Verified on release 3.4.5.21 "Trade Management for Kazakhstan" (edition 3.4).
You're shipping a batch of controlled goods — say, fuel or alcohol. You issue the SNT, click "Send," and 1C returns: "Failed to determine virtual warehouse for warehouse 'Main Warehouse'." The shipment is stuck, the truck is at the gate, and in the ESF IS your goods "don't appear" at the required location. The cause is almost always the same: the "Virtual Warehouses" catalog is not filled in or is mapped incorrectly. Let's figure out how to configure it once and never run into this error again.
1. Purpose
The catalog stores the virtual warehouses of your organization as they are registered in the "Virtual Warehouse" module of the ESF IS. Each item links a physical warehouse in 1C to a location identifier in the government system. Without this link, SNTs (goods accompanying invoices) cannot be issued and balances of controlled (withdrawn from free circulation) items won't reconcile.
2. Where to find it
Main path: Reference and Administration → Electronic Documents (or "SNT and ESF Settings") → Virtual Warehouses. The catalog is also accessible from the warehouse card (Warehouses and Delivery → Warehouses → warehouse card → "Virtual Warehouse" attribute).
The fastest way is to open the list directly. Menu Service → Go to navigation link (or the "Link" field in service functions) and paste:
e1cib/list/Справочник.ВиртуальныеСклады
2a. How to check your release
Menu Help → About the Program. In the window that opens, the top line is the platform version (e.g., 8.3.24), and below it — "Trade Management for Kazakhstan, edition 3.4 (3.4.5.21)". It's this number (3.4.5.21) that you should check against this instruction: the field composition and SNT validation logic change from release to release.
3. How to fill it in
Open a new item with the Create button. Fill fields from top to bottom.
| Field | Required | Purpose and error consequences |
|---|---|---|
| Name | ✅ | How you see the warehouse in 1C lists. Make it recognizable: "VW Almaty, Ryskulov St." Doesn't affect the exchange, but with a dozen locations, a confusing name means sending an SNT to the wrong warehouse. |
| Organization | ✅ | The legal entity-payer whose BIN the virtual warehouse is registered under in the ESF IS. Get it wrong and the SNT will go out under the wrong BIN and fail format-logic control. |
| Virtual Warehouse Identifier | ✅ | The location code assigned in the ESF IS account (the "Virtual Warehouse" module). This is the matching key. A wrong code means the goods will "hang" at a nonexistent warehouse, and balances in the government system and in 1C will diverge. |
| KATO | ✅ | Administrative-territorial unit code (the actual location of the goods). Pulled from the classifier. The ESF IS uses it to determine the region. Incorrect KATO — SNT acceptance rejected with an address-related message. |
| Address | ✅ | Actual address of the storage location. Must match the data in the account. A mismatch between address and KATO is a common cause of rejection. |
| Warehouse (mapping) | ✅ | The physical warehouse from the "Warehouses" catalog whose goods movement is reflected at this virtual location. Fail to map it and you'll get the "virtual warehouse not determined" error when issuing an SNT. |
| Responsible person | ⬜ | Who manages the location. Doesn't affect the exchange, helps with troubleshooting. |
| Comment | ⬜ | Free-form text for your own reference. |
Practical tip: one physical warehouse = one virtual warehouse. If goods of two legal entities are stored at the same warehouse, create two catalog items — one for each organization. After saving, check the mapping in the physical warehouse card: the "Virtual Warehouse" attribute should reference the created item.
4. Worked example
Scenario. Astana-Oil LLP (VAT payer) sells 10,000 liters of diesel fuel from the "Tank Farm No. 1" warehouse — this is a controlled item, and its movement is documented with an SNT. Price — 460 KZT/liter including VAT. Cost of the batch — 3,000,000 KZT.
Step 1. The "Virtual Warehouses" catalog already contains the item "VW Tank Farm No. 1": organization — "Astana-Oil," identifier from the ESF IS, KATO and address of the tank farm, mapped to the "Tank Farm No. 1" warehouse.
Step 2. Amount calculation at a VAT rate of 16%:
- Cost including VAT: 10,000 × 460 = 4,600,000 KZT
- VAT included: 4,600,000 × 16 / 116 = 634,482.76 KZT
- Turnover excluding VAT: 4,600,000 − 634,482.76 = 3,965,517.24 KZT
Step 3. You issue "Sale of Goods and Services," warehouse — "Tank Farm No. 1." The program automatically substitutes the virtual warehouse "VW Tank Farm No. 1" and writes off 10,000 liters from it. Posting generates the following entries:
| Dr | Cr | Amount, KZT | Meaning |
|---|---|---|---|
| 1210 | 6010 | 3,965,517.24 | Sales revenue |
| 1210 | 3130 | 634,482.76 | VAT payable (16%) |
| 7010 | 1330 | 3,000,000.00 | Cost of sales |
Step 4. Based on the sale, you create the SNT and ESF. In the SNT, the "Sender" section already contains the virtual warehouse "VW Tank Farm No. 1." You send it — in the ESF IS, the balance at this location decreases by 10,000 liters. If the virtual warehouse had been mapped incorrectly, 0 liters would have been written off, and the goods would remain "hanging" in the government system.
Note: the catalog itself does not create postings. The entries above are generated by the sales document. The catalog's role is to ensure correct write-off from the right location and inclusion in the SNT.
