[Solved] How to correctly number contracts?

What should it be like?

When maintaining the numbering of employment contracts, managers and clerks can adhere to their own algorithms and systems.
Numbers can include various characters: fractions, dashes.

However, what they have in common are:

availability of the serial number of the concluded employment agreement;
the presence of the year in which the document was drawn up and signed.

How is the number formed?

So, how are numbers assigned?

The formation of the number largely depends on the frequency of hiring employees.

So, in small companies, small organizations, where hiring employees is infrequent, numbers traditionally consist of two numbers: the immediate serial number and the year. They may look like this: 09/2015, 07-2014, etc. In this case, the serial number should be deciphered as follows: the 9th or 7th contracts concluded in 2019 and 2021, respectively.

For large enterprises, factories, and enterprises where employees are hired not just every day, but several times a day, it is advisable to develop a more complex numbering system.

Thus, the employment contract number will traditionally consist of the following elements:

indication of the day and month of drawing up the document;
designation of the year of document formation;
serial number of the contract or hired employee.

Thus, the document number will look something like this: 1609-15/10.

In this case, the number is deciphered as follows: the 10th contract (number after the fraction) was hired on September 16 (numbers before the dash) 2021.

Numbering of employment contracts in an organization: rules for registration - According to the law

When maintaining documentation in an organization, it is advisable to adhere to Rostrud standards. And although assigning numbers to employment contracts is not a mandatory procedure, most employers try to carry out this operation.

This solution will streamline office work at the enterprise. If it is necessary to find a specific agreement in personnel documentation, the numbers will tell you where exactly the specific agreement is located.

In document logs, most often there is a field “Agreement number”, which can easily be used to make the necessary agreement with the employee.

Does the numbering of employment contracts start anew every year or does it continue?

Since there are no special legislative requirements on this issue, each employer can determine its own rules. It is possible to start a new numbering every year, or you can continue to maintain the already established one.

And most employers still choose the first option. Experts from the Federal Labor Service are also inclined towards this. Thanks to this choice, the identifier of a specific contract will consist of a serial number and a year.

Therefore, the most common type for small organizations: 09/2015, 01/2017, 116/2016.

How to correctly number employment contracts?

The introduction of an algorithm is a particularly pressing issue for large organizations where there is a frequent change of personnel. It is proposed to indicate the following information in the agreement number:

Day/month of compilation;
Year of compilation;
Serial number.

If you choose this numbering, the output will be a similar structure - 18/12/16/19. In the proposed version, the person was hired on December 18, 2021 and became the 19th employee registered in the specified year.

The need to number employment contracts

Systematization, organization and ease of finding documents are the three main goals that are pursued when introducing numbering.

If you study some labor documents, they also have specially designated fields for identifiers of agreements concluded with employees. The order must be entered in the registration log.

It is also traditionally recorded in the employee’s work book and in the order that the new employee has been officially hired (for the latter there is a unified T-1 form).

How to correct the numbering in an employment contract?

If a mistake was made in entering the identifier when applying for a job, it will be easier to reprint this document and put the correct serial number.

The second option is to draw up an additional agreement. Its structure must contain the signatures of both parties.

This error can be corrected with the following words in the additional agreement: Replace the number 09/2015 in the details with 10/2015.

Sample order on the numbering of employment contracts

To approve exactly how HR officers need to number documents when hiring employees, the employer issues an order. In the order, the employer indicates exactly how the documents must be numbered.

For example, you can write down that every year you need to start numbering again. Traditionally, the order includes the name of the employer, the name of the order and the full name of the manager with his signature.

There is no established form for this type of orders, so they are issued in free form.

Many employers do without such an order, because numbering agreements with employees is not an obligation for managers, but only a recommendation.

If you have any questions, consult a lawyer. You can submit your question in the form below, in the online consultant window at the bottom right of the screen, or call the numbers (24 hours a day, 7 days a week):

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Source: https://1pozakonu.ru/numeraciya-trudovyx-dogovorov-v-organizacii-pravila-oformleniya.html

Where are the numbers entered?

There are a number of documents in which you need to enter serial numbers assigned to employment contracts:

journal of registration of employment contracts, additional agreements concluded;
order for employment as a permanent employee in form No. T-1;
work book of an employee accepted into the organization.

The order must include the number of the rental agreement.

Therefore, all data indicated in this document must be displayed in the work book entries.

As for the Journal for registering employment contracts, it is not mandatory to maintain, however, representatives of the Labor and Employment Service are interested in such records during inspections. And the general rules of document flow at enterprises require registration of all documents compiled, which, moreover, have legal force and significance.

