Circular No. 08/2013/TT-BTC guides the implementation of state accounting applied to the Budget Management and Treasury Information System (TABMIS).

CIRCULAR

Guidelines for implementing state accounting applicable to the budget management information system and treasury operations (TABMIS)

 TABMIS

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Pursuant to the State Budget Law No. 01/2002/QH11 dated December 16, 2002;

Pursuant to the Law on Accounting No. 03/2003/QH11 dated June 17, 2003;

Pursuant to the Law on Electronic Transactions No. 51/2005/QH11 dated November 29, 2005;

Pursuant to the Law on Information Technology No. 67/2006/QH11 dated June 29, 2006;

Pursuant to the Decree No. 118/2008/NĐ-CP dated November 27, 2008 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Finance;

Pursuant to Decree No. 128/2004/NĐ-CP dated May 31, 2004 of the Government detailing and guiding the implementation of certain provisions of the Accounting Law applicable in the field of state accounting;

Pursuant to Decision No. 108/2009/QĐ-TTg dated August 26, 2009 of the Prime Minister on the functions, tasks, powers, and organizational structure of the State Treasury under the Ministry of Finance;

At the proposal of the General Director of the State Treasury;

The Minister of Finance issues this Circular guiding the implementation of state accounting applicable to the Budget Management Information System and Treasury Operations (referred to as TABMIS), as follows:

PART I
GENERAL PROVISIONS

Article 1. Scope of application of state accounting for TABMIS

This Circular applies to the following entities:

1. Units within the National Treasury System (NTS);

2. Financial agencies at all levels, including: Ministry of Finance (departments and agencies under the Ministry of Finance participating in the process of managing and allocating the state budget); Departments of Finance of provinces and centrally-administered cities; District finance offices;

3. Budgetary units at all levels participating in TABMIS;

4. Other units having transactions with the NTS.

Article 2. Objects of state accounting for TABMIS

1. Money and equivalent monetary items;

2. State budget revenues and expenditures at various budget levels and other financial funds of the State;

3. State budget borrowings and repayment situations;

4. Payments within and outside the NTS;

5. Deposits of units, organizations, and individuals at the NTS;

6. Surplus balances of the state budget at various levels;

7. Budget estimates and allocations of budgetary funds at various levels;

8. Short-term and long-term financial investments;

9. Types of State assets managed by the NTS.

Article 3. Content of state accounting for TABMIS

State accounting for the Budget Management Information System and Treasury Operations involves collecting, processing, monitoring, analyzing, and providing information on: Budget allocation situations; Revenue and expenditure situations of the state budget; Borrowing and repayment situations of the state budget; State assets managed by the NTS and treasury operations. The collection and processing of information for state accounting for TABMIS must ensure timeliness, completeness, accuracy, truthfulness, continuity, and systematicity.

Article 4. Organization of state accounting machinery for TABMIS

National Treasuries at all levels organize accounting machinery and carry out accounting work; Financial agencies at all levels and budgetary units participating in TABMIS are responsible for organizing machinery to perform accounting tasks according to operational procedures suitable for their functions and responsibilities assigned at each budget level as stipulated in the Law on State Budget dated December 16, 2002, the Law on Accounting dated June 17, 2003, the Law on Electronic Transactions dated November 29, 2005, the Law on Information Technology dated June 29, 2006, and the provisions of this Circular.

Article 5. Tasks of state accounting for TABMIS

1. Collecting, recording, processing, and managing centralized data throughout the system regarding the situation of managing and allocating budgetary expenditures at all levels; Implementation situations of state budget revenues and expenditures at all levels; State budget borrowings and repayment situations; Financial funds and purpose-specific sources of capital managed by the NTS and other treasury operations, including:

a) State budget expenditure estimates;

b) State budget revenues and expenditures at various levels;

c) State budget borrowings and repayment situations;

d) Financial funds and purpose-specific sources of capital;

e) Deposits of organizations, individuals, or in individual names (if any);

f) Various monetary capitals: Cash, bank deposits, and equivalents;

g) Advance payments, loans, recovery of loan capital, and other capital of the NTS;

h) National assets, precious metals, precious stones, and other assets under the responsibility of the NTS;

i) Transaction and payment activities within and outside the NTS;

k) Other treasury operations.

2. Monitoring compliance with financial management systems, payment systems, and other State regulations related to state budget revenues and expenditures, borrowings and repayments, and treasury operations within the scope of duties and authority of the NTS.

3. Adhering to financial reporting systems and management accounting reports as prescribed; Providing complete, timely, and accurate accounting data and information as required for information exploitation, database utilization on TABMIS according to authority and data exploitation, exchange, and provision of information between financial sector units and related units as prescribed; Ensuring timely provision of accounting information for state budget management, settlement, debt management, and operation of treasury activities of financial agencies and the NTS system.

Article 6. Recording Method

The accounting recording method applied to TABMIS is the "double-entry" method. The "single-entry" method shall be applied in specific cases as prescribed.

Article 7. Units of Measurement in Accounting

The monetary unit used in accounting is the Vietnamese Dong (national symbol is "đ", international symbol is "VND"). Foreign currency accounting must be recorded in the original currency and converted to Vietnamese Dong according to the exchange rate specified by the Ministry of Finance at the time of accounting. In specific cases, if there is a different exchange rate prescribed by competent state agencies, the accounting shall be carried out according to that provision.

The physical units used in accounting are the official measurement units of the State (kg, piece, head...). For items with value but not quantifiable in money, the book value is calculated based on an agreed price of 01 VND for each physical unit as the unit of measurement. In necessary cases, additional measurement units may be used in accordance with specific regulations in management work.

Article 8. Writing Style, Numerals, and Rounding Methods

1. The writing style used in accounting is Vietnamese. When foreign languages are used on accounting documents, both Vietnamese and the foreign language must be used simultaneously. Accounting documents, invoices, and accounting materials using a foreign language must be accompanied by a certified translation in Vietnamese by a competent state agency.

2. The numerals used in accounting are Arabic numerals: 0, 1, 2, 3, 4, 5, 6, 7, 8, 9; a period (.) must be placed after thousands, millions, billions, trillions, quadrillion, quintillion; when recording digits after the unit digit, a comma (,) must be placed after the unit digit.

3. When preparing financial statements or publicly disclosing financial statements using abbreviated monetary units, the accounting entity may round off numbers as follows:

- For Vietnamese Dong: If the digit after the abbreviated monetary unit is five (5) or more, it shall be increased by one (1) unit; if less than five (5), it shall not be counted.

- For foreign currencies: If the third decimal place (thousandths) is five (5) or more, it shall be increased by one percent (1%) of the unit; if less than five (5), it shall not be counted.

4. In the case of converting foreign currency exchange rates, for amounts in Vietnamese Dong already converted, the rounding-off method shall also be implemented according to the provisions of Point 3 of this Article.

Article 9. Accounting Periods

1. The national accounting periods applied to TABMIS include: Monthly accounting period, annual accounting period, and adjustment period.

1.1. The monthly accounting period is the time from the first day to the last day of the month (Gregorian calendar).

1.2. The annual accounting period (fiscal year) is the time from January 1st to December 31st (Gregorian calendar).

1.3. The adjustment period is the time for accounting and adjusting revenues and expenditures of the previous fiscal year according to regulations after the end of December 31st. Entries for accounting revenues and expenditures of the previous fiscal year during the adjustment period have an effective date of December 31st of the previous year.

2. The accounting period is applied to close the books and prepare financial statements as stipulated in this Circular. The General Director of KBNN shall specify the rules for opening and closing accounting periods on TABMIS and guide the closing of books and preparation of reports for other periods to meet specific management requirements.

Article 10. Inventory of Assets

1. Inventory of assets involves weighing, measuring, counting the quantity; confirming and evaluating the quality and value of assets and current capital at the time of inventory to check and compare with the figures in accounting books.

2. KBNN units must conduct asset inventory in the following cases:

- At the end of monthly, annual accounting periods, before preparing financial statements;

- When splitting, separating, merging, absorbing, dissolving, ceasing operations;

- In case of fire, flood, and other extraordinary losses;

- Re-evaluating assets according to the decision of competent state agencies;

- Other cases as prescribed by law and upon request of competent state agencies.

3. After completing the asset inventory, KBNN units must prepare a consolidated report on the results of the inventory. If there is a discrepancy between the actual figures from the inventory and the figures recorded in the accounting books, the cause must be determined and the discrepancy and its resolution must be reflected in the accounting books before preparing financial statements.

4. The inventory must accurately reflect the actual assets and sources of asset formation at the unit; the person preparing and signing the consolidated report on the inventory results shall be responsible for the inventory results at their own unit.

Article 11. Audit and Inspection of Accounting

1. Heads and Chief Accountants of KBNN units and other units participating in TABMIS must strictly comply with the audit and inspection system for subordinate units and internal units, as well as the audit and inspection activities of higher-level units and state agencies with authority. The agency conducting the audit and inspection must issue a decision on audit and inspection, specifying the content, duration, and having the right to request KBNN and other units participating in TABMIS under audit and inspection to assign personnel to cooperate and assist the audit and inspection team during the process. The head of the audit and inspection team is responsible for the results of the audit and inspection and conclusions in the audit and inspection minutes.

2. Heads and Chief Accountants of KBNN units and other units participating in TABMIS under audit and inspection must provide all necessary accounting documents, vouchers, ledgers, and accounting figures within the scope of the inspection as required by the inspection team; they must strictly implement recommendations of the inspection team in accordance with the current regulations within their scope of responsibility.

3. The General Director of KBNN guides the audit and inspection system and the operational control rules for state accounting within the KBNN System; submits the accounting inspection regime related to other units participating in TABMIS to the Minister of Finance for issuance.

Article 12. Accounting Documents

1. Accounting documents include: Information on paper and electronic data messages in the form of accounting vouchers, accounting ledgers, financial reports, operational activity reports of KBNN, quick reports, final settlement reports, auditing reports, accounting inspection reports, and other relevant documents related to accounting. Accounting documents must be carefully and safely preserved at KBNN units and other units participating in TABMIS during use and storage.

2. After the State Budget has been settled and approved by the National Assembly, accounting documents must be completed in sorting and classification and placed in storage. The retention period for accounting documents is stipulated in Clause 1, Article 13 of this Circular.

3. Stored accounting documents can only be retrieved for use with the approval of the Head and Chief Accountant of KBNN units and other units participating in TABMIS. It is strictly prohibited to provide accounting documents to external parties or take them out of the state accounting unit without written permission from the Head and Chief Accountant of KBNN units and other units participating in TABMIS.

Article 13. Accounting Document Retention Period

1. The retention period for accounting documents shall be implemented in accordance with the provisions of Government Decree No. 128/2004/NĐ-CP dated May 31, 2004 detailing and guiding the implementation of certain articles of the Accounting Law applicable to state accounting.

2. Electronic accounting documents stored in the form of electronic data messages must satisfy the following conditions:

a) The content of such electronic data message must be accessible and usable for reference when necessary;

b) The content of such electronic data message must be stored in its original format as it was created, sent, received, or in a format that allows accurate representation of the data content;

c) Such electronic data message must be stored in a manner that enables the determination of the origin of creation, destination, date and time of sending or receiving the electronic data message;

d) The content and retention period for electronic data messages must be carried out in accordance with the provisions of the law on recordkeeping.

3. The General Director of the State Treasury shall stipulate the regulations on the retention of accounting documents applicable to units within the State Treasury system; submit to the Minister of Finance for issuance of the accounting document retention regime applicable to other units implementing TABMIS.

Article 14. Application of Information Technology in Accounting Work

The application of information technology in accounting work must ensure strict and full compliance with the principles and requirements of accounting work, using and providing accounting documents in the form of electronic data in accordance with Circular No. 103/2005/TT-BTC dated November 24, 2005 of the Ministry of Finance on guidelines for standards and conditions of accounting software and current laws.

Implement the exploitation, exchange, and provision of accounting data and reporting information with agencies within the Finance sector and other units in accordance with the information provision and exchange regulations prescribed by the Ministry of Finance.

