Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).
End of the month. The auditor asks to show the originals of acts and invoices for the quarter, but some documents have been processed "by scan" — the paper from the counterparties has not yet arrived. Or simpler: the supplier sent an act for services for 1,160,000 ₸, you processed it, but the signed original has not arrived, and you have already accepted the expense for deduction. To prevent such "hanging" issues from suddenly surfacing during the audit, 1C has a mechanism for controlling originals. Its heart is a small but important directory "States of Originals of Primary Documents". This is a set of statuses that you use to mark each document: whether the original has arrived or not, whether it is signed, partially received. Let's break it down in simple terms.
1. Purpose
The directory stores a list of statuses used to mark the paper (or electronically signed) original of the primary document: received, not received, signed, partially received. By itself, it does not perform any calculations or postings — it is a "dictionary" for the control mechanism of originals. The values from it are substituted into the attribute "State of the Original" in documents and in the control report.
2. Where to find
The directory is service-related, and it usually does not have a separate item in the main menu — you work with it from documents and from the control processing. You can open it as follows:
- Through the document. Open any document of receipt/sale (for example, "Purchases → Receipt of Goods and Services"). In the header or in the command panel of the list, there is a column/field "State of the Original" — this directory opens by the selection button.
- Through the control processing. Section "Purchases" (and "Sales") → group "Service" → "Control of Originals of Primary Documents". From here, statuses can be set in bulk.
- Directly via the navigation link. Menu "Service and Settings" (gear icon) → "Functions for Technical Specialist" or the line "Go to navigation link", paste:
e1cib/list/Directory.StatesOfOriginalsOfPrimaryDocuments
This will open the complete list of statuses, including predefined ones.
2a. How to know your release
Menu "Help" → "About the Program" (or the "i" icon in the upper right corner). In the opened window, you will see two lines: platform version (for example, 8.3.24.xxxx) and configuration release — "Accounting for Kazakhstan, version 3.0 (3.0.74.2)". Everything in this manual was checked on 3.0.74.2. If your release is higher, the composition of predefined statuses and the appearance of the control form may differ — please verify.
3. How to fill
Usually, the predefined statuses are sufficient, and you do not need to create anything. But if the accounting policy requires specific formulations — add an item using the "Create" button.
| Field | Purpose and what happens in case of error |
|---|---|
| Name (mandatory) | The text of the status that you see in lists and reports: "Original received", "Waiting for original", "Signed by counterparty". Write clearly — based on it, the accountant decides whether to call the supplier or not. You cannot leave it empty: without a name, the record will not be saved. |
| Code | Assigned automatically, do not change it. It is unique, and links are made based on it. Only edit manually when transferring/reconciling directories. |
| Sign "Original received" (flag of original presence) | A semantic sign: whether this status is considered "original in hand". If you forget to check the flag where it logically applies for a new status, the "Control of Originals" report will classify the document as missing originals, even though the paper is actually present. Check the flag for "received/signed", uncheck for "not received/waiting". |
| Deletion mark | Do not delete statuses that have already been marked on documents — you will lose history. If the status is no longer needed, mark it for deletion, but do not rush to finalize the deletion until you check the links. |
Important: this is a status directory, not a document. It has no date, amount, counterparty, or postings. You mark a specific document with a status already in the document itself or in the control processing.
4. Example with numbers
Situation. On September 5, 2026, the supplier LLP "Astana-Service" provided you with consulting services. They sent an act and an electronic invoice (ESF) for the amount of 1,160,000 ₸, including VAT 16% = 160,000 ₸ (base 1,000,000 ₸). The scan arrived immediately, but the signed original of the act only arrived on September 20.
Step 1. Process the receipt. "Purchases → Receipt of Goods and Services", type "Services". The document generates postings (VAT in the RK is taken for deduction on account 1420):
| Debit | Credit | Amount, ₸ | Description |
|---|---|---|---|
| 7210 (administrative expenses) | 3310 (Accounts payable to suppliers) | 1,000,000 | Cost of services excluding VAT |
| 1420 (VAT to be refunded) | 3310 (Accounts payable to suppliers) | 160,000 | VAT 16% for deduction |
Step 2. While the original is not available. In the field "State of the Original" of the document, set the status "Original not received" (the presence flag is unchecked). In the control report, this act will appear in the list "no original".
Step 3. The original arrived on September 20. Open the processing "Control of Originals of Primary Documents", find the line with this receipt and change the status to "Original received" (the presence flag is checked). That's it — the act is "closed", there will be no claims at the end of the month and during the audit.
Note: changing the status does not change any postings and does not affect VAT. The postings from step 1 remain the same. The status is just a mark "paper in hand".
5. Types of operations (status composition)
The directory itself does not have a "type of operation" — it is not a document. The role of "types" is played by predefined statuses that you operate with. The standard set in release 3.0.74.2:
- Original not received — no paper/signed file (presence flag is unchecked).
- Original received — document in hand, signed by both parties (presence flag is checked).