It is worth noting that the Journal of Registration of Employment Contracts must be certified by a notary.

In this case, it will have legal force, and therefore can be used in legal proceedings with employees as confirmation of the existence and legally correct execution of the employment contract.

When deposited in an archive of this type, registration logs are usually sealed (the shelf life of logs in accordance with paragraph “D” of Article No. 358 of the List of standard management documentation approved by Rosarkhiv is 75 years).

The registration log usually contains the following columns:

number in order of filling;
date of conclusion of the described contract;
number assigned to the document;
Full name of the hired employee;
position occupied according to the employment contract;
the department in which the employee is registered;
the validity period of the concluded contract between the employee and the organization (employer);
indication of part-time job or main place of work;
information about additionally concluded agreements;
notes and marks.

Please note: if an employee is hired for a part-time position, then such information must also be reflected in the registration log.

You can learn more about the journal of registration of employment contracts from our article.

What is the procedure for drawing up an employment contract? Read.

How to indicate summarized accounting of working hours in an employment contract? See.

How are additional agreements registered?

Registration of additional agreements - documents that amend the current employment contract or completely terminate it - is carried out similarly to the contracts themselves.

It is also not regulated at the legislative level, however, assigning serial numbers to concluded agreements is an effective way to keep records of documents and organize them.

If an organization often enters into additional employment agreements, it is advisable to keep a separate accounting journal.

The spread of such a magazine traditionally contains the following columns:

serial number of the document in the journal;
date of its formation (conclusion of the agreement);
immediate agreement number;
Full name of the employee;
position held;
division in the organization;
serial number of the employment contract and the date of its preparation;
date of signing the rental agreement (entry into force) and its validity period;
the contents of the additionally formed agreement in brief;
notes and markings.

It is worth noting that for small companies maintaining such a journal is not at all necessary.

When drawing up periodic additional agreements, their serial numbers can be entered directly into the labor contract registration journal. And although they do not contain a special column for this (there is only one column in the “Agreement number” column), you can enter the agreement number in the 10th column.

To summarize, it should be emphasized once again: although assigning numbers to employment contracts is not mandatory and is not prescribed at the legislative level, without it the document flow of an enterprise, firm, individual entrepreneur and employees becomes noticeably more complicated.

That is why the numbering of employment contracts is recommended by most specialists in the field of personnel accounting.

But at the same time, it is necessary to remember that this kind of organization of documentation significantly simplifies the procedure for conducting desk audits, which is the reason for a more loyal attitude on the part of all kinds of regulatory authorities. This is especially true for tax services, as well as labor inspectorates.

Streamlining employment contracts can significantly simplify the work of an HR employee, thereby significantly reducing the likelihood of him making any mistakes when preparing documentation.

What is especially important is that violation of the rules for maintaining personal affairs, as well as work records, is a serious violation. This can lead to various types of fines.

How to number employment contracts starting from the new year

In office work, a personnel employee always has many different documents. In practice, there are situations when you need to quickly find this or that paper; for these purposes, all documents must be subject to strict accounting.

For example, registration of work records is carried out in an additional journal. In order to organize activities and order among documents, it would not be superfluous to create a journal in the HR department of the enterprise with the numbering of executed contracts.

This article will tell you how to correctly assign a number to a concluded contract.

Is numbering of employment contracts required?

No law regulates whether concluded employment contracts in enterprises and firms should be numbered.

In this regard, the employer is given freedom of choice: to register contracts and agreements thereto or not to register. However, the answer to this question is provided by Rostrud letter No. 3045-6-0 of 2007.

, establishing recommendations for numbering on employment contracts drawn up with employees.

Thus, the law does not oblige employers to number, but only contains advisory provisions in this regard. It is still necessary to register contracts, since during inspections by labor inspectorates such a log is always requested.

You can find out how the register of employment contracts and additional agreements is drawn up here.

Is the numbering of employment contracts new from the new year or not?

Most often, the numbering of employment contracts begins anew every year, as well as orders. It is also not prohibited to continue recording at the beginning of the new year. In organizations where employees are hired in large numbers, several people a day, it is more convenient to start registration anew every year. At enterprises with low staff turnover there is no need to start a new registration every year.

The order of numbering of employment contracts in the organization

Contracts are registered in a special journal. It does not have a unified form; it can be compiled arbitrarily, in a form that is convenient for a personnel specialist.

