Certificate of acceptance and transfer of equipment: acceptance of assembled goods into operation, installation (repair) and dismantling of equipment, installation and replacement of furniture, how to transfer materials to a contractor to perform work -

Proper execution of documentation is one of the important aspects that ensures compliance with established reporting rules, as well as allowing the interests of the organization to be respected in the event of legal disputes arising between the parties to the contract. All forms must be prepared and completed by employees in a timely manner, comply with generally accepted practice, and reflect the nuances of the business transaction being performed. Certain types of protocols used in solving problems related to the involvement of third-party performers and contractors act as documentary evidence that does not have independent force outside of contractual relations. Knowing what a sample of a simple form of an act of acceptance and transfer of equipment or goods looks like - furniture, computer equipment, etc., you can easily draw up the appropriate procedure without fear of discrepancies or other problematic issues.

Who is involved in the preparation of documentation?

In cases where, as part of cooperation between two business entities that have entered into an agreement, it is planned to transfer any material assets - on the basis of a sale agreement, lease, or other transaction - the transfer document is drawn up with the participation of both parties. In addition to the transferring and receiving entity, in some cases the presence of an engaged specialized expert may also be required to confirm the quality and functional characteristics of the subject of the transaction.

To find the correct source and formalize everything properly, it is usually enough - for example, an act of acceptance and transfer of equipment or machinery (for repair, for installation or operation after acceptance), signed by authorized representatives, certifies not only the fact of movement of inventory valuables, but also their good condition at the time of receipt. The presence of a document is also the basis for accounting operations when one of the counterparties writes off property from the balance sheet, and the second classifies it as fixed assets or another category of assets.

What form is used

In general, current legislative norms do not establish strict requirements for documentation of this category, leaving participants in civil transactions the right to independently determine what samples and templates of acceptance certificates will look like when selling or renting equipment, handing over tools to employees (including computers and laptops) ), as well as the transfer of materials to the contractor or employees to perform the work. As a rule, the format chosen by the counterparties is fixed in the annex to the contract, and the responsibility for execution rests with the sender. The list of responsibilities of the receiving entity boils down to making any comments regarding quantitative or qualitative discrepancies and signing within the appropriate time frame.

Organizations usually use letterhead as a standard, while transactions concluded between individuals may be accompanied by simple written form. If there is a pre-agreed template, standards should be followed to eliminate possible accounting discrepancies. The filling algorithm requires entering the following details:

Date and place of document preparation.
If there is an agreement, the serial number, year and month of registration.
Information about the entities involved in the business transaction.
Nomenclature list of transferred objects.

In cases where the transfer is carried out between enterprises, the name and TIN are indicated, while for civil transactions the full name and passport data of the sender and recipient are sufficient. If there is a contract, the preamble is borrowed from it. When filling out the list, the nomenclature designation, information about the manufacturer, serial number, equipment, total quantity, year of manufacture, as well as the actual technical condition are used. The accuracy of the description is an important aspect, therefore it is permissible to design the register as an annex accompanying the main document.

The party acting as the recipient must indicate all available comments - documentary recording is confirmation of the validity of theoretically possible claims. Signatures must belong to authorized persons, if necessary, specifying the details of the power of attorney. When a third-party specialized specialist is involved in the procedure, assessing the quality characteristics of goods and materials, he also signs the certificate of acceptance for operation or replacement, transfer for installation (installation) or dismantling of previously installed equipment, testing of samples, etc.

The document is drawn up in at least two copies, or based on the number of parties involved. It is important to take into account that when conducting a phased admission, forms are filled out separately for each of the stages, which provide for an assessment of the functional state, level of performance, technical safety, as well as other parameters. Indicating the value helps to correctly reflect the movement of assets in accounting. If there are errors, as well as shortages that serve as a reason for refusal to accept, a detailed description is included in the content - with clarification of each identified circumstance.

How to draw up a deed

The uniform form is not approved by law; it is drawn up according to a free model. Usually the registration is carried out by the one who transfers the object: the seller, the lessor, the donor, etc. The receiving party, if there are any comments, enters them into the document. It is compiled on letterhead or A4 sheet - for organizations, in simple written form (handwritten or on a computer) - for citizens. If the organization has established a template, compose according to the sample.