Chapter II
SPECIFIC PROVISIONS

Section 1
ACCOUNTING VOUCHERS

Article 15. Content of Accounting Vouchers

1. Accounting vouchers are papers and objects carrying information reflecting economic and financial transactions that have occurred and been completed, serving as the basis for recording in accounting books. Accounting vouchers must contain all main contents as prescribed in Article 17 of the Accounting Law No. 03/2003/QH11 dated June 17, 2003.

2. In addition to the main contents prescribed above, during the operation of TABMIS, if necessary, accounting vouchers may be supplemented with additional contents (factors) according to the regulations of the General Director of the State Treasury.

Article 16. Accounting Voucher Formats

This accounting voucher format includes mandatory accounting voucher formats and guiding accounting voucher formats.

1. Mandatory accounting voucher formats are special voucher formats with the value of money, including checks, payment receipts, toll tickets, fees, bonds, bills, government securities, various sales invoices, and other mandatory voucher formats. The mandatory accounting voucher format chart is printed and issued by the Ministry of Finance or units authorized by the Ministry of Finance. Accounting units must strictly adhere to the format and recording content on the vouchers.

2. Guiding accounting voucher formats are accounting voucher formats prescribed by the Minister of Finance (or the General Director of the State Treasury authorized by the Minister of Finance) regarding the format and recording content. Accounting units are permitted to create accounting vouchers on computers but must ensure compliance with the prescribed format.

Article 17. Electronic vouchers

1. The State Treasury may use electronic vouchers (including: electronic vouchers of the State Treasury, electronic vouchers transferred from banks and related agencies) to carry out payments and accounting records in accordance with the regulations of the Government and the Ministry of Finance.

2. Electronic vouchers shall be used as accounting vouchers when they contain all the required contents for accounting vouchers and have been encrypted to ensure the security of electronic data during processing, transmission, and storage. Electronic vouchers must be stored on information carriers (magnetic tapes, floppy disks, electronic storage devices, payment cards), managed and preserved like original accounting documents, and must have sufficient equipment to query and use them when necessary.

3. The General Director of the State Treasury shall specify cases where accounting vouchers are used in the form of electronic vouchers in accordance with the provisions of the law.

Article 18. Conversion of electronic vouchers and paper vouchers

1. When necessary, electronic vouchers can be converted to paper vouchers, but they must satisfy the following conditions:

- Fully reflect the content of the electronic voucher;

- Have a specific mark indicating that it has been converted from an electronic voucher to a paper voucher;

- Have the signature and name of the person converting the electronic voucher to a paper voucher.

2. When necessary, paper vouchers can be converted to electronic vouchers, but they must satisfy the following conditions:

- Fully reflect the content of the paper voucher;

- Have a specific mark indicating that it has been converted from a paper voucher to an electronic voucher;

- Have the signature and name of the person converting the paper voucher to an electronic voucher.

3. When a paper voucher is converted into an electronic voucher for transaction purposes, the electronic voucher will have the value to perform payment transactions, and the paper voucher will only have archival value for monitoring and checking, without transaction or payment effect.

4. When an electronic voucher that has performed economic and financial transactions is converted into a paper voucher, the paper voucher will only have the value for recording in the accounting books, monitoring, and checking, without transaction or payment effect.

5. The conversion of paper vouchers into electronic vouchers or vice versa shall be carried out in accordance with the regulations on the establishment, use, control, processing, preservation, and storage of electronic vouchers and paper vouchers, as well as the regulations on electronic transactions in the field of finance and the State Treasury.

6. An electronic voucher that has participated in transactions may not be canceled; specific guidelines for correcting errors in electronic payments are provided in the relevant operational sections.

7. If an electronic voucher has exceeded its retention period as prescribed, unless otherwise decided by the competent state agency, it may be destroyed. The destruction of electronic vouchers must not affect the integrity of other electronic vouchers, undestroyed accounting documents, and must ensure the normal operation of the accounting information system.

Article 19. Electronic signatures

1. An electronic signature is a unique security key assigned to each individual to authenticate their duties, powers, and responsibilities in creating and being responsible for the safety and accuracy of electronic vouchers; an electronic signature on an electronic voucher has the same value as a handwritten signature on a paper voucher; individuals who are issued electronic signatures are responsible for keeping their electronic signature information confidential and are liable for disclosing their electronic signature.

2. The General Director of the State Treasury shall provide detailed guidance on the establishment, encryption, circulation, storage of electronic vouchers, and exploitation of electronic data within the State Treasury system; stipulate the responsibility regime of individuals in using and preserving electronic vouchers and electronic signatures in accordance with the regulations of the Government and the Ministry of Finance.

Article 20. Accounting Vouchers

1. All economic and financial transactions related to state budget revenue and expenditure activities and treasury business operations must be recorded with accounting vouchers; each accounting voucher shall only be prepared once for each economic and financial transaction.

2. Accounting vouchers prepared on computers

Accounting vouchers prepared and printed on computers must comply with the contents of accounting vouchers prescribed in Article 17 of the Accounting Law and specific regulations applicable to each type of accounting voucher.

3. Accounting vouchers prepared on paper

a) On accounting vouchers prepared on paper, all required contents must be fully, clearly, and accurately recorded; handwriting on the vouchers must be consistent in style, legible, and reflect the full and correct content without erasure; writing must be done in the same ink color that does not fade; red ink may not be used;

b) Regarding the recording of amounts in figures and words on vouchers: The amount written in words must match the amount written in figures; the first letter must be capitalized, subsequent letters should not be in uppercase; it must be written at the beginning of the line, with continuous writing of letters and numbers without gaps, filling up the entire line before moving to the next line, no overlapping lines, no writing over pre-printed text; blank spaces must be crossed out to prevent alterations, additions of numbers or characters. Accounting vouchers that have been erased, altered, or corrected are invalid for payment and accounting entries. When errors occur on pre-printed voucher forms, they must be canceled by crossing out the erroneous voucher;

c) The date, month, and year elements of the vouchers must be written in numbers. For cheques, however, the date and month must be written in words, while the year is written in numbers;

d) Vouchers that are prepared in sets with multiple copies must be prepared simultaneously for all copies according to the same content using a computer, typewriter, or carbon paper. In special cases where multiple copies cannot be written simultaneously, two separate writings may be allowed but must ensure consistency in all contents across all copies;

e) Accountants are not permitted to accept accounting vouchers issued by trading units that do not comply with regulations or are illegal or invalid; they must guide the trading units to reissue the vouchers according to the regulations; accountants are not allowed to record elements that fall under the responsibility of the trading units on the vouchers.

Article 21. Provisions on Signing Accounting Vouchers

1. All accounting vouchers must bear complete signatures according to the designated positions on the vouchers to be valid; electronic vouchers must have electronic signatures as prescribed by the Government. All signatures on accounting vouchers must be signed on each copy of the voucher using non-fading ink. Double signing with carbon paper, signing with black or red ink, or using pencils is strictly prohibited. The signature of an individual on accounting vouchers must be consistent and match the registered sample signature.

2. An individual may only sign one position according to one approval process on one voucher or set of accounting vouchers.

3. For units transacting with the Treasury:

a) All vouchers issued and transferred to the Treasury by the trading units must conform to the prescribed format, bearing the signatures of the Chief Accountant/Accounting Officer (or authorized representative), the head of the unit (or authorized representative), and the relevant person specified on the voucher, along with the unit's seal. The seal and signature of the unit on the voucher must correspond to the validly registered samples at the Treasury. In special cases where the unit does not have a Chief Accountant, an Accounting Officer must be appointed to transact with the Treasury, and the Chief Accountant's signature can be replaced by the signature of the appointed Accounting Officer. The Accounting Officer must fulfill the duties, responsibilities, and authorities assigned to the Chief Accountant.

b) If the unit does not have a seal, transactions must be conducted as if dealing with individuals.

c) The signature of the Chief Accountant of units under armed forces must follow specific regulations.

4. For Treasury units:

a) The signature of the Treasury accountant on vouchers must match the registered sample at the Treasury unit.

b) The Chief Accountant/Accounting Officer (or authorized representative) may not sign on behalf of the Unit Director. The authorized representative may not delegate authority to another person.

c) Treasury units must maintain a register of sample signatures for cashiers, treasurers, storekeepers, accounting staff, investment fund control officers, program target control officers, leaders (officers) responsible for investment fund payments, Chief Accountants (and authorized representatives), and Unit Directors (and authorized representatives). The register of sample signatures must be numbered and stamped by the Director (or authorized representative) for easy reference when necessary; each person must sign two (2) sample signatures in the register.

d) Individuals responsible for signing accounting vouchers may only sign the vouchers after recording all contents within their responsibility as prescribed.

e) The delegation of authority to sign on accounting vouchers is regulated by the General Director of the Treasury in accordance with laws, management requirements, and ensuring strict control and asset security.

Article 22. Management and Stamping on Accounting Documents

1. The Directors of KBNN units must establish written regulations and maintain a record to track the assignment of seal management and stamping on accounting documents to administrative staff (for the "STATE TREASURY" seal) or accounting staff (for the "ACCOUNTING" seal). When changing the seal manager, a handover protocol must be established with the presence of unit leadership.

2. Individuals signing the title "Director" or "Accounting Manager" on accounting documents shall not hold any seals (except in special cases specified by the General Director of KBNN).

3. The seal manager is responsible for safely keeping and preserving the seal, preventing loss, damage, misplacement, or misuse of the seal. In case of seal loss, the KBNN unit must immediately report to the local police and superior KBNN for timely measures, while establishing a protocol to determine responsibility for the person who lost the seal.

4. The legality and validity of accounting documents must be verified before stamping. The stamp must be placed in the correct position, clearly visible, not blurred, not smudged, and not distort signatures on the document, and must be applied to each copy of the document.

5. Stamping shall not be applied to documents that have not been filled with content or whose content is incomplete, even if they already bear signatures.

6. All KBNN units may use the "ACCOUNTING" seal to perform accounting and payment transactions within the KBNN system and with customers; the seal is placed at the highest signature position on the document. For bank payment documents bearing the signature of the KBNN Director as the account holder, the "STATE TREASURY" seal shall be affixed.

Article 23. Rotation and Inspection of Accounting Documents

1. All accounting documents must be inspected before being recorded in the accounting ledger: All accounting documents created by KBNN units or received from external sources must be centralized in the accounting department, which is responsible for inspecting the legality and validity of the documents and recording them in the accounting ledger.

2. In cases where accounting is conducted using TABMIS or software programs interfacing with TABMIS: The business department receiving and processing documents is responsible for inspecting and entering the documents into the system; the accounting department has the duty to consolidate accounting data from related departments according to specific guidelines set by the General Director of KBNN.

3. Procedures for inspecting accounting documents:

- Inspect the legality of the document and the economic financial transactions recorded on the accounting document;

- Inspect the clarity, truthfulness, and completeness of the indicators and contents recorded on the accounting document;

- Inspect the accuracy of the figures and information recorded on the accounting document.

4. The General Director of KBNN establishes national accounting procedures compatible with the TABMIS process for each subsystem, ensuring the following tasks:

- Preparing, receiving, classifying, and organizing accounting documents;

- Accountants and Accounting Managers inspecting and signing in designated places on the document; Submitting for leadership signature (for documents requiring leadership signature as stipulated);

- Posting entries into the system; Approving entries in the system.

- Store and preserve accounting documents.

Article 24. Provisions on the use and management of accounting vouchers

1. All units conducting transactions within the State Treasury System (KBNN) and KBNN units must uniformly apply the accounting voucher system. During implementation, units may not modify the prescribed accounting voucher forms.

2. For accounting vouchers stipulated in this Circular, transaction units must submit to KBNN within no more than five working days from the date recorded on the accounting voucher. In cases exceeding the five-working-day period, the KBNN unit shall request the issuing unit to reissue the voucher consistent with the transaction time with KBNN.

3. As for Payment Orders, they must be entered into the system no later than five working days from the issuance date and all necessary steps to transfer them to KBNN (except for commune budgets) for payment processing must be completed.