Such magazines can be ordered on the website for the production of ready-made forms; the cost does not exceed 300 rubles.

The accounting journal is stitched, its pages are numbered, for reporting purposes it can be registered in the office of the organization, assigning it a number, and then putting a company stamp on it.

The log may contain the following columns:

number in order starting from the first;
date of conclusion of the contract;
FULL NAME. hired employee;
his position;
type of work;
signature of the employee upon receipt of the copy;
note.

It is important to include a column with employee signatures in the book, since if there are signatures, it will not be possible to refute the fact that a copy of the contract was issued to the worker. As a general rule, the document must be issued no later than three days from the moment the citizen is registered for work. The personnel officer can add or remove any columns at his discretion.

Is the numbering of additional agreements to the employment contract per employee or general?

If working conditions or salary change, an agreement is drawn up with the employee about this. Unified accounting procedure for additional There are no agreements for all organizations. Agreements can be registered in three ways:

in a separate journal established specifically to record additional agreements;
in the same journal where contracts are maintained;
by affixing it to the same journal.

The selection is made by the personnel officer taking into account convenience. It is also necessary to register agreements in order to reproduce information after a certain time.

Numbering of employment contracts - sample

Most often the number is given in order. The classic form is to indicate the month and year of admission, and then, through a fraction or a dash, the numbers in order. If an employee, for example, is hired first on February 20, 2021, then the contract registration will look like this: “02/2018-1.”

There is no single template for everyone; each organization develops and agrees on its own form of assigning a number.

Numbering of fixed-term employment contracts

Contracts with an expiration date can be recorded in the same general journal. If the company frequently registers people for a certain period of time, then it is better to create a special book for registration.

In any case, the choice remains with the personnel officer; he acts in the way that is most convenient for him in organizing the accounting of documents.

Numbering of additional agreements to the employment contract

Agreements are registered on the same principle as contracts. Most often, they have a number in order. In order to receive a copy of the agreement in your hands, you will also need to have a signature from the worker.

Source: https://sroorgru.com/kak-numerovat-trudovye-dogovora-s-novogo-goda/

Numbering order of the contract if there are different types

Instructions

If this is your first contract with a client, the easiest way is to assign it a serial number of 1. But you must take into account that you may have many such clients. And if you number everything the same, it won’t take long to get confused. Additional identifiers will help: an abbreviation based on the name of the partner, the current project to which the contract is dedicated, etc. One or more letters usually follow the serial number of the contract after a hyphen (-). For example, the first agreement with: No. 1-RK.

With ongoing cooperation, the most convenient form of consolidation of relations is one contract with automatic renewal every year, which stipulates the services provided, the procedure for their provision, price and other essential terms of interaction. In this case, it is advisable to formalize all changes in the contract or descriptions of individual large projects in additional agreements, referring in the right places to certain clauses of the contract. It would not be superfluous to take this option into account when concluding an agreement and include this possibility in its text. When numbering agreements, you can use the same additional identifiers as in the agreement, but you can get by with serial numbers.

For long-term cooperation, you can add the year in which it was concluded to the numbering of the agreement. For example, 1-2010 and onwards, and when the next year comes, start with 1-2011, then 1-2012 and onwards. The same principles can be used when numbering annexes to the agreement, if any, acts, invoices and other possible documents.

Most organizations store documents for decades. To prevent valuables from getting lost or wrinkled, file them in folders made of plastic or hard cardboard. Before doing this, be sure to assign each contract its own number. This will make it easier to find it if necessary.

Instructions

To easily find the contract you need, make a ledger. Take a thick squared notebook. Number the first sheet. Assign a number to the security and enter it in this journal. The number can consist only of numbers, for example 345. Or have letters - 123-ID. In addition, write down the date when the contract was concluded. The line in the journal should look like this: 1. agreement No. 345-ID dated March 23, 2011. In the notes, indicate the essence of the transaction, if required by the corporate documentation style.

When there is more than one legal entity in an organization, prepare for each one its own log of contracts. Use conventional symbols for designation. For example, write the documents of Three Bears LLC as 456-TM. And the contracts from OJSC “Wolf and Little Red Riding Hood” are marked 876-VKSH. The numbers should go in the notebook in order to avoid confusion.

Even if each division of the company is involved in the preparation and approval of documents, there should be one contract accounting book. Otherwise, the number a of the documents will be repeated, which will create discord in the company’s activities. Instruct your secretary or office manager to keep this journal. Do not give employees a seal or sign a document from the CEO until it has been assigned an identification number.

note

There is no need to always have folders with documents from five years ago on hand. So that they do not take up space in the closet, place them in cardboard boxes, signing the year and name of the legal entity in which they are registered. Place the boxes in the warehouse.

