In this material we will talk about how a business trip is processed in the 1C accounting program, edition 3.0.

An order from the head of an organization is the basis for sending an employee of a certain company on a business trip. Then, based on the order, a certificate is issued. These documents are not generated in the 1C accounting program.

The issuance of funds for reporting is the beginning of the business trip registration. A financial advance can be issued from a current account - using a document called “Write-off from a current account”, or from the cash desk - using a document called “”.

Upon returning from a business trip, within 3 working days, a company employee must draw up a so-called document, adding to it all the necessary supporting documents - travel tickets, checks, invoices from places of residence. All listed expenses will be recognized on the date of approval of the advance report if the conditions for their payment are met. If travel expenses exceed the advance amount, they will be recognized only after compensation to the employee of the enterprise for the financial amount of the overexpenditure.

"1C Accounting 8": business trip arrangements

Consider this example: a company called “Plyushka” sends its employee to S.S. Sakharov. on a business trip to the city of Kazan for three days. The employee is given an advance in the amount of 8,000 rubles from the organization’s cash desk. Ground - statement No. 3. After returning from a business trip, the employee submits an advance report, adding the following documents: train tickets in the amount of 2,360 rubles (with 18% VAT) and a hotel bill, which is 3,000 rubles (tax-free). The daily allowance in the organization is 600 rubles.

The issuance of an advance from the cash register to an employee of the organization must be formalized using the document “Cash expenditure order”. To carry out this operation, go to the tab named “Bank and Cash Desk”, and then in the “Cash Desk” section select the required document. Do not forget to correctly set the required type of transaction “Issue to an accountable person”. Then fill out the document, indicate the application number in the application, so since 2012, finances are reported based on the application.

After this is done, you need to draw up an advance report (location - the same section and tab). In this document, fill out a tab named “Advances”, in which indicate the cash settlement centers to which the funds were issued. After this, go to the tab called “Other”, where we indicate 3 types of expenses for a business trip for an employee of an enterprise. All listed monetary expenses are accepted as expenses under the simplified tax system.

Then look at the transactions and expense ledger and. All expenses, since they were paid, will go to KUDiR.

And the worker must return the remainder of the unused funds to the enterprise’s cash desk using the document “Profitable Cash Order.”

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A similar set of printed forms is issued based on the entry made. Immediately after entering data in all fields relating to the business trip, you will be able to print out an order to send certain employees on a business trip, a job assignment and a travel certificate (if necessary). In particular, the T-9 form (business trip order), generated automatically, will look like this.

After saving the document on the appointment of a new business trip and posting it in the database, you will be able to track the status of employees in the information register in the “Operations” menu, where the dates of the official trip will be indicated.

Such data will also be useful in the 1C Logistics transportation management program, which will allow you to track the movements of employees and their employment on business trips.

How to arrange a business trip and pay travel allowances in the 1C 8.3 Accounting program?

Sending an enterprise employee on a business trip begins with an order from the director. The employee is informed about this, and if an agreement is reached, the order is transferred to the accounting department (the order of operations at different enterprises may be different).

The accounting department issues a travel certificate (based on the director’s order). These documents are not prepared in the standard configuration of 1C 8.3 “Enterprise Accounting 3.0”.

In the 1C program, registration of a business trip begins with the issuance of money and reporting.

Issuing travel allowances in 1C 8.3

As a rule, money is issued from the cash register. In this case, the issuance is issued by a “Cash Expenditure Order“. Although, especially recently, funds can be transferred by bank transfer to an employee’s card. In this case, a document “Write-off from the current account” is created.

The amount is initially calculated approximately based on expected expenses:

• travel
• accommodation
• daily allowance
• other

To receive funds, the employee must write a statement indicating the amount and purpose of the expenses. In our case, these are travel expenses.

Let's consider the registration of an advance payment using the example of a “Cash outgoing order”.

You immediately need to set the type of issue (type of transaction) to “Accountable person”. Then fill in the details:

• organization (if there are several of them in the database)
• recipient
• sum
• In the transcript of the details of the printed form, indicate the employee’s application number

In the comment you can indicate that this is an advance payment for a business trip:

Now you can post the document and see the postings for the issuance of travel allowances, which 1C Accounting 8.3 will generate:

The employee has incurred a debt for which he must account.

