---
title: "Incoming Email in 1C \"Accounting for Kazakhstan 3.0\": How to Accept, Register, and Process Correspondence from a Counterparty"
country: KZ
lang: en
author: Сапа Т.И. (https://buhgpt.kz/authors/sapa-ti)
date: 2026-09-07
canonical: https://buhgpt.kz/suraqtar/elektronnoe-pismo-vhodyashchee-v-1s-buhgalteriya-dlya-kaz-en
source: BuhGPT
---

# Incoming Email in 1C "Accounting for Kazakhstan 3.0": How to Accept, Register, and Process Correspondence from a Counterparty

> **TL;DR:** Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0). The counterparty has sent you an act of completed work via email. The amount in the email is 3,500,000 ₸, while your order stated 3,200,000 ₸. Previously, you would have printed the email, placed it in a fo

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Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).

The counterparty has sent you an act of completed work via email. The amount in the email is 3,500,000 ₸, while your order stated 3,200,000 ₸. Previously, you would have printed the email, placed it in a folder, and forgotten where it was. Now you want this email to live directly in the database: linked to the counterparty and the contract, so that the attachment (the act in PDF) does not get lost, and so that you can immediately create a "Receipt of Goods and Services". This is exactly why there is a document "Incoming Electronic Mail" in the database — a record of one received email within the built-in email client of 1C.

It is important to note: this is a correspondence document, not an accounting document. It does not create entries, does not generate electronic invoices (ESF) or tax returns, and does not affect VAT. Its purpose is to save the email, attachments, and connection with the counterparty, and based on the email, you enter the actual accounting document, where the amounts, invoices, and 16% VAT appear.

1. Purpose

"Incoming Electronic Mail" stores one incoming email: sender, subject, text, attachments, and date of receipt. It links correspondence with the counterparty, contract, or transaction and serves as a starting point for entering accounting documents. The document is created automatically when loading the mail; manually — rarely.

2. Where to find

The document lives within the built-in email client and the "Interactions" subsystem.

- Through mail: section "Main" (or "Sales") → "Mail" / "Current Affairs" → incoming emails. A double click on the line opens the email record.

- Through the counterparty: counterparty record → tab/hyperlink "Interactions" (correspondence) → the needed email.

- A complete list of all incoming emails is more conveniently opened via a navigation link.

1C Navigation Link:

e1cib/list/Document.IncomingElectronicMail

To open via the link: menu "Service" → "Go to Navigation Link" (or Ctrl+F11 in the web client), paste the line above, click "Go" — a list of all incoming emails will open.

For emails to be actually loaded, you must have a configured email account: section "Administration" → "Organizer" / "Mail" → "Email Accounts". Without a configured account, the list of incoming emails will be empty.

2a. How to find out your release

Menu "Help" → "About the Program" (or the ℹ️ icon in the upper right corner). In the opened window:

- Platform version — for example, 8.3.24.xxxx;

- Configuration — Accounting for Kazakhstan, version 3.0;

- Release — for example, 3.0.74.2.

The instruction is relevant for release 3.0.74.2. In adjacent releases, the fields and buttons are the same; the location of menu items may differ slightly.

3. How to fill out

Usually, the record is already filled out — the email came from the server, and all fields were pulled from the email itself. You just need to process it: link it to the counterparty, set the status, and if necessary, create an accounting document. Below is what each field means and the consequences of errors.

Field
Purpose
If filled incorrectly

Email Account (mandatory)
The mailbox to which the email was sent. Determines from whose name you will reply.
The reply will go from the wrong address or may not be sent at all.

From (Sender) (mandatory)
E‑mail and name of the person who sent the email. Automatically pulled in.
The email will not link to the counterparty's record, and the correspondence will "hang" separately.

To / CC
Recipients of the email. Informative.
Does not critically affect anything.

Subject
The title of the email, used for searching in the list.
The email will be hard to find through search.

Date of Receipt (mandatory)
When the email was received. Set automatically.
Sorting and chronology of correspondence will be disrupted.

Email Text
The body of the email. Loaded as is.
—

Attachments
Files from the email (act, invoice, contract in PDF/Excel). Stored together with the email.
If you lose the original document, you will have to request it from the counterparty again.

Importance
High / Normal / Low. For sorting urgent matters.
Not critical.

Counterparty / Contact Person
Who the email is related to. Fill in manually if it was not determined by the address.
The email will not appear in the history for the counterparty.

Subject (Basis for Interaction)
The contract, order, transaction to which the email relates.
The correspondence will not link to the contract — it will be harder to gather the history of the transaction.

Reviewed / Status
Flag "email processed". Removes it from "unprocessed".
The email will remain in the to-do list as unread.

Responsible
Who is handling this correspondence.
The email will not appear in someone else's/your task list.

The minimum to have the email "in the system": check the Sender, link the Counterparty, if necessary specify the Subject (contract), and set the "Reviewed" flag when processed.

4. Analyzed Example

Situation. On September 7, 2026, an email arrived at your inbox buh@company.kz from LLP "Astana Supply" (sales@astanasnab.kz). Subject: "Act and Invoice for August". Attached is an act for 3,500,000 ₸ and an invoice. Your order to the supplier stated 3,200,000 ₸ — a discrepancy of 300,000 ₸.

Step 1. Open the email. The record is already filled: email account buh@company.kz, sender sales@astanasnab.kz, subject, date 07.09.2026, with two PDFs attached.