Helpful advice

If there are a lot of contracts, put them in folders. Divide the folders by the date the documents were signed or by legal entity. Attach each agreement to a file and secure it. Do not pack the binder tightly; the sheets may become wrinkled.

There are no legislative acts regulating the procedure for assigning numbers to issued invoices. The main thing is that continuous numbering is maintained, and this is convenient for those involved in processing invoices and servicing contracts.

Instructions

Start numbering with a specific number. It is not necessary to assign the number “1” to the first account; you can start with the number “916” if you wish. If an organization issues a large number of invoices, you can start numbering from “0001” and periodically, for example, once a year, reset the serial number.

Use hyphens or forward slashes to separate significant portions of the account number. For example, in 2012 you can number documents 0001/12 and beyond, and in 2013, respectively, 0001/13. This way you can always determine in what time period the invoice was issued. This system is also good if the organization breaks the payment into several parts. In this case, the account can be assigned the number 0025/12-1/. The decoding of this account is as follows: 25th account in 2012, payment of the first part of the amount.

Use alphabetic characters when assigning numbers. For example, if an organization has several departments, each of which issues invoices, it makes sense to enter the first (or any other) letter in the number. For example, the wholesale sales department may number accounts O-456-12, and the retail department P-457-12. When funds arrive in your current account, you will immediately see for which type of activity the money came.

Enter the currency code if the organization has multiple accounts. This can be indicated in letters (“p”, “e”, “d”) or using numbers. For example, if the dollar account code is "01", the number might look like 1578-01.

Create your own digital numbering, reflecting the time period of the invoice, its serial number, the structural unit carrying out the transaction and the type of currency. For example, number 1234/016/01/12 may mean ruble account (01) of the sixteenth department (for example, for services to individuals) in 2012 under number 1234. The main thing is not to forget to keep a log of number assignments and not to get confused in the code designations.

To number pages in Microsoft Word 2010, the corresponding functions of working with the program are used. Numbering is carried out using headers and footers - adding a special area in the document layout where you can insert numeric and text data.

Instructions

Open the desired document in Microsoft Word 2010 by double-clicking on the docx or doc file. You can also open your file through the program menu by launching it through “Start” - “All Programs” - Microsoft Office 2010 - Microsoft Word 2010. After this, you need to click on the “File” tab - “Open” and specify the path to the desired document.

Go to the "Insert" tab of the application's top toolbar. A menu for selecting elements to add to the page will open. Pay attention to the "Header and Footer" section on the right side of the Word window. In this block, click on the “Page Number” button.

After clicking the button, a menu for selecting numbering parameters will open. If you select "Top of Page", all numbering will appear at the top of the document sheet. When you select the Bottom of Page option, the numbering will appear within the footer. To indicate the number on the side of the sheet, select “In the margins of the page.”

After this, set the parameters for placing page numbers. You can choose any of the listed font display templates. After you select the desired item, the editor will automatically number the document.

After adding a header and footer, you will also have access to the options in the “Designer” section. There you can configure the numbering design on even or odd pages. To disable title page numbering, in the Design section, select Special Header for First Page.

Helpful advice

By right-clicking on the page number in the editor window, you can change the font settings, display character size, or number format to suit your needs. Options for changing indents are also available. Using the header and footer editing options, you can also include additional information in the number, such as the title of the current chapter.

The main thing is the principle!

At the initial stage of building a contractual work system, it is necessary to determine the principle by which it will be built:

centralized or
decentralized.

To do this, you should conduct a survey of the business processes and operating methods of the enterprise.

However, numbers on such documents are placed on unified forms of payment and labor accounting documentation.

Therefore, each organization or company decides for itself the feasibility of arranging numbers. The numbering of contracts aims to streamline paperwork and identification of documents.

The employment contract number in small organizations usually contains its own number and a number that indicates the year of conclusion. For example, 06/11 will indicate a serial number and a year digit.

Sometimes clerks themselves come up with their own numbering system, approve it from management and implement it.

For example, the wholesale sales department may number accounts O-456-12, and the retail department P-457-12. When funds arrive in your current account, you will immediately see for which type of activity the money came.

For the method of filling out a special journal in which the fact of issuing and returning documents is recorded, see Example 19.

When issuing the original contract, employees of the records management service (contract department), according to the established procedure at our enterprise, are required to make a photocopy of the contract and place it in the file.