Employee report for travel expenses

Upon returning from a business trip, the employee is required to account for the money spent. For this purpose, in 1C 8.3 the document “Advance report” is used.

An “Advance report” is created in the same section as “Cash documents”.

In the list form, click the “Create” button. A new document form will open.

First of all, we choose an accountable person. Then, on the “Advances” tab, click the “Add” button and in the “Advance document” column, select the expense order issued earlier (a window will first open where you need to select what type of document we need):

Then go to the “Other” tab and fill in the lines there where the employee’s expenses went. If funds were used to purchase goods, these transactions should be reflected on the “Goods” tab.

An example of filling out the “Other” tab:

If we post the document and look at the postings, we will see that the company’s debt to the employee has decreased by 2,000 rubles:

Since the expenses have already been paid, they immediately go into the Book of Income and Expenses of the simplified tax system:

Based on materials from: programmist1s.ru

In almost every organization, at least once an accountant had to send an employee on a business trip. In this article we will look at how to arrange a business trip in 1C 8.3 Accounting.

You will learn:

• Is it possible to make a business trip order in 1C 8.3 Accounting;
• how to post travel expenses in 1C 8.3;
• how to calculate daily allowances and travel allowances in 1C 8.3 Accounting.

How to make a business trip order in 1C 8.3

First, let's look at the questions that most often arise for users:

• Is it possible to make a business trip order in 1C 8.3?
• how to find a travel certificate form in 1C 8.3?

Unfortunately, there are no personnel documents - such as a business trip order or travel certificate - in Accounting 3.0. But they can be modified independently or with the help of a programmer.

Let's look at how to process travel transactions in 1C 8.3 Accounting, using an example.

How to post travel expenses in 1C 8.3

Travel expenses in 1C 8.3 Accounting, incl. fill out the daily allowance based on the employee’s advance report on the business trip using the document Advance report in the section Bank and cash desk – Cash desk – Advance reports.

In the header of the document please indicate:

• Accountable person - from the reference book Individuals select the employee who is reporting for the business trip.

On the tab Prepaid expense by button Add select advance payment documents.

Reflect the calculation of daily allowances in 1C 8.3 Accounting on the tab Other. Here, show all other travel expenses (train tickets, accommodation, etc.).

Cost item select with Type of consumption - Travel expenses.

Postings

Acceptance of VAT for deduction

So that VAT allocated on tickets and SF presented by counterparties can be deducted in the following columns:

• SF- check the box if BSO or SF is presented.
• BSO- check the box for BSO documents.
• Invoice details - enter the number and date of the Federation Council. BSO details will be filled in this column automatically from the column Document (expense) .

As a result of registration, the BSO and SF will automatically be created:

• Invoice (strict reporting form) .
• Invoice received .

Documents can be found in the journal Invoices received through the section Purchases – Purchases-Invoices received or follow the links in the document Advance report .

How to calculate travel allowances in 1C 8.3 Accounting

Settings in 1C for calculating payment during a business trip

To calculate average earnings during a business trip, create an accrual type of the same name in the directory Accruals, which can be opened from the section Salary and personnel - Directories and settings - Salary settings - Payroll calculation - Accruals.

Please pay attention to filling out the fields:

Chapter Personal income tax :

• switch taxed ;
• income code - 2000 - remuneration for performing labor or other duties; salary and other taxable payments to military personnel and equivalent persons;
• Income category - Salary.

Chapter Insurance premiums :

• Type of income - Income fully subject to insurance premiums.

Chapter Income tax, type of expense under Art. 255 Tax Code of the Russian Federation :

• switch taken into account in labor costs under item : pp. 6, art. 255 Tax Code of the Russian Federation- the amount of average earnings accrued to employees, retained for the duration of their performance of state and (or) public duties and in other cases provided for by the labor legislation of the Russian Federation;
• flag Included in the basic charges for calculating the “Regional coefficient” and “Northern surcharge” charges no need to install for Accruals Payment for time on a business trip, because to calculate the payment, these accruals have already been taken into account.