4. Apart from the accounting vouchers specified in this Circular, KBNN units may use accounting vouchers issued in other regulatory documents related to state budget revenue and expenditure and KBNN business operations.

5. Pre-printed voucher templates must be carefully preserved, not allowed to deteriorate or become damaged; Cheques, bonds, and negotiable instruments must be managed like cash.

6. KBNN units may not automatically change the contents of accounting voucher templates contrary to the provisions of this Circular.

7. The printing, management, and distribution of accounting vouchers shall be carried out according to the regulations of the Ministry of Finance and the General Director of KBNN.

Article 25. List, Templates, and Methods for Creating Accounting Vouchers

1. Accounting vouchers stipulated in this Circular shall be applied according to the list and templates of accounting vouchers set forth in Appendix I attached to this Circular.

2. The General Director of KBNN shall guide methods for creating accounting vouchers suitable for the combination of accounting accounts and the TABMIS process; stipulate additional and amended contents regarding the list, templates, and methods for creating accounting vouchers to meet management requirements during the operation of TABMIS.

Section 2
COMBINATION OF ACCOUNTING ACCOUNTS

Article 26. Combination of Accounting Accounts System

The combination of accounting accounts system in state accounting applied for TABMIS consists of twelve code segments prescribed by the Ministry of Finance to serve detailed accounting entries for economic transactions occurring according to management requirements, state budget control, and KBNN business operations.

Name and number of characters for each code segment in the combination of accounting accounts system are defined as follows:

Article 27. Principles for Establishing the Combination of Accounting Accounts System

The combination of accounting accounts system is established based on the principle of independent arrangement of code segments, each segment containing different information according to management requirements. The combination of accounting accounts is fixed in structure and uniform throughout the system, including the transaction office's ledger, provincial and city ledgers, and the consolidated system ledger.

Detailed lists of values for each code segment will be supplemented and amended according to actual needs. Specific code values in the combination of accounting accounts system are assigned once and uniquely within the system (not reassigned previously used codes) except for certain special cases as prescribed by competent state authorities. For each code, the system will assign a unique value throughout its operational period.

During the operation of TABMIS, the General Director of KBNN and heads of units are responsible for the prescribed code segments, issuing new codes, supplementing, and amending code values according to management requirements and TABMIS procedures.

Article 28. Requirements for the Combined Accounting Account System

The Combined Accounting Account System and the combination of code segments must be established and designed to meet the management requirements of the State Budget and the functions, tasks, and operational content of the Treasury System, ensuring the following requirements:

1. Compliance with the State Budget Law, the Accounting Law, organizational structure, and information organization of the Treasury System's agencies;

2. Full reflection of economic and financial activities related to budget revenue and expenditure occurring at Treasury units and Treasury business operations;

3. Compatibility with the application of current and future management and payment technologies within the Treasury System and in the economy, serving the organization of payment relationships both within and outside the Treasury System;

4. Facilitation of information collection, processing, exploitation, and provision through computer programs and applications, ensuring the interface capability of TABMIS with other information systems.

Article 29. Fund Codes

1. Principles for Accounting Fund Codes

The fund code is a mandatory component in the combined accounting account system, used for recording revenue and expenditure transactions and other transactions within the scope of each fund, ensuring the balance of each independent fund. The fund code consists of 2 characters defined as follows: N |||₁N |||₂. Fund codes are arranged with intervals for each type of fund, funds within each type of fund are numbered in ascending order. Specifically:

- N |||₁N |||₂ from 01 to 29: Used to reflect the General Fund and sub-funds under the General Fund. In particular: N |||₁N |||₂ = 01 is the General Fund. The General Fund (Code 01) is used to reflect all activities under the State Budget and Treasury business operations.

- N |||₁N |||₂ from 30 to 59: Used to reflect Special Funds and sub-funds under Special Funds.

- N |||₁N |||₂ from 60 to 79: Used to reflect Self-Funds and detailed sub-funds under Self-Funds.

- N |||₁N |||₂ from 80 to 89: Used to reflect Entrusted Funds and sub-funds under Entrusted Funds.

- N |||₁N |||₂ from 90 to 99: Used to reflect Other Funds and detailed sub-funds under Other Funds.

The fund code is the balancing code of the system, all economic and financial activities that occur must ensure balanced accounting according to each fund. All economic transactions that occur must be recorded according to specific fund codes.

2. List of Fund Codes For state accounting applied to TABMIS, the accounting uniformly uses a fund code value of 01.

Article 30. Accounting Account Codes

1. Principles for Accounting Account Codes

- The accounting account code is a mandatory component in the combined accounts used for recording transactions according to the accounting objects of an accounting unit. The accounting account code consists of 4 characters defined as follows: N |||₁N |||₂N |||₃N |||₄. 

- The accounting account code is numbered vertically, with intervals ensuring sufficient values according to current classification, reserving space for the principle of openness, and arranging general accounts to serve reporting purposes.

- The accounting account system is divided into 7 types, including Type 1, Type 2, Type 3, Type 5, Type 7, Type 8, and Type 9.

- Within each type of accounting account, groups of accounting accounts are allocated intervals and numbered separately, reserving value intervals to supplement account groups when new management requirements arise or budgetary units, financial funds, and other entities join the system.

- Within each group of accounting accounts, general and detailed accounts are allocated intervals and numbered separately, reserving values to supplement accounts when new management requirements arise or budgetary units, financial funds, and other entities join the system.

Intermediate accounts are those accounts arranged due to system requirements. Intermediate accounts are set up to record on subsidiary subsystems, record transactions about different fiscal years, serve budget adjustment and year-end processing procedures. Treasury units are responsible for correctly recording intermediate account codes in accordance with regulations, consistent with the TABMIS process.

2. List of Accounting Account Codes

- The list of accounting account codes is specified in the "Accounting Accounts" directory in Appendix II attached to this Circular.

- During the operation of TABMIS, the General Director of the Treasury stipulates supplementary and amended lists of accounting accounts to meet management requirements and TABMIS business processes.

3. Content of Accounting Accounts

- The General Director of the Treasury stipulates the content of accounting accounts listed in the "Accounting Accounts" directory in the aforementioned Appendix II.

- During the operation of TABMIS, the General Director of the Treasury guides supplementary and amended content of accounting accounts to meet management requirements and TABMIS business processes.

Article 31. Economic Content Code

1. Principles for Accounting Economic Content Codes

- The economic content code is used to detail account codes for reflecting state budget revenues and expenditures according to the economic content specified in the current State Budget Item List. The economic content code consists of 4 characters defined as follows: N |||₁N |||₂N |||₃N |||₄. 

- All state budget revenue and expenditure transactions must be accounted for through the economic content code; accounting only accounts according to the sub-item code, not according to the item code. In cases of advance payments to units where the specific economic content code cannot yet be determined, the accountant will account for code 7799 "Other Expenditures." When settling advance payments to units, the accountant will account according to the correct economic content code of the state budget expenditure.

2. List of Economic Content Codes

- The list of economic content codes is set out in Decision No. 33/2008/QĐ-BTC dated June 2, 2008, of the Minister of Finance on issuing the State Budget Item List system, Circular No. 69/2009/TT-BTC dated April 3, 2009, Circular No. 136/2009/TT-BTC dated July 2, 2009, Circular No. 26/2010/TT-BTC dated February 25, 2010, Circular No. 143/2010/TT-BTC dated September 22, 2010, Circular No. 198/2010/TT-BTC dated December 8, 2010, Circular No. 30/2011/TT-BTC dated March 2, 2011, Circular No. 57/2011/TT-BTC dated May 5, 2011, Circular No. 144/2011/TT-BTC dated October 21, 2011, Circular No. 110/2012/TT-BTC dated July 3, 2012, and other decisions of the Minister of Finance regarding amendments and supplements to the State Budget Item List.

- During the operation of TABMIS, the Director of the State Budget Department shall submit to the Minister of Finance any contents for supplementing and amending the list of economic content codes that are suitable for management requirements and the operational procedures of TABMIS.

Article 32. Budget Level Code

1. Principles for Accounting Budget Level Codes

The budget level code is used to account for state budget revenues and expenditures at each budget level as prescribed by the State Budget Law; funds deposited at the Treasury (if determinable) include: Central budget, provincial budget, district budget, commune budget. The budget level code consists of 1 character defined as: N.

All state budget revenue and expenditure transactions that have been identified for each budget level, and inter-budget level transfers must be accounted for through this code segment.

2. List of Budget Level Codes

For the budget level code, the accountant accounts for the following values: Central budget: N = 1; Provincial budget: N = 2; District budget: N = 3; Commune budget: N = 4.

Article 33. Budget-related Entity Code

The budget-related entity code is used to account for the following situations:

1. Budget-related Entity Code

1.1. Principles for Accounting Budget-related Entity Codes

a) The budget-related entity code is used to account for state budget revenues and expenditures occurring at entities related to the budget, including: Budgetary units, budget users, basic construction investment projects, and other entities related to the budget, including those that do not use budget funds but have opened accounts and transacted with the Treasury.

Each value of the budget-related entity code has attributes and is recorded by the system according to management requirements. Relationships between values within the code segment are established. For the budget-related entity code, the accountant accounts for the most detailed codes corresponding to each budget-related entity according to the common database (CCDB) directory.

b) In addition to the budget-related entity code, entities may be assigned code N = 9 to open transaction accounts at the Treasury. Codes N = 1 or N = 2 are used to account for budget revenues and expenditures occurring at budget-related entities; code N = 9 is used to account for transactions related to opening deposit accounts at the Treasury. Specific cases regarding the assignment of code N = 9 are stipulated by the General Director of the Treasury.

c) The budget-related entity code consists of 7 characters defined as: NX₁X₂X₃X₄X₅X₆.

- N is a character used to classify budget-related entities:

N = 1, 2 is used to reflect budgetary units at all levels, budget users, budget organizations, and local budgets.

N = 3 is used to reflect other entities related to the budget.

N = 4, 5 is used to allocate aggregate values.

N = 6 is used to allocate reserve values.

N = 7, 8 is used to reflect basic construction investment projects.

N = 9 is used to reflect entities and organizations without a budget-related entity code but with transaction accounts opened at the Treasury.

- X₁X₂X₃X₄X₅X₆ is the serial number of budget-related entities according to each type of entity. The serial number of budget-related entities for each type of entity is uniquely numbered vertically, continuously in ascending order. Each budget-related entity is assigned a code throughout its operational period from establishment to termination.

1.2. Directory of Budget-related Entity Codes The budget-related entity code is assigned according to Decision No. 90/2007/QĐ-BTC dated October 26, 2007, of the Minister of Finance on issuing regulations on the numbering of budget-related entities, Decision No. 51/2008/QĐ-BTC dated July 14, 2008, of the Minister of Finance on amending and supplementing Decision No. 90/2007/QĐ-BTC, and Decision No. 990/QĐ-KBNN dated November 24, 2008, of the General Director of the Treasury on issuing procedures for assigning codes to entities transacting with the Treasury.

2. Budget Organization Code, Full Local Area Budget Code

2.1. Principles for Accounting Budget Organization Code, Full Local Area Budget Code The budget organization code is used to account for zero-level budget allocations, revenues and expenditures transferred between budget levels. The full local area budget code is used to consolidate information on state budget revenues and expenditures across the entire administrative area. The full local area budget code is allocated within the budget-related entity code segment, and the accountant does not account for economic transactions occurring according to the full local area budget code.

The budget organization code and the full local area budget code are established according to the following principles:

2.2. List of budget organization codes, full-area budget codes

- The list of budget organization codes, full-area budget codes is specified in Appendix III "List of some accounting code segments" attached to this Circular.

- During the operation of TABMIS, the Director of the Department of Information Technology and Financial Statistics shall submit to the Minister of Finance for issuance of additional and amended contents of the list of budget organization codes, local budget codes in accordance with management requirements and TABMIS business processes, and at the same time send a document to the State Treasury to guide accounting entries.

