Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).
The counterparty sent an invoice, you sit down to record the goods — but the program does not allow you to process the document: "The 'Warehouse' field is not filled in." Or worse: the balances for the same goods are "spread" across three warehouses with similar names ("Main", "Main warehouse", "Warehouse No. 1"), and the figures in the "Goods Balances" report do not match the reality on the shelf. All this is about the "Warehouses" reference book. It is small, filled out once and forgotten, but it determines where your goods are recorded and whether the inventory will match.
1. Purpose
The "Warehouses" reference book (storage locations) stores a list of places where your goods, materials, finished products, and retail goods are physically located. Each warehouse is a separate "slice" of inventory accounting: balances, receipts, and expenditures are always calculated in relation to the warehouse. No document for the movement of goods can be processed without a warehouse.
2. Where to find
- Through the section:
Reference books→ block "Goods and Services" → Warehouses. - The reference book can also be opened from any document with goods (Receipt, Sale, Transfer, Inventory) — in the "Warehouse" field, click the selection button → "Show all".
- 1C navigation link:
e1cib/list/Reference.WarehousesCopy it, then in 1C:Main menu(icon ≡ in the upper left) →Service→Go to navigation link→ paste → OK. The list of warehouses will open immediately.
2a. How to find out your release
Click on the icon ? or open the main menu → Help → About the program. In the opened window, you will see two lines: platform version (for example, 8.3.24.x) and configuration release — "Accounting for Kazakhstan, version 3.0 (3.0.74.2)". Focus specifically on the configuration release: the arrangement of fields may differ between releases.
3. How to fill in
Open the list of warehouses and click "Create". Let's go through the fields.
| Field | Mandatory? | Purpose and consequences of error |
|---|---|---|
| Name | ✅ Yes | This is how the warehouse is visible in all documents and reports. Write unambiguously: "Main warehouse", "Store on Abay". If you create a duplicate ("Main" and "Main warehouse"), the balances will be split between two warehouses, and the inventory will not match. |
| Parent (group) | No | Hierarchy. Useful if there are many warehouses (separate for wholesale, separate for stores). It does not affect accounting, only the convenience of searching. |
| Warehouse type | ✅ Yes | Determines the logic of operation: Wholesale warehouse — accounting at cost, retail is not processed; Retail store (automated trading point, ATP) — can keep summary/quantity accounting of sales; Non-automated trading point (NTT) — accounting at selling prices, goods are immediately "for sale". If you make a mistake with the type — you will not be able to process retail documents or will receive incorrect cost. |
| Responsible person (MOL) | Recommended | Materially responsible person. It is included in inventory acts and invoices, appears in printed forms. If not filled in — the inventory act will be blank, and you will have to write it manually. |
| Subdivision | No | Linking the warehouse to the subdivision of the organization. It affects cost analytics and reports by subdivisions. |
| Goods accounting method (only for retail) | ✅ for NTT | By acquisition cost or By selling prices. For NTT, it is usually "by selling prices" — then account 1350 and trade markup work. Incorrect choice distorts cost and markup. |
| Price type / Pricing rule (for retail) | For ATP | From which price type to take the retail price when processing the receipt. Without it, the cash register will not substitute the price. |
| Comment | No | Free note (address, phone of the warehouse keeper). It does not affect accounting. |
After filling in — "Save and close". The first created warehouse automatically becomes the main one (it is substituted in new documents by default); you can change the main one in Administration → Functionality / user settings.
Tip: if you do not need warehouse accounting in terms of storage locations (one point), still leave one warehouse — the program requires it in documents. You can completely disable warehouse accounting in
Administration→Functionality→ "Inventory" tab → uncheck "Warehouse accounting", then the "Warehouse" field in documents will be hidden.
4. An example with entries
Situation. LLP "Astra" (VAT payer) purchases goods and records them in the "Main warehouse" (type — Wholesale). Supplier — LLP "Supply". Delivery: phones, 20 pcs at 100,000 ₸ excluding VAT.
We calculate VAT at the rate of 16% (Kazakhstan, 2026):
- Cost excluding VAT: 20 × 100,000 = 2,000,000 ₸
- VAT 16%: 2,000,000 × 0.16 = 320,000 ₸
- Total payable: 2,320,000 ₸
Create the document Purchases → Receipt (acts, invoices) → type "Goods", in the header in the Warehouse field select "Main warehouse".
When processed, the entries are formed:
| Dr | Cr | Amount, ₸ | Content |
|---|---|---|---|
| 1330 | 3310 | 2,000,000 | Goods received in the warehouse (short-term liability to the supplier) |
| 1420 | 3310 | 320,000 | VAT to be refunded (to be credited) |
At the same time, in the accumulation register "Goods in warehouses" an incoming entry appears: Main warehouse / Phones / +20 pcs / 2,000,000 ₸.
Now for the sale. You sell 5 phones to the buyer LLP "Client" at 150,000 ₸ excluding VAT from the "Main warehouse". Document Sales → Realization (acts, invoices), in the header warehouse — "Main warehouse".