Here are the step-by-step instructions:

Enter the date and place of compilation. If there is a contract, its number and date.
Indicate the data of the transferring and receiving organization or citizens. For organizations - name, TIN, for citizens - full name. and passport details. If there is a contract, use the preamble from it.
List the objects being transferred. Please indicate: name, manufacturer, serial number, equipment, quantity, actual technical condition, year of manufacture. For each item, all known information is indicated and the condition at the time of transfer is described. If there are many units to be transferred, it is permissible to make the list an appendix to the document.
If you have any comments on the text, write them down in the document.
The document is signed by those present with their own hands. If a representative acts on behalf of a party, indicate the details of the power of attorney. When a third party (specialist or expert) participates in the transfer, his signature is required.
Make two copies. If third parties are involved in the transfer, prepare according to the number of parties - one for each participant in the procedure.

IMPORTANT!

If acceptance is carried out in stages, a document is drawn up for each stage: checking operability, performance, technical safety, etc.

We recommend indicating the cost of objects for correct reflection in accounting.

If, during the acceptance process, shortcomings are revealed, in the presence of which the receiving party refuses acceptance, it is necessary to indicate the reasons for the refusal, a list of shortcomings and the number of rejected units.

ConsultantPlus experts discussed how to transfer commercial equipment for temporary use. Use these instructions for free.

We offer an example of filling out for purchase and sale:

Donation template:

Appendix No. _____

to the Donation Agreement

from “___”_________ ____ city No. _____

Act

reception and transmission

______________ "___"____________ _____ g.

___________________________________________, hereinafter referred to as the “Donor”, and ___________________________________________, hereinafter referred to as the “Done”, together referred to as the “Parties”, have drawn up this Act as follows:

1. According to clause _____ of the Equipment Donation Agreement dated “___”_________ ____, No. _____, the Donor transfers and the Donee accepts the equipment:

— ____________________

2. The recipient has examined the transferred equipment and agrees to accept it as a gift.

3. The parties have no claims against each other.

4. This Act is drawn up in 2 (two) copies, one for each of the Parties.

5. Signatures of the Parties

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Forms of equipment acceptance and transfer certificates

Standard template No. OS-14 is chosen when the object of the operation is inventory items transferred to the enterprise’s warehouse for the purpose of capitalization and subsequent operation of fixed assets. The document is drawn up by the commission and filled out in duplicate, after which it is approved by the manager or his trusted deputy.

In situations where it is not possible to implement the acceptance regulations for objective reasons, a preliminary version of the form is drawn up, based on the results of the external inspection. Indication of discrepancies in quality and quantity with the information originally stated by the senders is carried out in the usual manner.

When providing equipment for subsequent installation, another standard form is used - No. OS-15. In the case when a contractor is involved in the work, the presence of the contractor’s authorized representative on the commission becomes a mandatory condition, eliminating the need to draw up duplicate documentation. An employee of the involved organization leaves a signature on the document and receives a separate copy.

Various types of malfunctions and defects, the presence of which was established already during installation, testing and commissioning work, or as a result of undergoing a control audit, are the basis for filling out form No. OS-16. The same form, along with template No. OS-1, is used to include equipment that has been installed and is suitable for subsequent operation as part of the enterprise’s fixed assets.

Equipment defect report

If defects are identified during installation and commissioning, a separate report is drawn up, which describes the defects found. A document is drawn up in free form or according to the OS-16 recommendation template.

A malfunction and defect report is drawn up during a scheduled or unscheduled inspection of equipment, at the stage of its acceptance for temporary use or acceptance and transfer to a warehouse, or commissioning. In general, in any situations where the documents contain information about failure or identified defects.

Important! If a company approves its own form, its form is included in the accounting policy. This applies to all such documents.

A defect report is drawn up with the participation of a specialized commission, which has identified and confirmed the breakdown, damage or defects of the equipment.

Fact! It is advisable to use the OS-16 form if defects are discovered during installation, acceptance, adjustment and testing. In other cases, it is better to use a free form or upgrade the OS-16.