3. Revenue collection agency code

3.1. Principles for accounting revenue collection agency code

The revenue collection agency code is used for accounting revenue of the State budget according to corresponding revenue collection agencies on TABMIS, on the information management system for revenue collection of the State budget. The General Director of the State Treasury specifies in detail the use of the revenue collection agency code in accounting for the State budget revenue.

3.2. List of revenue collection agency codes

- For revenue collection agencies that have been assigned unit codes related to the budget, accountants use the budget-related unit codes of these agencies issued according to Decision No. 90/2007/QD-BTC dated October 26, 2007 of the Minister of Finance on the issuance of codes for units related to the budget, and Decision No. 51/2008/QD-BTC dated July 14, 2008 of the Minister of Finance amending and supplementing Decision No. 90/2007/QD-BTC dated October 26, 2007 as the revenue collection agency codes used in the TABMIS system and the information management system for revenue collection of the State budget interfacing with TABMIS.

In cases where revenue collection agencies have not been assigned unit codes related to the budget, the Department of Information Technology and Financial Statistics assigns codes for each unit to supplement the list of revenue collection agencies and notify these agencies and tax authorities, State Treasuries, Customs for use in managing applications.

- During the operation of TABMIS, the Director of the Department of Information Technology and Financial Statistics stipulates the contents of additional and amended lists of revenue collection agency codes in accordance with management requirements and TABMIS business processes.

Article 34. Administrative Area Code

1. Principles for Accounting Administrative Area Code

The administrative area code is used for accounting revenue of the State budget within the province, district, commune under management; accounting expenditure of the State budget occurring within the administrative area. The administrative area code consists of 5 characters and is defined as follows: N |||₁N |||₂N |||₃N |||₄N |||₅. 

For the administrative area code, accountants account according to the codes assigned correspondingly to each area as prescribed in Decision No. 124/2004/QD-TTg dated July 8, 2004 of the Prime Minister on issuing the List and Codes of Administrative Units of Vietnam and subsequent supplementary and amended documents. In case of querying consolidated data of the area, accountants use 2 characters HH after 3 digits of the district administrative area code, 3 characters TTT after 2 digits of the provincial administrative area code.

In cases where accountants handle payment relationships between State Treasury units, accountants use the administrative area code to account for detailed payment relationships according to each State Treasury corresponding to each area in the aforementioned list.

2. List of Administrative Area Codes

The administrative area code is established according to the provisions of Decision No. 124/2004/QD-TTg dated July 8, 2004 of the Prime Minister on issuing the List and Codes of Administrative Units of Vietnam and subsequent supplementary and amended documents.

When there are changes in administrative areas, the values corresponding to the old areas will be used to retain information about these areas in the database of the system.

Article 35. Chapter Code

1. Principles for Accounting Chapter Codes

The chapter code is used to account for state budget revenues and expenditures related to units under one level of government authority, thereby determining the responsibility of such units towards the state budget and providing grounds for regulating state budget revenues for each level of budget according to prescribed regulations.

For district and commune levels, accountants base their accounting on the actual organizational structure in the locality to accurately reflect the names of specialized agencies at the district level and management organizations at the commune level. For example, if a locality has a name such as Department of Finance and Planning or Department of Finance and Trade, they must choose an existing chapter code from the list to match appropriately, and shall not use a chapter code that does not exist in the list.

2. List of Chapter Codes

- The chapter code is uniformly defined from central to provincial, district, and commune levels. Accountants record according to corresponding codes for each chapter as specified in Decision No. 33/2008/QĐ-BTC dated June 2, 2008, issued by the Minister of Finance regarding the issuance of the State Budget Classification System and subsequent amendments and supplements.

- During the operation of TABMIS, the Director of the State Budget Department will submit to the Minister of Finance for promulgation of additional and amended contents of the chapter code list to meet management requirements and TABMIS operational procedures.

Article 36. Economic Sector Code

The economic sector code is used for the following accounting purposes:

1. Economic Sector Code

1.1. Principles for Accounting Economic Sector Codes

a) The economic sector code is used to account for state budget expenditures based on the nature of economic activities (as per the items in the State Budget Classification) to serve the needs of budget preparation, allocation, management, accounting, settlement of the state budget, as well as provide statistical information on government spending by economic sectors and according to the functions of state administration as required by international organizations.

Other accounting codes for the economic sector code are provided to ensure accounting in cases where the specific value of the economic sector code cannot be determined due to economic transactions. When the specific value of the economic sector code is determined, the accountant will transfer it to the corresponding value.

b) The economic sector code number consists of three digits defined as: N1N2N3.

1.2. List of Economic Sector Codes

a) The economic sector code, accountants record according to the codes of the items assigned correspondingly as specified in Decision No. 33/2008/QĐ-BTC dated June 2, 2008, issued by the Minister of Finance regarding the issuance of the State Budget Classification System and subsequent amendments and supplements.

b) The list of other accounting codes for the economic sector is stipulated in Appendix III "List of Some Accounting Code Segments" attached to this Circular.

1.3. During the operation of TABMIS, the Director of the State Budget Department will lead and coordinate with relevant units to submit to the Minister of Finance for promulgation of additional and amended contents of the economic sector code list to meet management requirements and TABMIS operational procedures.

2. Expenditure Task Code

2.1. Principles for Accounting Expenditure Task Codes

The expenditure task code is established to account for the budget allocation at level 0 when approved by the National Assembly or People's Council; and at level 1 when decided by the Government or People's Committee.

2.2. List of Expenditure Task Codes

a) The expenditure task code is defined in Appendix III "List of Some Accounting Code Segments" attached to this Circular.

b) During the operation of TABMIS, the Director of the State Budget Department will lead and coordinate with relevant units to submit to the Minister of Finance for promulgation of additional and amended contents of the expenditure task code list to meet management requirements and TABMIS operational procedures.

Article 37. Program Target Code, Project Code, and Detailed Accounting

The program target code, project code, and detailed accounting code are used for the following cases:

1. Program Target Code, Project Code

1.1. Principles of Accounting for Program Target Codes, Project Codes, and Detailed Accounting

a) The program target code, project code, and detailed accounting code are used to account for state budget expenditures of each national program target, project, central government tasks (decided by the Central Government), local government budgets (decided by local authorities), including international donor programs.

For program targets and projects managed by local authorities, the Ministry of Finance uniformly manages and assigns codes into the general list and notifies the local financial agencies so that they can base their accounting on these codes.

Other accounting codes for program targets and projects are used when economic transactions require detailed accounting but the specific value of the program target or project code has not yet been determined. Once the specific program target or project code is identified, the accountant will transfer the accounts to the corresponding value.

b) The program target and project code consists of five characters defined as follows: N |||₁N |||₂N |||₃N |||₄N |||₅In which: N1 is predetermined = 0; the remaining values follow the provisions of the State Budget Classification.

1.2. List of Program Target and Project Codes

- For program target and project codes under the central government budget, accountants record according to the most detailed codes corresponding to the List of Program Target and Project Codes stipulated in Decision No. 33/2008/QĐ-BTC dated June 2, 2008, issued by the Minister of Finance regarding the system of State Budget Classification and amendments thereto.

- The list of other accounting codes for program targets and projects is specified in Appendix III "List of Some Accounting Code Segments" attached to this Circular.

- For program targets and projects managed by local authorities, accountants record according to the general list uniformly managed by the Ministry of Finance and assigned codes notified to local financial agencies.

During the operation of TABMIS, the Director General of the State Treasury submits to the Minister of Finance for issuance of supplementary and amended lists of program target and project codes in accordance with management requirements and TABMIS procedures.

2. Detailed Accounting Codes

The program target and project codes and detailed accounting codes are also used for detailed accounting of financial funds, payable sources, bond issuance batches, treasury bonds, and off-balance sheet accounts to meet detailed management requirements. The detailed accounting code consists of five characters defined as follows: N |||₁N |||₂N |||₃N |||₄N |||₅In which N1 is defined = 9.

Principles of accounting and the list of detailed accounting codes are as follows:

2.1. Bond Issuance Batch Code, Treasury Bond Code

a) Principles of Accounting for Bond Issuance Batch Codes, Treasury Bond Codes

The bond issuance batch code, treasury bond code is used for detailed accounting of bond debts and treasury bonds by issuance batches. Cross-matching of bond issuance batch codes, treasury bond codes with other accounts is not allowed.

Accountants uniformly use the bond issuance batch code, treasury bond code for accounting of principal debt and interest payments.

b) List of Bond Issuance Batch Codes, Treasury Bond Codes

The list of government bond issuance batch codes, local bond issuance batch codes is specified in Appendix III "List of Some Accounting Code Segments" attached to this Circular.

During the operation of TABMIS, based on actual bond issuance and management requirements, the General Director of the State Treasury guides the supplementation and amendment of corresponding codes in the list of bond issuance batch codes, treasury bond codes.

2.2. Detailed Financial Fund Code

a) Principles of Accounting for Detailed Financial Fund Codes

The detailed financial fund code is used for detailed accounting of financial funds with transaction relationships through deposits at the State Treasury, ensuring consistency within the system, facilitating timely and accurate information provision. Cross-matching of detailed financial fund codes with other accounts is not allowed.

A financial fund at State Treasury units must be accounted for using a unified detailed financial fund code as prescribed.

b) List of Detailed Financial Fund Codes

- The list of detailed financial fund codes is specified in Appendix III "List of Some Accounting Code Segments" attached to this Circular.

- During the operation of TABMIS, the General Director of the State Treasury guides the supplementation and amendment of the list of detailed financial fund codes in accordance with management requirements and system procedures.

2.3. Detailed Payable Source Code

a) Principles of Accounting for Detailed Payable Source Codes

- The detailed payable source code is used for detailed accounting of receivables, deposits, and other payables according to separate management purposes.

- For deposits of units and individuals, accountants must detail the accounting according to the unit code related to the unit's budget and detail according to this code to determine the source of the unit's deposit at the State Treasury.

- For advances from the financial reserve fund, accountants must record through the receivable account, detail according to the unit code related to the unit receiving the advance and detail according to this code to determine the receivable due to advances from the financial reserve fund.

b) List of Detailed Payable Source Codes

- The list of detailed payable source codes is specified in Appendix III "List of Some Accounting Code Segments" attached to this Circular.

- During the operation of TABMIS, the General Director of the State Treasury guides the supplementation and amendment of the list of detailed payable source codes in accordance with management requirements and system procedures.

2.4. Asset Type Code

a) Principles of Accounting for Asset Type Codes

- The asset type code is used for detailed accounting of accounts not included in the accounting balance sheet.

- Accountants shall not combine accounts in the balance sheet (accounts not belonging to group 99) with asset type codes. For values without specific names defined by codes, units of KBNN may record according to their needs. This code has significance only at each provincial or municipal KBNN unit (in one set of books), and is not shared among other provincial or municipal KBNN units nor used for system-wide data consolidation.

b) List of asset type codes

- The list of asset type codes is specified in Appendix III "List of some accounting code segments" attached to this Circular.

- During the operation of TABMIS, the General Director of KBNN provides additional guidance on supplementing and modifying the list of asset type codes to meet management requirements and system procedures.

2.5. The General Director of KBNN guides KBNN units to adjust recorded data in accordance with the prescribed asset type code list.

Article 38. KBNN Code

1. Principles of KBNN code accounting

The KBNN code is a mandatory component in account combinations, used for recording transactions to aggregate reporting data for each KBNN unit and the entire KBNN system. Each transactional KBNN specifies a unique code.

For the KBNN code, accountants record and consolidate accounting information according to the codes of each corresponding KBNN unit as follows: KBNN has one code to aggregate national accounting data (Code 0001); the trading department under KBNN has one code equivalent to an operational unit (Code 0003); each province has one common code for the entire province to aggregate provincial accounting data (The last two digits are either 10 or 60); provincial KBNN offices, county KBNNs within the province, and KBNN trading departments have one code equivalent to an operational unit.

2. List of KBNN codes

- The list of KBNN codes is stipulated in Appendix III "List of some accounting code segments" attached to this Circular.

