How to use seal for documents. How to use a seal and stamp. Accounting for seals and stamps
In the modern office, old-fashioned stamps and pads have been replaced by ergonomic automatic stamps. Sometimes they are called tradats - after the name of a well-known company that produces equipment for them. If you use the automatic stamp regularly, the ink on the pad will dry out and the stamp impression on the paper will become faded and unclear. Documents with faded prints are difficult to photocopy and scan. Many companies may consider such papers invalid.
If there is a need to refill a stamp pad in the office, then it is not at all necessary to call specialized companies to find out how to refill a stamp with ink. Refilling instructions are usually available in special boxes in which automatic equipment is sold. The standard recommendation is to buy a new stamp pad for your stamp. But this advice can be quite expensive for the company. Therefore, let's try to find out how to refill a seal with ink without damaging it, and without getting dirty.
How to remove a stamp pad
In standard automatic printing it is in the middle. It is visible when viewed from the side. A photo of automatic printing indicating the position of the ink pad is located below.
To understand how to refill a round seal with ink, you need to pull out this pad. To do this, you need to press the two buttons located on the sides of the tradata, while lightly pressing the seal down. If everything is done correctly and the automatic equipment has not been damaged, the buttons will register a lightly pressed state. After this, using an ordinary pencil, carefully remove the pad from the side gap.
How to prepare a seal for refilling
Before using ink, you should clean the removed pad and remove any adhering lumps of ink, pieces of paper and other possible contaminants from it. It makes sense to smooth out various dents left on a soft surface with a non-sharp object. An ordinary paper clip is perfect for this. Using the end of it, we carefully level all the prints. A worn pad is not elastic, it practically does not absorb ink, and it shows deep indentations that cannot be smoothed out. It makes no sense to saturate such a pad with stamp ink; it is better to order a new one - and then you will not need to find out how to refill the stamp with ink. A photo of the removed pad can be seen below.
How to apply stamp ink
Thus, the stamp pad is prepared for painting with stamp ink. The required paint is produced by various companies, including in our country. Under no circumstances should you fill the seal with ink or other liquids - you can quickly and hopelessly ruin it. A standard bottle of stamp ink has a dispenser, which is very convenient for dropping ink onto stamps.
A few drops of stamp ink should be carefully and evenly applied to the surface of the pad. Excess can be removed with a napkin. After painting, you should wait a few minutes until the liquid is absorbed into the surface. Insert the pad into the print tool with the ink side down. To answer the question of how to properly refill a stamp with ink, if two or three colors are used in automatic printing, you just need to sequentially pull out the pads of different colors and fill them with the corresponding stamp ink. The sequence of actions is the same as with single-color stamps.
Flash printing
Recently, a new type of printing has become widespread - flash printing. They differ from a regular stamp in that their working surface, on which the impression is applied, is absolutely smooth. This type of printing uses multiple colors and is applied more accurately and evenly to the paper. Flash prints are much more durable, and their level of protection is much higher.
Refilling single-color flash printing
Despite its durability and wear resistance, after some time the question still arises of how to refill the seal with ink. In order to quickly refill a flash stamp in a simple way, you need to have a syringe and suitable stamp ink on hand. The cliche is located on a shock-absorbing print pad. Remove the cliche and place it on a flat surface. Apply the paint evenly several times using a syringe. You should wait some time between applications so that the ink is evenly absorbed into the cliche. The layer of applied liquid should not exceed 2 mm. Let the paint absorb completely, wipe off the excess ink with a napkin and put the seal back to its original state.
Refilling multicolor flash printing
When refilling multicolor flash printing, you need to get the cliche as described above. This part is filled with syringes, and care must be taken to ensure that the paints do not mix. Paints of different colors have different degrees of fluidity. It is not difficult to remember how to refill a seal with ink: first, the ink is applied to one segment of the seal, then to the other. When refilling, you need to use a separate syringe for each color, otherwise the colors will be dirty and blurry. After the procedure of filling with paint, the flash printing clichés should be put aside. The paint should be evenly distributed over the surface; this will take some time. After that, we insert the cliche into place and try the prints.
