Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).
The counterparty sent a reconciliation act, but you have a different amount. You call the only number from the supplier's card — a sales manager answers, who knows nothing about the discrepancy and asks you to "write to the accountant, but I don't remember who is in charge of that." While you are looking for the right person, the response time for the act is running out. To avoid such situations, each contact person in the counterparty's card has a Role field, and the values for this field are taken from the "Contact Person Roles" reference. If you assign roles carefully, next time you will immediately see: "Akmetova A. — chief accountant," "Sergeyev I. — sales manager," "Kim V. — ESF signatory."
1. Purpose
The reference stores a list of roles that you assign to contact persons of counterparties (and your organization): manager, chief accountant, manager, warehouse keeper, ESF signatory, etc. This is a classifier — it does not create entries or generate electronic documents. Its purpose is to help you quickly understand who is responsible for what at the counterparty and to quickly find the right person during reconciliation, shipment, issuance of ESF, or calls.
2. Where to find
There is usually no direct item "Contact Person Roles" in the menu — the reference is auxiliary. You can open it in three ways:
- From the contact person's card. Section "References" → "Purchases" (or "Sales") → "Counterparties" → open the counterparty → tab/list "Contact Persons" → open the person → field "Role" → click the selection arrow → "Show all" (F4). From here, you can also create a role immediately by clicking the "Create" button.
- Through "All functions". "Main" → "All functions" → "References" → "Contact Person Roles" (the "All functions" item is enabled in "Service and settings" → "Settings" → "Parameters" → "Display the All functions team").
- By navigation link. Copy the link below, then "Service and settings" → "File" → "Go to navigation link" (or Shift+F11) and paste:
e1cib/list/Reference.ContactPersonRoles
A list of roles will open directly — convenient for initial filling.
2a. How to find out your release
Menu "Help" → "About the program" (or "Service and settings" → "Help" → "About the program"). In the opened window, you will see the platform version (for example, 8.3.24) and the line "Configuration: Accounting for Kazakhstan, version 3.0 (3.0.74.2)". This guide describes release 3.0.74.2; in other releases, the location of fields may differ slightly.
3. How to fill out
The form of the reference is extremely simple. Let's break down each field.
| Field | Mandatory | Purpose and what happens in case of error |
|---|---|---|
| Name | Yes | The text of the role that you see in the contact person's card: "Chief Accountant," "ESF Signatory," "Sales Manager." Write it as you will search for it. If left empty, the program will not allow you to save. If you write vaguely ("Contact," "Person") — the role will lose its meaning and you will be guessing again whom to contact. |
| Code | Filled in automatically | Assigned automatically upon saving. Do not touch it manually — the program uses it to link references. There is no need to change the code without reason. |
Sequence of actions:
- Open the list of roles (see section 2).
- Click "Create".
- Enter Name — briefly and unambiguously.
- Click "Save and close".
- Return to the contact person's card and select the created role in the "Role" field.
Tip for the composition of the reference. Do not create synonyms ("Accountant," "Chief Accountant," "Head Accountant") — create one option and use it everywhere. A useful minimal set for accounting in the RK: Manager, Chief Accountant, Sales Manager, Procurement Manager, Warehouse Keeper, ESF/SNT Signatory, Reconciliation Contact.
4. Analyzed example
The role reference itself does not provide numbers or entries — but the role directly affects how quickly you will resolve a real situation with money. Let's illustrate with a live example.
Situation. LLP "Altyn" (VAT payer) shipped goods to LLP "Kurylys." The sale was recorded by the document "Sale (goods, services)":
- Cost of goods excluding VAT — 100,000 ₸
- VAT 16% — 16,000 ₸
- Total amount payable — 116,000 ₸
- Cost of the batch — 70,000 ₸
Entries are generated by the sale document (not the role reference):
| Dr | Cr | Amount, ₸ | Meaning |
|---|---|---|---|
| 1210 | 6010 | 100,000 | Revenue from sales |
| 1210 | 3130 | 16,000 | VAT payable (16%) |
| 7010 | 1330 | 70,000 | Cost of goods written off |
An ESF was issued in the ESF system for 116,000 ₸.
Where roles come in. The counterparty sends a reconciliation act where the shipment amount is 112,000 ₸ (they calculated VAT at the old rate of 12%, not 16%). You need to find out who to clarify this with within an hour. You go to the card of LLP "Kurylys" → "Contact Persons" and see:
- Ospanov D. — Role: Procurement Manager (orders, delivery);
- Nurlanova G. — Role: Chief Accountant (reconciliations, ESF);
- Abaev T. — Role: ESF Signatory.
You immediately call Nurlanova G., showing that VAT should be 16,000 ₸ (16%), not 12,000 ₸ — the discrepancy is resolved. Without roles, you would have reached out to the procurement manager and wasted time. This is the practical value of the reference: it does not calculate, but saves hours in finding the right person.
5. What the reference provides (instead of "types of operations")
The reference does not have "types of operations" — it is not a document. It provides the following:
- Role indication in the contact person's card of the counterparty and your organization.