- During the operation of TABMIS, the General Director of KBNN supplements and modifies the list of KBNN codes to align with the organizational structure of the KBNN system, management requirements, and TABMIS procedural operations.

Article 39. State Budget Source Code

1. Principles of state budget source code accounting

- The state budget source code is used for recording state budget expenditures according to the sources of such expenditures, serving the preparation of budgets, allocation, management, accounting, and settlement of the state budget. The state budget source code consists of two characters defined as follows: N |||₁N |||₂. N |||₁N |||₂ - From 01 to 49: Domestic sources, N |||₁N |||₂ - From 50 to 99: Foreign sources.

- Domestic sources are determined based on the budget approved by the Prime Minister or the Chairman of the People's Committee and allocated to budgetary units (including supplementary or recovery during budget execution) in accordance with the State Budget Law. For domestic source codes, accountants record budget expenditures according to the codes of each nature of funding (for regular domestic expenditure); the codes of funding sources (for investment expenditure). In cases requiring detailed recording of investment funding sources, the Ministry of Finance will provide guidance and supplement specific lists.

Foreign sources are determined for foreign-funded assistance based on the specific content and intended use as committed by the State (or approved by the State for units to commit with donors) and clearly stated in the annual budget allocation and supplementary budget allocations during the year for units. Foreign-funded assistance not specified by content and intended use is considered domestic funding (according to the domestic funding source code).

For foreign source codes, if there are complete supporting documents to specifically identify, accountants record contributions, loans, etc., in detail according to specific donor codes. If there are insufficient supporting documents, accountants record them under other donor codes.

2. List of state budget source codes

The list of state budget source codes is specified in Appendix III "List of some accounting code segments" attached to this Circular.

During the operation of TABMIS, the Director of the State Budget Department submits to the Minister of Finance for issuance of additional and modified contents of the state budget source code list to meet management requirements and TABMIS procedural operations; the General Director of KBNN specifies the supplementation and modification of detailed values related to the nature of funding sources and foreign donors.

During the operation of TABMIS, the Director of the State Budget Department shall submit to the Minister of Finance for issuance of additional and amended contents of the state budget source code list in accordance with management requirements and the operational procedures of TABMIS; the General Director of the Treasury shall stipulate the supplementation and amendment of detailed values related to the nature of funding sources and foreign donors.

Article 40. Reserve Code

1. Accounting Principles

The reserve code consists of three characters specified as N1N2N3, to be used as follows:

a) Values from 001 to 499 are used for accounting according to the detailed requirements of localities based on the following principles:

- The reserve codes are named generally, not specifically, used for accounting according to the detailed business requirements of each locality (province, city) based on unique characteristics specific to each province, city, outside the contents already accounted for under the official codes as prescribed.

- Data related to the reserve code shall not be aggregated system-wide, only having individual significance and uniformly applied to each province, city (each set of books).

- Depending on management realities and the KBNN's business requirements of each locality, the provincial, municipal KBNNs coordinate with relevant units to unify accounting, ensuring specific information from the accounting voucher stage.

- Accounting units may only account for details according to contents different from those already stipulated in the official segment codes, without overlapping content with officially defined codes in the state accounting regime applicable to TABMIS.

b) Values from 500 to 999 are reserved for allocating values when management requirements arise.

For the reserve code, if there are no additional detailed accounting requirements beyond the contents already stipulated in the 11 official segment codes, the accountant does not need to account for specific values for this segment.

In necessary cases, the General Director of KBNN reports to the Minister of Finance regarding the use of the reserve code to meet management and accounting requirements applicable to TABMIS.

c) Provincial and municipal KBNN units may use values from 001 to 499 in the reserve code for accounting local budget investment expenditures according to the following principles:

- Based on the value of the reserve code segment (from 001 to 499), KBNN unifies with the Department of Finance the specific content to be accounted for under each specific code according to local requirements.

- Accounting data according to the source expenditure code is used separately for each province, city, not aggregated nationwide.

- Only account for expenditures from local budget sources in detail, not accounting for expenditures from central government sources. Account only after determining specific sources in detail, consistently from the capital planning stage to the final settlement of state budget expenditures by unit, project.

- The General Director of KBNN provides specific guidance on accounting methods and reporting information from local budgets.

2. List of Reserve Codes (from 001 to 499)

The reserve codes (from 001 to 499) are named generally, not specifically defined, the list of reserve codes is specified in Appendix III "List of Some Accounting Segments" accompanying this Circular.

Article 41. Principles for Combining Codes in Accounting Account Combinations

1. Accounting account combinations are combined by corresponding segment codes within the accounting coding system used to classify and systematize economic and financial transactions arising according to their economic content. Accounting account combinations reflect and control the continuous, systematic process of state budget revenue and expenditure and KBNN business activities. Combining segment codes within accounting account combinations helps accountants reflect and extract multi-dimensional information, serving various information provision requirements.

2. Depending on each accounting account and corresponding business transactions, accounting account combinations can be combined with different segment codes. Among these, fund codes, accounting account codes, and KBNN codes are mandatory for any accounting account combination.

3. The combination of segment codes within accounting account combinations is restricted by cross-combination rules between segment codes. Cross-combination rules prevent the creation of meaningless accounting account combinations, helping accountants avoid errors during accounting.

4. When accounting for authorized expense expenditures, the accountant combines the corresponding accounting account code with the code of the authorized entity and the chapter code of the authorizing entity.

Article 42. Principles for Accounting Combination Accounts

1. In combination accounts, for each code segment determined within the combination account, the accountant shall record according to the most detailed value. The system will automatically assign information to corresponding summary accounts. The balance of the summary combination account is the total balance of the detailed combination accounts; the summary account is mainly used for the purpose of checking budget balance, reporting, and quick information retrieval.

2. In cases where detailed object accounting entries are not listed in the accounting code directories, the accountant records into other values within the existing code segment at the equivalent level. When detailed information becomes available, the accountant transfers back the values within the correct code segment according to requirements.

3. In cases where detailed tracking is not required, the corresponding code segment is specified as undefined in the combination account, the accountant records (or the system automatically assigns) a value of zero for each character.

4. When allocating and adjusting the budget, the accountant reflects according to the corresponding combination accounts using the double-entry method. Data in the accounting data for budget allocation serves as the basis for the system to control remaining budget balances for expenditure control by the State Treasury.

5. When recording commitment expenditures, the accountant reflects according to the actual expenditure combination accounts for the allocated budget for the year, advance payment accounts with conditions for payment for advance payments under the single-entry method on the commitment expenditure subsystem. The system will automatically create a corresponding double entry for the account in the system. Data in the accounting data for commitments serves as the basis for the system to control remaining budget balances for expenditure control by the State Treasury.

Article 43. Control of Combination Account Balances and Remaining Budget

The system ensures that no debit balances arise in combination accounts related to deposit accounts of units, receivable accounts not yet processed through the budget, and temporary receipt and holding accounts. For other groups of combination accounts, the system configuration ensures balance control according to management requirements.

The remaining budget is calculated according to the following equation: Remaining budget = allocated budget - committed expenditures - advances - actual expendituresThe system controls the budget to ensure that the total of advances, actual expenditures, and committed expenditures do not exceed the allocated budget. Among them, the allocated budget is reflected in the accounting data for budget allocation implemented on the budget allocation management subsystem, and committed expenditures are reflected in the accounting data for commitments implemented on the commitment expenditure subsystem.

Article 44. Combination Accounts Within the Balance Sheet and Combination Accounts Outside the Balance Sheet

1. Combination accounts within the Balance Sheet reflect all revenue and expenditure transactions of the State Budget and objects of accounting forming capital and sources of capital of the State Budget and the State Treasury. The recording method for accounting accounts within the Balance Sheet is the "Double Entry Method."

2. Accounts outside the Balance Sheet reflect objects of accounting already reflected in the Balance Sheet but require additional detailed tracking or objects of accounting that do not constitute capital or sources of capital of the State Budget and the State Treasury. Recording of accounts outside the Balance Sheet is carried out using statistical entries.

There are two types of statistical entries: (1) Entries that do not record value information (currency unit); (2) Entries that record both quantity and value information (currency unit).

Article 45. Types of journal entries

1. Classification based on the criteria of management information content includes the following types of journal entries:

a) Budgetary journal entry: This is a double-entry journal entry performed in the budget allocation subsystem, used to reflect the allocated budget figures, the further allocated budget figures, and the adjusted budget figures at level 0 and the levels of the budget unit. The data of budgetary journal entries are stored in the accounting data for budget allocation, combined with other data to control the budget during the implementation of expenditure control at the State Treasury.

b) Expenditure commitment journal entry: This is a single-entry journal entry performed in the expenditure commitment subsystem, used to reflect the amount that the entity related to the budget has committed to spend according to economic contracts. When the accountant records the single-entry journal entry in the corresponding accounts, the system will automatically generate and record a double-entry journal entry to ensure the implementation of the system's procedures.

c) Actual journal entry: This is a journal entry carried out in the accounting database for economic transactions that have occurred, used to reflect economic financial activities that have taken place and actually completed.

2. Classification based on the criteria of business process includes the following types of journal entries:

a) Repeating journal entry: A repeating journal entry is a journal entry that occurs multiple times in a day, month, quarter, or year. Repeating journal entries are created from pre-set templates. Using the repeating journal entry template helps users create transactions more easily and promptly.

b) Manual journal entry: These are journal entries entered manually directly into the ledger or detailed management subsystems.

c) Automatic journal entry: These are journal entries generated automatically by the system when the accountant performs steps to process specific business activities.

d) Reversing journal entry: This is a journal entry that reverses the initial journal entry, used to adjust journal entries that have been closed and cannot be deleted or modified.

e) Journal entry from interfaces: These are journal entries performed by transferring data from other systems in a formatted data file.

f) Statistical journal entry: These are journal entries that record both value and quantity for off-balance sheet accounting.

Article 46. Accounting Recording Methods

1. The General Director of the State Treasury stipulates the accounting recording methods for each type of state budget accounting transaction and treasury operation in accordance with management requirements and system business processes.

2. The General Director of the State Treasury submits to the Minister of Finance for signature and issuance, or delegates authority to sign and issue guidance documents on accounting recording methods for financial agencies, including:

a) Guidance letters for financial agencies regarding the central government budget:

- Entering, approving, and synchronizing the central government budget.

- Entering payment orders under the central government budget, except for revenue and expenditure orders.

b) Guidance letters for financial agencies regarding provincial and district budgets:

- Entering, approving provincial and district budgets.

- Entering payment orders under provincial and district budgets, except for revenue and expenditure orders.

3. During the operation of TABMIS, the General Director of the State Treasury provides guidance or submits to the Minister of Finance for additional or amended contents on accounting recording methods suitable for management requirements and system procedures.

Section 3
ACCOUNTING LEDGERS

Article 47. Accounting Books in Form of Templates as Prescribed

1. Accounting books in form of templates as prescribed are a type of data established in TABMIS according to management requirements used to reflect and retain all and systematically economic and financial transactions related to budget allocation, budget revenue and expenditure, and State Treasury borrowing activities.

2. Accounting book templates established and printed from TABMIS must clearly state the accounting unit's name; the book's name; the date of establishment of the book; the date of closing the book; signatures of the person establishing the book, the chief accountant, and the legal representative of the accounting unit; page number (if printed on paper for storage).

3. Accounting book templates established and printed from TABMIS must include the following main contents:

- Date of entry;

- The number and date of the accounting voucher serving as the basis for recording the book;

- A summary of the content of the economic and financial transaction occurred;

- The amount of the economic and financial transaction recorded in the accounting accounts;

- The beginning balance, the amount occurred during the period, and the ending balance.

4. The accounting book system includes general ledger and subsidiary ledgers.

Article 48. Opening, Recording, and Closing Accounting Books

1. Accounting books must be opened at the beginning of each accounting month or year; for newly established accounting units, accounting books must be opened from the date of establishment.

