Verified on release 3.0.74.2 "Accounting for Kazakhstan" (edition 3.0).
You are reconciling virtual warehouse balances with the IS ESF system before issuing an SNT. And you see a familiar picture: the same item — "Granulated sugar, kg" — appears in the list twice. One line has the TN VED code filled in, the other does not; one has a balance of 500 kg, the other 300. You cannot ship it out of the warehouse: the quantities are "smeared" across two positions, and when generating the SNT the system picks up the wrong one. It is exactly at this moment that you open "Control of Duplicate Goods in Virtual Warehouses." This is a utility tool that finds such pairs and consolidates them into a single position, so that the virtual warehouse balance becomes correct.
1. Purpose
The document finds doubled item positions in virtual warehouses (accounting for SNT and IS ESF) and merges the duplicate with the original. After posting, the quantity, receipts, and write-offs for the item are gathered under a single item, and the virtual warehouse balance stops "doubling."
2. Where to Find It
The document is a utility one, so it is not brought out as a separate command in the main interface. It can be opened in two ways:
- Section "Sales" (or "Purchases") → group "Electronic Invoices" / "Virtual Warehouse" → service processing for the virtual warehouse. From here duplicate control is called when reconciling balances.
- Directly via a navigation link. Menu "Service" (or the link icon) → "Go to navigation link" and paste:
e1cib/list/Документ.КонтрольДублированияТоваровНаВиртуальныхСкладах
A list of all posted and draft control documents will open. The "Create" button — a new document.
2a. How to Find Out Your Release
"Help" → "About the Program" (or the "i" icon in the upper right corner). In the window that opens you will see the platform version (for example, 8.3.24.xxxx) and the configuration release — the line "Accounting for Kazakhstan, edition 3.0 (3.0.74.2)." Printed forms, the set of fields, and the virtual warehouse logic are tied to the configuration release: if you have a different number, individual screens may differ.
3. How to Fill It In
The document is short, but each field affects which balances get merged.
| Field | Required | Why and what happens on error |
|---|---|---|
| Organization | Yes | The virtual warehouse is maintained separately for each legal entity. Make a mistake — and you will "treat" duplicates of the wrong organization, while your own will remain. |
| Date | Yes | Determines at which moment the virtual warehouse movements are reassembled. Set a date no earlier than the date the duplicate appeared, otherwise part of the movements will not be captured. |
| Number | Filled in automatically | Do not touch it without reason — continuous numbering is needed for order in the journal. |
| Responsible / Comment | No | It is useful to indicate why the duplicates were merged (for example, "after loading the SNT from the supplier"). When investigating disputed balances, this saves time. |
The tabular section is the heart of the document. In each line you specify a pair "what we keep" and "what we remove":
- Item (original) — REQUIRED. The item under which the balances should be gathered. Usually this is the position with correctly filled codes (TN VED / KPVED, origin attribute, unit of measure by classifier).
- Duplicate item — REQUIRED. The doubled position whose movements need to be transferred to the original. If you swap the original and the duplicate, the "correct" card disappears from the balances, and an incomplete one remains.
- Unit of measure / codes (TN VED, KPVED, item attribute) — filled in from the original. Check that the original's codes are in place: it is exactly they that will go into the SNT. An empty TN VED code for an excisable or traceable item is a direct cause of the SNT being rejected in IS ESF.
- Quantity / balance — shows, for reference, how much is recorded for the duplicate. Verify it against the actual amount before posting.
Filling the table manually is not mandatory: the form has "Fill" / "Find Duplicates" — the command itself selects pairs of goods with matching names (or codes) in the virtual warehouse. Then you visually check that the original is selected correctly and delete the extra lines.
The procedure for merging duplicates may differ slightly between sub-releases 3.0.7x — this point is worth checking against the description for your release (this is the only place in the instructions that depends on the version).
4. A Worked Example with Numbers
Situation. LLP "Astana-Trade" (VAT payer, rate 16%). In the virtual warehouse, after loading incoming SNTs, the item "Granulated sugar, kg" doubled up:
| Position | TN VED code | Balance in warehouse |
|---|---|---|
| Granulated sugar, kg (original) | 1701 99 100 0 | 500 kg |
| Granulated sugar, kg (duplicate) | not filled in | 300 kg |
In total there are actually 800 kg in the warehouse, but you cannot issue an SNT for 800 kg — one card has 500, the other 300, and the TN VED code of the second is empty.
What you do.
- Create a document, Organization — LLP "Astana-Trade," date — current.
- Click "Find Duplicates," the system offers a pair. You keep the position with code
1701 99 100 0as the original, and the second as the duplicate. - Post it.
Result after posting. The virtual warehouse movements of the duplicate are transferred to the original:
| Position | TN VED code | Balance |
|---|---|---|
| Granulated sugar, kg | 1701 99 100 0 | 800 kg |
Now you can issue an SNT for the sale of 800 kg with the correct code.
About Dr/Cr entries. Here is an important and honest caveat: this document does not generate accounting entries (Dr/Cr) and does not touch accounts 1330, 6010, 7010, 3130. The virtual warehouse is a separate accounting circuit for the quantity of goods for the state SNT/ESF system; it lives in information and accumulation registers, not in accounting accounts. Therefore the balance sheet for account 1330 will not change after this document — only the virtual warehouse balance will change.