- Filter and grouping in the list of contact persons: quickly select all "Chief Accountants" or "Signatories".
- Hint when selecting a signatory for electronic documents and printed forms (who to put in the act, invoice, ESF).
- Basis for interactions/CRM (calls, emails, meetings), if the subsystem is maintained.
6. What is generated upon saving
Honestly and straightforward: this reference does not create any accounting entries, movements in registers, or electronic documents (ESF, SNT). Upon saving, only a new element of the reference with a code and name appears in the database, which contact persons then refer to. All entries, ESF, and SNT are generated by sale, receipt, invoice documents — and the role only helps select the correct contact person and signatory in these documents.
7. Printed forms
The reference "Contact Person Roles" has no own printed forms — there is nothing to print here. The role of the contact person appears in other places:
- in the list of contact persons of the counterparty (on the screen and when printing the counterparty's card);
- in the details of signatories of printed document forms (invoice, waybill, act, invoice), if you have selected a contact person with the corresponding role.
8. Common errors
"The 'Name' field is not filled out" You clicked "Save" without entering the role text. Enter the name and try again.
"The reference element cannot be deleted as it has links" (when marked for deletion and subsequently deleted) The role has already been assigned to contact persons. Through "All functions" → "Standard" → "Find links to objects", find where the role is used, replace it with another in the contact persons' cards, then delete.
Duplicate roles ("Accountant," "Chief Accountant," "Head Accountant") 1C will not issue an error, but the selection will become cluttered. Leave one option, and for the others, use "Find and remove duplicates" (section "Administration" / "All functions") to replace with the main element.
The role exists, but is not selected in the person's card The mere presence of a role in the reference does not change anything — it needs to be selected in the "Role" field for the specific contact person. An empty role field = you still do not know who is who.
Marked for deletion, but the role is still visible in the list Marked elements are physically deleted only through "Administration" → "Maintenance" → "Delete marked objects". Until then, they remain in the database.
9. FAQ
Q: Does this reference create entries? A: No. This is a classifier of contact persons. Entries (for example, Dr 1210 Cr 6010, Dr 1210 Cr 3130 for VAT 16%) are made by sale and receipt documents, not by the role reference.
Q: Is it mandatory to fill in the role for a contact person? A: No, the "Role" field for a contact person is optional. But without a role, you lose the main purpose — to quickly find the right person. At least fill it out for the accountant and signatory.
Q: How does "Contact Person Role" differ from "Position"? A: Position is an official entry from the counterparty's staff list (as in an order). Role is your working label "why do I need this person" (reconciliation, ESF, delivery). One person can be a "financial director" by position and an "ESF Signatory" by role.
Q: Can one contact person be assigned multiple roles? A: In the "Role" field of the card, only one value can be selected. If a person combines functions, create them as separate contact persons or choose the main role and describe the rest in the comments to the person.
Q: Where are these roles actually used? A: In the cards of contact persons of counterparties and the organization, in filters of the contact list, when selecting a signatory for printed forms and electronic documents, in interactions (calls, emails).
Q: Does the role affect the issuance of ESF or SNT? A: Directly — no. ESF and SNT are generated from sale/movement documents. But the role "ESF Signatory" helps avoid confusion about whom to designate as a signatory and who to contact regarding electronic documents.
Q: How to delete an unnecessary role? A: Mark it for deletion, replace it with all contact persons (through link search), then perform "Delete marked objects." If there are links to the role, the program will not allow deletion.
Q: Are there predefined roles "out of the box"? A: The set depends on the release; if the reference is empty, create your minimal list: Manager, Chief Accountant, Sales Manager, Procurement Manager, Warehouse Keeper, ESF Signatory, Reconciliation Contact.
Q: Does the role refer to the counterparty or its employee? A: To a specific contact person (individual) within the counterparty's card. Different counterparties may have their own "Chief Accountants" — the role is the same, but the individuals are different.
Q: Can the role be renamed without losing links? A: Yes. Only the name changes, the code and links are preserved — the role will appear with the new name in all contact persons' cards.
10. Related objects
- Reference "Counterparties" — this is where contact persons are created and assigned roles. The main "consumer" of the role reference.
- Reference "Contact Persons" — a card of a person with the "Role" field.
- Reference "Organizations" — contact persons of your company can also have roles (signatories, responsible persons).
- Documents "Sale (goods, services)", "Receipt (goods, services)", "Invoice" — these generate entries and ESF; the role helps select the correct signatory and contact for reconciliation.
- Interactions (calls, emails, meetings) — when maintaining CRM, the role of the contact person is used for planning and communication history.
The role reference is not introduced based on anything and does not create documents — it is an independent auxiliary classifier.
How to find out your release
"Help" → "About the program": it indicates the platform version (8.3.x) and the configuration release. If you do not have 3.0.74.2 "Accounting for Kazakhstan" (version 3.0), the location of fields may differ slightly, but the logic of the reference remains the same.
This guide was prepared for release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).