Bank corporate cards, as you know, are versatile. That is why settlements with them are widespread today. Corporate cards are convenient to use on business trips of employees both within the country and abroad, when paying for representative services, receiving cash at points of issue and ATMs. In the article, we will consider how corporate cards are taken into account in accounting .
General rules
To obtain a corporate card, the company signs an agreement with a banking institution. At the same time, a special bank account is opened. The amounts that are generated on it are accounted for in the account. 55.
To reflect the funds on the corporate card of the enterprise in accounting, a special subaccount to account 55 is used.
Analytics Features
The construction of analytical accounting is carried out depending on the conditions of use of the cards.
In some cases, the agreement with the bank provides for the presence of an insurance deposit on the account of the enterprise. It represents the minimum amount that is constantly in the account. It is also called the minimum balance. This amount may be spent in exceptional cases. The deposit, in particular, is used in case of exceeding the payment limit.
In the accounting of corporate cards of legal entities, it is advisable to open sub-accounts of the 2nd order to the account. 55. It may be subaccount. "Payment limit" and "Insurance deposit".
The indicated sub-accounts in the accounting of corporate cards of legal entities are opened without fail if several cards are linked to a single company account, using which any holder can make payment operations within the specified limit. When crediting funds, the client transfers to the bank a statement with the data of the holders and card numbers, the amounts that must be transferred to each of them.
Reflection of enrollment
When replenishing the settlement account of a corporate card in accounting, an entry is made:
- Db sc 55 subaccounts "Special Account" Cd. 57 "Settlement accounts" (52 "Currency accounts").
In the case of foreign currency, a special account must be reevaluated on the date of the transaction and the day of reporting. The resulting exchange differences in the accounting of corporate cards are reflected as follows:
- Db sc 55 subaccounts "Special Account" Cd 91 subsch. "Other income" (in the amount of positive differences);
- Db sc 91, subch. "Other expenses" Cd. 55 subaccounts "Special accounts" (by the amount of negative differences).
"Transfers on the way"
Upon receipt by the bank of the primary documentation confirming the execution of operations on the corporate card, the following shall be recorded in the accounting account in the accounting record:
Db sc 10 (20, 25, 26, etc.) Cd. 57 "Transfers in transit."
The use of account 57 is due to the fact that the accounting department receives and processes the primary documents (receipts, slips, etc.) before generating a statement on the card account confirming the write-off of funds.
A special sub-account should be opened for this account. It will reflect the calculations on the corporate card.
In accounting, operational control of the balance of funds can be carried out by subtracting the amount for subaccount. "Operations on card accounts" (account 57) from the balance of the sub-account "Special account" (account 55).
Operation Reflection
It is carried out after receiving the bank statement, which confirms the actual write-off. In accounting transactions on corporate cards are reflected as follows:
- Db sc 57 subch. "Operations on special accounts" Cd. 55 subaccounts "Special Account."
The list of operations allowed for implementation indicates that the holder has the right not only to make payments with a card, but also use it to receive cash.
Cash withdrawal from a corporate card in accounting is executed on the basis of supporting documents. They are issued at the point of issue or at the ATM. The wiring will be like this:
- Db sc 71 cd 57 subch. "Operations on special accounts" (in the amount of funds received).
The use of cash is reflected in accordance with general rules in accordance with the primary documentation attached to the advance report of the employee.
Important point
In addition to the above model of document management and accounting for corporate cards, in practice, a situation may arise when an employee did not provide primary or other documentation confirming the operation during the reporting period. At the same time, the debit of funds may be reflected in the bank statement.
In such situations, one must proceed from the following. Each card is assigned to a specific person - holder. According to the procedure for generating reports on the movement of funds on special accounts, they must indicate the number of the card with which the debiting was carried out. In such a situation, the importance of the competent organization of analytics on account 55 is clearly manifested.
Write-off from corporate bank cards in accounting is carried out on the basis of an extract not confirmed by documents, and is reflected as follows:
- Db sc 73 cd 55 subaccounts "Special Account."
If the card holder does not provide the primary documentation or the expenses incurred by him are not recognized as economically justified, he must return the spent funds in accordance with the established rules. Reflection of the return is carried out on a credit account. 73 in correspondence with articles accounting for the funds of the enterprise (for example, count. 50, 51).
Foreign currency accounting
The specifics of accounting for corporate bank cards with foreign currency is determined by the conditions of its debiting and conversion provided by the financial institution. In addition, the form of the map itself is of importance.
According to general rules, after returning from abroad, the seconded employee draws up an advance report, which he submits to the accounting department. To him he attaches primary documentation. It includes, among other things, papers drawn up by card payments.
All expenses incurred in foreign currency must be converted into rubles on the day the report is approved. In this case, the entries are made:
- Db sc 08 (26, 44) Cd 71 (in the amount of the ruble equivalent of expenses at the Central Bank rate);
- Db sc 71 cd 57 subch. "Operations on special accounts" (for the amount of expenses paid by the card, in rubles at the Central Bank rate).