To maintain order and avoid losing important documents, you can periodically carry out the following procedure. At the end of the month, the office management service (contract department) prepares a report on the movement of contracts. On its basis, memos with a list of contracts that need to be returned are sent to all heads of structural divisions (see.

It would not be superfluous to take this option into account when completing the contract and write down this possibility in its text.

When numbering agreements, you can use the same additional identifiers as in the contract, but you can use serial numbers.

3. In case of long-term cooperation, it is allowed to add to the numbering of the agreement the year in which it was concluded. Let's say, 1-2010 and beyond, and upon the onset of the next year, start with 1-2011, after that 1-2012 and beyond. The same theses can be used when numbering appendices to the agreement, if any, acts, invoices and other permissible documents.

Tip 5: What is cooperation as a form of interaction

The problem of relationships between people has always worried sociologists. All people enter into social contacts. Social interaction is any behavior of an individual, group, society as a whole, both in the future and in the past.

Social relations between individuals are a complex process consisting of many contacts. People come into contact with each other for a specific purpose, for example, to exchange information. This is the essence of social interaction. Stable, regular social relationships that satisfy both parties are called social interaction. There are three types of social interaction, the first of which is cooperation.

Cooperation is a social contact in which all interacting parties are motivated by a common goal. Basically, cooperation is an interaction that is mutually beneficial for all parties. According to sociologists, such social interaction as cooperation should unite people, cause them to have a friendly attitude towards each other, and arouse sympathy. This happens, but not always.

Collaborative relationships bring business partners closer together. This has a positive impact on the work as a whole. Partners begin to give in to each other at some points. Moral comfort arises, which is designed to reduce staff turnover in the team. With this type of social interaction as cooperation, an exchange occurs, not of material values, but rather of moral ones: support, mutual understanding, respect, etc.

However, cooperation has not only positive sides. Long-term partnerships can become routine over time. All members of the group, who have been collaborating with each other for a long period of time, know each other very well. They have already adapted, they understand what to expect from each other. Everything goes, as they say, “as planned.” There is no development; new people are also often barred from joining such a group. The result is the formation of stagnation.

Sociologists consider social interaction to be the starting point of all relationships in society. Many sociologists believe that cooperation needs to be specially taught, because people, especially nowadays, simply do not know how to do it. They are not ready to trust each other, and this is a fundamental point for cooperation.

Perhaps the biological programs inherent in a person from the very beginning are triggered, i.e. to defend, to defend, not to trust. The opposite is not inherent, so it needs to be taught. For this purpose, the school provides special psychological courses. It has been noticed that schoolchildren begin to study better, relationships in their team improve when they enter into cooperative relationships.

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note

The text of all documents that mention the contract (invoices, acts of provision of services or acceptance and transfer of work or goods, additional agreements, appendices, statements of claim if necessary, etc.) must mention not only the contract number with all identifiers, but also the date his conclusions. For example: “agreement No. 1-RK dated 01/01/2011”).

Helpful advice

Once developed principles for numbering contracts will help avoid confusion throughout the entire period of cooperation with regular customers.

Advice from an Expert - Work and Career Consultant

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Quick step by step guide

So, let's get down to action, setting ourselves up for a positive result.

Step - 1 To easily find the required agreement, prepare an accounting book. Take a thick squared notebook. Number the first sheet. Assign a number to the security and enter it in this journal. The number can consist only of numbers, for example 345. Or have letters - 123-ID. In addition, write down the date when the contract was concluded. The line in the journal should look like this: 1. agreement No. 345-ID dated March 23, 2011. In the notes, indicate the essence of the transaction, if required by the corporate documentation style. Having done this, move on to the next steps.

Step - 2 When there is more than one legal entity in an organization, prepare for each one its own log of contracts. Use conventional symbols for designation. For example, write the documents of Three Bears LLC as 456-TM. And the contracts from OJSC “Wolf and Little Red Riding Hood” are marked 876-VKSH. The numbers should go in the notebook in order to avoid confusion. Having done this, move on to the next steps. Step - 3 Even if each division of the company is involved in the preparation and approval of documents, there must be one contract accounting book. Otherwise, document numbers will be repeated, which will create discord in the company’s activities. Instruct your secretary or office manager to keep this journal. Do not issue a stamp to employees or sign a document from the General Manager until it has been assigned an identification number.