Instructions
Usually the seal is disassembled for the purpose of refilling with ink, so prepare several napkins: they will allow you not to get dirty, and also quickly remove splashes from the skin that have not had time to dry. Protect from drops - the liquid composition is corrosive and is difficult to remove from fabric.
If you have a print with automatic equipment and a protective mechanism that prevents the ink from drying out, then it can be disassembled in several ways. First, turn it over so that the top cover rests on the table surface.
Slowly push in the automatic accessory until you can press the buttons. If the frame goes completely inside and the impression opens, then you missed the point. Please try again.
The buttons were pressed and the seal was fixed in one position. Let them go. Now you can remove the pad.
From the side of the seal, find another hard-to-reach button and press it. The edge of the pad should appear from the side.
Take a napkin and grab it. Take out the product carefully; the slightest awkward movement can cause small splashes, even if it seems to you that all the dye has run out.
Fill the pad with stamp ink and insert it back into the hole. At this stage, the question often arises: how the part was positioned. Don't worry, you won't be able to place it incorrectly; it just won't fit.
Press the paired locking buttons and at this moment make a movement as if you were about to make a print, but do not complete it. Release the seal and the device will return to its original position. Now they can continue to work.
Dies based on automatic equipment are disassembled in the same way.
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Typically, all you need to do to start printing is to install and add a printer. In this case, all basic settings will be set by default, but in some cases it is necessary to adjust existing printing settings.
Instructions
The setting depends on what is more important to speed up: the operation of the application or the output of the document to . By default, the average option is accepted (start printing from the appearance in the order). To make changes, right-click on the printer icon – “Properties” – “Advanced” – “Details” – “Queue”.
Print time (for XP2000) is also set in the “Advanced” - “Available from...” section.
Cancel printing. You need to click on the printer icon to open the print queue list. Select the document, right-click – “Cancel Printing”. To change the order, go to the “General” tab - “Priority” of the document. To delete the entire list - “Clear queue”.
By going to the “Print Settings” tab, you can: select the orientation of the paper sheet, set the number of sheets on one printed page, as well as the order in which multiple pages are printed (from beginning to end or even and odd), select paper and the appropriate print quality.
The settings changed in this way will be accepted as basic for all applications. If you make changes to the printer settings from the print dialog, they will only apply to this program.
You can also duplicate the main printer and set different printing parameters for each “new” icon. All that remains is to send different documents to “different” printers, which significantly saves time and simplifies the work.
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The infillable seal is very convenient to use, but requires appropriate maintenance. The ink pad gradually dries out after each use. Any stamp must be replenished with ink. Special ink pads are available for sale. You can refill the stamp with ink yourself. However, the methods for refilling stamps with ink may vary slightly depending on the brand and model.
Instructions
To stamp, first press about 1 cm on the upper part of it. Press the two buttons located on the side of the stamp. Buttons can be round or square, or stand out in a different color from the entire stamp. When pressed, the stamp should release easily. If necessary, pull it with your fingers. Gently press down on the ink pad. Push it one way, if you can't push it out, push it the other way.
The ink pad is located near the buttons. Pull the ink pad out completely and place it on a flat surface, protecting it from staining the paper. Moisten the stamp pad with blueberries. Ten drops are enough. Place the stamp pad back into the stamp. Then you should press down on the stamp until the holding buttons are in their original place. The ink pad must be placed before the specified blocking pad. Then slide the lock to secure the pillow. This lock is located on one side of the stamp.
On some stamp models, the block line and lock may be highlighted in a different color. In this case, pull out the ink pad until you hear a characteristic click. The pad itself is also different in color, which makes it much easier to spot.
For ease of removal, some models have a round finger slot at the bottom of the dies. Place 10 drops of ink into each of the sumps, which are the circular areas at each end of the stamp. Feel the sump nozzles to ensure there is enough and equal amount of ink in each area. In case of overflow, remove excess with a damp cloth. Press down on the ink pad to place it in its original location.
After loading any stamp model, wait 15 minutes before making stamps. After the specified time has passed, make a test print on a plain sheet to check the quality of the infill.
The current legislation of the Russian Federation does not require mandatory registration of a seal from a company or entrepreneur. There are no formalities provided for in the event of its replacement. But a visit to the bank where an organization or individual entrepreneur has a current account cannot be avoided. The card with sample signatures of representatives of the company (or individual entrepreneur) and a new seal will have to be certified again.
You will need
- - OGRN, INN, KPP (if available), name of the company or individual entrepreneur;
- - designer services (not in all cases);
- - services for the production of new seals;
- - services for recycling old seals (you can do this yourself);
- - notary services (optional);
- - bank service for certification of a new card with samples of signature and seal;
- - money to pay for all listed services.
Instructions
The order in which you proceed depends on the reason you are changing the seal. OGRN, TIN and, if there is a checkpoint, an organization or entrepreneur usually do not change throughout the entire activity. And all this information, as well as the name of the enterprise or individual entrepreneur, must be on the official seal. However, the reason may be the need for a more solid and, accordingly, expensive seal, or with a greater number of degrees of protection. In such cases, you need to start by contacting a company that provides stamp production services, voice your wishes and pay for the work.
Often the reason for replacing a seal may be the need to place your logo on it (or a new one instead of an old one when replacing it). In this situation, you need to discuss with the print manufacturer their specifications for the images and provide the logo according to them. If you are unable to do this yourself, contact your stamp company directly for assistance. Many of them are able to help you, and some may even commission designers to create a logo from scratch if you don’t already have one. These services are usually provided for a fee.
Making a seal takes several days, usually no more than a week. After the agreed period, you need to pick up a new seal. It is also possible to deliver it to your office or to another address by courier, usually for a fee. If you did not make an advance payment, the money for the service provided must be transferred in exchange for the finished seal. Most often, both cash and non-cash payments are possible. Do not forget to also obtain the necessary supporting documents from the stamp manufacturer if recording these costs in accounting is relevant to your tax system.
With the seal ready, you need to visit the bank branch where you have a current account (if there are several accounts, each bank where there is one) to certify a new card with samples of the seal and signatures of the director and chief accountant of your company. The procedure is exactly the same as when opening an account: the director and accountant, if available, must present their passports to the operator and sign the card, and a new stamp is also placed there. The service is paid according to bank tariffs. You can have the card certified by a notary and take it to the bank, but this usually costs more.
After completing all necessary procedures, do not forget to recycle the old seal. It’s better not to delay this in order to avoid confusion (or at least not to store the new and old seals side by side, with both in places inaccessible to strangers). You can recycle the seal yourself or, which is safer and easier, although it costs money, contact to the organization providing such services.
Video on the topic
Sources:
- how to change your IP
The daily preparation of monotonous documents leads to the fact that each page printed on the printer becomes the same as the previous one. To add variety, it is advisable to use not only the standard color, but also its shades.
You will need
- Microsoft Office software.
Instructions
To add variety, you can use other colors created by MS Word. For 2007 and 2010, click the large menu button, then File, and select Page Setup. Go to the “Page Color” block and specify the required color. For faster access to the Page Setup applet, it is recommended to use a special button on the toolbar.
For versions 2003 and earlier, this setting can be determined by clicking the top “Format” menu and selecting “Background”. To set a specific style for the page, you need to select the “Styles and Formatting” item in the same menu; the frame can be made in the “Borders and Fill” applet.
How to properly refill the machine with ink. To prevent the equipment from becoming stained with paint and maintaining its aesthetic appearance, it is better to completely remove the ink pad from the equipment before refilling. To do this, lightly press the legs of the equipment so that the cliche does not interfere with pulling out the pillow. Push the ink pad with your finger, pull the extended edge, and pull it out completely. Just now carefully pour the paint evenly over the stamp pad. Let the ink soak in a little, then carefully insert the ink pad back into place. You shouldn’t pour in paint without taking out the cushion - this will make the equipment dirty and difficult to clean!
Don't use cheap paint! The cliche is made of photopolymer or rubber, which react poorly to substances used in cheap paints, especially alcohol. This may or may not deform the cliché very quickly. Using professional stamp ink you will protect your stamp from premature wear!
How to place impressions correctly.
It is best to place prints on a flat but not hard surface, such as a stack of paper lying on a table. If you have to make stamps frequently, consider purchasing a stamping mat or use a regular mouse pad. You should not make impressions with sudden movements with effort - this is a theatrical gesture, unconsciously perceived by people from cinema and other media. It has nothing to do with the actual quality of the impression; moreover, there is a risk of damaging the plastic parts and wearing them out ahead of time. Place the print with a smooth but confident movement until it stops.
