Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).
The situation is familiar. You are submitting form 200.00, the program checks the employee details — and for one person, a warning appears: the identity document is not filled in. Or the employee brought a new ID (the old one expired, changed due to age), but the outdated number is still in the database, which carries over to all references and electronic documents. You open this object — "Identity Documents". Here, the entire history of passports and identity documents of the individual is stored: series, number, issued by whom and when, valid until what date.
1. Purpose
The document registers the details of the identity document of the individual (ID of the RK, passport, residence permit, etc.). It maintains a history of such documents for each person and provides current data in personnel reports, tax forms (200.00, 910.00), references, and printed forms where identification of the individual is required.
This document does not create accounting entries — it is a record-keeping and personnel registrar, not a calculation document. More details below.
2. Where to find
You can open it in two ways:
- From the individual’s card (the main way): section "Payroll and Personnel" → "Individuals" → open the required person → in the card, the link/command "Identity Documents". The "Create" button creates a new record.
- From the list of all records — via the navigation link in 1C. Copy it, then in 1C: main menu → "Service" → "Links" → "Go to navigation link" (or Ctrl+F11 depending on the platform) and paste:
e1cib/list/Document.IdentityDocuments
2a. How to find out your release
Menu "Help" → "About the program" (or the "i" icon in the upper right corner). In the opened window, you will see the platform version (for example, 8.3.x) and the line "Configuration: Accounting for Kazakhstan, version 3.0 (3.0.74.2)". If your release is higher — the interface matches, the differences are minimal.
3. How to fill out
Filling out takes a minute. Let's break down each field — why it is needed and what will happen in case of an error.
| Field | Mandatory | Why and what will happen in case of an error |
|---|---|---|
| Date | Yes | The date of registration of the record in the database (do not confuse with the date of issuance of the document). It builds the chronology: the program determines which document is valid for the required period. If you set a backdated date earlier than the old document — the old one will become "valid". |
| Individual | Yes | The owner of the document. An empty field means the record is not linked to anyone and will not pull through anywhere. If you selected the wrong person — someone else's passport details will go into reports and references. |
| Type of document | Yes | Selection from the classifier (ID of the RK, Passport of a citizen of the RK, Residence permit for a foreigner, Stateless person's ID, Birth certificate, Passport of a foreign citizen, etc.). An incorrect type means an erroneous document code in form 200.00 and in the electronic invoice (ESF) for the individual. |
| Series | No | ID of the RK does not have a series — leave the field empty, only fill in the number. For foreign passports, the series is indicated. Do not invent a series for the Kazakh ID. |
| Number | Yes | Key identifier. A typo in the number means a discrepancy with the database of the GBD FL, reporting deviations, refusal to accept SZW/declarations. Check digit by digit. |
| Date of issuance | Yes | The date when the document was issued by the authority. It affects the determination of validity and printed forms. If the date of issuance is later than the date of the registering document — the program will warn you. |
| Issued by | Recommended | The issuing authority (for the RK — "MVD RK" / "Ministry of Internal Affairs of the Republic of Kazakhstan"). Needed in references and personnel forms. If empty — the form will come out with a dash. |
| Valid until (expiration date) | Recommended | The expiration date. You track expired documents by it. If left empty — there will be no reminder for replacement. |
| Department code | No | Filled in for documents where it exists (relevant for some passports). Usually not required for RK IDs. |
Sequence of actions: select individual → specify type of document → enter series (if any) and number → date of issuance and issued by whom → expiration date → post ("Post and close").
Important about history. When a person changes a document, do not edit the old record and do not delete it. Create a new record with a later date. This way, the history will be preserved: for past periods, reports will take the old document, for new ones — the new.
4. Analyzed example
Situation. Employee Akhmetov A. A. (IIN 850312300123) received a new ID of the RK in place of the expired one. The old one in the database: No. 025554321, issued on 10.01.2016, valid until 10.01.2026. New ID: No. 041234567, issued on 15.01.2026 by MVD RK, valid until 15.01.2036.
What you do. Open the individual Akhmetov → "Identity Documents" → "Create" and fill in:
- Date: 20.01.2026
- Individual: Akhmetov A. A.
- Type of document: ID of the RK
- Series: (empty)
- Number: 041234567
- Date of issuance: 15.01.2026
- Issued by: MVD RK
- Valid until: 15.01.2036
You post it. The old record (No. 025554321) remains — it will remain valid for periods up to 20.01.2026.
No accounting entries Dr/Cr are generated in this case. The document does not affect accounting accounts (neither 1210, nor 3350, nor 3120 — none). It only affects personnel and reference data. Therefore, amounts, VAT (16%), individual income tax, etc. are irrelevant here — this is not a calculation document.
What actually changes: in the information register, a current record appears — when generating form 200.00 for Q1 2026, references, and ESF for the individual, the program will take the new number 041234567, not the expired one.
5. Types of operations
The document does not have a switch for types of operations. The type of registered document is determined by the field "Type of document" (ID, passport, residence permit, etc.). One registrar document = one document for a specific individual.
6. What is generated upon posting
- Entries (Dr/Cr): none. The document is not accounting.
- Movements in the information register with the passport details of the individual: the set "individual + type of document + series + number + date of issuance + issued by + expiration" is recorded. This data is the source for reports and printed forms.
- Electronic documents (ESF, SNT): the document does not issue them. But the details of the ID are used when issuing ESF for the individual (recipient's details) and in tax forms.
Check movements: in the posted document → button "Dr/Cr" / "Document movements" — you will see the record of the information register (there will be no entries in the accounting tab — this is normal).
7. Printed forms
The registrar document usually does not have its own printed form — there is no need to print "identity document". The data of the document is displayed:
- in the personal card of the employee (personnel printed forms);
- in references with the details of the individual (income certificate, etc.);
- in tax reporting — form 200.00 (individual income tax and social payments), form 910.00 — in terms of identification of the individual;
- in ESF, if the recipient is an individual.
8. Common mistakes
"The field 'Individual' is not filled in" The owner is not selected. Specify the individual — without it, the record is meaningless.
"The field 'Number' is not filled in" Empty number. Enter the document number exactly as in the original.
The old (expired) document remains valid The reason is that the new record was created with a date earlier than the old one, or the old one was edited incorrectly. Check the "Date" field: the new document's date must be later than the previous one. Do not edit the old record — create a new one.
In form 200.00 / reference, the document number is empty or incorrect Either the record is not posted, or the date of the record is later than the reporting period, or there is a typo in the number. Open the history of the individual’s documents, check the date and numbers.
Duplicate records The same document has been entered twice. Mark the extra one for deletion ("More" → "Mark for deletion"), leave one correct record.
The date of issuance is later than the date of registration — the program will warn about the illogicality. Correct one of the dates.
9. FAQ
(see the FAQ block)
10. Related documents
- Individuals (directory) — the "parent" of this document: the record is always linked to a specific individual and is created from their card.
- Employees / hiring — when registering an employee, the details of the ID are taken from here; it is convenient to create the document before/during hiring.
- Tax reporting (forms 200.00, 910.00), income certificates, ESF for the individual — data consumers: they pull the current document as of the date of generation.
How to find out your release: menu "Help" → "About the program" — there you will find the version of the 1C:Enterprise platform and the release of the configuration.
Material prepared for "Accounting for Kazakhstan", version 3.0, release 3.0.74.2.