Refrigerator in accounting: classification and postings

The arrival of new equipment on the balance sheet of an enterprise always raises a number of questions for the accountant related to the correct classification of the asset. In particular, refrigerator in accounting can be classified into different groups depending on the purpose of its acquisition and further use. Errors at this stage can lead to incorrect calculation of income tax and distortion of reporting.

The key point is to determine the useful life and initial cost of the object. If you purchase a household appliance for the needs of an office or dining room, it usually becomes fixed asset. However, if the equipment is purchased for subsequent resale in an electronics store, it is classified as product. Understanding this difference dictates the choice of accounting accounts and the procedure for writing off costs.

In this article we will analyze in detail the algorithms of actions for various situations, consider the regulatory framework and give examples of postings. We will pay special attention to the intricacies of depreciation and issues related to the cost limits established by the organization’s accounting policies.

Criteria for classification as fixed assets

In order to correctly classify refrigeration equipment, you must refer to PBU 6/01 “Accounting for fixed assets.” According to the current rules, an asset is accepted for accounting as a fixed asset if it is intended for use in the organization's activities for a long time (more than 12 months) and does not imply resale. Initial cost also plays a role, but the threshold values may vary depending on the internal policy of the company.

If the refrigerator is purchased to equip an office kitchen, staff break room or industrial canteen, it performs the function of ensuring working conditions. In this case, its service life usually exceeds a year, and the cost is significant for the company. Therefore, such an object must be posted to account 01 “Fixed Assets.”

⚠️ Attention: The organization sets the value limit for classifying assets as low-value items or fixed assets independently within the limits permitted by tax legislation (usually up to 100,000 rubles for tax purposes).

There is also a nuance with the configuration. If the refrigerator is an integral part of a complex production unit (for example, a cooling chamber in a production line), it is not taken into account separately, but is included in the total cost fixed asset. In such cases, an inventory number is assigned to the entire line, and not to an individual compressor or cabinet.

Refrigerator as inventory items

The situation changes dramatically if the subject of consideration is a trade organization. For a household appliance store, supermarket or wholesale warehouse refrigerator is a product intended for sale. In this case, the asset does not participate in the production process of the company as a tool, but is an object of commercial exchange.

Accounting for such values ​​is carried out on account 41 “Goods”. When registering a batch of equipment, the accountant forms their cost, including delivery costs and customs duties if imported from abroad. It is critical here not to confuse assets: a refrigerator standing in the store for display can be accounted for as a product (if it is sold) or as fixed assets (if it is a display sample that is not planned for sale in the near future).

The situation with returnable containers or rented refrigerators deserves special attention. If an organization leases or leases equipment, it is not reflected on the balance sheet as property (with the exception of financial leasing on the balance sheet of the lessee), but is recorded on off-balance sheet accounts. This allows you to control the availability of property without distorting equity indicators.

Nuances of accounting for display cases

If the refrigerator in the sales area is used only for display and does not have a sales price (not intended for sale in its current form), it is advisable to transfer it to fixed assets in order to charge depreciation and legally attribute wear and tear costs.

Depreciation and useful life

One of the most important aspects of accounting for fixed assets is the calculation of depreciation. For refrigerators accounted for as fixed assets, the useful life is determined according to OKOF (All-Russian Classifier of Fixed Assets). Refrigeration equipment usually falls into the “Machinery and Equipment” group, which implies a certain range of service years.

In accounting, the organization has the right to set its own service life, based on the expected intensity of operation. However, there are strict limits for tax accounting. Most often, household and industrial refrigerators are classified in the third depreciation group, where the useful life is over 3 years to 5 years inclusive. This means that the minimum period for calculating depreciation in tax accounting is 37 months.

The method of calculating depreciation is also chosen by the organization. The most common is the linear method, in which the cost is evenly distributed over the entire service life. However, for equipment that is intensively used in production cycles (for example, refrigeration chambers at a factory), the declining balance method or write-off based on the sum of the number of years of useful life can be used, if this is specified in the order.

Accounting for low-value property (LBP)

In modern practice, the term “low-value and wear-and-tear items” (LBP) has been replaced by the concept of “low-value property,” but the essence remains the same. If the cost of a refrigerator is below the limit established in the accounting policy (for example, 10,000 or 100,000 rubles) and its service life exceeds a year, the organization may not register it as an operating system. In this case, the asset is accounted for as part of inventories on account 10.

