Certificate of acceptance and transfer of equipment. Sample and form 2020

How to correctly draw up an equipment acceptance certificate

The assignment of equipment may be accompanied by various documents certifying the fact of its movement, depending on the circumstances. By decision of the State Statistics Committee of the Russian Federation No. 7 of January 21, 2003 “On approval of unified forms …” the following standard templates were adopted:

1. OS-14 - the form is used to accept equipment into a warehouse with the prospect of its operation in the form of fixed assets. The form is filled out by the established commission appointed by the head of the institution in 2 copies and submitted, after filling it out, for signature by the head or the person replacing him.
2. OS-15 - the form is filled out when transferring equipment, for example, to the “Contractor” - for its installation.

The presence of standard templates does not oblige managers, when performing operations for the transfer of equipment, to use exactly the submitted approved forms. Acceptance and transfer acts can be filled out in free form according to a template developed by the management of the institution. The only requirement when developing your own form is to display similar information about each participant in the transaction that matches the information set out in the agreement. The act, as a rule, is a form that supplements the agreement between the participants.

To correctly draw up the acceptance and transfer act, the following requirements must be met:

• Fill out the list of equipment, including information for each item: manufacturer; brands of equipment; its serial number; quantities and prices. The act also requires a description of the results of the inspection of the external appearance, technical serviceability, configuration, etc.
• The list of equipment can be filled out directly on the form or on a separate sheet of paper. The act must certainly be approved by the head of the institution transferring the equipment to the other party to the transaction.
• A transfer and acceptance certificate is drawn up on an ordinary A4 sheet. It can be filled out on company letterhead.
• The document is drawn up in 2 copies and handed over to the participants between whom the agreement is concluded. When third parties participate in the assignment of equipment, the number of copies of the act increases and must be equal to the number of participants related to the transaction. All copies of the act have the same legal status.
• Each copy of the executed document is certified by the signatures of the commission members. If necessary, technical literature is attached to the act showing this action in the form.
• Depending on the importance of the equipment being moved, the transfer process can be carried out in various ways. Some types of equipment may be transferred after an operation to test its performance. At the same time, each operation is documented in an appropriate protocol.

General requirements

All forms of forms recording the fact of acceptance and transfer must take into account general legal requirements:

1. To draw up and sign the act, a commission of 2 or more people is convened, one of whom is appointed as the chairman. In the text of the form, the members of the commission are listed in alphabetical order, indicating their positions.
2. At the beginning of the text, the basis for drawing up the document is described. As a rule, this is an order or order to convene a commission. For example, “Ground: Manager’s Order No. 044/1234 “On carrying out...”.
3. A unified form is used, if it is provided for a given case, or a free form on the organization’s standard letterhead.
4. It is allowed to present the data in the form of a table.
5. The number of copies of the act is indicated (which corresponds to the number of parties).
6. If additional attachments are provided for the form, they are numbered and indicated in the text before the number of copies is marked.
7. The documents indicate the legal details of the parties, the characteristics of the equipment, and reflect the essence of what is happening during the inspection of the property.

If the equipment or equipment transferred by the supplier or manufacturer requires assembly or installation, another uniform form of the acceptance certificate is used.

Contents of the document

Most often, the assignment of equipment is carried out during the construction of facilities, during which the Customer transfers the equipment to the Contractor for installation, and subsequently the reverse procedure is performed to transfer the already assembled equipment to the Customer for acceptance for launch.
The transfer procedure is confirmed by an act drawn up either on the standard OS-15 form or on an ordinary A4 sheet in any form. The act is drawn up by the Customer in 2 copies, with the delivery of signed copies certifying the fact of assignment of the equipment to each participant in the transaction. The status of both copies of the act is equivalent.

Regardless of whether the results of the assignment are filled out on a unified OS-15 form or in any form on blank paper (possibly on letterhead), the document must contain three main sections:

The first section is the title section

• It displays the details of the participants:
• Name of the customer institution
• Name of the installation contractor.
• Date and place of execution of the act
• Installation work deadlines
• Date of commissioning of the installed equipment according to the agreement and in fact.

Second section - table

• The section is a table consisting of 11 columns:
• Column 1. Equipment name.
• Columns 2, 3 and 4 display numbers: Equipment serial number.
• Passport ID.
• Position number, according to the technological diagram.

Third section

This section is located on the back of the form. Here information is filled out that notes the discrepancy in the technical parameters of the equipment in relation to the design documentation, the state of completeness of the equipment and other comments about detected defects.

The act can be drawn up both for a separate type of equipment and for the entire list, listing the name in the table of the form.

Note. Placing a signature on the acceptance and transfer document by the receiving party means that the equipment was accepted with no complaints or with the comments noted in the third part of the form.

If the institution uses a form accepted by management, then it should contain the same sections as in the standard OS-15 template.

The legal status of the act will be preserved under the following conditions:

• If the act is an integral part of the agreement. In the absence of agreement, the act loses its meaning.
• If the act of assignment of equipment is approved by the signature and seal of the Customer.