- Revenue excluding VAT: 5 × 150,000 = 750,000 ₸
- VAT 16%: 120,000 ₸
- Total for the buyer: 870,000 ₸
- Cost of 5 pcs (at 100,000): 500,000 ₸
| Dr | Cr | Amount, ₸ | Content |
|---|---|---|---|
| 1210 | 6010 | 750,000 | Income from sales reflected |
| 1210 | 3130 | 120,000 | VAT accrued for payment |
| 7010 | 1330 | 500,000 | Cost of sold goods written off |
In the register "Goods in warehouses" — expenditure: Main warehouse / Phones / −5 pcs. There are 15 pcs left in the warehouse. This is precisely because both documents indicated the same element of the "Main warehouse" reference book, the balance was calculated correctly. If you had indicated a different warehouse in the sale — the program would have issued a negative balance or an error "no goods in the warehouse".
5. Types of warehouses (what the reference book provides)
The "Warehouses" reference book itself does not have "types of operations" — it is not a document. But the choice in the Warehouse type field changes the behavior of the entire system:
- Wholesale warehouse — classic storage of goods, accounting at cost, participates in receipts, transfers, sales, inventories.
- Retail store (ATP, automated trading point) — works with retail sales and cash register (
Retail sales report, cash register receipts), accounting can be kept at acquisition cost. - Non-automated trading point (NTT) — retail without operational accounting; goods are received immediately at selling prices (account 1350 + trade markup), revenue is reflected in summary by cash collection.
6. What is formed upon recording and how the warehouse participates in accounting
The reference book is not processed, so it does not create its own entries. But each of its elements is analytics (subaccount/dimension) in documents and registers:
- Accumulation registers of inventories: "Goods in warehouses", "Goods of organizations", "Goods in retail" — the warehouse is a dimension, balances are calculated in quantity and amount.
- Document entries for goods are formed with this warehouse in the analytics of accounts 1310–1350, 1330, 8110, and others.
- Electronic documents (ESF, SNT): the warehouse is not directly exported as a separate attribute, but the movements of goods in the warehouse are the basis of sales documents, for which you then issue ESF (in the ESF system) and formalize SNT (accompanying invoice for goods) during the transfer/sale of controlled goods. That is, without a correct warehouse, there will be no correct basis document for ESF/SNT.
7. Printed forms
The "Warehouses" reference book does not have printed forms — it serves as a data source. The warehouse appears in the printed forms of documents where it is indicated:
- Invoice for the release of inventories to the side (form Z-2) — from sales/transfers.
- Receipt order, incoming invoice — from the receipt document.
- Inventory list of goods (form INV-3 / Z-9) and reconciliation statement — from the document "Inventory of goods in the warehouse", where the warehouse and MOL are substituted in the header.
- Request-invoice, invoice for transfer — during internal transfers between warehouses.
8. Common mistakes
"The 'Warehouse' field is not filled in" — when processing the document, the warehouse was not selected. Open the document, fill in the "Warehouse" in the header. To avoid repetition — set the main warehouse by default in the settings.
"The necessary quantity of goods is not available in the 'Main' warehouse. Shortage: 5 pcs" — you are trying to write off/sell more than is available in this warehouse, or the goods are in another warehouse. Check the report Goods Balances by warehouses; if necessary, make a "Transfer of goods" from the required warehouse or clarify the warehouse in the document.
Warehouse duplicates — balances have "spread" between "Main" and "Main warehouse". Mark the extra for deletion and transfer the balances with the "Transfer of goods" document to the correct warehouse, then through Administration → Delete marked objects remove the duplicate.
"Failed to save Warehouse. Name is not unique" (when control is enabled) — there is already a warehouse with that name. Clarify the name or use the existing element.
Incorrect warehouse type — created a retail store with the type "Wholesale", and Retail sales report does not allow selecting this warehouse. Correct the "Warehouse type" field in the card (if there are no incompatible movements for the warehouse yet).
9. FAQ
See the block below — questions and answers are duplicated in a structured form.
10. Related documents
The "Warehouses" reference book is auxiliary, it is selected within documents, but not "entered based on". The warehouse is used in:
- Receipt (acts, invoices) — incoming goods to the warehouse;
- Sale (acts, invoices) — expenditure from the warehouse;
- Transfer of goods — movement between two warehouses;
- Inventory of goods in the warehouse → based on it: Receipt of excesses and Write-off of shortages;
- Retail sales report — for store warehouses;
- Request-invoice, Assembly of nomenclature — write-off/assembly in the warehouse.
From sales documents, ESF (in the ESF system) and SNT are issued.
How to find out your release
Help → About the program: there you will find the version of the 1C:Enterprise platform and the configuration release. This instruction is relevant for "Accounting for Kazakhstan", version 3.0, release 3.0.74.2. In other releases, the arrangement of individual fields may differ slightly.
The material was prepared for release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).