2. Accounting units participating in TABMIS must base their accounting books on accounting vouchers. Data entered into the system’s database, reflected in the form of accounting book templates, must be timely, clear, and complete according to the contents of the accounting book templates as prescribed. Information and data reflected on the accounting books must be accurate, truthful, consistent with accounting vouchers, strictly prohibiting any accounting information without supporting accounting vouchers.

3. Entries into the system’s database, reflected in the form of accounting book templates, must follow the chronological order of occurrence of economic and financial transactions. Information and data recorded on the accounting books of the subsequent period must continue the information and data recorded on the accounting books of the preceding period. Accounting data on the accounting books must be continuously reflected from the opening to the closing of the accounting books.

Entries into the accounting database must necessarily be based on accounting vouchers that have been checked and controlled to ensure compliance with accounting voucher regulations. All data created in the accounting database must be supported by lawful and reasonable accounting vouchers. Those responsible persons as prescribed must bear responsibility for the accuracy of the information updated into the system. Ensuring comprehensive, timely, accurate, truthful, continuous, and systematic reflection of all budget revenue and expenditure activities, management and utilization of State Treasury funds to provide necessary information for budget management and operation.

4. Accounting units corresponding to each set of accounting books must close the accounting books at the end of each accounting month or year according to the system's procedures before preparing financial reports. Closing the accounting books must ensure consistency and uniformity within one set of books or throughout the entire system.

Cases of closing accounting books at other times are carried out in accordance with the provisions of the law and specific guidance of the General Director of the State Treasury.

Article 49. Printing accounting books in form of tables

1. Accounting books shall be printed according to the prescribed models established in TABMIS. Some summary and detailed accounting books need to be printed for storage after the accounting period has been closed and financial statements have been completed as required.

2. Printed accounting books must be bound into volumes, numbered from the first page to the last page, and signed off by the Chief Accountant (or authorized person) at the accounting unit. The first page of the printed accounting book must clearly state the name of the accounting unit, the name of the book, the accounting period, the fiscal year, the full name and signature of the person responsible for the book, and the Chief Accountant (or authorized person). For detailed cash and bank deposit accounting books, there must also be a signature of the Director (or authorized person) of the accounting unit.

Article 50. Accounting books in the form of data in the system

Accounting books in the form of data in the system represent the form of manifestation of the accounting database, established according to the standard procedures of the system, retaining all economic and financial transactions that have occurred based on their economic content and chronological order relevant to state accounting applied for TABMIS.

State accounting books in the form of data in the system reflecting information applicable to TABMIS are presented in electronic data format, created, sent, received, and stored electronically by the unit. Accounting books in the form of data in the system can be printed out for use as required by accounting work.
"Accounting database" of state accounting applied for TABMIS must be recorded and retained in accordance with the requirements of the Accounting Law, the Law on Electronic Transactions, Decree No. 128/2004/NĐ-CP dated May 31, 2005 of the Government detailing and guiding the implementation of certain provisions of the Accounting Law in the field of state accounting, guiding documents for the implementation of the Accounting Law, and in compliance with the provisions of this Circular.

For each Treasury Unit, based on the accounting chart of accounts and management requirements of the system, establish a "state accounting database" with comprehensive summary and detailed information. At the Treasury Transaction Office, each provincial and municipal Treasury Unit only has one official and unique accounting database for each accounting period. Each Treasury Unit bases its state accounting applied for TABMIS on the unit's authority regulations and code to perform accounting operations on the provincial ledger.

Article 51. Principle of Accounting by Period

Economic transactions occurring in a particular period must be accounted for in that period.

Cases requiring adjustments to figures related to the current budget year may only be adjusted in the current period (month). If adjustments are needed in the period (month) when the economic transaction occurred (past period), prior approval from the Treasury must be obtained before making the adjustment.

Cases involving adjustments to figures related to the previous budget year shall be accounted for in the adjustment period (month 13) of the previous year.

Article 52. Opening and Closing of Accounting Periods

1. Opening an accounting period involves setting up the system for a specific monthly accounting period within a year so that users can update data into the system according to their authority.

An accounting period is opened for the adjustment period (adjustment time) to handle accounting transactions arising after December 31 of each year but recorded for the previous accounting period before closing the annual accounting period.

On the system, after closing the accounting period, it can be reopened if the accounting books of that year have not been permanently closed (still in temporary closure status). Adjustments made during the reopened period must be approved by the Treasury.

2. Closing an accounting period involves setting up the system for a specific monthly accounting period within a year to prevent users from updating data into the system.

State accounting applied for TABMIS must close the accounting period at the end of the month and before preparing the financial statements at the end of the annual accounting period. If a quick report needs to be prepared in the system, it must be done according to the correct end-of-day processing procedure. Additionally, the accounting period must be closed in cases of inventory checks or other situations as stipulated by law. The accounting period can only be closed after ensuring that all generated accounting vouchers are fully and accurately recorded in the accounting period.

3. Closing an accounting period includes temporary closure and permanent closure:

- Temporary closure: This involves closing the accounting period on each corresponding ledger upon completion of the accounting period. After temporarily closing the accounting period, it can be reopened for adjustments if approved by the Treasury.

- Permanent closure: This involves closing the accounting period on each corresponding ledger. Once permanently closed, the period cannot be reopened for data adjustments.

4. The General Director of the Treasury stipulates the rules for opening and closing periods on TABMIS and sets principles for accounting in cases where the accounting period is reopened.

Article 53. Transfer of Accounting Data to the Consolidated Ledger

After closing the accounting period at the ledgers of provincial and municipal State Treasury Bureaus (KBNN), the transfer of accounting data to the consolidated ledger must ensure the following principles:

- After closing the accounting period, the business unit of the State Treasury Bureau shall transfer accounting data from the provincial ledgers to the consolidated ledger as quickly as possible, run financial reports and management accounting reports.

- After transferring data to the consolidated ledger, the previous closed accounting period may not be reopened for adjusting reported accounting figures without permission from the State Treasury Bureau.

- In cases where data has been transferred to the consolidated ledger or reports have been sent out and errors are discovered, the accountant shall adjust the current accounting period according to the provisions of Article 54 below. If necessary, adjustments to the reported accounting figures of the previously reported accounting period can only be made with the approval of the head accountant of the higher-level State Treasury Bureau. In such cases, the accountant must reissue the reports as required, while the business unit of the State Treasury Bureau shall revert the data from the adjustment point according to the system's procedures.

Article 54. Correction of Accounting Data

1. Principles for Correcting Accounting Data

- In cases where annual financial statements have not yet been approved:

If errors are detected or permission is granted to adjust data, the accountant shall follow the principles set forth in Article 51 of this Circular.

- In cases where annual financial statements have already been approved:

After the financial statements have been approved, if there is a decision by the competent authority to correct them, the correction shall be carried out in the current year.

2. The General Director of the State Treasury Bureau shall specify the specific cases and methods of accounting for correcting specific errors according to the requirements of the management mechanism, decisions of the competent authority, and in accordance with the characteristics of the system's procedures.

Article 55. Accounting Ledgers and Units Operating in TABMIS

1. Accounting Ledgers

The accounting database is reflected in each accounting ledger within TABMIS, including: Provincial and Municipal Accounting Ledgers and the Consolidated Accounting Ledger.

- Provincial and Municipal Accounting Ledgers: The provincial and municipal accounting ledger is the common and sole repository of "accounting database" for the entire province or city (provincial or municipal State Treasury Bureau). The accounting ledger of the Trading Department is considered the provincial or municipal accounting ledger.

- Consolidated Accounting Ledger: The consolidated accounting ledger is the common and sole repository of "accounting database" nationwide, located centrally, responsible for processing and consolidating data from provincial and municipal ledgers, eliminating duplicate entries.

2. Operating Units

The Trading Departments of the State Treasury Bureau, district, county, town, and provincial city units of the State Treasury Bureau, trading offices, and provincial and municipal State Treasury Bureau offices within each provincial ledger are referred to as operating units within each provincial ledger. The Trading Department of the State Treasury Bureau is the sole operating unit within its own ledger.

3. In cases of administrative organizational changes or changes in the organizational structure of the State Treasury Bureau system, the business unit of the State Treasury Bureau shall coordinate with relevant units to implement restructuring procedures according to operational procedures.

Article 56. List of Accounting Books, Forms, and Methods of Recording

1. The list of accounting books is specified in Appendix IV "List of Accounting Books."

2. The General Director of KBNN shall prescribe forms and methods for recording accounting books that are suitable to the operational procedures and management requirements to be established within the system; specify in detail the printing of books on paper and the storage of data in the form of accounting books on the accounting information system consistent with the actual circumstances of the accounting information system.

3. During the operation of TABMIS, the General Director of KBNN shall guide the methods of recording accounting books that are appropriate to the content and nature of each type of accounting book and the TABMIS operational procedures; stipulate additional and amended contents regarding the list, forms, and methods of recording accounting books to meet management requirements during the implementation of TABMIS.

Section 4
FINANCIAL REPORTS AND MANAGEMENT REPORTS

Article 57. Tasks of Financial Reports

1. Financial reports prescribed in state accounting applicable to TABMIS are accounting methods used to aggregate, systematize, and explain state economic and financial indicators, reflecting the situation of revenue, expenditure, and borrowing of the State Budget and the operational activities of KBNN in an accounting period or budget year. State financial reports and operational activities of KBNN include two types: Periodic financial reports (daily, monthly, annually) and Year-end settlement reports.

2. Financial reports have the task of providing necessary economic and financial indicators for competent agencies and state authorities at all levels. Provide necessary figures to check the implementation of the State Budget, the implementation of accounting systems, compliance with state policies and economic sectors. Financial reports also provide key figures as a basis for analyzing and evaluating the situation and results of operations of the State Budget at all levels, of each KBNN unit, and of the entire State Budget and KBNN system to facilitate effective guidance and management of the State Budget and KBNN operations.

Article 58. Requirements for Financial Reports

1. Reports must be prepared according to the prescribed forms or management and operational requirements, fully reflecting the indicators specified for each type of report.

2. The method of aggregating data and preparing indicators in the report must be uniformly implemented across KBNN units, ensuring consistency with the work of aggregation, analysis, verification, and reconciliation of data.

3. Indicators in the report must ensure uniformity, logical interrelation systematically, serving the study, analysis, and evaluation of the implementation of the State Budget and operational activities of the KBNN system.

4. Report figures must be accurate, truthful, and objective, aggregated from accounting databases after being verified, reconciled, and closed.

5. Financial report forms need to be simple, clear, practical, and consistent with management and operational information requirements of the State Budget and KBNN activities.

6. Reports must be prepared and submitted on time and accurately.

7. Reports are built based on principles consistent with international practices, serving the preparation of Government Financial Statistics (GFS) reports.

Article 59. Responsibility for Utilizing Financial Reports

1. General Provisions

Units participating in TABMIS independently perform information queries and utilize reports according to their authority to grasp information for management and decision-making. In addition to querying and utilizing reports on the system, financial agencies and KBNN units must bear responsibility for printing and completing all legal procedures for related reports as prescribed. Specifically, as follows:

- Daily reports and ad hoc reports: Financial agencies, KBNN, and relevant units according to their authority query and utilize reports directly on the system as required for information provision.

- Monthly reports: Financial agencies, KBNN, and relevant units according to their authority query and utilize reports directly on the system. KBNN units aggregate reports based on accounting databases, simultaneously print reports on paper to serve data storage requirements and provide them to relevant agencies and units as prescribed.

- Annual reports and settlement reports: Financial agencies, KBNN, and relevant units according to their authority query and utilize reports directly on the system. Financial agencies and KBNN have the responsibility to aggregate reports based on accounting databases, simultaneously print reports on paper to provide to relevant agencies and units and serve accounting document storage as prescribed.

For village (ward) budget income and expenditure reports, KBNN districts and counties must aggregate and print reports on paper and send them to the People's Committee of the village (ward) as prescribed.

2. Responsibilities of KBNN Units

In addition to directly querying and utilizing reports, KBNN units must submit complete financial reports with legal elements to relevant agencies and units as prescribed according to management requirements.