Further entries depend on which particular (currency or ruble) corporate card was used. In accounting for foreign exchange transactions account debt. 57 subject to revaluation yes the day they were committed. Upon receipt of a bank statement, a record is made:
- Db sc 57 subch. "Operations on special accounts" Cd. 55 subaccounts "Special Bank Account" - the ruble equivalent at the Central Bank rate on the day the funds are debited.
Along with this, on the count. 57 determine the exchange rate difference. It applies to credit or debit. 91 (depending on the nature of the course adjustment).
When using a ruble corporate card in accounting, the record will be made in the amount in rubles indicated in the extract. Usually its value differs from that which is reflected in the middle. 57 subch. "Special Card Operations" on the day the report is approved. This is due to the fact that financial institutions use an internal rate that does not coincide with the Central Bank rate when revaluing foreign exchange transactions.
The resulting difference is considered to be total. Since the amount of payment made in rubles in the amount corresponding to the amount in foreign currency is adjusted for differences, they are reflected in the same account as the main amount of travel expenses. It could be cf. 08, 44, 26, etc.
Commissions
They are charged for servicing corporate cards. In accounting, commissions are included in other expenses and are reflected in the corresponding subaccount. 91.
The amount and procedure for writing off remuneration are established in accordance with the tariffs of a banking organization. They are indicated in the appendix to the account servicing agreement.
Interest on the balance
If accrual is provided for in the card account servicing agreement, they are included in other income. This compiles the wiring:
- Db sc 55 subaccounts "Special Account" Cd. 91 subaccounts "Other income".
Nuances
The above procedure for recording transactions relates mainly to enterprises-owners of card accounts that carry out settlements with commercial partners.
At the same time, the company can accept payments from cards of individuals and organizations. Issuers (card issuers) conclude agreements with merchants on the sale of products to cardholders.
The agreement establishes the rules for providing points with technical devices, authorization of operations, terms of settlements with customers, the size of the commission of the servicing bank. The latter, as a rule, is withheld from the proceeds received from the sale of goods and credited to the account of the trading company.
Collection of slips
A slip is a terminal check. The procedure and frequency of their collection is determined in the terms of an agreement signed with an acquiring bank (a credit company that organizes card acceptance points and provides services for servicing the entire complex of operations in them). At the same time, a slip register is compiled without fail. It indicates the number of checks and the total amount.
The register should be completed in duplicate. One, along with slips, is given to the collector, the second remains in the trading company. In the latter case, the collector also gives a receipt.
As the basis for the reflection of the amounts in the account. 57 stands exactly the second copy of the document. Before transferring the slip to the collector, the company cannot consider the amounts as "transfers in transit." Accordingly, reflection on account 57 is not performed.
Until the slip is transferred to the bank (while they are at the cash desk of the trading company), funds for goods sold are not debited from the accounts and are not credited to the account. Accordingly, it is believed that customers have formed receivables.
When the sales proceeds are credited to the account, the following is created:
Corporate Card Accounting in C1
Reflection of operations is not currently accompanied by any difficulties. I must say that earlier accounting for corporate cards in C1 7 7, for example, was done almost manually.
The software product 1C "Accounting" is constantly being improved. The first significant changes were noted by users of the C1 8 2 program version. Accounting of corporate cards in the newest application has become even easier. Consider some of the nuances of reflecting operations.
The operation of replenishment of corporate cards in accounting in C1 8 3 is reflected using the document "Write-off from account". To open it, go to the "Bank and cash desk" section, then to "Bank statements" and click on the "Write-off" button.
The type of transaction "Transfer to another account" is indicated in the document form. To select the beneficiary's account, open the directory "Bank accounts". The debit item will be ct. April 55.
In version 1C 8.2, the cancellation was made out in a similar way. At the same time, a separate document was not drawn up for the receipt of funds for the transfer from the payment system - it was taken into account as the turnover of the movement of amounts.
ATM cash withdrawal
When withdrawing funds, the employee actually takes them under the report. Accordingly, he is obliged to provide documents confirming the costs.
Suppose an employee cashed out a certain amount from a card and paid for acquiring inventory items.
Withdrawal in 1C is reflected using the document "Write-offs with r / s". It is necessary to put down the type of operation: “transfer to an accountable employee”, account 55.04. A bank account is the one to which the card is linked. The document also indicates information about its holder, i.e., about an accountable person.
When reflecting the operation, a record will be made:
Withholding a bank commission when withdrawing funds
This operation is reflected using the document "Write-off from the account". Its appearance is “other write-offs”, the account is 55.04. Banking is the account to which the card is attached.
In the details indicated account. 91.02. This is a debit account to which the commission is transferred. In the directory "Other expenses / income", you should select the article that includes the costs of paying for the services of the bank. After that, a record will be formed:
Db sc 91.02 cd April 55.
Confirmation Operation
In 1C, the reflection of expenses is carried out using the "Advance Report" document.
When filling it out, in the "Advances" tab, select "Write-off from account".
In the tab "Goods" you should fill in the data on purchased inventory items, their account and VAT.