Creating a reconciliation report with disagreements is advisable when drawing up a reconciliation report for mutual settlements. This document is drawn up for the reason that one of the parties expressed its disagreement with the data specified in the original document. The paper in question is used in the process of interaction between commercial structures, as well as between enterprises and government services.
Purpose of the document
The purpose of drawing up a reconciliation report with disagreements is to ensure control of the payments that were made between the two enterprises. Also, thanks to a well-drafted act, you can avoid late payments and accumulation of debts. The document plays an important role, because it is in it that all kinds of disagreements regarding monetary relations are recorded. Using the document leads to improved payment discipline.
The content and design of the document deserves special attention, since in a number of situations it has serious legal significance . Most often this happens in situations where one of the parties, for whatever reason, decides to go to court.
The document can be issued at the end of the year, as well as in shorter periods of time. The main objective is to simplify the annual inventory and prevent debt. You can also draw up a report monthly. This should be done in the following situations:
- high cost of goods that are sold;
- a large selection of manufactured and sold products;
- impressive sales volumes;
- the need to prepare reporting documents for management or statistical bodies.
Who draws up the act of reconciliation with disagreements
The obligation to prepare the document traditionally rests with a representative of the accounting department, whose competence includes monitoring payments and conducting tax settlement transactions. He signs the document, and subsequently the paper is certified by the director (only after all disagreements have been resolved).
The accountant, acting as a materially responsible person, must thoroughly check all the lines in the process of filling out the document. It is especially important to check the following columns:
- date of document execution;
- the period of time in question;
- balance;
- debit/credit;
- references to agreements and other documents relevant in the process of resolving this issue.
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What to include in the protocol of disagreements to the settlement reconciliation report
We recommend including:
- number, date, place of compilation;
- a link to the reconciliation report, the date of its preparation and receipt by you;
- link to the settlement reconciliation period;
- number and date of the agreement under which the reconciliation is taking place;
- names of the parties;
- subject of disagreement with your comments;
- links to primary documents;
- your proposals for changes in the reconciliation report;
- position title and full name the person who will sign the protocol;
- number and date of issue of the power of attorney of the person who will sign the protocol, if he is acting under a power of attorney.
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Regulatory regulation
The document does not have a unified template, so its development is carried out by the enterprise independently. This possibility is spelled out in Letter No. 07-05-04\02 of the Ministry of Finance of Russia.
It contains explanations regarding business use. The documents include information about the details of organizations, but are not primary and are not subject to reflection in Federal Law No. 402. But they must be prepared in such a way that in the event of litigation in court, they can be used as evidence.
How to correctly fill out a sample reconciliation report
What is valid under the law is the original of the correct reconciliation report, which bears the signatures and seals of the directors of both companies.
To verify financial transactions that are carried out within the framework of contractual relationships, organizations use the reconciliation report form. The company's counterparty has the right to agree with the data provided by the other party or to express disagreement with the specified information.
In addition, there is no standardized form for this document. As explained by the Ministry of Finance of Russia in letter No. 07-05-04/2 dated February 18, 2005, business entities have the right to independently develop a form of reconciliation report that meets the requirements of a specific situation when making payments between the parties. Typically, the reconciliation report includes the following data (by analogy with the requirements of Art.
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Rules for drawing up a reconciliation report with disagreements
In the process of drawing up the document, it is necessary to take into account the fact of fulfillment of obligations under the agreement, as well as the accuracy of the amounts reflected in the accounting records. To prepare the reconciliation, you will need primary accounting documentation :
- contracts;
- invoices;
- invoices.
the following details in the act of reconciliation of disagreements :
- the period of time for which the reconciliation is carried out;
- information about counterparties;
- information about the concluded agreement on the basis of which the parties cooperate;
- Full names of employees responsible for this process (with signatures);
- calculations on both sides.
The basis is a table containing all the necessary calculations. The left side shows information about the compiler. The following details are indicated on the right:
- information about the counterparty;
- transaction number;
- name of the transaction;
- debit/credit;
- information about turnover;
- total balance.
If no disagreements arise after this, and the amounts coincide, the act is signed and handed over to the party that initiated its execution. In case of controversial situations, it is important to create a protocol of disagreements. If any additional papers are attached to the document, this fact is reflected in its text and is included as a separate paragraph.
Determination of the final balance
The ending balance is a value that characterizes the difference that arises between debit and credit. It is calculated over a certain period of time. In practice, there are three directions of balance :
- incoming;
- for a certain period;
- final (it contains information about the difference between debit and credit at the end of a specific period).
The last parameter is reflected as the total value between the account balance at the beginning of the period and the value valid throughout the entire period of time. The universal formula is as follows :
Final balance = Debit – Credit + (-) Opening balance
The sign that will appear in the second part of the equality is determined by finding the value in the table. If it is in debit, the value is positive, if in credit, it is negative.
Debit and credit columns
Part of the loan includes information related to securing payment for goods/services. Situations in which the balance is debit (i.e. its amount is positive) indicate that some of the work was not paid.
