and sent to the counterparty directly from the viewing form. The practice is as follows: you send your version, receive a signed scan, enter the counterparty's figures in the second column, and set the "Reconciliation agreed" flag.
What to do if something goes wrong
The program did not fill anything, the table is empty. Three reasons in order of frequency: incorrect period; the selected contract has no calculations; the list of settlement accounts does not include the account on which the debt is pending. Remove the contract filter, expand the period, check the accounts.
The balance does not match the counterparty's. This is not a malfunction; it is how the act works. Build a turnover and balance sheet for account 1210 or 3310 for the same period (section "Reports") and compare document by document. Look first at: shipments in the last days of the period, payments in the last days, returns, advance offsets, documents dated from the neighboring month.
The document does not allow changes. The "Reconciliation agreed" flag is set. Remove it, make corrections, and set it back.
The amounts differ for a foreign currency contract. The reason lies in the exchange rates: you recalculated on one date, the counterparty on another. Reconcile in the currency of the contract and print the currency form, not the tenge one.
The debt is pending, but the transaction is long closed. Most likely, the advance has not been offset. Check accounts 1610 and 3510: the amount may be there, not on the main settlement account.
Frequently asked questions
Does the reconciliation act create entries? No. It collects turnovers from already processed documents and does not change balances on accounts.
Is it necessary to issue an electronic invoice (ESF) or accompanying invoice for it? No. This is not a sales document; no tax documents are issued for it.
Which accounts are reconciled? With buyers — 1210 and advances 3510, with suppliers — 3310 and advances 1610. The list is configured in the document itself.
Can all contracts with the counterparty be reconciled at once? Yes, leave the "Contract" field empty. But if there are both sales and purchases with the partner, make two separate reconciliations — this is clearer for both parties.
Why is VAT included in the shipment? Because the reconciliation is based on the settlement account, which reflects the entire amount of the invoice including tax.
The balance does not match — where to start? With a turnover and balance sheet for the settlement account for the same period. Compare document by document, not totals.
How to protect the signed act from changes? Set the "Reconciliation agreed" flag.
Does the act affect month-end closing? No, it does not participate in regulatory operations.
Can it be printed in currency? Yes, for a foreign currency contract, there is a separate print form.
What to do after a discrepancy is found? Correct the primary document for the party that made the mistake: process the missed invoice, allocate the payment, make a correction to the debt. The act itself will be reformatted anew.
Where do the figures come from and what to look at nearby
Turnovers in the act come from documents: "Sale of Goods and Services" — for accounts 1210, 6010, 3130; "Receipt of Goods and Services" — for 3310; "Receipt to Bank Account", "Withdrawal from Settlement Account", incoming and outgoing cash orders — payments; "Debt Adjustment" — advance offsets and mutual offsets.
The reconciliation act itself does not serve as a basis for anything: discrepancies are corrected with primary documents, not with documents "based on" the act.
How to find out your release
Open the program menu "Help" → "About the Program". In the window, there will be two lines: platform version (for example, 8.3.27) and configuration release — this is what you need, in the form of 3.0.74.2.
If your release is older than the one specified at the beginning of the article, some buttons may be located differently, but the logic of the document remains the same. If it is newer — check the update description: in the release analyses, we note what has changed in the documents.
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The material was prepared based on the configuration "Accounting for Kazakhstan," version 3.0, release 3.0.74.2. Rates, accounts, and calculation procedures are according to the legislation of the Republic of Kazakhstan for 2026. When a new release is issued, check the update description: screen forms and the set of printed forms may change.