Types of financial reports printed on paper before sending to higher-level KBNN and related units must be verified, checked, and controlled to ensure accuracy, completeness of figures, nature, and economic content. When submitting paper reports, the paper reports must contain all legal elements including: Unit seal, signature of the preparer, Chief Accountant, and Director of KBNN.

Financial reports in the form of electronic data messages on the TABMIS program must be processed technically to ensure identification of the preparer and submitter of the report and guarantee that only authorized recipients can view and print the report.

In cases where accounting units are divided, merged, or cease operations, financial reports must be prepared at the time of division, merger, or cessation of operations.

The Director and Chief Accountant of KBNN and related units are responsible for the accuracy, completeness, and timeliness in compiling and submitting financial reports (paper reports), while ensuring confidentiality of data and documents according to current regulations on storage, publication, and information provision.

3. The General Director of KBNN shall stipulate the plan for report utilization authority allocation during the implementation and execution of TABMIS.

Article 60. Time for Finalizing Data to Submit Financial Reports

1. The time for finalizing data for monthly and annual (12 months) financial reports is the 10th day of the following month (based on the closing date). Units under KBNN shall prepare and submit reports according to the provisions set out in Appendix V "List and Forms of Financial Reports and Management Reports" attached hereto. Any changes to the monthly and annual (12 months) financial report data must be approved by the higher-level KBNN.

2. The time for finalizing data for annual settlement reports on revenue and expenditure of the State Budget is divided into two stages:

2.1. Finalizing data at the end of the adjustment period for settlement reports: Data is taken up to the end of March 15 of the following year (based on the closing date). The report is stored in electronic file and paper form at the unit where the report was prepared.

2.2. Finalizing data for the last settlement report: Data is taken up to November 30 of the following year (based on the closing date). Paper reports are sent to the higher-level KBNN and related units as prescribed. The report is stored in electronic file and paper form at the unit where the report was prepared. In cases where adjustments to the previous year's settlement report data continue after November 30, based on the decision of the competent authority, explanations must be provided and the report resubmitted.

Article 61. Quick Report (Daily Report)

1. The quick report (daily financial report) on TABMIS is information processed and provided quickly from the accounting database of the system regarding the situation of revenue, expenditure, and reserve funds of the State Budget and the operational activities of KBNN, serving management and operation of the State Budget and operational activities of KBNN.

2. The monetary unit used in quick reports at county-level KBNNs is thousands of dong, at provincial-level KBNNs is millions of dong, and at central KBNNs is billions of dong; foreign currency indicators are converted to foreign currency and rounded to thousands of foreign currency units.

3. Quick reports (daily) are extracted and printed at the end of the day or at the start of work the next day, after closing all entries. Data for reports is prepared for corresponding levels of KBNN units according to procedures established in the system.

Article 62. Management Accounting Reports

1. Management accounting reports in the KBNN system are detailed reports serving timely management of the State Budget at various levels and operational activities of KBNN within each unit and throughout the entire system. Management accounting reports can be prepared based on the accounting data of TABMIS.

2. The reporting periods for management accounting reports are specified in this regulation as daily, monthly, and annually. Additionally, the General Director of KBNN may request management accounting reports for other periods and times as required for specific management purposes.

3. All KBNNs must strictly adhere to the management accounting report reporting system, ensuring timely, complete reports; accurate forms and appropriate users of management accounting reports as prescribed.

Article 63. List, Forms, and Methods for Preparing Financial Reports and Management Accounting Reports

1. Financial reports and management accounting reports stipulated in this Circular apply according to the list specified in Appendix V "List and Forms of Financial Reports and Management Reports" attached hereto.

2. The Director of the State Budget Department shall submit to the Minister of Finance any additional or amended contents concerning the list and forms of financial reports, specifying the content and method of preparing financial reports. Based on these regulations, forms and calculation formulas for indicators will be established in the system to enable querying and printing of corresponding financial reports.

3. The General Director of KBNN shall specify additional or amended contents concerning the list and forms of management accounting reports during the operation of TABMIS, and KBNN shall specify the content and method of preparing management accounting reports. Based on these regulations, forms and calculation formulas for indicators will be established in the system to enable querying and printing of corresponding management accounting reports.

Article 64. Consistent Data Verification

1. Verification with Financial, Tax, and Customs Authorities

At all levels, KBNN shall coordinate with financial, tax, and customs authorities at the same level to inspect, verify, adjust, utilize, and provide accounting information related to state budget revenues and expenditures, state borrowing, and other financial funds in accordance with the accounting methods prescribed in this Circular.

Any adjustments to data on financial statements must be carried out from the stage of preparing accounting vouchers to recording in accounting ledgers and preparing financial statements at KBNN, ensuring truthful reflection of the situation of state budgets at all levels and KBNN business operations.

The Tax and Customs authorities are responsible for coordinating with KBNN to explain operational management revenue accounting data and budget revenue data under their management responsibility.

2. Verification with Units Engaging in Transactions with KBNN

- Account Balance Verification:

Monthly (annual) verification of transaction units' deposit balances includes beginning period balances, period transactions, and ending period balances.

- Budget Estimate, Advance Payment, and Advance Payment Settlement Verification:

Quarterly (annual) verification of budget estimates, advance payments, and advance payment settlements is conducted according to the current public institution accounting system forms. Among them, the content of budget estimate verification is as follows:

+ Transaction units KBNN verify with fourth-level budget units the allocated budget estimates, usage amounts, and remaining amounts. For provincial and district budgets, if the usage amount matches the unit but the remaining amount does not match, after verification with the Treasury, the unit verifies with local financial authorities the allocated budget estimates.

+ Transaction units KBNN verify with intermediate-level budget units under the central state budget. Only proceed with further allocation after verifying that the data matches accurately.

3. Verification with Banks

Monthly (annual) verification of bank account balances includes beginning period balances, period transactions, and ending period balances.

Section 5
FINALIZATION OF KBNN BUSINESS OPERATIONS

Article 65. Content of Finalizing KBNN Business Operations

Finalizing KBNN business operations involves summarizing, analyzing accounting data related to various aspects of KBNN business operations after an accounting year. The content of finalizing KBNN business operations includes: inspection, verification, summary, analysis of accounting data, preparation and submission of finalization reports.

Prior to closing the accounting books on December 31, all KBNNs conduct inspections, verifications, and confirmations of all accounting data recorded during the current year's business operations with relevant units and agencies, including:

1. Revenue and expenditure data on the local state budget;

2. Allocation data of national budget revenues, accounting of revenues and expenditures at all levels according to the State Budget Classification;

3. Cash and foreign currency still held at KBNN;

4. Deposits of KBNN at banks;

5. Budget estimates and other deposits with units and individuals;

6. Temporary receipts and temporary holds;

7. Advance capital loans of KBNN, receivables, and payables;

8. Advance and settlement of investment capital for construction;

9. Capital transfers between KBNN units;

10. Other capital and sources of capital...

All verification work above must be confirmed in writing between KBNN and relevant agencies and individuals, and must have signatures of authorized persons as stipulated.

Article 66. Processing Payment Orders

1. Finalize all inter-Treasury Bank payment orders sent and received; ensure that the data of inter-Treasury Bank orders sent and received match accurately among related Treasury Bank units and throughout the entire system.

2. In case of errors or discrepancies, the cause must be thoroughly investigated and adjustments made according to prescribed procedures; at the same time, all incorrect accounts and pending inter-Treasury Bank accounts awaiting processing must be resolved before the end of the year.

3. Absolutely do not settle accounts when the figures have not matched accurately.

Article 67. Reconciliation and Unification of Data Among Related Units

1. Treasury Bank units coordinate with financial agencies, tax authorities, customs, and other relevant agencies to process temporary receipts awaiting submission to the state budget, temporary holdings awaiting resolution, and record budget revenues promptly within the fiscal year to ensure accurate reflection of revenue in the annual budget period. In special cases where processing is not completed by December 31, Treasury Bank units prepare detailed reports on temporary receipts awaiting submission to the state budget and temporary holdings awaiting resolution for each account-opening unit at the Treasury Bank, and submit them to the corresponding financial agency to urge prompt resolution.

2. Treasury Bank units agree with the corresponding financial agency on the deadline for issuing payment orders, simultaneously informing budgetary units of the cessation date for check issuance, and ensuring sufficient time for budgetary units to spend according to regulations and meet the deadline for closing the books and preparing financial statements; at the same time, organize strict monitoring of budgetary units' expenditures during the last days of the year.

Article 68. Processing Account Balances

For temporary receipts and expenditures outside the state budget, advances, loans, and lending between budget levels, and advances to budgetary units, Treasury Bank units need to cooperate with the corresponding financial agency and budgetary units to complete the necessary procedures for processing in accordance with the guidelines for closing the books and preparing final settlement reports issued by the Ministry of Finance.

For temporary receipts and holdings, if there is a decision from the competent authority to handle them, they should be processed immediately according to that final decision; if no such decision has been made, the balance should be carried over to the next year for continued monitoring and handling.

Article 69. Processing Foreign Currency Transactions

For budgetary receipts and expenditures in foreign currency, Treasury Bank units transfer the entire amount of foreign currency in the centralized foreign exchange reserve and foreign exchange rate differences to the Treasury Bank before the final settlement closure time.

Article 70. Regarding the Issuance of Treasury Bills, Promissory Notes, and Bonds

1. Treasury Bank units verify and accurately determine the issuance volume of promissory notes and bonds, the payment volume of treasury bills, the repayment volume of promissory notes and bonds (principal and interest), and the reported repayment volume (principal and interest) of treasury bills to higher-level Treasury Banks (if applicable) for each issuance round in the current year; if there are discrepancies, timely adjustments must be made. The repayment volume of treasury bills (issued prior to 1999) in the year must be reported as debt to the Treasury Bank before the final settlement closure date of December 31.

2. Determine the repayment volume of principal and interest paid on behalf of other Treasury Banks and transfer the total repayment amount through inter-Treasury Bank transactions to the issuing Treasury Bank before the inter-Treasury Bank transaction closing time as stipulated.

Article 71. On investment capital for construction and development (XDCB) and public service capital with an investment nature, and loans according to designated targets:

1. For investment capital and public service capital with an investment nature from the central government budget:

- Urging units to settle provisional advances, conducting detailed reconciliation with the project owner units and project management boards down to each project.

- Reconciling between accounting and payment records regarding provisional advances and detailed payments down to each project according to the State Budget Revenue and Expenditure Schedule.

2. For loans according to designated targets of the Government:

- Units under the Treasury shall check and reconcile the received capital sources, loaned capital, recovered capital, interest collected, and the distribution and use of interest as prescribed;

- Evaluating the loan situation, debt recovery, overdue debts, loss cases (if any), preparing reports and making recommendations to higher-level Treasuries and relevant agencies for consideration and appropriate measures. Loans made in error that have been recovered must continue to be monitored on temporary holding accounts, coordinating with relevant agencies to resolve completely and recover for the state budget;

- Conducting a recheck of accounting entries according to regulations. Accounting and credit departments at Treasury units shall complete loan files for each borrower. Preparing a list of current and overdue debts, reconciling between accounting and credit to ensure accuracy, if discrepancies exist, identifying the cause and resolving them before closing the books for settlement.

Article 72. Conditions for Closing the Books for Settlement of the Fiscal Year

Before closing the books for settlement of the fiscal year, all economic transactions occurring during the current year must be fully and accurately reflected in the accounting books. All matters mentioned in the above articles must be resolved by December 31st to proceed with closing the books.

Balances on budgetary deposit accounts and other deposit accounts belonging to budget-using units remaining as of December 31st shall be handled according to the current regulations of the Ministry of Finance.

After closing the accounting books on December 31st, Treasury units shall compile data to prepare financial reports to be submitted to higher-level Treasuries and relevant agencies according to the specified categories, forms, and deadlines.

Article 73. Time for Adjusting the Final Settlement of the Budget

1. The time for adjusting the final settlement of the budget at all levels is uniformly until January 31st of the following year.