The main part contains information about the defective equipment; it is better to describe the problem or detected defect in more detail. In addition, a detailed description of the fixed asset is given:

brand, model;
data on the technical passport, serial number;
the circumstances under which the defects were discovered;
information about the production and receipt of fixed assets.

The paper is signed by all members of the commission.

Rules for drawing up an act

The ability to use a free format when filling out documentation of the category under consideration significantly simplifies the maintenance of turnover and accounting. The main thing is to ensure compliance with generally accepted standards, including the exact indication of the details of the counterparties, which coincides with the information provided in the agreement or contract. Otherwise, there may be situations where incorrect spelling makes it significantly more difficult to confirm the fact of a previously completed shipment.

Having an equipment list is another aspect that requires increased attention. The more detailed the list is, the easier it is to compare technical and operational characteristics. It is recommended to specify the appearance of inventory items, current condition, completeness, functional parameters, as well as existing features that distinguish fixed assets from serial models. Indicating information about the manufacturer, production date, identifying license plates is an equally significant factor, especially when it comes to acts of transfer of documentation for technical samples, acceptance from repair, or equipment breakdown caused by the actions of third parties. During the preliminary inspection, all possible malfunctions and discrepancies are recorded, including those identified as a result of an inspection carried out by a third-party specialist, whose signature must also be present on all copies.

Normative base

One of the options that organizations can use to maintain primary accounting of fixed assets is standard unified forms presented within the framework of Goskomstat Resolution No. 7 of 2003. Given that such templates are used by default in most modern accounting programs, their use can be considered the most practical and convenient way of registration. One way or another, all samples of equipment acceptance and transfer certificates - including fixed assets dismantled or intended for subsequent installation - must be fixed within the framework of the Accounting Policy for accounting purposes.

Procedure for transfer to installation

The scheme by which organizations accept equipment, devices and equipment received from the supplier is approximately the same.

First, the object arrives at the warehouse, where it is checked,
Then it is transferred to installation,
After assembly and adjustment work, if no flaws or malfunctions are identified during the process, it is received and registered as a fixed asset.

Act OS-15 is drawn up at the second stage of this multi-stage procedure, namely after acceptance, immediately at the time of transfer for installation and testing.

Delivery options

Based on the complexity of the objects that appear within the boundaries of a business transaction, the procedure for filling out copies of accompanying documentation can be carried out either simultaneously or sequentially, in several stages. Some types of technical devices require additional tests and inspections, for each of which a separate report must be prepared. Compliance with the registration regulations allows you to use documents as a basis for withdrawing or registering fixed assets.

How to draw up a document correctly

The preparation of such certificates requires the participation of several parties. For the most part, acceptance and transfer for the purpose of leasing is carried out exclusively in the presence of representatives of both the supplier and the receiver. In some cases, a third party may be present as a representative of another organization. All features of the procedure must be reflected in special documents, which must be certified by authorized representatives of the parties upon completion of all actions necessary for registration. The act for leasing must be drawn up in several copies, the number of which must necessarily correspond to the number of parties participating in the procedure for acceptance and transfer of goods and materials.

The compiled document should always display the following data:

Name;
document number and day of signing;
detailed information about the equipment received;
data on recorded technical problems;
data on the equipment included in the equipment package;
signatures of the parties involved in the transfer and acceptance process.

In some cases, the necessary technical documentation is added as an appendix to the certificate with the corresponding indication in the main document. Depending on the level of complexity of the equipment being transferred, the acceptance procedure can be quality or quantity oriented. In such situations, several additional documents are required. Reception of technically complex products is often carried out in several stages.

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Instructions for filling

In practice, the compilation algorithm is not particularly difficult and requires attentiveness rather than special knowledge. The sequence of actions at the initial stage includes:

Indication of the name of the document, date and place of its formation (month - in words).
Entering information about the organization acting in the status of the sender, specifying the authorized official (in accordance with generally accepted practice, the data of the general director or manager is usually used), as well as the documentary basis for the emergence of his powers (charter, power of attorney, regulations, etc.). ).
Filling out a similar section with information about the company that is the recipient of the equipment.

Upon completion of the introductory part, they proceed to compiling the main body of the document.

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.

