Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).
The employee returned from a business trip and brought you a stack of receipts: hotel, taxi, office supplies, lunch with a client. Before the trip, he was issued 150,000 ₸ from the cash register. Now you need to understand where the money went, whether the balance matches, who owes whom — and close the advance so that it doesn't "hang" on account 1250 indefinitely. You will do all this with one document — the "Advance Report".
1. Purpose
The "Advance Report" writes off the money previously issued to the employee for reporting (for business trips, for household needs, for the purchase of goods or services) and records what he purchased with it. The document closes the debt of the accountable person and records the goods, services, fixed assets, or allocates expenses to costs. At the same time, it reflects the input VAT on the purchases.
2. Where to find
Section "Bank and Cash" → "Cash" → "Advance Reports". The document is also available from the "Purchases" section.
The "Create" button opens a new document.
To open the list directly in 1C, copy the navigation link and paste it via "Service" → "Go to Navigation Link" (or Ctrl+F11 / menu "More"):
e1cib/list/Document.AdvanceReport
2a. How to find out your release
"Help" → "About the Program" (or the icon in the upper right corner). In the opened window, you will see the platform version (for example, 8.3.24.xxxx) and the configuration release — "Accounting for Kazakhstan, version 3.0 (3.0.74.2)". Always check the release: the layout of fields and printed forms may change between versions.
3. How to fill out
Header
| Field | Why and what will happen in case of error |
|---|---|
| Organization (mandatory) | This determines the chart of accounts and accounting policy. If there are multiple organizations and you choose the wrong one — the expenses will go to the wrong accounting. |
| Number, Date (mandatory) | The date determines the period of transactions and the exchange rate. If you set a future date — the report will not be included in the closure of the current month. |
| Individual (mandatory) | This is the accountable person. The debt on account 1250 is closed based on this. If you make a mistake — the money will be written off from someone else's account, and both balances will be incorrect. |
| Warehouse | Where the purchased goods are recorded. Required if you are filling out the "Goods" tab. |
| Purpose of the advance | Text description ("business trip to Astana"). Appears in the printed form. |
Table part — five tabs
"Advances" — here you specify what the employee was given money for. You select previously processed documents: "Cash Expense Order", "Withdrawal from Bank Account" (transfer to a card), "Issuance of Cash Documents". This is essential: without a line on this tab, the program has nothing to write off the debt from, and the entire report will turn into an overspend. You specify the issuance document and the amount credited in this report.
"Goods" (mandatory if goods were purchased) — purchased goods, materials, inventory. For each line:
- Nomenclature — what was purchased;
- Quantity, Price, Amount;
- % VAT — for Kazakhstan 2026 this is 16% (if the supplier is a VAT payer) or "Without VAT";
- Accounting Account — usually 1330 "Goods" or materials account;
- Supplier, Document (Invoice) — counterparty and details of their invoice/ESF. Without a supplier, you cannot credit VAT and create a record in the ESF accounting journal.
"Payment" — if the employee used the same advance to settle the debt with the supplier (paid for previously received goods/services). Closes the liability on account 3310.
"Other" — services and expenses that are not recorded as goods: hotel, fuel based on receipts, travel, communication services, per diem, state duties. For each line, specify Content, Amount, % VAT, Expense Account (7110, 7210, 8410, etc.) and analytics (expense item, department). This is where most travel expenses go.
"Returnable Packaging" — used rarely, for packaging from the supplier.
The final logic: the total from the "Goods" + "Payment" + "Other" tabs is compared with the total from "Advances". The difference is either an overspend (you will need to pay the employee) or a remainder (the employee will return to the cash register).
4. An example with transactions
Condition. LLP "Caspian" (VAT payer) issued manager Akhmetov A. 150,000 ₸ from the cash register based on a cash expense order. He reported:
- hotel in Astana — 56,000 ₸, including VAT 16% = 7,724.14 ₸ (supplier is a VAT payer, there is an ESF);
- travel (tickets) — 20,000 ₸, without VAT;
- office supplies for the warehouse — 11,600 ₸, including VAT 16% = 1,600 ₸;
- per diem for 4 days — 34,600 ₸ (within the norm, without VAT).