- Original received partially / received, not signed — arrived, but without the necessary signatures or partially (use as a "yellow zone").
The exact list of predefined values in your database may differ from version to version — this should be verified in the specific release. You can add your statuses as needed (see section 3).
6. What is formed when using
The directory is not posted and does not create postings. When selecting a status in the document or in the control processing, the following occurs:
- The attribute "State of the Original" is filled in the primary document (receipts, sales, acts, etc.).
- A movement is recorded in the register of control of originals — binding "document ↔ status ↔ date of change". This register is used to build the report.
- The column "State of the Original" is updated in the document journals and in the processing "Control of Originals of Primary Documents".
No ESF, CNT, and electronic documents are generated by this directory — it has no relation to the exchange with the ESF IS. ESF and CNT are issued from the documents of sale/receipt separately; the status of the original is a separate, "paper" story.
7. Print forms
The status dictionary does not have print forms. The result of its work is printed/exported from the report (processing) "Control of Originals of Primary Documents": it generates a list of documents with a status column, which can be printed or exported to Excel for the registry of "what is missing". Individual documents (act, invoice, tax invoice) are printed using their standard forms regardless of the assigned status.
8. Common errors
"Field 'Name' is not filled" You are trying to save a new status with an empty name. Enter a name — without it, the record cannot be created.
The document is listed as "without original", although the paper is present. For a manually created status, the sign "Original received" is not set. Open the status, check the presence flag — the document will be removed from the list of missing.
"Could not delete: there are links to the element". You are deleting a status that has already been marked on documents. Do not delete used statuses — either re-mark the documents with another status or leave the status marked for deletion without finalizing the deletion.
Changed the status — expecting that VAT/expense will be "recalculated". It will not be recalculated. The status of the original does not affect postings, VAT, and deductions. If the amount differs from the counterparty's act — correct the document of receipt/sale itself, not the status.
The "State of the Original" column is not visible in the journal. The control mechanism is not enabled in the settings. Check the functionality/settings of the section and add the column via "More → Edit form".
9. FAQ
Does the state of the original affect postings or VAT? No. It is just a mark about the presence of paper. Postings, VAT for deduction (account 1420), and deductions are generated by the document of receipt/sale itself and do not depend on the status of the original.
Can an expense be accepted for deduction if the original is not yet available? In 1C accounting — yes, the document is processed even by scan. But remember: for tax deduction on corporate income tax and VAT 16% refund, the primary document and ESF must be correctly issued. The status "not received" is your internal signal to gather papers, not a prohibition on posting.
How does the "state of the original" differ from the ESF status? These are different things. ESF lives in the ESF IS and has its own statuses (issued, delivered, revoked). "State of the original" refers to the paper/signed original of the act or invoice within your database. One document can have an issued ESF and still have the status "original not received".
How to set statuses in bulk for the month? Through the processing "Control of Originals of Primary Documents" (sections "Purchases"/"Sales" → "Service"). Select the period and type of documents, highlight the lines and set the status at once.
Can I add my status, for example, "Sent for signature"? Yes. Use the "Create" button, enter the name, and if necessary, check/uncheck the presence flag of the original. Do not forget about the meaning of the flag — it affects inclusion in the list "no original".
Why are there predefined statuses in the list that cannot be deleted? They are used by the standard control mechanism. Predefined elements are protected from deletion so that the control processing does not "break". You can usually rename the name, but not delete it.
The document is marked "Original received", but where can I see the receipt date? The date is recorded in the control register when the status changes; it is visible in the processing "Control of Originals of Primary Documents" and in the history. There is no separate "date journal" in the directory itself — the directory only stores the statuses themselves.
Is there a printed "registry of missing originals"? Yes, but it is formed not from the directory, but from the control report: select the status "not received", print or export to Excel — you get a registry for sending to suppliers.
I deleted a status that was used to mark documents — what now appears in their field? If the deletion was successful (no links left) — the field will clear and the documents will go to "undefined". Therefore, used statuses are not deleted. You will have to manually restore the connection by reassigning statuses.
Does the control work for sales documents, not just purchases? Yes, the mechanism is bilateral: statuses of originals are maintained for both receipts and sales (your copies of acts/invoices that must be returned signed by the buyer).
10. Related documents
- Where statuses "come from". The attribute "State of the Original" is filled in primary documents: "Receipt of Goods and Services", "Sale of Goods and Services", acts, invoices. The directory is the source of values for this field.
- Where statuses work in bulk. The processing "Control of Originals of Primary Documents" (sections "Purchases", "Sales") — the main tool for setting and selecting.
- What not to confuse. ESF and CNT — a separate branch of electronic document flow with the ESF IS; they are not created or changed by this directory. The status of the original does not replace or duplicate the status of the electronic document.
How to know your release
Menu "Help" → "About the Program": it indicates the version of the 1C:Enterprise platform and the configuration release. All examples and paths above are given for "Accounting for Kazakhstan", version 3.0, release 3.0.74.2. In other releases, the composition of predefined statuses and the appearance of the control form may differ slightly.