--- title: "Guide to \"Virtual Warehouses\" in 1C:Accounting for Kazakhstan — How to Fill Out and Link with the Tax Registration Number and Electronic Invoice (ESF)" country: KZ lang: en author: Сапа Т.И. (https://buhgpt.kz/authors/sapa-ti) date: 2026-09-07 canonical: https://buhgpt.kz/suraqtar/spravochnik-virtualnye-sklady-v-1s-buhgalteriya-dlya-kaza-en source: BuhGPT --- # Guide to "Virtual Warehouses" in 1C:Accounting for Kazakhstan — How to Fill Out and Link with the Tax Registration Number and Electronic Invoice (ESF) > **TL;DR:** Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0). You are generating a tax invoice for the sale of imported goods, you click "Send," and the electronic invoice system (ESF) module responds with a refusal: "The virtual warehouse of the sender is not specifi --- Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0). You are generating a tax invoice for the sale of imported goods, you click "Send," and the electronic invoice system (ESF) module responds with a refusal: "The virtual warehouse of the sender is not specified" or "The identifier of the virtual warehouse is not found." The goods have already been shipped, the buyer is waiting for the documents, and the tax invoice is stuck with an error status. The reason is almost always the same — either the required element is missing in the "Virtual Warehouses" directory, or it has an incorrect identifier that is registered in the taxpayer's cabinet. Let's figure out how to create and fill out this directory once so that tax invoices are sent successfully on the first attempt. 1. Purpose The "Virtual Warehouses" directory stores a list of your virtual warehouses (VW) registered in the "Virtual Warehouse" module of the electronic invoice system (ESF). It is needed so that 1C can specify in the tax invoice from which warehouse the goods subject to tracking are written off and to which they are received (List of Exemptions of the EAEU, imports, excise goods, and other controlled goods). The directory itself does not create any entries — it substitutes the correct VW identifier in electronic documents. 2. Where to find - Sales or Purchases section → ESF and Tax Invoices group → Virtual Warehouses. - Elements can also be created "on the fly" from the tax invoice form: "Sender/Receiver Virtual Warehouse" field → "+" button / "Show all". - Quick access directly in 1C: "Service" → "Go to navigation link" and paste: e1cib/list/Directory.VirtualWarehouses 2a. How to find out your release Open "Help" → "About the program" (or the "i" icon in the upper right corner). In the opened window, you will see two lines: the version of the "1C:Enterprise" platform and the configuration release — for example, "Accounting for Kazakhstan, version 3.0 (3.0.74.2)". Focus on the second number: the instruction is written for release 3.0.74.2, in neighboring releases the location of the fields is the same. 3. How to fill out Open the directory, click "Create". Let's break down each field — not "mandatory/optional," but what it is for and what will happen in case of an error. Field Purpose What happens if filled incorrectly Name (MANDATORY) How the warehouse appears in lists and in the tax invoice. Write it recognizably: "VW Almaty, Satpaeva St. 22". Empty field — will not be saved. Unclear name — you will select the wrong warehouse in the tax invoice. Organization (MANDATORY) Links the VW to your legal entity/sole proprietor. The virtual warehouse is registered to a specific BIN/IIN. Wrong organization — 1C will not substitute the warehouse in the tax invoice of this company, the exchange will reject the identifier. VW Identifier (MANDATORY for exchange) A unique code (GUID) assigned by the "Virtual Warehouse" module in the taxpayer's cabinet. It is by this that the ESF system checks balances. Incorrect or empty identifier — the tax invoice is rejected: "virtual warehouse not found." Copy it exactly from the cabinet. Address / KATO The physical address of the storage location and the KATO code. Must match the address of the VW in the cabinet. Discrepancy of the address with the ESF system — warning or rejection when registering the tax invoice. Responsible person Who is responsible for the movement in the warehouse. Printed in the tax invoice. Empty — you will have to fill it in manually in each tax invoice. Warehouse (physical) Optional link to the "Warehouses" directory. Convenient for 1C to match the movement of goods by accounting and by VW. Not filled — matching balances will have to be done manually. Effective from / to Period of validity of the VW. Mark a closed warehouse with an end date, rather than deleting it. Delete an active warehouse — you will lose the history of tax invoices, links will "hang". The practical order: first register the virtual warehouse in the taxpayer's cabinet (ESF, "Virtual Warehouse" module), get its identifier, and only then create the element in 1C and insert the identifier there. The other way around does not work — 1C does not create warehouses in the ESF. 4. An example with numbers and entries LLP "Bereke" (VAT payer, BIN registered) sells 10 refrigerators from the List of Exemptions, previously imported from the Russian Federation. Price excluding VAT — 100,000 ₸/unit, cost price — 70,000 ₸/unit. VAT rate in 2026 — 16%. Calculation for sale: - Cost excluding VAT: 10 × 100,000 = 1,000,000 ₸ - VAT 16%: 1,000,000 × 16% = 160,000 ₸ - Total to pay: 1,160,000 ₸ - Cost price: 10 × 70,000 = 700,000 ₸ What you do in 1C: - Process "Sale of goods and services". - Based on it, enter Tax Invoice, in the header of which the field "Sender's Virtual Warehouse" = your element "VW Almaty" (from this directory). The recipient's virtual warehouse is the buyer's warehouse (by their BIN). - Register the tax invoice in the ESF. It writes off 10 refrigerators from your VW. - Issue ESF — it pulls the sales data. The entries are generated by the sales document (not the warehouse directory): Debit Credit Amount, ₸ Content 1210 6010 1,000,000 Income from the sale of goods 1210 3130 160,000 VAT payable at the rate of 16% 7010 1330 700,000 Cost of sold goods written off When payment comes: Debit 1030 Credit 1210 — 1,160,000 ₸. The movement in the virtual warehouse is a separate aspect from accounting: the tax invoice reduced the balance of the VW by 10 units, and the identifier from the directory ensured that the ESF accepted this reduction specifically from your warehouse. If the identifier had been incorrect, the entries would have gone through, but the tax invoice would have been rejected, and the sale of controlled goods would have remained unregistered. 