New Regulations on Preparation, Signature, and Retention of Accounting Documents

Circular 112 has amended and supplemented the provisions on the preparation, signing, and retention of accounting documents for exported and imported goods. Specifically, the new regulations are as follows:

1. All transactions related to the registration of tax accounting and other revenues for exported and imported goods must prepare accounting vouchers.

2. Accounting vouchers must be prepared according to the content specified in the template for each type of transaction, ensuring completeness and legal validity for each type of document as prescribed by the Law on Accounting and Decree 174/2016/ND-CP.

3. Recording in accounting documents:- Recording in documents must be complete, clear, prompt, and accurate as stipulated in Article 18 of the Law on Accounting and Decree 174/2016/ND-CP;- The writing on documents must be continuous, without interruptions, not abbreviated, not erased or corrected; when writing, use a ballpoint pen or ink pen; do not write in red ink or with a pencil;- The amount written in words must match the amount written in numbers. The first letter must be capitalized, and the remaining letters should be in lowercase; write closely to the beginning of the line, and the writing and numbers must be continuous without gaps, finishing one line before moving to the next. Do not insert additional lines or overwrite pre-printed text. Gaps must be crossed out to prevent modifications, additions, or deletions. Erased or corrected documents are not valid for payment and accounting records. If a pre-printed template is written incorrectly, it must be canceled by crossing out the incorrect document.

4. Accounting documents must be prepared in sufficient copies. If multiple copies of an accounting document are required for one economic or financial transaction, the content of all copies must be the same.

5. Accounting documents prepared in electronic form must comply with Articles 17, 18, and 19 of the Law on Accounting and Decree 174/2016/ND-CP.

6. Signing accounting documents:- Accounting documents must be signed according to Article 19 of the Law on Accounting and Decree 174/2016/ND-CP. The signature on an accounting document by one person must be consistent and match the registered signature sample;- The preparer, the approver, and others who sign the accounting documents must take responsibility for the content of the accounting documents;- Responsible persons for signing accounting documents may only sign after the content for which they are responsible is fully recorded according to regulations.

More details can be found in Circular 112/2018/TT-BTC, effective from January 01, 2019.

- Thanh Lam -

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