If you carry the seal with you (in your bag, pocket, car glove compartment), it makes sense to think about how to reliably protect yourself from opening the protective cover and getting paint on other objects. First of all, the seal must have a lid (pocket, automatic or manual). Pocket accessories (tablets) must have a lock that protects the seal from accidental opening with buttons. For automatic printing, it is best to purchase a cover; it will not only protect you from accidental opening of the equipment, but also protect it from dust and scratches, preserving the aesthetic appearance of the equipment for a long time.
During the operation of seals and stamps, from time to time an unpleasant situation arises when the affixed imprint loses its clarity and color intensity. Which signals that the ink in the replacement ink pad is running low. This problem can be solved in two ways:
1. Replace the ink pad.
Manufacturers of automatic equipment do not recommend refilling replacement pads, since each subsequent refill deteriorates the quality of the impression and wears out the stamp pad. It is advisable to refill the ink pad no more than 3 times, after which it should still be replaced. This requirement is dictated by the properties of the material that absorbs ink. In addition, repeated use of one stamp pad leads to the fact that the printing cliché “pushes” indentations in it and each subsequent print becomes less clear. Replacing the stamp pad instead of refilling the seal will allow you to save your time and gain confidence in guaranteed clear prints in any situation. You can always order the stamp pads you need from any authorized manufacturer of seals and stamps.
If you still plan to refill the pad in the future, then when ordering a stamp, buy ink as a set, since the ink for refilling must match the composition with those with which the stamp pad was previously refilled. Since mismatching ink types can lead to accelerated wear or even destruction of the stamp pad after several impressions
I. REPLACEMENT
1. Hold the seal in one hand:
2. Lightly press the lower part of the equipment while simultaneously pressing the lock buttons:
3. Lightly press the ink pad horizontally:
4. Take out the pillow:
5. Take a new ink pad (from the same manufacturer):
6. Insert it until it clicks:
7. Without pressing the lock buttons, lightly press the lower part of the equipment and release.
BEFORE REPLACEMENT AFTER REPLACEMENT
II. REFUELING
1. To refill, you will need to remove the pad (see above), prepare the paint (as already mentioned, similar in composition to the original), as well as a device for uniformly distributing the paint (we used a regular paper clip for this purpose):
2. Apply a few drops to the surface of the pillow:
3. Carefully level the paint, pressing lightly (the main thing is not to overdo it):
4. If you overdo it with paint, it will negatively affect the quality of subsequent prints. Therefore, excess paint must be removed, for example, using a napkin or paper towel for this purpose. But just make sure that nothing unnecessary (particles of paper, lint, dust, etc.) gets on the surface:
5. Insert the pillow back (see above).
At the beginning of April 2015, Federal Law No. 82-FZ was issued, according to which printing ceases to be a mandatory attribute of organizations.
What should it be
Regardless of the organizational form, the organization cliché must contain its full name and address. Indication in a foreign language is allowed. Regulatory acts do not regulate either the size of the cliche or its color.
Moreover, it is unknown whether it is possible to indicate the abbreviated name of the company, as well as supplement the seal with such details as the inscriptions “for documents” or “for invoices”. It can be concluded that the legislation left the affixing of the abbreviated name and inscriptions to the discretion of entrepreneurs.
The generally accepted size is 38-42 mm. Typically the company stamp is blue or purple. If it is lost or worn out, the company must produce a new copy. The same applies to situations where the organization’s details indicated on the print (for example, address or name) have changed.
Federal Law No. 82-FZ allows for the possibility that an organization may not have a seal, however, the law obliges the use of a seal on strict reporting forms, in work books, as well as in cash orders. It follows from this that as long as the mention of mandatory affixing on some documentation remains in the regulations, the company is obliged to have it.
Of course, there are some exceptions to the above rules. Thus, an entry in an employee’s work book can be certified not only with the company’s blue stamp, but also with the stamp of the personnel service.
The use of seals is mandatory if the company has not written down a clause in the contract with a specific counterparty regarding its possible non-use. If there is no such clause, then the transaction may be considered invalid.