2. During the period for adjusting the final settlement of the budget, Treasuries shall process all remaining issues from the previous year, adjustments, provisional advance payments, and loans according to the regulations applicable to various levels of the budget. At the same time, they shall continue to record new revenues and expenditures of the state budget arising from December 31st onwards according to the provisions set out in Circular No. 108/2008/TT-BTC dated November 18, 2008, outstanding vouchers, and revenues and expenditures according to orders from finance authorities.

Article 74. Conditions for Implementing Capital Settlement

Capital settlement can only be carried out when all related accounts for capital settlement have been reconciled accurately, ensuring:

1. At each Treasury unit: Accounts for clearing provisional advances awaiting processing have no balance;

2. Within the province: The total amount of inter-provincial transfers sent equals the total amount received; the total amount of transferred funds between the provincial Treasury and district Treasuries must match; the total amount of inter-bank settlements sent within the system equals the total amount received, detailed by creditor and debtor sides;

3. Nationwide: The total amount of inter-provincial transfers sent equals the total amount received; the total amount of transferred funds between the central Treasury and provincial and municipal Treasuries must match.

Article 75. Responsibility for preparing and submitting final accounts reports on KBNN business operations

Units participating in TABMIS shall be responsible for preparing and submitting final accounts reports on KBNN business operations in accordance with the contents and deadlines stipulated in this Circular.

Chapter 6
ORGANIZATION OF ACCOUNTING SYSTEM AND IMPLEMENTATION OF STATE ACCOUNTING WORK

Article 76. Responsibilities of members participating in TABMIS

Members participating in TABMIS shall implement the provisions of the Minister of Finance regarding responsibilities and authorities for member units using, operating, and managing TABMIS.

Article 77. Accounting System

The organization of the state accounting system applicable to TABMIS includes the accounting system within the KBNN system located at KBNN units and the business accounting department performing accounting tasks located at financial agencies, primary and secondary budgetary units, and other units involved in the TABMIS system. Units must organize their accounting systems and departments in accordance with their functions, tasks, and organizational structure as prescribed by the Government, Ministry of Finance, and guidelines from the General Director of KBNN.

The operation of the state accounting system applicable to TABMIS at KBNN is organized under the principle of centralization and uniformity under the direction of the General Director of KBNN. Each KBNN unit is an independent accounting unit responsible for conducting budget and treasury business accounting at its own unit; lower-level KBNN accounting units are subject to guidance and inspection on business operations by higher-level KBNN accounting units.

In addition to accounting units within the KBNN system, financial agencies, primary and secondary budgetary units, and related units must organize business departments to perform cash disbursement orders or budget allocations according to their functional tasks on TABMIS or on software systems interfacing with TABMIS. Within the scope of their participation, accounting units must strictly comply with legal regulations on accounting and state accounting guidelines applicable to TABMIS issued by the Ministry of Finance.

Article 78. Central Accounting System and Dependent Accounting Departments

1. The central accounting system consists of accounting departments and offices within KBNN at various levels.

2. KBNN units may organize dependent accounting departments including transaction points (regular and irregular) within or outside the KBNN premises.

3. Accounting work at dependent accounting departments must fully comply with organizational regulations for accounting work applicable to dependent accounting units. At the end of each working day, dependent accounting departments must reconcile and check daily transactions, transfer all accounting vouchers and documents to the central accounting department for processing.

Article 79. Content of Accounting Work

1. Accounting work at units within the KBNN system

a) The content of state accounting applicable to TABMIS at a KBNN unit includes business operations such as budget expenditure accounting, budget commitment accounting, budget revenue accounting, budget expenditure accounting, debt and aid accounting, payment accounting, general ledger accounting, off-balance sheet accounting, and other business operations accounting according to the functions and tasks of KBNN.

b) Accounting tasks for each accounting operation at KBNN agencies include:

- Preparing, receiving, controlling, and processing accounting vouchers; recording in accounting ledgers; summarizing daily, monthly, quarterly, and annual accounting data;

- Checking accounting data, preparing and sending various types of telegrams, business activity reports, quick reports, and periodic financial statements;

- Summarizing accounting data in consolidated ledgers according to the system's procedures;

- Analyzing, retaining accounting data, and archiving accounting records and documents.

c) The General Director of KBNN prescribes the procedures for state accounting operations applicable to important accounting operations within the KBNN system.

2. Accounting work at financial agencies

a) The content of state accounting work applicable to TABMIS at a financial agency includes:

- Entering and approving budgets decided by authorized bodies and systems as stipulated in Circular No. 108/2008/TT-BTC dated November 18, 2008, on the handling of year-end budgets and the preparation of annual final accounts reports on state budgets;

- Controlling expenditures and updating budget disbursement vouchers through cash disbursement orders;

- Exploiting databases as prescribed by authorized bodies.

b) The Ministry of Finance prescribes the division of responsibilities for entering budgets and cash disbursement orders belonging to the central budget, applicable to units under the Ministry of Finance and other units according to the TABMIS process. The Director of the Department of Finance, based on model guidelines from the Ministry of Finance and the Ministry of Home Affairs, prescribes the division of responsibilities for entering budgets and cash disbursement orders belonging to provincial, district, and commune budgets.

Article 80. Chief Accountant for State Treasury Business

1. The head of the state accounting system applying to TABMIS at all levels of State Treasury must meet the standards and conditions of a Chief Accountant as stipulated in Article 53 of the Accounting Law and other regulations of the Government and the Ministry of Finance, and shall be appointed as a Chief Accountant in accordance with the law on accounting. The Chief Accountants at all levels of State Treasury shall have responsibilities and authorities as prescribed in Articles 52 and 54 of the Accounting Law, as well as regulations of the Minister of Finance and the General Director of State Treasury.

2. The Chief Accountant shall assist the Director of the State Treasury unit in financial supervision within the unit; shall be responsible to the Director of the State Treasury unit and the Chief Accountant of the higher-level State Treasury unit for tasks within their scope of responsibility and authority; the Chief Accountant of the lower-level unit shall be subject to direction and professional supervision by the Chief Accountant of the higher-level unit.

3. The appointment, dismissal, removal, commendation, disciplinary action, and transfer of Chief Accountants of State Treasury units shall be carried out in accordance with the provisions of the law and the Minister of Finance's regulations on organizational structure and management delegation of State Treasury personnel.

4. In cases where there is no person meeting the required standards and conditions to be appointed as a Chief Accountant, State Treasury units may appoint a person to act as Head of Accounting for a maximum period of one fiscal year. After one year, if the acting Head of Accounting still does not meet the required standards and conditions to be appointed as a Chief Accountant, another person who meets the required standards and conditions must be found and appointed as Chief Accountant.

5. At State Treasury units that have accounting departments (Bureaus, Departments), Deputy Bureau Chiefs (or Deputy Department Heads) may be appointed to assist the Chief Accountant (Bureau Chief, Department Head) in performing assigned tasks.

6. For county-level State Treasury units without an accounting department, a staff member meeting the required standards and conditions may be assigned to assist the Chief Accountant, representing the Chief Accountant in handling tasks when authorized according to regulations and being responsible for such tasks during the authorization period. The Director of the county-level State Treasury unit shall decide on assigning tasks to staff members assisting the Chief Accountant within their unit.

Article 81. Staffing of Accounting Personnel in the State Treasury System

1. The staffing of accounting personnel must be based on job requirements, qualifications, capabilities, and moral qualities of the staff, the actual situation of the unit, and follow the principles of accounting personnel assignment and staffing as stipulated in Article 82 below.

2. Directors of State Treasury units must staff accounting personnel suitable for the actual situation of the unit, ensuring sufficient positions as prescribed, and guaranteeing the professional independence of accounting personnel.

3. In each State Treasury unit, the state accounting system applying to TABMIS shall be organized into the following main sections:

- The transaction section includes accounting staff directly performing budget revenue and expenditure, deposit, and other accounting operations with entities and individuals having business relations with the State Treasury.

- The payment section includes accounting staff processing payment transactions and credit transactions of entities and individuals having business relations with the State Treasury.

- The consolidation section includes accounting staff conducting data consolidation operations, preparing financial reports, statistics, establishing and guiding the implementation of accounting systems, and conducting accounting audits.

Article 82. Principles for Allocation and Arrangement of Accounting Staff

All KBNN units must strictly comply with the principles for allocation and arrangement of accounting staff as stipulated in the Accounting Law and this Circular:

1. Each transaction accountant shall be responsible for managing the accounts of a certain number of units and individuals, and shall be responsible for safeguarding the sample signatures and seals of customers; accountants must register their sample signatures with the Chief Accountant;

2. The General Director of KBNN shall establish the principles for allocation and arrangement of accounting staff, including provisions that the Chief Accountant (or authorized person) shall not directly perform specific accounting tasks, transactions with customers, and internal financial work;

3. The Director of KBNN shall arrange accounting staff based on the staffing quota assigned, actual conditions at the unit, and KBNN regulations to ensure mutual supervision and ensure the safety of money and assets;

4. The allocation and arrangement of accounting staff in single-window transaction processes shall be carried out according to separate regulations of the Ministry of Finance and KBNN.

Article 83. Coordination in Implementation

All departments and individuals within each KBNN unit involved in accounting work must strictly comply with the accounting principles, systems, and procedures as prescribed; they have the responsibility to provide complete, timely, accurate, and truthful vouchers and documents necessary for the accounting department to carry out accounting business processes.

Article 84. Handover of Accounting Work

When transferring accounting personnel to other operational departments within the KBNN unit or to another unit, a handover must be organized and a handover record must be established between the transferor and transferee under the supervision of the Chief Accountant, covering the following contents:

- Accounting documents (vouchers, ledgers, reports, accounting files);

- Completed, ongoing, and unresolved tasks;

- Balances of accounts, registration of sample seals and signatures of transacting units;

- Seals used in accounting work (if any);

- Tasks that need to continue (specify content and completion deadlines).

Article 85. Change of Operational Chief Accountant at KBNN Units

When changing the Chief Accountant, the Director of the KBNN unit must organize a handover of duties between the outgoing and incoming Chief Accountants, witnessed by the Chief Accountant of the higher-level KBNN or authorized in writing by the higher-level KBNN for the Director of the unit to witness. At the same time, procedures for canceling the signature of the outgoing Chief Accountant and registering the signature of the new Chief Accountant must be completed, and timely notification must be given to units with related work and transaction relationships with KBNN.

In cases where the Chief Accountant is temporarily absent from the unit, a written authorization must be issued to a person who meets the required qualifications and standards to act in their place, and such authorization must be approved by the Director of KBNN.

Chapter III
IMPLEMENTATION

Article 86. Effective Date

This Circular takes effect from March 1, 2013, applicable to budgets starting from 2013, replacing Circular No. 212/2009/TT-BTC dated November 6, 2009 on guiding the implementation of state accounting applied to the Management Information System for State Budgets and Treasury Operations (TABMIS), Decision No. 120/2008/QD-BTC dated December 22, 2008 of the Minister of Finance on issuing the State Budget Accounting System and Treasury Operations, and Circular No. 130/2009/TT-BTC dated June 24, 2009 on specifying the Financial Reporting System and Management Accounting Reports applied in the State Budget Accounting System and Treasury Operations issued pursuant to Decision No. 120/2008/QD-BTC dated December 22, 2008 of the Minister of Finance.

The General Director of KBNN shall issue a directive to guide the handling of end-of-period data for budgets prior to 2013, in accordance with the provisions of this Circular and relevant documents, and submit it to the Minister of Finance for approval.

Article 87. Effectiveness of cited documents

The contents cited from the documents specified in this Circular, if such documents are supplemented, amended, or replaced, shall be implemented according to the provisions of the supplementary, amended, or replacement documents.

Article 88. Implementation organization

The General Director of KBNN, the Heads of the State Budget Department, the Accounting System and Audit Department, the Financial Information and Statistics Bureau, the Director of the Ministry of Finance's Office, the Heads of units under and affiliated with the Ministry of Finance, units participating in TABMIS, and other units conducting transactions with KBNN within their respective functions and authorities shall be responsible for organizing the implementation, providing guidance on implementation, and supervising the enforcement of this Circular./.