We recommend that you pay attention to the following advice from a work and career consultant. There is no need to always have folders with documents from five years ago on hand. So that they do not take up space in the closet, place them in cardboard boxes, signing the year and name of the legal entity in which they are registered. Place the boxes in the warehouse.

Additional information and useful advice from an expert on work and career issues If you have a lot of contracts, organize them into folders. Divide the folders by the date the documents were signed or by legal entity. Attach each agreement to a file and secure it. Do not pack the binder tightly; the sheets may become wrinkled. We hope the answer to the question - How to assign a number to a contract - contained useful information for you. Good luck to you in your Work and Career! To find the answer to your question, use the form -

One agreement, two agreement, three agreement...

A novice businessman faces many problems in his activities. How to organize an accounting system; how to calculate the amount of taxes and not remain in a “deep minus”; where to open a bank account; in the end, what requirements should be presented to the employees who are planned to be hired... Ultimately, resolving all these issues will not only protect you from unnecessary claims from the authorities, but will also allow you to organize the business process most efficiently so that it brings maximum economic returns. However, if for some potentially problematic issues entire instructions are prescribed in Russian legislation, then you have to invent solutions for others yourself, relying solely on your own logic or on the experience of colleagues, which is usually called business customs.

We will talk about one of these “non-capital” rules further.

There are no requirements for details assigned to contracts in any regulatory document. Agreements can even be drawn up without numbers at all. Thus, the creation of a contractual numbering system entirely depends on the imagination of the businessman himself. Incoming and outgoing

The entire volume of agreements concluded by a company or individual entrepreneur can be divided into incoming and outgoing. Sometimes they are also called “economic” and “industrial”. The difference, so to speak, is in the source of goods, works or services. In the first case, they are provided or sold to you, and in the second, you yourself are the executor under the contract, while the customer is your counterparty.

In most cases, the form of the contract, that is, its specific text and conditions, is proposed by the contractor. It also sets the numbering of outgoing contracts. Accordingly, if you are a customer, most likely you will have to sign an agreement with a ready-made number.

Don't get lost in your own fantasies

Those who are forced to invent numbering on their own should first of all develop some kind of system in which they themselves can easily navigate. You can number contracts simply and sequentially from the beginning of the year: No. 1, No. 2 and further. This is a completely justified method, however, in this case, completely different details will be more informative - the date of the agreement being concluded.

If there are many contracts or they are, for example, diverse, then simple sequential numbering is not enough. Thus, for a company or individual entrepreneur combining several types of activities, it is advisable to “sew” into the document number the letters denoting a specific group of goods, services or work. For example, if a businessman provides services for the development of layouts and the production of business cards and forms, and also prints booklets and photographs, then to number outgoing contracts he can use two “masks”: “ХХХ-ДЗ” and “ХХХ-П”. At the same time, the contract numbers for design services and for printing services may well be duplicated, but there will be no risk of confusing them.

Another way is to encrypt the date in the contract number: year or month, or even the specific day of its conclusion. In this case, the document number may look like this: “No. 005/01-2013”, which means the fifth agreement concluded in January 2013. True, in this case the details will be partially duplicated in the date - “on such and such January.”

Whatever contract numbering system a businessman uses, it would not be superfluous to register concluded agreements in special registers. There is no requirement for this in the law, however, as practice shows, this is a reliable way to avoid accidental loss of any document.

The register can be a table in which the details and main terms of contracts will be listed in columns, for example: number, date, counterparty, subject of the contract, amount, whether an advance is expected, validity period. This practice helps not only to better structure the archive of contracts, but also to track the process of their execution.

When should numbering be sequential?

Even if you do not use continuous sequential numbering of contracts, keep in mind that some documents issued as part of concluded agreements require the use of precisely this approach. We are talking about outgoing primary documentation, and for VAT payers also invoices, which must have sequential numbers corresponding to dates. It is worth noting, however, that there are no fines for violating this principle. However, having discovered “holes” in the numbering of acts or invoices, inspectors of the Federal Tax Service will at least demand an explanation, suggesting a violation of the principle of keeping records in a continuous and continuous manner, or, more simply, suspecting an understatement of the tax base. So we still don’t recommend neglecting this, let’s call it that wish.

Numbering in the service is carried out as follows: the document with the latest date is taken, 1 is added to its number, and this number is set. That is, if you do not start working in the service from the beginning of the year and the numbering needs to be continued, then you just need to enter the number you need, for example 45, and the numbering will continue automatically, that is, the next contract will be assigned No. 46.

If you use prefixes and codes to number documents, then you will have to ensure the uniqueness of the numbers yourself.