5. Types of virtual warehouses (which operations they serve) The directory is one, but the warehouses in it differ by purpose — this affects which tax invoices they participate in: - Warehouse for imported goods — goods imported from third countries and EAEU countries; movement must go through the VW. - Warehouse for goods from the List of Exemptions — goods from the EAEU list subject to tracking. - Warehouse for goods produced from imported raw materials. - Warehouse for movements between your subdivisions — internal tax invoices for movement. - Transit / temporary warehouse — for commission, storage, processing operations. 6. What is generated when using The directory element itself does not create entries and does not move accounting registers. It is substituted in documents that create movements: - Tax Invoice (SNT) — registers the receipt/disposal in the ESF virtual warehouse; moves the "Balances in Virtual Warehouses" register (accounting quantity by VW). - ESF (electronic invoice) — refers to the tax invoice; sent to the ESF. - Sale / Receipt / Movement of goods — generate accounting entries (see the table above) and inventory balances on account 1330. Thus, the directory is a "passport" of the warehouse, and movements are made by documents that refer to it. 7. Printed forms The directory itself does not have printed forms — this is normal for a directory. Documents that use it are printed: - Tax Invoice (SNT) — printed form from the tax invoice document. - Invoice (ESF) — ESF form. - Inventory Release Note (form Z-2) — from the sales document. - Report on the balances of the virtual warehouse — reconciliation of quantities with the ESF (in the "ESF and Tax Invoices" block). 8. Common errors "The sender's virtual warehouse is not filled in." Appears when registering the tax invoice. Open the tax invoice → header → select an element from the "Virtual Warehouses" directory for your organization. If the element is not there — create it. "The virtual warehouse with the specified identifier is not found in the ESF." The identifier in 1C does not match the one registered in the cabinet. Go to the taxpayer's cabinet → "Virtual Warehouse" module, copy the VW identifier and paste it into the "VW Identifier" field of the directory element. Spaces and extra characters are not allowed. "The organization does not match the owner of the virtual warehouse." The wrong organization is specified in the element. Correct the "Organization" field — the VW belongs to the legal entity with the BIN/IIN it is registered to. "Not enough goods in the virtual warehouse." The balance in the ESF is less than in the tax invoice for sale. First, issue a receipt tax invoice (import/receipt) to bring goods into the VW, then the disposal one. "The address of the virtual warehouse does not match the data in the ESF." Bring the "Address / KATO" field in the element into exact correspondence with the address specified when registering the warehouse in the cabinet. 9. FAQ What is a virtual warehouse and how does it differ from a regular warehouse in 1C? A regular warehouse (the "Warehouses" directory) is a storage location for accounting and inventory management within 1C. A virtual warehouse is an accounting unit in the state ESF system for tracking controlled goods. They can be linked through the "Warehouse" field, but they are different entities. Does everyone need to create a virtual warehouse? No. Only those who trade in goods subject to tracking: imports, List of Exemptions of the EAEU, goods under tax invoices. If you do not work with such goods and do not issue tax invoices, you do not need the directory. Where to get the VW identifier? From the taxpayer's cabinet (ESF), "Virtual Warehouse" module — there, when registering the warehouse, the system assigns a unique identifier. Copy it into the corresponding field of the directory element. Does 1C automatically create a virtual warehouse in the ESF? No. First, you register the warehouse in the taxpayer's cabinet, then manually create the corresponding element in 1C and specify the identifier. Does the directory element create accounting entries? No. Entries (for example, Debit 1210 Credit 6010, Debit 1210 Credit 3130 for VAT 16%) are generated by sales/receipt documents. The virtual warehouse only ensures the correct registration of the tax invoice. How many virtual warehouses can be created? As many as registered in the ESF — usually one for each physical storage address. The directory should have exactly as many elements with their identifiers. Can a virtual warehouse that is no longer used be deleted? Do not delete it — it is referenced by processed tax invoices. Fill in the end date of validity ("Effective until") or mark it for deletion only after checking for the absence of references. Why was the tax invoice rejected, although the entries in 1C went through? Because these are two independent circuits: accounting (entries on 1210/6010/3130/7010/1330) and tracking in the ESF (tax invoice by VW). The rejection of the tax invoice is usually related to the identifier, address, or balance in the virtual warehouse — correct the directory element or the receipt tax invoice. How to link a virtual warehouse with a physical warehouse in 1C? In the directory element, fill in the "Warehouse" field — then when processing the tax invoice, 1C will suggest the required VW based on the selected physical warehouse in the document. 10. Related documents - Based on what it is filled: the directory element is created manually based on data from the taxpayer's cabinet; often — directly from the tax invoice form through the selection of the "Virtual Warehouse" field. - Where it is used: documents tax invoices (incoming and outgoing), ESF, Sale of goods and services, Receipt of goods and services, Movement of goods, Import / Customs Declaration for import. - Related directories: "Warehouses," "Organizations," "Counterparties," "Nomenclature" (for goods with tracking characteristics). How to find out your release Menu "Help" → "About the program": there you will find the version of the "1C:Enterprise" platform and the configuration release. If your release differs from 3.0.74.2, the location of certain fields may vary slightly, but the logic of the "Virtual Warehouses" directory remains the same. The manual is prepared for 1C: Accounting for Kazakhstan, version 3.0, release 3.0.74.2. --- _BuhGPT — ИИ-помощник для бухгалтеров Казахстана: https://buhgpt.kz_