The inventory accounting account is one of the key parameters that determines which accounting accounts will automatically reflect goods, materials, and finished products in the documents of receipt, sale, and transfer. If it is not specified or specified incorrectly, the program will either not allow the document to be processed ("accounting account not filled in") or will allocate amounts incorrectly, which will then need to be corrected when closing the period. Below is a practical analysis of where this setting is stored in 1C for Kazakhstan and how to organize it correctly.
What is the inventory accounting account in 1C
In standard configurations for Kazakhstan ("1C:Accounting for Kazakhstan", "1C:Retail for Kazakhstan", "1C:Trade Management", "1C:Comprehensive Automation", "1C:ERP", and solutions for state institutions), the substitution of accounts is managed by a special information register — "Inventory Accounting Accounts". It stores the rules: for which organization, warehouse, type, and group of inventory which inventory accounting account, income account, expense account, and VAT account should be substituted in the document by default.
The logic of operation is as follows: when entering a line in the document, the program selects the most suitable record from the register — from specific to general. You can specify an account for one specific item, for an entire inventory group, for a type of inventory, or a general rule for the entire organization. The more detailed the register is filled out, the less manual labor is required when processing primary documents.
Who is affected
The setting is mandatory for almost any organization that accounts for inventory in 1C:
- Trading companies — so that goods, packaging, and related materials are allocated to different inventory accounting accounts. - Manufacturing enterprises — where it is necessary to separate raw materials, materials, semi-finished products, and finished products, as well as account for inventory by inventory groups. - Retail — where the inventory directory is large, and parameters (series, characteristics, product groups) affect the substitution of accounts. - State institutions — where their own chart of accounts and special inventory accounting rules are applied.
This topic should be kept in focus by accountants and implementers: the correctness of the register directly affects the automatic filling of entries and, consequently, the reliability of the trial balance and reporting.
How to set up inventory accounting accounts
The general sequence of actions in 1C configurations for Kazakhstan looks like this:
1. Determine the structure of inventory. Pre-think the types and groups of inventory (goods, materials, products, services). It is most convenient to link accounts to them rather than to each card separately. 2. Open the register "Inventory Accounting Accounts". In most configurations, it is accessible from the accounting settings section or from the inventory card/list via the account setup link. 3. Create records from general to specific. First, set a general rule for the organization (one "default" line), then add more detailed records for specific types, groups, warehouses, or individual items where exceptions are needed. 4. Fill in the necessary accounts. The record specifies the inventory accounting account, as well as the income, expense, cost, and VAT accounts that will be substituted in the sale and write-off documents. 5. Check the substitution. Create a test receipt document and ensure that the accounts are filled in automatically and correctly.
In ERP and comprehensive configurations, the mechanism may be different: there, substitution is often implemented through groups of financial accounting for inventory, which are then matched with accounts in the settings of regulated accounting. Partner instructions describe how to set up different accounts without using financial accounting groups — this is useful in non-standard scenarios.
Typical errors and what to pay attention to
- Error "accounting account not filled in." Most often means that there is no suitable record in the register for a specific inventory or its group. The solution is to add a general rule and/or a specific record. - Duplication of rules. If several overlapping records are specified, it is important to understand the priority of substitution; otherwise, the account may be substituted incorrectly. - Discrepancy with the chart of accounts. The accounts specified in the register must exist in the working chart of accounts and correspond to the chart applied in the organization. For state institutions and commercial organizations, the charts of accounts differ. - Connection with electronic documents. When working with electronic invoices (ESF) and virtual warehouses, inventory is matched with product names and classifiers. Correct setup of the directory and accounts helps avoid problems when exporting and exchanging data with state systems.
When to perform the setup
It is best to perform the account setup at the stage of implementation or the beginning of accounting in the database — before mass document entry. If accounts are changed "retroactively," previously processed documents will need to be reprocessed, which may affect closed periods and require recalculation of costs. When new types of goods appear or accounting policies change, the register is supplemented with new records without deleting historical ones.
Frequently asked questions
Where in 1C is the inventory accounting account setting stored? — In the information register "Inventory Accounting Accounts"; in 1C:ERP, substitution is done through financial accounting groups matched with accounts in the accounting settings.
Can one account be set for the entire inventory at once? — Yes, it is sufficient to create one general "default" record for the organization, and for exceptions, add more detailed rules by types, groups, or individual items.
Why does the error "accounting account not filled in" occur when processing a document? — Because there is no suitable record in the register for this inventory (or its group). You need to add a general rule or a specific record for a particular item.
Do the settings differ for commercial organizations and state institutions? — Yes, they use different charts of accounts and inventory accounting rules, so the accounts in the register and their purposes will differ depending on the configuration.
Can the accounting account be changed after document entry? — Technically yes, but previously processed documents will need to be reprocessed; in closed periods, this is done cautiously to avoid distorting costs and reporting.
Sources
- Reports — "Accounting for Kazakhstan" (1C:ITS): section "Setting Inventory Accounting Accounts"
- Setting up inventory accounting by inventory groups — "Accounting for Kazakhstan" (1C:ITS)
- Inventory — "Accounting for State Institutions of Kazakhstan", ed. 4.0 (1C:ITS)
- Accounting setup — "1C:ERP Enterprise Management 2 for Kazakhstan", ed. 2.4 (1C:ITS)
- Inventory groups — "Managing a Manufacturing Enterprise for Kazakhstan", ed. 1.3 (1C:ITS)
- Directory "Inventory" in 1C:Accounting for Kazakhstan — manual (BuhGPT)
- Virtual warehouse — Committee of State Revenues of the Ministry of Finance of the RK
- Electronic invoices — section of the State Revenue Committee (IS ESF, API, and integration)