Step 2. Link to the counterparty. In the "Counterparty" field, select LLP "Astana Supply", in "Subject" — supply contract No. 14. Now the email is visible from the counterparty's record.

Step 3. The email does not create entries. I emphasize: after recording the "Incoming Electronic Mail", no entries appear in the accounting register. This is correspondence.

Step 4. Create an accounting document based on it. Button "Create Based On" → "Receipt of Goods and Services" (or enter it manually and attach the email as the basis). Enter the actual amount from the act — 3,500,000 ₸ without VAT, VAT 16% on top = 560,000 ₸, total 4,060,000 ₸.

Now, when processing this document (not the email), entries are generated:

Debit
Credit
Amount, ₸
Description

1330 "Goods"
3310 "Accounts Payable to Suppliers"
3,500,000
Receipt of goods according to the act

1420 "VAT Recoverable"
3310 "Accounts Payable to Suppliers"
560,000
VAT 16% on the invoice

You resolve the discrepancy of 300,000 ₸ through correspondence: you reply directly from this email (the "Reply" button), and the response will be saved as an "Outgoing Electronic Mail", linked to the same counterparty and contract. The entire history — amounts, act, your objections — is collected in one place.

In summary: the email stores the fact of receipt and the original document, while the entries and 16% VAT live in the "Receipt of Goods and Services", which the email leads to via the "Create Based On" button.

5. Types of Operations

The "Incoming Electronic Mail" does not have types of operations in the accounting sense (unlike, say, a payment order). There are only status indicators of the email itself:

- Importance: High / Normal / Low.

- Reviewed: yes / no (processed or awaiting processing).

- Read: yes / no.

- Folder: inbox, spam, deleted, user folders.

6. What is generated upon processing

The correspondence document does not create accounting entries and does not generate electronic documents ESF or tax returns — these documents are issued separately (sales/receipts → integration with the ESF information system). When recording the "Incoming Electronic Mail", only the registers of the "Interactions" subsystem are processed:

- Interaction Subjects — linking the email to the contract/order/counterparty;

- Interaction Participants — sender and recipients;

- Interaction States — flags "read / reviewed";

- Interaction Folders — categorization by email folders.

No movements on accounts 1210, 1030, 3310, 3130, 6010, etc. are made by the email — they only appear in the accounting document entered based on it.

7. Print Forms

The set of prints for the email is minimal — it is not a primary document:

- Print email text — a printout of the body of the email with details (from whom, to whom, subject, date). The "Print" button in the email form.

- Print attachments — open the attached file (act, invoice) with a standard program and print it.

Full-fledged print forms (act, invoice, electronic invoice, ESF) are printed from accounting documents, not from the email.

8. Common Errors

"No email account found for sending/receiving mail"
The mailbox is not configured. Go to "Administration" → "Organizer" / "Mail" → "Email Accounts", create a record, specify the IMAP/POP3 server, login, and password (for Gmail/corporate mail — application password).

"Error receiving emails: server not responding / incorrect login or password"
Incorrect server parameters or outdated password. Check the server address and port, enable encryption (SSL/TLS), for mail with two-factor authentication use the application password, not the regular one.

The email arrived but did not link to the counterparty
The sender's address does not match the address in the counterparty's record. Open the email, manually specify the "Counterparty" and "Contact Person", and in the counterparty's record, enter this e-mail — subsequent emails will link automatically.

Attachment does not open / "File is corrupted"
The email did not load completely (connection interruption) or the attachment is too large and was cut off by settings. Reload the mail; if necessary, increase the attachment size limit in the account settings and ask the sender to resend the file.

"Failed to create document based on"
The counterparty is not filled in or the counterparty does not have a valid contract of the required type. First, specify the counterparty and contract in the email, then repeat "Create Based On".

9. FAQ

What is the difference between "Incoming Electronic Mail" and a regular email?
They are the same — just an email saved as a 1C database object. It is stored in the database along with attachments and linked to the counterparty, contract, and correspondence history, not just on the mail server.

Does this document create entries?
No. This is a correspondence document. Entries and 16% VAT appear only in the accounting document (for example, "Receipt of Goods and Services") that you enter based on the email.

Does the email generate ESF or tax returns?
No. Electronic invoices (ESF) and tax returns are issued from sales/receipts documents, not from the email.

Is it necessary to process the email?
It is enough to record it. The key action is to link it to the counterparty and set the "Reviewed" flag when processed.

Can I reply directly from the email?
Yes, the "Reply" button creates an "Outgoing Electronic Mail" with the same counterparty and subject. All correspondence remains linked.

How to find all emails for one counterparty?
Open the counterparty record → hyperlink "Interactions" (correspondence). There are collected incoming and outgoing emails, calls, and meetings for this counterparty.

What to do with the attached act or invoice?
The attachment remains in the email as a file. Based on it, enter the accounting document (receipt/sale) with actual amounts and 16% VAT, and leave the email as the basis.

Can I delete the email?
You can mark it for deletion, like any document. But it is better to move it to the "Deleted" folder or archive — this way you will not lose the history and original document for the transaction.

Why did the email not link to the contract?
The "Subject (Basis for Interaction)" is not filled in the email. Manually specify the contract or order — then the email will enter the history for this transaction.

How to load old emails accumulated before setting up 1C?
Configure the email account and perform the initial load via IMAP — 1C will download emails from the server and create documents for them.

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_BuhGPT — ИИ-помощник для бухгалтеров Казахстана: https://buhgpt.kz_