Total spent: 56,000 + 20,000 + 11,600 + 34,600 = 122,200 ₸. Remaining to be returned to the cash register: 150,000 − 122,200 = 27,800 ₸.
Transactions upon processing:
| Operation | Dr | Cr | Amount, ₸ |
|---|---|---|---|
| Hotel (without VAT) as expenses | 7210 | 1250 | 48,275.86 |
| Input VAT on hotel | 1420 | 1250 | 7,724.14 |
| Travel | 7210 | 1250 | 20,000.00 |
| Office supplies recorded in the warehouse | 1330 | 1250 | 10,000.00 |
| Input VAT on office supplies | 1420 | 1250 | 1,600.00 |
| Per diem | 7210 | 1250 | 34,600.00 |
Akhmetov's debt on account 1250 decreased by 122,200 ₸. The return of the remainder of 27,800 ₸ will be processed separately — with a Cash Receipt Order with the type "Return from accountable person", which will fully close account 1250.
If the employee had spent more than issued (overspend), the difference would remain on the Cr 1250 as your debt to him — you would return it with a cash expense order.
5. Types of operations (what the document provides)
There is no separate "operation type" field here — the type of operation is determined by the tabs:
- Acquisition of goods — "Goods" tab (Dr 1330, etc.);
- Services and travel expenses — "Other" tab (Dr accounts of classes 7/8);
- Payment to the supplier through the accountable person — "Payment" tab (Dr 3310);
- Acquisition of fixed assets/intangible assets — through the "Goods" tab with the corresponding account (or separate acceptance for accounting).
One advance report can combine all types at once.
6. What is formed upon processing
- Accounting entries — write-off from Cr 1250 to the debit of expense accounts, goods, fixed assets, liabilities; allocation of VAT to 1420.
- Movements in VAT registers — "VAT to be credited" (for lines with VAT-paying suppliers and correct supporting documents).
- Registers of mutual settlements with the accountable person (closing/increasing the debt on 1250).
- Data for the ESF accounting journal — for purchases, you reflect the received ESFs from suppliers; the document "Advance Report" does not issue ESF and VAT invoices (these are sales/movement documents), but incoming ESFs from suppliers must be reflected for VAT crediting.
7. Printed forms
By clicking the "Print" button, the following are available:
- "Advance Report" (report form for the accountable person);
- "Expense Report" / breakdown by lines (depending on the release).
The printed form is signed by the accountable person and approved by the manager — this is a supporting document for expenses.
8. Common mistakes
"The value of the 'Individual' attribute is not filled in" The accountable person is not selected in the header. The program has no one to write off from 1250. Specify the employee.
"The amount in the document does not match the amount of issued advances" (overspend/remainder) This is not a processing error, but an informational discrepancy. Check the "Advances" tab: perhaps the issuance document was not selected or the amount was not fully credited.
"VAT cannot be credited: supplier (document) not specified" On the "Goods"/"Other" tabs, the rate is 16%, but the supplier and details of their ESF/invoice are not filled in. Fill in the counterparty and document, otherwise VAT on 1420 will hang without crediting.
"Issuance document not processed" On the "Advances" tab, a cash expense order or write-off is selected that is still in draft status. First, process the issuance document.
"Goods accounting account not filled in" The item line has an empty account. Specify 1330 (or materials account).
9. FAQ
10. Related documents
Based on what is entered / what is selected:
- Cash Expense Order (issuance for reporting in cash);
- Withdrawal from Bank Account (transfer to the employee's card);
- Issuance of Cash Documents (tickets, vouchers).
What is issued after / based on:
- Cash Receipt Order ("Return from accountable person") — for the remainder;
- Cash Expense Order — for overspend (additional payment to the employee);
- Receipt of goods and services — as an alternative if the purchase is large and is issued directly to the organization;
- Acceptance of fixed assets — if a fixed asset was acquired through the accountable person.
How to find out your release
"Help" → "About the Program": the window indicates the version of the 1C:Enterprise platform and the configuration release. This instruction is relevant for "Accounting for Kazakhstan", version 3.0, release 3.0.74.2. In other releases, the layout of fields and the set of printed forms may differ.
The material was prepared for release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).