The form must be filled out in at least 2 copies, with each participant in the transaction receiving one copy.

Content

The act can be divided into several parts, each of which contains certain data:

• the first part is the title of the document itself. The date and place of compilation are also indicated here;
• Next, you need to indicate the full names of the companies that are participants in this transaction. In addition, the document records the responsible persons, their passport details and positions. As a rule, these are heads of organizations. The document that became the basis for the manager’s work is also indicated. This may be a regulation, charter, etc.;
• This information is entered not only about the seller, but also about the buyer.

After this, you can begin filling out the body of the article. In fact, this is where the purpose for which this document is being drawn up is indicated. The body contains a document that became the basis for this transaction. As a rule, this is a contract. There must be a column showing the technical condition, serviceability or presence of malfunctions of the transferred equipment. If the device is in perfect condition or is new, this must also be indicated.

https://youtu.be/yD6lpq8wwp0

( Video : “Act of acceptance of transfer”)

We can say that this is the main part of the act, which must be present, regardless of what form of drafting was chosen. However, in addition to this, additional points must be taken into account:

• the organization that accepts the device must indicate that it has no questions about the quantity and quality of the equipment. Accordingly, it has no right to make any claims regarding this transaction in the future;
• if this is a sale, be sure to note the amount that the buyer gave to the seller. The price should be indicated not only in numbers, but also in words. In addition to the cost, it is necessary to note information about the payment of VAT;
• do not forget, the document must specify the responsibility assigned to the party that does not fulfill the terms of the contract;
• It would be useful to note how many copies this document was compiled in.

There is space at the bottom of the page for both parties to sign. Signatures must be with transcripts. If the document is not signed by at least one participant in the transaction, it cannot be recognized as valid. As for the certification of the act using seals, this can be done with the mutual desire of both parties. Since many organizations have the right to carry out their activities without using a seal, this condition is optional.

https://youtu.be/YWandK2sUVI

( Video : “Act of acceptance and transfer of apartment”)

An example of an equipment acceptance certificate

The act of transfer of equipment, filled out in any form, must contain the same information as in the standard OS-15 form. Below is an example of a completed act in any form:

Equipment acceptance certificate

Barnaul March 12, 2020

Closed joint stock company "Stroy-podryad TVS", hereinafter referred to as the "Customer", represented by the head of the institution, Ivan Ivanovich Sidorov, acting on the basis of the Charter, on the one hand, and the installation company "Stroy-montazh BMU", hereinafter referred to as the "Contractor" , represented by the head of the installation department, Petrov Petrov Ivanovich, acting on the basis of the Charter, on the other hand, collectively called the “Parties”, have drawn up this Act on the following:

1. This Transfer and Acceptance Certificate certifies that Stroy-Podryad TVS OJSC transferred, and Stroy-Montazh BMP accepted, in accordance with Contract No. 15 dated March 10, 2020, equipment in quantity and completeness, in accordance with Appendix No. 1 to marked contract (hereinafter referred to as “equipment”).
2. The parties jointly, when inspecting the facilities, came to the conclusion that the supplied equipment is in good technical condition and meets the requirements reflected in contract No. 15 dated March 10, 2020.
3. The Contractor has no claims against the Customer regarding the transfer of equipment in accordance with the requirements set out in Contract No. 15 dated March 10, 2020.
4. According to clause 3.1. Agreement No. 15 dated March 10, 2020. The Contractor undertakes to install the equipment within two months and transfer it to the Customer for operation on May 10, 2020.
5. The Parties agreed that if the transferred equipment is damaged as a result of the actions of the Contractor or third parties, the Contractor undertakes to reimburse, at the Customer’s option, the amount agreed upon by the Parties, shown in Appendix No. 1 to Contract No. 15 dated March 10, 2020, for a period of 30 (thirty ) calendar days from the date of filing the claim.
6. This Act is executed in two copies having the same legal status, one for each Party.

SIGNATURES OF THE PARTIES

Manager Chief

OJSC Stroy-podryad TVS LLC Stroy-montazh

_____ Sidorov ______ __ Petrov ______

/Sidorov I.I./ /Petrov M.I./

M.P. M.P.

Purpose

The acts serve to ensure that the transferring party reflects the departure of equipment, and the receiving company reflects its receipt at the warehouse. Equipment is an asset of the enterprise, so it is important to monitor the correctness of filling out documents.

If the inventory or serial number is incorrectly indicated, a “non-existent” asset will be delivered to the receiving party’s warehouse.

The acts serve to reflect the following information:

• Technical condition of equipment;
• An indication that the object belongs to depreciable or non-depreciable inventory items;
• Quantity and estimated cost of equipment;
• Options.

With the help of acts at the time of transfer, any discrepancies are recorded, and upon signing, the receiving party confirms the receipt of equipment at the warehouse with the technical characteristics and properties stated in the delivery. In the event of subsequent disputes, the company that accepted the equipment will find it difficult to prove the existence of discrepancies.