If we are talking about a credit balance, a debt obligation is formed in front of the buyer. The number of services provided is less than the amount paid for them. The “debit” column in the table displays the fact of provision of goods or, in turn, contains payment data.
Supporting documentation
In the process of sending a document from one counterparty to another, a cover letter . It should include a request to sign the paper and return it by mail.
Along with this, displaying the manner in which disagreements will be resolved plays an important role. Typically a cover letter has similar content:
LLC "Firm" sends LLC "Other Firm" a statement of reconciliation of disagreements as of December 20, 2020 with a request to sign and send (by email) a scanned version of the document before December 30, 2020. If disagreements arise, Firma LLC asks to draw up an appropriate protocol.
Protocol of disagreements
The document contains an entry similar to the previous version:
According to Firma LLC, as of December 20, 2020, the amount of debt in favor of Another Firm LLC is equal to 56,000 rubles.
If the counterparty agrees with the debt, he signs the document and returns it back . If there are records different from those received from Firma LLC, they are displayed under the table in the same form.
To draw the attention of the parties to discrepancies in the data, the party that does not agree can draw up this document indicating the relevant point in the reconciliation report regarding which doubts have arisen.
Act of reconciliation
Sample protocol of disagreements
How to fill in debit and credit values
The credit field of the reconciliation report table must contain information on payment for goods (services). If the company drawing up the act displays a debit balance with a “+” sign, it means that some part of the goods (services or work) has not yet been paid by the counterparty. If the balance is reflected on the loan, then this indicates a debt to the counterparty. That is, less services (shipment of goods) were performed than the buyer paid for them.
The debit field of the reconciliation report table should contain information about the provision of services or goods, and the credit field should contain information on payment for them. A debit balance indicates accounts receivable.
When sending a reconciliation report to a counterparty, a covering letter may be attached to it. This letter indicates a request to sign the document, and also send it by reply letter to the specified address. In addition, the cover letter also indicates the manner in which the parties' differences can be resolved.
The wording in the cover letter could be as follows:
“LLC “Continent” sends LLC “Vega” a statement of reconciliation of mutual settlements as of September 30, 2020. We ask you to sign the reconciliation report and send it as a scanned document by email no later than 10/05/2020. In case of disagreement, please draw up a protocol of disagreement.”
Filling example
The document can be completed in writing (by hand) or electronically (on a computer). To compile it, you can use the organization’s letterhead or an ordinary A4 sheet. An important role is played by confirmation of the document by both parties, and signatures must be presented in the original format, i.e. the use of facsimiles is unacceptable .
If local regulations of an enterprise contain a requirement to use seals, the document must be endorsed by them. The act is drawn up in two copies. If necessary, you can always make copies and have them certified additionally. Data about the act must be entered into the accounting journal.
Subtleties that you need to pay attention to when drawing up the act
Both the text of the act and its execution are completely left to the representatives of enterprises and organizations. In other words, the act can be printed on a computer or written by hand, done on the company’s letterhead or on an ordinary A4 sheet.
It is important that the act be certified by the signatures of representatives of both parties (in this case, the signatures must be original - the use of facsimile autographs is unacceptable).
If the company’s regulations stipulate the requirement to use stamps (stamps or seals) to certify documentation, then the act form must be endorsed with them.
The act is drawn up in two copies , but if necessary, certified copies can be made.
“According to LLC “Company”, as of December 20, 2016, the debt in favor of LLC “Partner” is 100,000-00 rubles.”
If the counterparty of LLC "Company" agrees with this debt, he signs and returns the document to the sender. If, after filling out the reconciliation report table, Partner LLC has excellent entries, it must also reflect them under the table: “According to Partner LLC, as of December 20, 2016, the debt in favor of Company LLC is RUB 90,000-00.” .
In order to focus attention on the differences in information for a particular operation, the disagreeing party can draw up a protocol of disagreements, indicating in it the point of the reconciliation report that is being called into question.
To sign or not to sign
Employees of enterprises who are faced with such discrepancies for the first time often face the question: is there a need to sign a document in relation to which there are inaccuracies and claims .
Practice shows that it is most advisable to endorse papers for which such problems have arisen. The fact is that a personal signature is evidence of consent that is not subject to challenge. If any difficulties arise during the documentation process, they should be discussed over the phone so that it is possible to come to an agreement.
Rules for storing the act
The duly signed and certified document must be kept among other accounting documents in a separate folder. The duration of storage is determined by law or internal regulations of the organization.
To identify the amount of debt, many companies draw up a document such as a statement of reconciliation of payments. It allows you to determine the status of settlements between counterparties. This document is drawn up by one party and handed over to the other party for review and signing. If the other party agrees with the data specified in the reconciliation report, he signs the document and returns it to the originator. Otherwise, an act or protocol of disagreement is drawn up. In the article we will look at what a protocol of disagreements is, and also provide a sample act of disagreement for a reconciliation act.