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.

Read further:

Act of acceptance of transfer of material assets

Contents of the acceptance certificate

Here are the key points directly related to the purpose of preparing the transfer documentation. The fact of the transfer itself is recorded, as well as the justification for its implementation, which is usually an agreement between the counterparties. A section must be provided indicating the characteristics of the equipment being transferred, and not only the presence of defects or malfunctions is noted, but also its excellent condition, corresponding to the original operating standards.

To record discrepancies identified during the inspection, it is recommended to draw up a separate report, drawn up as an appendix. The absence of claims - both in quality and quantity - is certified by the corresponding record.

The next paragraph includes the value of the transferred fixed assets, indicated in digital and capital form, as well as information on value added tax. In addition, the penultimate section provides data on the responsibilities of the parties and the number of copies drawn up.

What is an act of acceptance and transfer of equipment?

The acceptance and transfer certificate of equipment is a form in which information is entered by several representatives confirming the validity of acceptance of the mechanisms.
Acceptance or transfer is carried out with the participation of both parties, and in case of controversial issues, a representative of a third-party institution may be involved. The acceptance and transfer act of technical equipment is a form filled out in any form, with data entered on a standard A4 sheet. The document on the movement of equipment is printed in 2 copies (one for each side) and must display the following data:

Filling out begins with an entry at the top in the middle of the line of the name of the form “ACT OF ACCEPTANCE AND TRANSFER OF EQUIPMENT”

Next, the locality where the certificate is issued and the date of drawing up the form are noted. Example, "Mr. Novosibirsk “___” ___________ 20__.”

Then the content part of the form is displayed, where the details of the parties involved in the transfer of equipment are displayed, with filling out the full name. representatives holding positions.

Next, the transferred equipment is listed in tabular form, displaying the name, brand, model, technical condition, year of manufacture and serial number.

If deficiencies discovered by the commission are identified, comments are recorded and a defect report is subsequently drawn up. If no comments are found, a record of no claims against the transmitting party is recorded.

The registration of the acceptance and transfer act is completed with the signatures and seals of the parties.

The signed document is submitted to the company’s accounting department for approval by the head and chief accountant of the institution.

If technical documentation is submitted along with the completed form for the transfer of mechanisms, a note is made about their movement.

When accepting complex equipment, it is possible to draw up an acceptance and transfer document in several stages, for example, separately for quality and quantity with a separate signature for each completed form.

The completed form becomes the basis for deleting or registering fixed assets of companies in the accounting department.

The previously described method of drawing up documentation is applied in all situations, with the exception of when the transfer of technical equipment is carried out in a special manner, in accordance with the terms of the agreement or on the basis of current legislation.

In the example given, the form becomes documentary evidence of the execution of the lease agreement. The act, signed in 2 copies, is sent one copy to each participant. Mechanism passports may be attached to the form.

Below is a sample act for a purchase and sale agreement.

Sample act

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Design example

For clarity, it is worth giving a specific option for compiling accompanying documentation, generated in any form:

Equipment acceptance certificate
Moscow	"10" January 2022
Limited Liability Company "Polyus", hereinafter referred to as the "Customer", represented by the director Maxim Igorevich Kovalev, performing actions in accordance with the Charter, and the repair company "Burevestnik", hereinafter referred to as the "Contractor", acting on behalf of the director Evgeniy Petrovich Ignatov, performing the actions according to the Charter, collectively referred to as the “Parties”, have drawn up this Act stating that, on the basis of Agreement No. 31 dated January 8, 2022, Polyus LLC transferred and Burevestnik MK accepted the technical equipment, the list, quantity and configuration of which presented in Appendix No. 1 to the said agreement. A joint inspection carried out during acceptance confirmed compliance with the requirements of the operational condition, as well as the characteristics declared under Agreement No. 31 dated January 8, 2022. The Contractor has no claims against the Customer regarding the transfer. In accordance with clause 2.2 of Agreement No. 31 dated January 8, 2022, the Contractor undertakes to implement the agreed list of installation work within two weeks, and to hand over the equipment in a ready-to-use condition no later than January 24, 2022. This Act is executed in two copies, one for each Party, having equal legal status.

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