Equipment acceptance certificate: filling samples

When new equipment arrives at the company's warehouse, this fact must be recorded in special documentation. Fixation occurs through the preparation of a document called the "equipment transfer and acceptance act", it exists in various variations, depending on the type of tangible property, and has legal force.

It is difficult to list all existing types of acts, while they have a unified structure for each case, regulated by special rules and regulations. Is it obligatory for organizations to draw up such documents, and in what specific cases are they required?

As already mentioned, different forms of documents are used in different situations. For this, unified samples are used, which are assigned special names - OS-1, OS-14 etc. On the basis of these forms, the organization has the right to develop its own forms, taking into account the mandatory general requirements.

In what cases are acts of acceptance and transfer drawn up, and in what forms:

In situations where property is accepted for temporary use, the parties sign an equipment lease agreement with an acceptance certificate. These documents reflect the fact of the transfer of property belonging to one user to the temporary possession of another. The legislation does not provide a special form for such a case.. However, the details of the parties, a link to the lease agreement and the characteristics of the property are indicated. Also required are the legal names of the firms and the full names of both managers who have concluded the act of accepting the transfer of equipment for temporary use. The sample can be downloaded.
When any equipment or other tangible property belonging to the organization is transferred to the counterparty for repair work, an accompanying document is drawn up. The content of its form, as in the previous case, is not subject to strict requirements. A sample act of acceptance and transfer of equipment for repair can be downloaded.
If the counterparty of the organization transfers certain devices or equipment to it, form number 14 is used upon receipt. You can download the act of acceptance and transfer of OS-14 equipment. The completed form is the basis for the registration of new property by an accounting officer.
If deficiencies are found, an additional form is applied in the form.

Upon receipt of equipment, a commission is created, the members of which must be listed in the act. The commission in full force inspects the property for flaws and defects.

Features of the form OS-15

If the equipment or equipment transferred by the supplier or manufacturer requires assembly or installation, another uniform form is applied - an act on the acceptance and transfer of equipment for installation. A sample OS-15 form can be downloaded. The previously completed OS-14 fixed asset acceptance form is the basis for filling out OS-15.

In the case when the installation is carried out with the help of a third-party organization, data about it must be indicated at the top of the form, together with information about the supplier and manufacturer. Also in this situation, it is required to additionally indicate the number and date of the contract, on the basis of which the assembly or installation will take place.

If there are any defects, an application is drawn up in the form of OS-16 form. The final part is an indication of the fact that the property is suitable for installation.

After the installation is completed, a simple act of acceptance and transfer of equipment is drawn up. A sample in word format can be downloaded. Now the property can be put into operation.

The main part of the form is a description of the equipment, its configuration and the degree of readiness for assembly.

General requirements

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

To draw up and sign the act, a commission of 2 or more people is convened, one of which is appointed chairman. In the text of the form, the members of the commission are listed in alphabetical order, indicating the positions.
At the beginning of the text, the basis for compiling the document is described. As a rule, this is an order or an order to convene a commission. For example, “Reason: Order of the manager No. 044/1234 “On carrying out ...”.
A unified form is used, if it is provided for this case, or a free form on the standard letterhead of the organization.
The presentation of data in the form of a table is allowed.
The number of copies of the act (which corresponds to the number of parties) is indicated.
If additional applications are provided for the form, they are numbered and indicated in the text up to the mark on the number of copies.
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 applied.

Do I need to follow the formalities

There are several reasons that explain the need to draw up the above acts:

Law requirement. According to Russian Legislation, the process of transferring or accepting property for temporary use, when buying and selling, or subject to the need for repair or assembly, requires reflection in the relevant documentation.
Legal force. In the event of disagreements or disputes between the parties who signed the act, the court will be able to rely on the data described in it.
Balance sheet. These documents are the basis for registration of equipment by accounting staff.

You can study an example of filling out an equipment acceptance certificate by watching a video