In the current activities of any company, a situation may occur in which it becomes necessary to transfer property for temporary preservation to another company. In this case, a special document is created - an act of acceptance of the transfer for safekeeping.
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What is included in the concept of "safekeeping"
Generally, in Russian legislation there is no such term. In practice, it means the transfer of commodity -material values from one person to another (physical or legal) for any period of time under full financial responsibility for a certain fee. The storage place is usually a warehouse or other room intended for this (for example, a hangar, garage, base, etc.).
What goods can be transferred for safekeeping
Since the acceptance of inventory items for storage under responsibility is a professional entrepreneurial activity, not strictly regulated by law, the list of goods is always determined individually. Usually any products, equipment, machinery, transport, etc. are accepted for storage, that is, everything except perishable foodstuffs.
Why an act is needed, its meaning
The role of the act of acceptance and transfer for safekeeping is quite simple - it certifies the fact that the property of the company has changed hands for a certain period of time. The document secures the validity of the previously concluded agreement, in other words, it serves as confirmation of the fulfillment of one of the fundamental conditions of the contractual relationship.
From the moment of signing the act, all responsibility for the safety of the property passes to the party that accepted it.
If any damage is caused to the goods, it will be partially or completely lost; on the basis of this act, in the future it will be possible to file a claim in court to recover the damage caused.
If the inventory items are returned in full and in set time, then it will be necessary to draw up a new act testifying to this.
At what point is the document made
The act is always drawn up directly at the time of acceptance and transfer of inventory. It is this date that must be put in the document. Filling out the act is usually handled by a representative of the host company.
How to form an act, features of the form
If you are studying this material, it means that you are almost certainly given the task of forming an act of acceptance and transfer for safekeeping. Before giving you a detailed understanding of the document, we will provide general information, which is relevant to all such securities.
At first, keep in mind that today unified forms have been canceled, that is, almost any act can now be written in any form. Of course, if the management of your organization has established a requirement for the formation of this act according to the template operating within the company, you should make a document according to its type. It is also permissible to draw up an act according to a previously mandatory sample - the MX-1 form - this option frees you from having to think over the structure and content of the document in full. In addition, at your discretion and depending on the circumstances, you can expand it or, on the contrary, remove unnecessary rows and tables from it. It is good if the type of form (standard or not) will be indicated in the local papers of the enterprise.
Secondly, you can take an ordinary sheet of any format convenient for you for the act - preferably A4 or A5, or the company letterhead. You can fill out the document manually or enter necessary information on the computer, while, if you chose the second method, after the final formation, print the act - this is necessary so that those present at the acceptance and transfer of inventory items for safekeeping can sign their autographs under it.
Make an act in two copies - give one of them to the representative of the company from which the property was accepted, leave the second with you. It will come in handy in the event that a claim is made against you for damage or loss of goods. If necessary, you can reproduce the act and reproduce, just be sure to certify all copies with the necessary signatures.
Enter information about the act in a special log book - it should be in every organization that provides services for the storage of someone else's property. Keep the act for the period that is established by law or for the period specified in the accounting policy of your company.
Sample act of acceptance and transfer for safekeeping
Finally we get to the main part of our article - an example. We took the previously generally applicable MX-1 form as a basis. I must say that, although this document is not particularly difficult, it has some subtleties and nuances that should be emphasized. Using our recommendations and based on the sample below, you can easily create your act.
- At the beginning of the document, write the name and address of the company that takes inventory items for safekeeping,
- then name structural unit, where the accepted property will be located.
- Further, in the same way, enter information about the organization that temporarily parted with its property.
- On the right in the plate, indicate the OKPO codes of both companies, give a link to the agreement in accordance with which you are acting (mark the number and date of its conclusion).
- After that, the act itself is also numbered and dated.
Then comes the main block. The fact of acceptance and transfer of property is automatically recorded here, you only need to enter the exact name of the storage location and the period during which it should be carried out. In the plate below, indicate the identification characteristics of the accepted values (name, quantity, cost, etc.).
But on the reverse side of the form, summarize: how many inventory items and for what amount were accepted. Certify the document with the necessary signatures, indicating the positions and names of the responsible persons.
When the inventory of the company is transferred for storage to another organization, a form MX-1 is drawn up: an act of acceptance and transfer for safekeeping. Sample, form and filling guide - below on the page.
Download form MX-1 in excel
When transferring goods and materials, the companies first enter into a storage agreement. It prescribes conditions, remuneration and other details. After that, an act of acceptance and transfer under a safekeeping agreement is already drawn up. It can be issued for a specific period or on demand.
The act of acceptance and transfer of safe storage of MX-1 goods is drawn up at the time of transfer of goods and materials. Usually, the document is filled in by a representative of the company that accepts the property for storage. We will analyze how to fill out the MX-1 invoice.
Acceptance certificate for safekeeping: sample
In the header of the MX-1 form, indicate:
- details of the organization that will store the goods and materials,
- information about the company transferring the property,
- document number and date of its preparation,
- information about the storage agreement.
Then comes the main body of the document. The act of acceptance and transfer of material assets for safekeeping must contain:
- indication of the place of storage of goods and materials,
- information about the product: name, characteristics, quantity, price and value,
- total amount,
- storage conditions.
Two employees must sign the document: the one who received the goods and materials, and the one who handed them over. Check out our current MX-1 Form Fill in 2019 - it contains all the required lines and fields.
From the moment of signing the MX-1 form, responsibility for the safety of the property passes to the company that will keep it. She also assumes all the risks of damage or loss of goods and materials.
Please note that in MySklad you can download not only the MX-1 form, but also many other documents necessary for work for free. Register and enjoy the benefits of working in the service: save up to 70% of your time on paperwork, avoid mistakes when filling out, and an archive will be automatically created in the system. All forms can be downloaded free of charge and are up-to-date and in accordance with the law.
Although the MX-1 invoice is filled out quite simply, sometimes questions arise. We have answered frequently asked ones.
Is the MX-1 form obligatory for use or can we develop our own form?
You can create your own. The main thing is that it contains all the required details. See our act of acceptance and transfer for safekeeping, the sample contains all the required fields.
New form "Act on the acceptance and transfer of inventory items for storage" officially approved by the document Resolution of the State Statistics Committee of the Russian Federation dated 09.08.1999 N 66.
More details about the application of the MX-1 form:
- Does the LLC have the right to organize electronic document flow of forms MX-1, MX-3, MX-20 in electronic form using electronic signatures?
Compile and store documents of forms MX-1, MX-3, MX-20 in ..., prepare and store documents of forms MX-1, MX-3, MX-20 in ..., prepare and store documents of forms MX-1 , MX-3, MX-20 v ... prepare and store documents of forms MX-1, MX-3 and MX-20 ...
- Storage in a warehouse
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