To link it with accounting: the sale itself of 800 kg of sugar, say for 400,000 ₸ excluding VAT, is drawn up by a separate "Sales of Goods and Services," and there the entries will appear: Dr 1210 Cr 6010 — 400,000 ₸ (income), Dr 1210 Cr 3130 — 64,000 ₸ (VAT 16%), Dr 7010 Cr 1330 — for the cost of goods. The duplicate control document merely prepares the virtual warehouse so that this shipment goes through IS ESF without errors.
5. Types of Operation
The document is highly specialized; as a rule it does not have a separate "type of operation" selection in the header. In essence it performs one operation — merging duplicate goods in the virtual warehouse (transferring movements from the duplicate to the original). Use cases:
- merging duplicates that arose after loading incoming SNTs from suppliers;
- merging duplicates after a bulk entry/exchange of virtual warehouse data;
- "tidying up" the warehouse before an inventory of balances in IS ESF.
6. What Is Generated Upon Posting
- Accounting entries — not generated (see the example).
- Movements in virtual warehouse registers — yes. The document corrects the registers of goods accounting in the virtual warehouse: it removes movements for the duplicate item and adds them to the original item, so that the receipt/expense/balance are gathered into a single position.
- Electronic documents (ESF, SNT) — not issued. The document does not create them and does not send them to IS ESF. It only prepares a correct balance from which the SNT for sale/transfer is then generated.
- The register "Goods in the Virtual Warehouse" (balances by TN VED/KPVED codes) — is brought to the state "one item = one balance."
7. Printed Forms
The utility document has no printed "primary documentation" — it is an internal tool, not an accounting primary document. At your disposal:
- Report on document movements (the "Dr/Cr" / "Document Movements" button) — will show which virtual warehouse register records were created/deleted.
- Report on virtual warehouse balances — is not a printed form of the document itself, but it is exactly what you use to check the result "before/after."
8. Common Mistakes
- "The 'Item' (original) field is not filled in" / "The duplicate item is not filled in." An empty line in the table. Delete the empty lines or fill in the pair completely.
- "The original item and the duplicate item are the same." You selected the same item in both columns — there is nothing to merge. Specify different positions.
- "The TN VED (KPVED) code of the item is not filled in." After merging, the original remains without a code — such an item will not pass the SNT. Fill in the classification code in the item card, then repost.
- "The document balance differs from the virtual warehouse balance." Between filling in and posting, a new movement occurred for the item (another SNT was loaded). Refill the table with the "Find Duplicates" command and post again.
- After posting, the balances did not reconcile. A common cause is that the original and duplicate were swapped: the movements went to the incomplete card. Cancel posting, swap them, and post again.
9. FAQ
Q: Does this document make Dr/Cr entries? A: No. This is a virtual warehouse utility document. It moves quantitative accounting registers for SNT/ESF, but does not affect accounting accounts (1330, 6010, 7010, 3130). The balance sheet does not change after it.
Q: Will the item balance on account 1330 change after posting? A: No. The accounting balance on 1330 lives separately from the virtual warehouse. The document aligns only the virtual warehouse.
Q: Will the document send anything to IS ESF? A: No. It neither generates nor sends either ESF or SNT. It only prepares a correct balance so that the subsequent SNT passes without errors in codes and quantity.
Q: What to choose as the original and what as the duplicate? A: The original is the card with correctly filled classification codes (TN VED/KPVED), origin attribute, and unit of measure. The duplicate is the "incomplete" position; its movements will be transferred to the original.
Q: Where do duplicates on the virtual warehouse come from at all? A: Most often when loading incoming SNTs from suppliers and during data exchange: the same item is entered again (with a different code or without one), and the balances are distributed between two cards.
Q: Can several pairs be merged in one document? A: Yes. In the tabular section, add as many "original — duplicate" lines as pairs you found. The "Find Duplicates" command selects them automatically.
Q: How to check the result? A: Generate a report on virtual warehouse balances before and after posting, or click "Document Movements" and see what was recorded in the registers.
Q: How to undo if merged incorrectly? A: Cancel posting of the document — the virtual warehouse register movements will be rolled back. Then correct the pairs (original/duplicate) and post again.
Q: Does the VAT rate affect this document? A: No. The document works with the quantity and codes of the item, not with amounts and taxes. The VAT rate of 16% will be applied later — in the sales document that issues the SNT/ESF.
Q: Is it mandatory to fill in the TN VED code for the original? A: For excisable, imported, and traceable goods — yes, without the code the SNT will not be accepted. For the rest, check the requirements for your item, but it is better to always fill it in.
10. Related Documents
- What gives rise to the need: loading of incoming SNTs from suppliers, goods receipt documents, data exchange with IS ESF — it is exactly they that fill the virtual warehouse and generate duplicates.
- What you draw up after it: an SNT for sale/transfer and an ESF — already based on the merged, correct balance. Also sales of goods and services (where the accounting entries and 16% VAT will appear).
- What you use to verify: reports on virtual warehouse balances and reconciliation with the IS ESF personal account.
How to Find Out Your Release
"Help" → "About the Program". The line with the platform version (8.3.xx) and the configuration release — "Accounting for Kazakhstan, edition 3.0 (3.0.74.2)." If the number differs, individual screens and commands may look different.
This guide was prepared for 1C:Accounting for Kazakhstan, edition 3.0, release 3.0.74.2.