A stamp is placed on documents to give them legal force. However, not all documentation needs this. On some personnel documents You may miss adding this detail.
Some are certified with a stamp accounting papers(for example, estimates and instructions). All constituent documentation, contracts, and additional agreements are also required to be certified.
The imprint is placed at the bottom of the text next to the signature of the official. Under no circumstances should the stamp appear on the transcript of the signature. Sometimes the mark “M.” is placed in the place where the seal was affixed. P." or “Place of seal” and the imprint should be placed on it.
Primary
Primary documentation in a company refers to the so-called primary accounting, which means the very first stage of summarizing operations in an organization. Primary documents are those that can confirm the existence of a business transaction. All information contained in the “primary” must be reflected in accounting. 
The stamp is placed on those primary papers that are made in a unified form. An example of a unified primary document is a delivery note made using . If the company itself approves the form of any primary document, then affixing a stamp is not mandatory.
Orders
The order is an internal document in the organization, i.e. he does not go beyond it. Thus, putting an imprint on the order is not mandatory, and in most cases it is omitted. If an employee asks to provide a copy of the order, then the copy is certified according to all standards, with a seal and other relevant details affixed.
The stamp is not placed on any internal documentation in the company. The only mandatory detail that must be present on the order is the signature of the manager.
Organization letterheads
The stamp is placed on the organization’s letterhead depending on how the form was made. So, if the company’s letterhead belongs to strict reporting forms, then an imprint on such paper is required. If the organization’s letterhead is issued on multi-colored paper with the company logo, then no imprint is placed.
To certify a regular information letter on the organization’s letterhead, it is enough to affix the signature of an official. In some cases, an imprint on the company letterhead is required. The seal is placed on letters of guarantee, as well as on powers of attorney (for example, to represent the company’s interests in court or to receive material assets).
Other
Placing a stamp on a document on which it is not affixed will not lead to any proceedings. However, if you do not put this detail on the papers required to be certified in this way, the consequences may be unfavorable.
A document that is not properly certified will lose its legal force, and it can no longer be considered as evidence in court proceedings.
In addition to the above documents, certification is required the following types of papers:
When filling out a work book, the following points should be taken into account. The stamp of the organization must be on the title side of the book. If the employee’s personal data has changed - on the inside cover. When dismissing, the notice of dismissal must always be accompanied by the blue seal of the organization.
Typical impressions
Depending on the organizational form of the enterprise Seal impressions may vary in appearance. Thus, the imprint of an individual entrepreneur is a little simpler than that of an LLC or CJSC, and contains fewer mandatory elements. Let's look at typical stamp impressions depending on the type and shape of the company.
- Simple. It contains the name of the organization in the middle, and in the border there is a form of organizational activity, as well as ORGN and KPP. The company address can also be included in the border.
- With microtext. In such seals, unlike the previous ones, there is a more complex edging, running along the edge in 2 layers. The outer layer contains smaller text, which indicates, for example, its registration number. In the inner layer of the edging, as well as in the simple print, there is the address, OGRN and, as well as the organizational form of the company.
- With ornamental edging. Large companies prefer to use fancy prints in their activities, in which there is a pattern between the inner and outer layers of the edging.
- For individual entrepreneurs. As a rule, it contains the full name of the entrepreneur in the middle, and along the edge there are details such as address, as well as TIN.
You can find out what documents are stamped on from this video.
Features of affixing
The seal is required to be affixed to all contracts, most personnel documents, as well as. Letters of guarantee and acts have no legal force if they are not stamped. Nothing bad will happen if you put it on a document on which a stamp is not required. However, it should always be placed where its presence may later be needed during legal proceedings.
Some companies develop special regulations or instructions for using the seal. As a rule, it is approved by the manager and contains sections such as a list of stamps used in the organization, their storage location, and the procedure for use.
The stamp is placed only next to the signature of the official who has the right to sign this type of documentation. As a rule, this is either the head of the company or a trusted representative.
The legal meaning of this detail is to certify the signature of that official who is part of the management circle of people working in the company whose name is indicated on the seal.
The imprint cannot be placed next to the signature of an ordinary company employee. It is desirable that the seal does not overlap the official’s signature, is readable and makes it possible to distinguish all the information on it.
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