5. Operation types
The catalog is not "posted" and has no operation types. But it governs behavior in three scenarios:
- Receipt — "Receipt of Goods," an SNT for an incoming delivery: the virtual warehouse balance increases.
- Issue — "Sale," "Write-off," an SNT for sale/transfer: the balance decreases.
- Transfer — "Transfer of Goods" between warehouses with different virtual warehouses: one location minus, the other plus, an SNT for transfer is issued.
6. What is generated
The catalog itself, when saved — only records the item and its mapping to the warehouse. It creates no accounting entries or movements in inventory registers.
Documents that rely on it generate:
- Postings — Dr 1210 Cr 6010 / 3130 on sale, Dr 1330 Cr 3310 and Dr 1420 Cr 3310 (input VAT 16%) on receipt, Dr 7010 Cr 1330 for cost of sales.
- Electronic documents — SNT (goods accompanying invoice) and ESF (electronic invoice in the ESF IS). In the SNT, the virtual warehouse is substituted from this catalog.
- Register movements — "Goods in Warehouses," "Cost of Goods," as well as SNT accounting registers and virtual warehouse balance registers.
7. Printed forms
The catalog item has no printed form of its own. The virtual warehouse appears in the printouts of related documents:
- SNT (goods accompanying invoice form) — with the shipping/receiving location details.
- Invoice (ESF) — printed form from the ESF IS.
- Invoice for release of inventory to a third party (Z-2).
- Invoice for payment, Acceptance certificate — where the storage location is taken from the mapped warehouse.
8. Common errors
"Failed to determine virtual warehouse for warehouse '...'" The physical warehouse is not mapped to a catalog item. Open the warehouse card and fill in the "Virtual Warehouse" attribute.
"Virtual warehouse identifier not found in ESF IS" / SNT rejection. The code in the "Identifier" field doesn't match what's registered in the account. Check the code in the "Virtual Warehouse" module of the ESF IS and re-save the item.
"Sender address (KATO) mismatch." The KATO or address in the catalog doesn't match the location data in the government system. Bring the KATO and address in line with what's specified in the account.
"Insufficient balance at virtual warehouse." The goods weren't received at this location (the incoming SNT wasn't confirmed, or the receipt was recorded at a different warehouse). Check that the receipt went through the same virtual warehouse.
"Virtual warehouse belongs to another organization." The document header has one organization, but the virtual warehouse is registered to another. Create a separate item for the required legal entity.
9. FAQ
What is a virtual warehouse and why is it needed in 1C? It's an inventory tracking location in the government "Virtual Warehouse" module of the ESF IS. The catalog in 1C stores its identifier and links it to your physical warehouse in order to automatically generate SNTs and write off/receive controlled goods.
Is a virtual warehouse needed for all goods? No. Only for goods requiring a mandatory SNT (withdrawn from free circulation, excisable, imported from the list, etc.). Regular goods are sold without linking to a virtual warehouse.
Can one physical warehouse be linked to two virtual warehouses? Not by default — it's a one-to-one link. If a warehouse holds goods of different organizations, create separate virtual warehouses for each legal entity and record movements using documents for the respective organization.
Where do I get the virtual warehouse identifier? In your ESF IS personal account, the "Virtual Warehouse" module — it lists the registered locations with their codes, KATO, and addresses. Transfer this data into the 1C catalog.
Why was the SNT sent, but the balance in the government system didn't change? Most likely, the document's physical warehouse is mapped to the wrong virtual warehouse. The goods were written off from one location, but you're expecting a change at another. Check the mapping in the warehouse card.
What VAT rate is used in the examples — 12% or 16%? Since 2026, the rate is 16%. Use the coefficient 16/116 in the "included" formula. The 12% value is outdated.
Does the virtual warehouse affect accounting entries? Not directly. The entries (1210/6010, 3130, 7010/1330, etc.) are created by the sales or receipt document. The virtual warehouse is responsible for correctly writing off quantities at the location and for the SNT.
What if the goods are physically at one warehouse but should be listed at another according to the SNT? Issue a "Transfer of Goods" between warehouses: 1C will generate an SNT for the transfer, and the balance will move from one virtual location to another. A mismatch between "actual vs. virtual warehouse" is a common source of errors during shipment.
Can I delete a virtual warehouse that's no longer in use? Mark it for deletion, but only if it has no movements or open SNTs. If there's history, it's better to remove the warehouse mapping and leave the item archived — otherwise you'll lose the link to old documents.
Do I need to create a virtual warehouse for services? No. Services don't go through a virtual warehouse and don't require an SNT. The catalog only concerns goods movement.
10. Related documents
Based on what is it filled in: data from the ESF IS personal account (the "Virtual Warehouse" module) — identifier, KATO, address; the "Warehouses" catalog — for mapping.
Where it's used / what's entered based on it:
- SNT — goods accompanying invoice (sale, receipt, transfer, import/export).
- Sale of Goods and Services, Receipt of Goods and Services, Transfer of Goods, Inventory Write-off — take the virtual warehouse from the mapped physical warehouse.
- ESF — generated in conjunction with the sale and SNT.
How to check your release. Menu Help → About the Program: it shows the platform version and configuration release. This instruction is current for "Trade Management for Kazakhstan" 3.4.5.21 (edition 3.4).