There are two main ways to write off the cost of such property as expenses: at a time when put into operation or linearly over the useful life. The first option is more popular, as it allows you to immediately reduce the tax base on profits. However, it requires strict control over the availability of the item, since formally it has already been written off, but is physically on the balance sheet.

To control the movement of low-value refrigerators, microwave ovens and other equipment, it is recommended to keep quantitative records. This can be done in a special journal or using subaccount in an accounting program. When dismissing a financially responsible person or taking inventory, the presence of such items must be checked.

⚠️ Attention: If you wrote off the refrigerator as a low value one-time, but a year later sold it as used, the proceeds from the sale will be considered non-operating income and will be taxed.

Documentation of transactions

Any transaction with fixed assets or goods must be confirmed by primary documents. When purchasing a refrigerator, the basic document is a delivery note (TORG-12) or a universal transfer document (UDD). Based on these documents, the accountant creates inventory card (form OS-6) for each fixed asset.

The card indicates all technical characteristics: model, serial number, production date, manufacturer and initial cost. The Serial Number (S/N) is a critical identifier in distinguishing one refrigerator from another when conducting inventory. An error in one number can lead to problems when checking with warranty cards or service centers.

Upon commissioning, an act of acceptance and transfer of fixed assets is drawn up (form OS-1), which is signed by the head of the organization and the person responsible for the safety of the property. From this moment depreciation begins. If a refrigerator requires installation (for example, an industrial freezer), installation costs are collected on account 08 “Investments in non-current assets” and increase the initial cost of the object.

Typical postings and examples of calculations

Let's consider a practical example. The organization Vector LLC purchased a refrigerator for the office kitchen. The cost was 48,000 rubles (including 20% ​​VAT). The useful life is set at 37 months (3 years and 1 month). Depreciation is calculated using the straight-line method.

The following entries will be made in accounting entries:

1. Dt 08 Kt 60 - 40,000 rub. (the price is shown without VAT).

2. Dt 19 Kt 60 - 8,000 rub. (VAT highlighted).

3. Dt 68 Kt 19 - 8,000 rub. (VAT is accepted for deduction).

4. Dt 01 Kt 08 — 40,000 rub. (commissioning).

Monthly depreciation amount will be: 40,000 / 37 = 1,081.08 rubles.

Monthly posting: Dt 26 (44) Kt 02 - 1,081.08 rubles.

If the same refrigerator cost 15,000 rubles and, according to the accounting policy, was classified as low value, the postings would be different:

1. Dt 10 Kt 60 - 12,500 rub. (arrival at the warehouse).

2. Dt 19 Kt 60 - 2,500 rub. (VAT).

3. Dt 26 (44) Kt 10 - 12,500 rub. (write-off upon transfer into operation).

In this case, the entire cost will immediately go to expenses of the current period, which may be more beneficial for income tax at the time of purchase.

Frequently asked questions (FAQ)

Can a refrigerator be immediately written off as an expense if it costs more than 100,000 rubles?

No, according to the Tax Code of the Russian Federation, property worth more than 100,000 rubles must be accounted for as a fixed asset and depreciated. Writing off the entire amount at a time as expenses will lead to an underestimation of the tax base and penalties during the audit.

How to take into account a refrigerator donated by a supplier when purchasing a consignment of goods?

A refrigerator received free of charge is reflected at market value. In accounting, this is other income (Dt 08 Kt 98), which is then evenly included in income (Dt 98 Kt 91.1) over the useful life. In tax accounting, the cost is also included in non-operating income.

Is it necessary to take an inventory of refrigerators if they are written off as low value?

Yes, definitely. Despite the fact that the cost of such items has already been written off from the balance sheet (account 10), they continue to be listed in off-balance sheet accounting (account 012 or a special register). The organization is obliged to monitor their availability and technical condition.

Is it possible to change the useful life of a refrigerator after commissioning?

Changing the useful life is possible only in cases of reconstruction, modernization or technical re-equipment of the facility, which lead to an increase in its initial cost and extension of service life. You can’t just change the deadline at the request of the accountant.