Chapter Reflection in accounting :

• Reflection method - not installed.

In 1C, the accrued amount will be reflected in the salary account with the BU and NU settings specified in the directory Employees in field Expense accounting .

Calculation of payment for time on a business trip

Accrual of travel allowances in 1C 8.3 Accounting does not have a special standard document. Therefore, the calculation of average earnings during a business trip is calculated manually and documented Payroll In chapter Salary and personnel - Salary - All accruals - Create button - Payroll.

In the document please indicate:

• Salary for- the month for which the employee’s salary is calculated;
• from- last day of the month.

By button Add select the employee who will be paid for time on a business trip. By button Accrue select.

Travel expenses in 1C 8.3 can include travel costs (tickets), payment for accommodation (for example, in a hotel), payment for food, daily allowance, etc. Most often, we do not know the exact amount that our employee will spend in the end during the trip. In this regard, he writes an application for the issuance of travel allowances, indicating this data approximately with detail by type of expense.

Since in fact the money spent and the money given to the employee may not coincide more or less, the money is issued in advance. Upon arrival from a business trip, the employee will provide documents confirming expenses to the accounting department. If the difference is in favor of the employee, he will be given the missing money. Otherwise, he will be obliged to return the unused amount back to the cashier.

Travel allowances, as well as other types of cash payments to employees, can be carried out either through a bank (on a card) or through a cash register. In this example, we will register cash withdrawal in 1C, since this is the most common method.

Let's look at the complete step-by-step instructions on how to do this in 1C Accounting.

Issuance of travel money

For accrual and payment, go to the “Bank and Cash Office” section and select “Cash Documents”.

You will see a list of previously created documents for the receipt or issuance of funds from the cash register. Click on the “Issue” button.

Now you can proceed to filling out the document itself. There is nothing complicated here. First of all, select the value “Issuance to an accountable person” in the “Type of transaction” field. Please note that when you change the values ​​in it, the structure of the document details also changes. That is why when creating a cash withdrawal document, first indicate the type of transaction.

We will leave the accounting account as default. Next, we will indicate the employee who needs to accrue travel allowances in 1C. To the right, let's select the organization and division in which he works. In the “Amount” field we will indicate that for this business trip our employee will receive an amount of 15,000 rubles.

In our configuration, accounting for DDS items is configured for additional analytics, so this field can also be filled in. For convenience, we will indicate in the comments that the money was issued for a business trip. This will make our search easier in the future.

If you need to edit the details of the printed form, expand the section of the same name. In our case, all the displayed data came here automatically when selecting an employee.

After carrying out the document, we will be able to see from the formed movement that now the amount of 15,000 rubles is listed on Gennady Sergeevich Abramov. The debt will be written off from him after he reports on the amounts spent.

Let's supplement our video instructions on the cash register in 1C:

Advance report

Which are needed to write off the debt for an advance received from an employee are also located in the “Bank and Cash Office” section.

We will fill out the header of the document as standard, as we did earlier. On the “Advances” tab in the tabular section, add a line and select the previously created cash disbursement document. As you can see, 1C 8.3 allows you to report on several advances issued to the same employee at once. This is done by adding additional rows to this tabular part.

We have indicated what the employee is accountable for for his/her daily allowance. Now we need to reflect what documents and for what amounts he provided. This can be done on the “Payment” tab.

In our case, the employee provided two tickets and a check for hotel accommodation to the accounting department. The total amount was 12,500 rubles. After the document is processed in 1C, the debt to our organization will be reduced only by this amount. Let's look at the wiring:

It turns out that the employee was given an advance in the amount of 15,000 rubles, but he reported only 12,500. It follows from this that he still has a debt, but in the amount of 2,500 rubles. In this case, by mutual agreement, he can either provide the missing checks for this amount or return the money.

The difference can be returned, for example, when calculating salaries. The employee can also bring this amount to the cashier.

In the event that an employee, on the contrary, did not meet the amount given to him and spent more, such a difference can be paid to him in the same way as the travel allowances themselves through the cash register.

See also the video on advance reports in 1C 8.3: