Circular No. 212/2009/TT-BTC guiding the implementation of state accounting applicable to the State Budget Management Information System and Treasury Business (TABMIS)

CIRCULAR

Guidelines for implementing state accounting applicable to the Budget Management Information System (TABMIS)

Management of the State Budget and Treasury Operations (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 Decision No. 108/2009/QĐ-TTg dated August 26, 2009 of the Prime Minister stipulating the functions, tasks, powers, and organizational structure of the State Treasury under the Ministry of Finance;

The Ministry of Finance issues guidelines for implementing state accounting applicable to the Budget Management Information System (referred to as TABMIS) as follows:

A. GENERAL PROVISIONS

1. Scope of application of state accounting for TABMIS

1.1. Units collecting and disbursing the state budget include units within the State Treasury system and units, departments under financial agencies at all levels participating in TABMIS.

1.2. Financial agencies of Ministries and sectors participating in online transactions on TABMIS.

2. Objects of state accounting for TABMIS

2.1. Money and items equivalent to money;

2.2. Revenue and expenditure of the state budget at various levels and revenue and expenditure of other state funds;

2.3. Loans and repayment situations of the state budget;

2.4. Payments within and outside the State Treasury system;

2.5. Deposits of units, organizations, and individuals at the State Treasury;

2.6. Surplus balances of state budgets at various levels;

2.7. Budget estimates and budget allocations at various levels;

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

2.9. Types of state assets managed by the State Treasury.

3. State accounting for TABMIS

State accounting for the Budget Management Information System and State Treasury involves collecting, processing, monitoring, analyzing, and providing information on the allocation of budget estimates; revenue and expenditure of the state budget; loan and repayment situations of the state budget; state assets managed by the State Treasury (KBNN) and treasury operations. The collection and processing of accounting information must be timely, complete, accurate, truthful, continuous, and systematic.

State Treasuries at all levels organize accounting machinery and implement accounting work; financial agencies at all levels and primary and secondary budget units participating in TABMIS are responsible for organizing accounting work according to procedures appropriate to their respective budget levels as stipulated by the State Budget Law dated December 16, 2002, the Accounting Law dated June 17, 2003, the Law on Electronic Transactions dated November 29, 2005, and the provisions of this Circular.

4. Tasks of state accounting for TABMIS

4.1. Collecting, recording, processing, and managing centralized data throughout the system regarding the management and allocation of budget estimates at various levels; implementation of revenue and expenditure of the state budget at various levels; loans and repayment situations of the state budget; state assets managed by the State Treasury and treasury operations, including:

a) State budget expenditure estimates;

b) Revenue and expenditure of the state budget 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 State Treasury;

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

i) Transactions and payments within and outside the State Treasury system;

k) Other treasury operations.

4.2. Monitoring compliance with financial management systems, payment systems, and other regulations of the State related to revenue and expenditure of the state budget, loans and repayments of the state budget, and treasury operations within the scope of duties and powers of the State Treasury.

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

5. Recording methods

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

6. 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 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 are different exchange rate regulations, accounting shall be carried out according to those regulations.

Physical units used in accounting are officially recognized units of measurement by the State (kg, piece, head...). For physical items with value but not quantifiable in monetary terms, the book value is calculated at a nominal value of 01 VND per unit of physical item as the unit of measurement. Additional measurement units may be used when necessary, in accordance with specific regulations in management work.

7. Writing characters, numerals, and rounding methods

7.1. Vietnamese is used in accounting records. When foreign languages are used on accounting vouchers, both Vietnamese and the foreign language must be used simultaneously. In cases where accounting vouchers, invoices, and accounting documents are in a foreign language, they must be accompanied by a certified translation in Vietnamese by an authorized government agency.

7.2. 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, quadrillions, quintillions; a comma (,) must be placed after the units digit when recording digits after the units digit.

7.3. When preparing financial statements or publicly disclosing financial statements using abbreviated monetary units, the accounting unit can round off figures by adding one (1) unit if the digit after the abbreviated monetary unit is five (5) or more; otherwise, it is not counted.

7.4. In cases of converting foreign currency exchange rates, for amounts in Vietnamese Dong that have been converted, the rounding method is also implemented according to the above regulations.

8. Accounting periods

The accounting periods applicable to the Treasury Accounting Business Management Information System (TABMIS) include: monthly accounting period, quarterly accounting period, and annual accounting period.

8.1. The monthly accounting period is one month, from the beginning of the first day of the month to the end of the last day of the month.

8.2. The quarterly accounting period is three months, from the beginning of the first day of the first month of the quarter to the end of the last day of the last month of the quarter.

8.3. The annual accounting period (fiscal year) is twelve months, from the beginning of January 1st to the end of December 31st of the Gregorian calendar year.

The accounting periods are applied for closing the books and preparing financial reports as stipulated in this Circular. The General Director of the State Treasury shall specify the procedures for closing the books and preparing reports for other periods to meet specific management requirements.

9. Asset Inventory

9.1. Inventory taking is the process of weighing, measuring, counting quantities; confirming and evaluating the quality and value of assets and current funds at the time of inventory taking to verify and reconcile with the figures in the accounting records.

9.2. Units of the State Treasury must conduct inventory taking in the following cases:

- At the end of the annual accounting period, before preparing the financial report.

- 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.

9.3. After completing the inventory taking, units of the State Treasury must prepare a consolidated report on the results of the inventory. In case there is a discrepancy between the actual figures obtained 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 the financial report.

9.4. The inventory taking must accurately reflect the actual status of assets and sources of asset formation within the unit. The person responsible for preparing and signing the consolidated report on the results of the inventory must bear responsibility for the inventory results at their own unit.

10. Audit of Accounting

10.1. Directors and Chief Accountants of State Treasury units and other units participating in TABMIS must strictly comply with the audit system regarding the implementation of this system for subordinate units and within their own units or by superior units and state agencies with authority. The authorized auditing agency must issue an audit decision specifying the content, duration, and having the right to request the State Treasury or other units under audit to assign personnel to cooperate and assist the audit team during the audit period. The head of the audit team must be responsible for the audit results and conclusions recorded in the audit minutes.

10.2. Directors and Chief Accountants of State Treasury units and other units subject to audit must provide all necessary accounting documents, vouchers, ledgers, and accounting data as required by the audit team within the scope of the audit; they must strictly implement recommendations made by the audit team in accordance with current regulations within their scope of responsibility.

10.3. The General Director of the State Treasury shall guide the audit system related to the State Treasury system, and submit it to the Minister of Finance for issuance of the audit system concerning other units participating in TABMIS.

11. Accounting Documents

11.1. Accounting documents include: information on paper and electronic data messages in the form of accounting vouchers, ledgers, financial statements, treasury business activity reports, quick reports, final settlement reports, audit reports, audit check reports, and other relevant documents related to accounting. Accounting documents must be carefully and safely preserved at State Treasury units during use and storage.

11.2. At the end of the annual accounting period, after the budget settlement has been approved by the National Assembly (for the State Budget) or People's Council (for local budgets), accounting documents must be organized, classified, and archived. The retention period for accounting documents is as specified in Point 12.1 of this Circular.

11.3. Archived accounting documents may only be accessed for use upon approval by the Director or Chief Accountant of the State Treasury. It is strictly prohibited to provide accounting documents to external parties or remove them from the State Treasury unit without written permission from the Director of the State Treasury.

12. Retention Period for Accounting Documents

12.1. The retention period for accounting documents is implemented according to the provisions of Decree No. 128/2004/ND-CP dated May 31, 2004, of the Government detailing and guiding the implementation of certain articles of the Accounting Law applicable in the field of state accounting.

12.2. Electronic accounting documents stored in the form of electronic data messages must fully 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.

12.3. The General Director of the State Treasury shall specify in detail the retention system for accounting documents applicable to units within the State Treasury system; submit to the Minister of Finance for issuance of the retention system for accounting documents applicable to other units implementing TABMIS.

13. Application of Information Technology in Accounting Work

The application of information technology in accounting work must ensure strict compliance with all 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.

Regularly carry out the exploitation, exchange, and provision of accounting data with agencies within the Finance sector, ensuring service for the exploitation of budget management information in accordance with the information provision and exchange regulations stipulated by the Ministry of Finance.

B. SPECIFIC PROVISIONS

I. ACCOUNTING VOUCHERS

1. Elements of Accounting Vouchers

1.1. 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 ledgers. Accounting vouchers must contain the following main contents:

- Name and number of the accounting voucher;

- Date of preparation and processing of the accounting voucher;

- Codes for managing the State Budget and treasury business operations;

- Name, address, code (if any) of the unit or individual preparing the accounting voucher;

- Name, address, code (if any) of the unit or individual receiving the accounting voucher;

- Content of the economic and financial transaction.

- Indicators on quantity, unit price, and amount of economic and financial transactions recorded in figures; total amount of the accounting voucher for receipt and payment recorded in figures and in words;

- Signature, full name of the preparer, approver, and related parties to accounting vouchers; stamp of relevant units according to regulations for each type of voucher.

1.2. In addition to the main contents prescribed above, during the implementation of TABMIS, if necessary, accounting vouchers may be supplemented with other contents (factors) as stipulated by the Director General of the State Treasury.

2. Accounting voucher model

The accounting voucher models prescribed in this Circular include mandatory accounting voucher models and guiding accounting voucher models.

2.1. Mandatory accounting voucher models are special accounting voucher models with the value equivalent to money, including: checks, receipts for payment collection, fee tickets, license fees, bonds, bills of exchange, treasury bills, various sales invoices, and other mandatory accounting vouchers. The forms of mandatory accounting vouchers shall be printed and issued by the Ministry of Finance or units authorized by the Ministry of Finance. Accounting units must strictly follow the form and recording content on the vouchers.

2.2. Guiding accounting voucher models are accounting voucher models specified by the Minister of Finance (or the Director General of the State Treasury authorized by the Minister of Finance) regarding the form and recording content. Accounting units are permitted to prepare accounting vouchers on computers but must ensure compliance with the prescribed form.

3. Electronic vouchers

3.1. 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 according to the regulations of the Government and the Ministry of Finance.

3.2. Electronic vouchers can be used as accounting vouchers when they contain all the required contents for accounting vouchers and have been encoded to ensure data security during processing, transmission, and storage. Electronic vouchers are stored on data carriers (magnetic tapes, floppy disks, electronic storage devices, payment cards) and managed like original accounting documents and must have sufficient equipment for use when needed.

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

4. Conversion between electronic vouchers and paper vouchers

4.1. When necessary, electronic vouchers may be converted to paper vouchers, but they must meet 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.

4.2. When necessary, paper vouchers may be converted to electronic vouchers, but they must meet 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.

4.3. When a paper voucher is converted to an electronic voucher for transaction purposes, the electronic voucher will have the value to perform payment transactions, and at that time, the paper voucher will only have archival value for monitoring and checking, without transaction or payment validity.

4.4. When an electronic voucher that has performed economic and financial transactions is converted to a paper voucher, the paper voucher will only have archival value for bookkeeping, monitoring, and checking, without transaction or payment validity.

4.5. The conversion of paper vouchers to electronic vouchers or vice versa is carried out according to the regulations on the preparation, use, control, processing, preservation, and storage of electronic vouchers and paper vouchers, while also complying with the regulations on electronic transactions in the financial sector, State Treasury.

4.6. Electronic vouchers that have participated in transactions are not allowed to be canceled; specific guidelines for correcting errors in electronic payments are detailed in the operational sections.

4.7. Electronic vouchers that have exceeded their retention period as prescribed, unless otherwise decided by competent state authorities, may be destroyed. The destruction of electronic vouchers must not affect the integrity of undestroyed electronic vouchers and must ensure the normal operation of the information system.

5. Electronic signature

5.1. An electronic signature is a unique security key assigned to each individual to authenticate duties, authority, and responsibility of the preparer and related parties responsible for the security 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 granted electronic signatures are responsible for ensuring the confidentiality of their electronic signature information and are liable for disclosing their electronic signature.

5.2. The Director General of the State Treasury provides specific guidance on the preparation, encoding, circulation, storage of electronic vouchers, and exploitation of electronic data in the State Treasury system; stipulates the accountability regime for individuals in using and preserving electronic vouchers and electronic signatures in accordance with the regulations of the Government and the Ministry of Finance.

6. Preparation of accounting vouchers

6.1. Computer-generated accounting vouchers

Accounting vouchers prepared and printed on a computer through accounting software must comply with the content of accounting vouchers prescribed in Article 17 of the Accounting Law and specific regulations for each type of accounting voucher according to current regulations.

6.2. Paper-based accounting vouchers

a) All economic and financial transactions related to state budget revenue and expenditure activities and State Treasury business operations must be recorded in accounting vouchers; an accounting voucher is only prepared once for each economic and financial transaction;

b) All required contents must be clearly and accurately recorded on the voucher;

c) Writing on the voucher must be in the same handwriting, clear, fully reflecting the content, without erasure; writing must be done in the same ink color, non-fading ink; red ink must not be used;

d) Regarding the recording of amounts in figures and words on the voucher: The amount written in words must match the amount written in figures; the first letter must be capitalized, subsequent letters must not be in uppercase; it must start at the beginning of the line, words and numbers must be written continuously without gaps, fill up one line before moving to the next, no line insertion or overwriting of pre-printed text; blank spaces must be crossed out to prevent modification, addition of numbers or characters. Vouchers that have been erased or modified are invalid for payment and accounting entries. When an error is made on a pre-printed voucher, it must be canceled by crossing out the incorrect entry.

e) The date, month, and year elements of the document must be written in numerals. However, for check forms, the day and month should be written in words, while the year should be written in numerals;

f) Documents that are established in sets with multiple copies must be prepared at once for all copies according to the same content using a computer, typewriter, or carbon paper. In special cases where multiple copies need to be prepared but cannot be done in one go, it may be done in two stages, but consistency in all contents across all copies of the document must be ensured;

Accountants shall not accept documents established by customers that do not comply with regulations, are not legal, or valid; they must guide customers to re-establish a set of documents in accordance with the regulations. Accountants shall not record elements that fall under the responsibility of the customer on the document;

7. Provisions on signing accounting documents

7.1. All accounting documents must have signatures according to the prescribed positions on the document to be effective; specifically, electronic documents must have an electronic signature as stipulated by the Government. All signatures on accounting documents must be signed individually on each copy of the document using ink that does not fade. Absolutely no carbon copies, red ink, or pencil signatures are allowed. The signature of an individual on accounting documents must be consistent and match the registered signature as prescribed;

7.2. All documents established by customers and transferred to the State Treasury must bear the signature of the Chief Accountant/Accounting Officer (or authorized person), head of the unit (or authorized person), and the seal of the unit. The customer's seal and signature on the document must correspond to the valid sample seal and signature registered at the State Treasury. In special cases, for units without a Chief Accountant position, an Accounting Officer must be appointed to transact with the State Treasury, and the Chief Accountant's signature can be replaced by the signature of the Accounting Officer of that unit. The Accounting Officer must fulfill the duties, responsibilities, and authorities prescribed for the Chief Accountant. If a unit does not have a seal, transactions will be treated as those with individuals. The signature of the Chief Accountant of units under armed forces must follow separate regulations;

7.3. The signature of the State Treasury accountant on the document must match the registered signature with the Chief Accountant of the State Treasury;

7.4. The Chief Accountant/Accounting Officer (or authorized person) shall not sign on behalf of the Director of the State Treasury. An authorized person shall not delegate authority to another person;

7.5. State Treasury units must establish a register of model signatures for bank inspectors, cashiers, warehouse keepers, accounting staff, financial control officers for investment capital and target programs, leaders (officers) responsible for investment capital payments, Chief Accountants (and authorized persons), Directors of the State Treasury (and authorized persons). The register of model signatures must be numbered, stamped with a cross-stamp by the Director (or authorized person) for easy inspection when necessary; each person must sign three sample signatures in the register;

7.6. Persons responsible for signing accounting documents may only sign the document after recording all content within their responsibility as prescribed;

7.7. The分级授权签字在会计凭证上的规定由国家金库总稽核根据法律法规、管理要求制定，确保严格控制和资产安全；

8. Management of seals and stamping on accounting documents

8.1. The directors of State Treasury units must issue written regulations and open registers 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 record must be made with the presence of unit leadership;

8.2. Individuals who sign the title "Director" or "Chief Accountant" on accounting documents shall not hold any seal (except in special cases specified separately by the National Treasury General Auditor);

8.3. Seal managers are responsible for safely keeping and preserving seals, preventing loss, damage, misplacement, or misuse of seals. In case of seal loss, immediate reports must be made to local police and higher-level State Treasuries for timely measures, and a record of responsibility for the person losing the seal must be established;

8.4. The legality and validity of accounting documents must be verified before stamping. Stamps must be placed correctly: clearly, not blurred, not smudged, not distorting signatures on the document, and must be stamped on each copy of the document;

8.5. Stamping shall not be applied to documents that have not been filled with content or have incomplete content, even if there are signatures;

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

9. Procedures for circulation and verification of accounting documents

9.1. All accounting documents must be checked before being recorded in the accounting ledger: All accounting documents established by the State Treasury or transferred from outside must be centralized at the accounting department, which must verify the legality and validity of the documents and record them in the accounting ledger. The National Treasury General Auditor specifies specific procedures for the circulation and verification of accounting documents according to the system process;

9.2. In cases where accounting is performed on TABMIS or software programs interfacing with TABMIS: The business department responsible for receiving and processing documents is responsible for verifying and entering documents into the system; the accounting department has the duty to consolidate accounting data from related departments as specified by the National Treasury General Auditor;

9.3. The procedure for circulating accounting documents includes the following steps:

The National Treasury General Auditor specifies detailed procedures for circulating accounting documents in accordance with the TABMIS process for each subsystem to ensure the following tasks:

- Establishing, receiving, and categorizing 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);

- Enter, record entries into the system; classify and arrange accounting vouchers

- Store and preserve accounting documents.

9.4. The General Director of the State Treasury shall specify in detail the procedures for circulating electronic accounting vouchers.

9.5. The procedure for checking accounting vouchers:

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

- Check the clarity, honesty, and completeness of the indicators and contents recorded on accounting vouchers;

- Verify the accuracy of the figures and information on the accounting documents.

10. Provisions on the use and management of accounting voucher forms

10.1. All units involved in transactions within the State Treasury system and State Treasury units must uniformly apply the accounting voucher system. During implementation, units may not modify the prescribed accounting voucher forms.

10.2. In addition to the accounting vouchers specified in this Circular, State Treasuries may use accounting vouchers issued in other regulatory documents related to state budget revenue and expenditure and State Treasury operations.

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

10.4. State Treasuries may not unilaterally change the content of accounting voucher forms contrary to the provisions of this Circular.

10.5. The classification, management, and distribution of accounting vouchers shall be carried out according to the regulations of the Ministry of Finance and the General Director of the State Treasury.

11. List, models, and methods for preparing accounting vouchers

11.1. Accounting vouchers stipulated in this Circular shall be applied according to the list and model of accounting vouchers prescribed in the State Budget Accounting System and State Treasury Operations Regulation issued by Decision No. 120/2008/QĐ-BTC dated December 22, 2008 of the Minister of Finance on the issuance of the State Budget Accounting System and State Treasury Operations Regulation.

11.2. The General Director of the State Treasury shall guide the method of preparing accounting vouchers suitable for the combination of accounting accounts and the TABMIS process; Specify additional and amended contents regarding the list, models, and methods for preparing accounting vouchers to meet management requirements during the implementation of TABMIS.

II. COMBINATION OF ACCOUNTING ACCOUNTS

1. Accounting Chart System

The accounting chart system in state accounting applied to TABMIS (abbreviated as COA) consists of a combination of 12 account code segments prescribed by the Ministry of Finance for detailed accounting entries of economic transactions according to management and state budget control and State Treasury operation requirements.

The name and number of characters for each code segment in the accounting chart are defined as follows:

 

1	2	3	4	5	6	7	8	9	10	11	12
Fund Code	Accounting Account Code	Economic Content Code	Budget Level Code	Unit Related to the Budget Code	Administrative Region Code	Chapter Code	Economic Sector Code	Program target, project code	State Treasury code	Source of budget expenditure code	Reserve Code
Number of Characters	2	4	4	1	7	5	3	3	5	4	2	3

 

2. Principles for Establishing the Accounting Chart System

The accounting chart (COA) is established based on the principle of independent arrangement of code segments, each segment containing different information according to management requirements. The accounting chart is fixed in structure and unified throughout the system, including the transaction office ledger, the ledger of each province and city, and the consolidated system ledger.

Detailed lists of values for each code segment will be supplemented and modified according to actual needs. Specific values of each code segment in the accounting chart are assigned once and uniquely within the system (no reassignment of previously used codes) except for certain special cases as prescribed by the competent authority. For each code, the system will assign a unique value throughout the operational period.

During the implementation and execution of TABMIS, the General Director of the State Treasury and heads of units are responsible for the defined code segments, issuing new codes, supplementing, and modifying the values of code segments according to management requirements and TABMIS procedures.

3. Fund Code

3.1. Principles for Recording Fund Codes

The fund code is a mandatory component in the account combination, used to record transactions and activities within the scope of each fund to ensure the balance of each independent fund. The fund code consists of two digits defined as: N1N2. Fund codes are arranged with ranges for each type of fund, funds within each type of fund are numbered sequentially. Specifically:

- N₁N |||₂ from 01 to 29: Used to reflect the General Fund and sub-funds under the General Fund. Where: N₁N |||₂ = 01 is the General Fund. The General Fund (Code 01) is used to reflect all activities under the state budget and State Treasury operations.

- N₁N |||₂ from 30 to 59: Used to reflect Special Funds and sub-funds under Special Funds.

- N₁N |||₂ from 60 to 79: Used to reflect Self-Funds and detailed sub-funds under Self-Funds.

- N₁N |||₂ from 80 to 89: Used to reflect Entrusted Funds and sub-funds under Entrusted Funds.

- N₁N |||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 financial transactions that occur must ensure balanced recording according to each fund. All economic transactions that occur must be recorded according to specific fund codes.

3.2. List of Fund Codes

For state accounting applied to TABMIS, a uniform fund code with a value of 01 is implemented.

4. Account Code

4.1. Principles for Recording Account Codes

- The account code is a mandatory component in the account combination used to record transactions according to the accounting objects of an accounting unit. The account code consists of four digits defined as: N₁N |||₂N |||₃N |||₄.

- The account code is numbered vertically, with ranges ensuring sufficient values according to current classifications, with reserves ensuring the principle of openness, taking into account space for setting up summary accounts for reporting purposes.

- The accounting account system is divided into seven types, including: Type 1, Type 2, Type 3, Type 5, Type 7, Type 8, Type 9. Type 4 and Type 6 are reserved for budget-using units, financial funds, and other units participating in the system.

- Within each type of accounting account, groups of accounting accounts are separately numbered and have reserved value ranges to supplement groups of accounts when there are new management requirements or budget-using units, financial funds, and other units participate in the system.

- Within each group of accounting accounts, summary and detailed accounts are separately numbered and have reserved values within the range to supplement accounts when there are new management requirements or budget-using units, financial funds, and other units participate in the system.

- An intermediary account is an account arranged based on system requirements. Intermediary accounts are established to record transactions on sub-systems, for different fiscal years, to adjust budgets, and to process end-of-year procedures.

- A system control account is set up to monitor balances of accounts arranged according to software accounting requirements to control account balances and budget estimates as management requires.

- System accounts are accounts arranged to establish the procedures of accounting software. These accounts are not objects recorded in the accounting system.

4.2. List of Account Codes

The list of account codes is provided in the "Account Codes" schedule attached as Appendix No. 01 to this Circular.

During the implementation of TABMIS, the Director General of the State Treasury shall specify additional and amended contents of the account codes list suitable with the business processes of TABMIS.

4.3. Content of Accounting Accounts

The Director General of the State Treasury specifies the content of accounting accounts listed in the "Account Codes" schedule mentioned above.

During the implementation of TABMIS, the Director General of the State Treasury shall guide additional and amended contents of accounting accounts suitable with the business requirements of TABMIS.

5. Economic Content Code

5.1. Principles for Recording Economic Content Codes

- Economic content codes are used to record detailed information for account codes to reflect state budget revenues and expenditures according to economic content specified in the current State Budget Classification. Economic content codes consist of 4 characters defined as: N₁N |||₂N |||₃N |||₄.

- All state budget revenue and expenditure transactions must be recorded through economic content codes. Accountants only record according to minor classification codes.

5.2. List of Economic Content Codes

The list of economic content codes is stipulated in Decision No. 33/2008/QD-BTC dated June 2, 2008, issued by the Minister of Finance regarding the issuance of the State Budget Classification System, Circular No. 69/2009/TT-BTC dated April 3, 2009, and Circular No. 136/2009/TT-BTC dated July 2, 2009, issued by the Minister of Finance regarding the supplementation and amendment of the State Budget Classification.

During the implementation and execution of TABMIS, the Director of the State Budget Department shall submit to the Minister of Finance additional and amended contents of the economic content codes list suitable with management requirements and business processes of TABMIS.

6. Budget Level Code

6.1. Principles for Recording Budget Level Codes

Budget level codes are used to record state budget revenues and expenditures at each budget level as prescribed by the State Budget Law, including: Central budget, provincial budget, district budget, commune budget. Budget level codes consist of 1 character defined as: N.

All state budget revenue and expenditure transactions determined for each budget level, and inter-budget level transfers must be recorded through this code.

6.2. 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.

7. Budget-related Entity Code

7.1. Principles for Recording Budget-related Entity Codes

Budget-related entity codes are used to record 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 accounts and transactions with the State Treasury. Budget-related entity codes consist 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 have opened accounts for transactions with the State Treasury.

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

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 are established. For budget-related entity codes, accountants record according to the most detailed codes corresponding to each budget-related entity in the shared database (CCDB).

In cases where an entity is assigned code N = 9 to open an account for transactions with the State Treasury, then later assigned a budget-related entity code N = 1, 2, these two codes can be used as follows: Code N = 1, 2 is used to record state budget revenues and expenditures occurring at budget-related entities; code N = 9 is used to record transactions related to opening deposit accounts at the State Treasury. Specific cases regarding the assignment of code N = 9 are regulated by the Director General of the State Treasury.

7.2. List of Budget-related Entity Codes

Budget-related entity codes are assigned according to Decision No. 90/2007/QD-BTC dated October 26, 2007, issued by the Minister of Finance regarding the issuance of regulations on codes for entities related to the budget, Decision No. 51/2008/QD-BTC dated July 14, 2008, issued by the Minister of Finance regarding amendments and supplements to Decision No. 90/2007/QD-BTC, and Decision No. 990/QĐ-KBNN dated November 24, 2008, issued by the Director General of the State Treasury regarding the issuance of procedures for assigning codes to entities transacting with the State Treasury.

8. Administrative Area Code

8.1. Principles for Recording Administrative Area Codes

Administrative area codes are used to record state budget revenues collected in provinces, districts, and communes under their jurisdiction; and expenditures occurring in administrative areas. Administrative area codes consist of 5 characters defined as: N₁N |||₂N |||₃N |||₄N |||₅.

For administrative area codes, accounting entries shall be made according to the corresponding codes issued for each area as stipulated in Decision No. 124/2004/QĐ-TTg dated July 8, 2004 of the Prime Minister on the issuance of the List and Codes of Administrative Units in Vietnam and subsequent supplementary and amended documents. In cases where data queries are made for aggregated areas, accountants shall use two characters HH following the three digits of the district administrative code, and three characters TTT following the two digits of the provincial administrative code.

When accounting for payment transactions between State Treasury offices, accountants shall use the administrative area codes to make detailed entries for payment relationships corresponding to each State Treasury office within the aforementioned list.

8.2. List of Administrative Area Codes

Administrative area codes are established in accordance with Decision No. 124/2004/QĐ-TTg dated July 8, 2004 of the Prime Minister on the issuance of the List and Codes of Administrative Units in 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.

9. Chapter Code

9.1. Principles for Accounting Chapter Codes

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

For county and commune levels, accountants shall base their entries on the actual organizational structure at the local level to accurately reflect the names of specialized agencies at the county level and management organizations at the commune level. Where a local area is named the Finance and Planning Office or the Finance and Trade Office, accountants must select one of the existing chapters from the list to assign a chapter code that fits appropriately, and shall not make entries using a chapter code not included in the list.

9.2. List of Chapter Codes

The chapter code is uniformly defined from central to commune levels, and accountants shall make entries according to the corresponding codes issued for each chapter as specified in Decision No. 33/2008/QĐ-BTC dated June 2, 2008 of the Minister of Finance on the issuance of the State Budget Classification System.

During the implementation of TABMIS, the Director of the State Budget Department shall submit to the Minister of Finance for promulgation of additional and revised contents of the chapter code list to meet management requirements and operational procedures of TABMIS.

10. Economic Sector Code

10.1. Principles for Accounting Economic Sector Codes

The economic sector code is used for accounting state budget revenues and expenditures based on the nature of economic activities (according to Types and Items of the State Budget Classification) to serve the needs of budget planning, allocation, management, accounting, settlement, and statistical information provision on government spending by economic sector and state functions as required by international organizations. The economic sector code consists of three characters designated as: N₁N |||₂N |||₃.

The General Director of the State Treasury shall specify certain values for other accounting codes for the economic sector to ensure accounting in cases where economic transactions require accounting but specific economic sector code values have yet to be determined. Once specific economic sector code values are identified, accountants shall transfer the entries to the corresponding values.

10.2. List of Economic Sector Codes

For economic sector codes, accountants shall make entries according to the corresponding codes issued for each item as specified in Decision No. 33/2008/QĐ-BTC dated June 2, 2008 of the Minister of Finance on the issuance of the State Budget Classification System.

The list of other accounting codes for the economic sector is specified in Appendix No. 02 attached hereto.

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

11. Program Target Project Code

11.1. Principles for Accounting Program Target Project Codes

The program target project code is used for accounting budget expenditures for each national program target and project as well as central budget tasks (decided by the Central Government), local budget tasks (decided by local governments), including programs of international donors.

For program target project codes managed by localities, the Ministry of Finance shall centrally manage and issue codes into the common list and notify the local financial authorities so they can base their entries accordingly.

The program, target, and project code consists of five characters designated as: N₁N |||₂N |||₃N |||₄N |||₅. Among which: N1 is predefined as 0; the remaining values shall be implemented according to the provisions of the State Budget Classification.

The General Director of the State Treasury shall specify certain values for other accounting codes for the program target project to ensure accounting in cases where economic transactions require accounting but specific program target project code values have yet to be determined. Once specific program target project code values are identified, accountants shall transfer the entries to the corresponding values.

11.2. List of Program Target Project Codes

For program target project codes belonging to the central budget, accountants shall make entries according to the most detailed codes corresponding to the List of Program Target Project Codes as specified in Decision No. 33/2008/QĐ-BTC dated June 2, 2008 of the Minister of Finance on the issuance of the State Budget Classification System, Circular No. 136/2009/TT-BTC dated July 2, 2009 of the Minister of Finance on the supplementation and amendment of the State Budget Classification, and the registered and updated local program target project codes.

The list of other accounting codes for the program target project is specified in Appendix No. 03 attached hereto.

For program target project codes managed by localities, accountants shall make entries according to the common list centrally managed and issued by the Ministry of Finance and notified to the local financial authorities.

During the implementation of TABMIS, the Director of the State Budget Department shall submit to the Minister of Finance for promulgation of additional and revised contents of the program target project code list to meet management requirements and operational procedures of TABMIS.

12. State Treasury Code

12.1. Principles for Accounting State Treasury Codes

- The State Treasury code is a mandatory component in the account combination, used for recording transactions to compile data reports for each State Treasury unit and the entire State Treasury system. Each transactional State Treasury has a unique code.

- For the State Treasury code, accounting entries and information compilation are conducted according to the codes of each corresponding State Treasury unit as follows: The State Treasury has one code to aggregate national accounting data (Code 0001); the branch under the State Treasury 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); the provincial State Treasury offices, county State Treasuries within the province, and State Treasury transaction branches have one code equivalent to an operational unit.

12.2. List of State Treasury Codes

The General Director of the State Treasury stipulates the list of State Treasury codes for accounting in TABMIS.

During the implementation of TABMIS, the General Director of the State Treasury stipulates supplementary and amended lists of State Treasury codes in accordance with the organizational structure of the State Treasury system, management requirements, and TABMIS business processes.

13. Budget Source Code

13.1. Principles for Accounting Budget Source Codes

- The budget source code is used for accounting budget expenditures based on the budget expenditure sources, serving the preparation of budgets, allocation, management, accounting, and settlement of the state budget. The budget source code consists of 2 characters designated as: N₁N |||₂. N₁N |||₂ = from 01 to 49: Domestic sources. N₁N |||₂ = from 50 to 99: Foreign sources

- Domestic sources are determined based on the budget estimates assigned by the Prime Minister or the Chairman of the People's Committee to budget units (including supplements or recoveries during budget execution) in accordance with the State Budget Law.

- Foreign sources are determined for foreign-funded capital based on specific content and usage addresses committed by the State (or approved by the State for units to commit with sponsors), and clearly recorded in the annual budget allocation and additional budget allocations during the year for units. Foreign-funded capital without specific content and usage addresses is considered domestic funding (according to the domestic funding expenditure source code).

For domestic source codes, accounting records budget expenditures according to the codes of each nature of funding sources (for regular domestic funding); the codes of investment capital (for investment funding). In cases where detailed accounting of each investment capital source is required, the Ministry of Finance will provide guidance and supplement specific lists.

For foreign source codes, if there are complete supporting documents to specifically determine accounting entries for aid receipts, debt payments, etc., detailed according to specific sponsor codes. If there are insufficient supporting documents, accounting entries are made under other sponsor codes.

13.2. List of Budget Source Codes

The budget source codes are accounted for according to the list specified in Appendix 04 "List of Budget Source Codes".

During the implementation of TABMIS, the Director of the State Budget Department submits to the Minister of Finance for issuance of supplementary and amended lists of budget source codes in line with management requirements and TABMIS business processes; the General Director of the State Treasury stipulates the supplementation and amendment of detailed values related to the nature of funding sources and foreign sponsors.

14. Reserve Code

The reserve code is used to allocate values when management requirements arise. The number of characters is 3 characters designated as: N1N2N3.

For the reserve code, accounting does not need to record specific values for this segment code.

If necessary, the General Director of the State Treasury submits to the Minister of Finance regarding the use of the reserve code to meet management and TABMIS business process requirements.

15. Expenditure Task Code

15.1. Principles for Accounting Expenditure Task Codes

The expenditure task code is established for accounting budget allocations at level 0, once approved by the National Assembly or People's Council. Accounting records expenditure task codes within the economic sector code segment.

15.2. List of Expenditure Task Codes

For expenditure task codes, accounting records according to detailed values in the Expenditure Task Code List in Appendix 05 "List of Expenditure Task Codes".

During the implementation of TABMIS, the Director of the State Budget Department submits to the Minister of Finance for issuance of supplementary and amended lists of expenditure task codes in line with management requirements and TABMIS business processes.

16. Budget Organization Code, Full Administrative Area Budget Code

16.1. Principles for Accounting Budget Organization Codes, Administrative Area Budget Codes

The budget organization code is used for accounting budget allocations at level 0, revenue and expenditure transfers between budget levels.

The administrative area budget code is used to aggregate all information on state budget revenues and expenditures across the entire administrative area. The full administrative area budget code is arranged within the unit code segment related to the budget, and accounting does not record economic transactions arising from the administrative area budget code.

Accounting records budget organization codes and administrative area budget codes within the unit code segment related to the budget.

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

16.2. List of Administrative Area Budget Codes, Budget Organization Codes

The Bureau of Information Technology and Financial Statistics assigns administrative area budget codes and budget organization codes to areas and notifies relevant units and organizations for accounting purposes.

During the implementation of TABMIS, the Director of the Bureau of Information Technology and Financial Statistics submits to the Minister of Finance for issuance of supplementary and amended lists of budget organization codes and administrative area budget codes in line with management requirements and TABMIS business processes.

17. Revenue Agency Code

17.1. Principles for Accounting Revenue Agency Codes

The code of the collecting agency is used for accounting budget revenue according to the corresponding collecting agencies. Accountants record the code of the collecting agency within the unit code segment related to the budget.

The General Director of the State Treasury shall specify in detail the use of the collecting agency code in budget revenue accounting.

17.2. List of collecting agency codes

For collecting agencies that have been assigned a unit code related to the budget, accountants shall use the budget-related unit code assigned to these collecting agencies pursuant to Decision No. 90/2007/QD-BTC dated October 26, 2007, issued by the Minister of Finance on the issuance of regulations on the numbering of units related to the budget, and Decision No. 51/2008/QD-BTC dated July 14, 2008, issued by the Minister of Finance on amending and supplementing Decision No. 90/2007/QD-BTC dated October 26, 2007, as the collecting agency code used in the TABMIS system and the tax collection management system (TCS) interfacing with TABMIS.

For collecting agencies that have not yet been assigned a unit code related to the budget, the Department of Information Technology and Financial Statistics shall assign a number to each unit to supplement the list of collecting agencies and notify such agencies and the Tax Departments, State Treasury, and Customs to use these codes for management on application systems.

During the implementation of TABMIS, the Director of the Department of Information Technology and Financial Statistics shall stipulate the contents for supplementing and modifying the list of collecting agency codes in accordance with management requirements and the procedures of the TABMIS system.

18. Accounting account combination

18.1. An accounting account combination involves the integration of corresponding code segments within the accounting coding system used to classify and systematize economic and financial transactions based on their content. The accounting account combination reflects and continuously monitors systematically the process of state budget revenue and expenditure and the activities of the State Treasury. Combining code segments in the accounting chart helps accountants reflect and extract multi-dimensional information to serve different information needs.

18.2. Depending on the specific accounting accounts and corresponding transactions, the accounting account combination may be integrated with different code segments. Among them, the Fund code, accounting account code, and State Treasury code are mandatory for any accounting account combination.

18.3. The combination of code segments in the accounting chart is restricted by cross-combination rules. These rules prevent the creation of meaningless accounting account combinations, helping accountants avoid errors during accounting.

In the case of accounting for authorized expense expenditures, accountants combine the corresponding accounting account code with the authorized unit's code and the chapter code of the authorizing unit.

19. Requirements for the accounting chart and accounting account combination

The accounting chart and the combination of code segments must be designed and constructed in accordance with the management requirements of the state budget, the functions, tasks, and operational content of the State Treasury system, ensuring the following requirements:

19.1. Compliance with the State Budget Law, the Accounting Law, organizational structure, and information systems of the State Treasury system;

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

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

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

20. Principles of accounting for combined accounts

20.1. Within the combined account, for each code segment determined in the combined account, accountants perform accounting at the most detailed value level. The system will automatically allocate information to corresponding summary accounts. The balance of the combined summary account is the total balance of the detailed combined accounts; summary accounts are primarily used for budget balance checking, reporting, and quick information queries.

20.2. If detailed object accounting is required but not listed in the accounting code list, accountants record the value in the equivalent code segment. When detailed information becomes available, accountants transfer back the values to the correct code segment.

20.3. If detailed tracking is not required, the corresponding code segment is specified as undefined in the combined account, and accountants (or the system automatically assigns) a value of zero for each character.

20.4. When allocating and adjusting budgets, accountants reflect the corresponding combined accounts using double-entry bookkeeping. Data in the allocation budget accounting records serve as the basis for the system to control remaining budget balances for budget expenditure control by the State Treasury.

20.5. When accounting for commitments, accountants reflect the corresponding actual expenditure combined accounts using single-entry bookkeeping on the commitment ledger. The system will automatically generate corresponding double entries for the system accounts. Data in the commitment accounting records serve as the basis for the system to control remaining budget balances for budget expenditure control by the State Treasury.

21. Combined account balance control, remaining budget

The control system ensures that no debit balances arise in combined accounts involving accounting accounts related to unit deposits, receivables from un-budgeted revenues, and provisional receipts and holdings. For other groups of combined accounts, the system will be configured to ensure balance control in accordance with management requirements.

The remaining budget estimate is calculated according to the following equation: Remaining budget estimate = allocated budget estimate - committed expenditure - advance payments - actual expenditure. The budget control system ensures that the total of advance payments, actual expenditure, and committed expenditure does not exceed the allocated budget estimate. The allocated budget estimate is reflected in the accounting data for budget allocation implementation on the budget allocation management subsystem, while committed expenditure is reflected in the accounting data for committed expenditure implementation on the committed expenditure subsystem.

22. Combined accounts within the Balance Sheet and combined accounts outside the Balance Sheet.

22.1. Combined accounts within the Balance Sheet reflect all revenue and expenditure transactions of the state budget and objects forming state budget capital and sources of capital. The method of recording accounting accounts within the Balance Sheet is the "Double Entry Method."

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

There are two types of statistical entries: (1) Entries recording information without monetary value; (2) Entries recording both quantity and monetary value information.

23. Types of entries

23.1. Classified according to the content of management information, there are the following types of entries:

a) Budget entry: A double entry recorded by the system at the budget allocation subsystem used to reflect the assigned budget amount, the allocated budget amount, and the adjusted budget amount at level 0 and levels of the budget entity. Data from budget entries are stored in the budget allocation accounting data, combined with other data to control the budget during the expenditure control process at the State Treasury.

b) Commitment entry: A commitment entry is a single entry made at the commitment subsystem to reflect the amount of commitment expenditure undertaken by entities related to the budget under economic contracts. When the accountant records a single entry in corresponding accounts, the system automatically creates and records a double entry to ensure compliance with system procedures.

c) Actual entry: Actual entries are entries made in the accounting database for economic transactions that have occurred, used to reflect completed economic and financial activities.

23.2. Classified according to business process criteria, there are the following types of entries:

a) Recurring entry: A recurring entry is an entry that occurs multiple times daily, monthly, quarterly, or annually. Recurring entries are generated from pre-designed templates. Using recurring entry templates facilitates and accelerates transaction creation by data entry personnel.

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.

24. Accounting recording methods

24.1. The General Director of the State Treasury stipulates the accounting recording methods for each type of transaction in accordance with management requirements and system procedures.

24.2. During the implementation of TABMIS, the General Director of the State Treasury provides guidance on supplementary and amended accounting recording methods in line with management requirements, system procedures, and the progress of TABMIS implementation.

III. ACCOUNT BOOKS

1. Account books in prescribed form

1.1. Account books in prescribed form are a type of data message established in TABMIS according to management requirements to reflect and retain systematically all economic and financial transactions related to budget allocation, budget revenue and expenditure, and State Treasury operations.

1.2. The account book template established in TABMIS and printed from the system must clearly indicate the accounting entity's name; the account book's name; the date of establishment of the account book; the closing date of the account book; signatures of the person establishing the account book, the chief accountant, and the legal representative of the accounting entity; page number; and stamped across the join (if printed on paper for storage).

1.3. The account book template 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.

1.4. The accounting book system includes general ledger books and detail ledger books.

2. Opening, recording, and closing of account books

2.1. Account books must be opened at the beginning of the accounting period for months and years; for newly established accounting entities, account books must be opened from the date of establishment.

2.2. Accounting entities participating in TABMIS must base their account book recording on accounting vouchers. Recorded data must be timely, clear, and complete according to the prescribed contents of the account book template. Information and data reflected on the account book template must be accurate, truthful, consistent with accounting vouchers, and strictly prohibit any accounting information without supporting accounting vouchers.

2.3. Recording into the accounting database, reflected in the account book template, must follow the chronological sequence of economic and financial transactions. Information and data recorded on the subsequent period's account book must continue the information and data recorded on the immediately preceding period's account book. Accounting data on the account book must be continuously reflected from opening to closing of the account book.

Recording into the accounting database must necessarily be based on reviewed accounting vouchers ensuring compliance with all accounting voucher regulations. All data created in the accounting database must be supported by lawful and reasonable accounting vouchers. Those responsible persons must bear responsibility for the accuracy of the information updated into the system; Ensuring comprehensive, timely, accurate, truthful, continuous, systematic reflection of all budget revenue and expenditure activities, management, and utilization of state budget capital to provide necessary information for state budget management and operation.

2.4. The accounting unit corresponding to each set of accounting books must close the accounting books at the end of the accounting period for each month and year according to the system's procedures before preparing financial statements. The closing of accounting books must ensure synchronization and consistency within one set of books or throughout the entire system.

Other cases of closing accounting books shall be carried out in accordance with the provisions of the law and specific guidelines issued by the Director General of the State Treasury.

3. Printing accounting books in the form of templates

Comprehensive and detailed accounting books may only be printed for storage after the accounting period has been closed and the financial statements have been completed. Printed accounting books must be bound into volumes, numbered from the first page to the last, and signed off by the (General) Director (or authorized representative) and the Chief Accountant (or authorized representative) of the accounting unit.

Accounting books are printed according to the prescribed templates established in TABMIS. 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, the (General) Director (or authorized representative), and the Chief Accountant (or authorized representative).

4. Accounting books in the form of data in the system

Accounting books in the form of data in the system are one of the forms 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 to TABMIS.

Accounting information in the form of data in the system reflecting state accounting applied to TABMIS is presented in electronic data format, sent, received, and stored using electronic means of the unit. Accounting books in the form of data in the system can be printed for use as required by accounting work.

The "accounting database" of state accounting applied to TABMIS must be recorded and retained in compliance 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 accordance with the provisions of this Circular.

For each State Treasury unit, based on the accounting account system (COA) and system management requirements, establish a "state accounting database" containing comprehensive and detailed information. At the State Treasury Exchange Office, each provincial State Treasury has only one official and unique accounting database for each accounting period. Each State Treasury unit operating in each province bases its state accounting applied to TABMIS on the authority delegation and code of each operating unit.

5. Opening the accounting period

5.1. Opening the accounting period on the system involves selecting the "Open" status for the corresponding monthly accounting period in the year so that users can update data into the accounting database according to their authority. The accounting period is opened at the beginning of the adjustment period (adjustment time) to record accounting transactions occurring after December 31 of each year but recorded for the previous accounting year before closing the annual accounting period. All entries arising during the adjustment period related to the previous accounting year must be recorded with an effective date of December 31 of the previous year.

The Director General of the State Treasury assigns the Central Processing Department of the State Treasury (or the central processing department of the province) the responsibility for opening the accounting period for the corresponding sets of books.

5.2. On the system, if errors are discovered after the accounting period has been closed, the accounting period must be reopened to adjust the corresponding accounting database data. Reopening the accounting period can only be done if the accounting period of that year has not yet been permanently closed (still in a temporarily closed status).

The Director General of the State Treasury assigns the Central Processing Department of the State Treasury (or the central processing department of the province) the responsibility for reopening the accounting period for the corresponding sets of books.

6. Closing the accounting period and transferring accounting data into the consolidated ledger

6.1. State accounting applied to the TABMIS project must close the accounting period at the end of the month and at the end of the annual accounting period before preparing financial statements. 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 Central Processing Department of the State Treasury (or the central processing department of the province) is responsible for closing the accounting period according to the regulations of the Director General of the State Treasury.

Closing the accounting period and transferring accounting data into the consolidated ledger must ensure:

- Timely closure in accordance with the prescribed schedule;

- Closure of the accounting period can only be performed after the Chief Accountant ensures that all generated vouchers have been fully and accurately recorded in the accounting period (month, year). The Chief Accountant of the State Treasury is responsible for conducting verification and reconciliation of accounting figures. After closing the accounting period, the Central Processing Department at the Central State Treasury will transfer data from the provincial ledgers into the consolidated ledger, or prepare financial statements and management accounting reports.

- After transferring data into the consolidated ledger or sending financial statements and management accounting reports, the accounting period previously closed cannot be automatically reopened to adjust the reported accounting period figures.

- If errors are found after transferring data into the consolidated ledger or sending reports, the accountant must adjust the figures in the subsequent accounting period according to the provisions of Point 7 below. In special cases, adjustments to the reported accounting period figures can only be made with the approval of the higher-level Chief Accountant of the State Treasury. In such cases, the accountant must resubmit the reports according to the regulations, while the Central Processing Department will revert the data from the adjustment point according to the system's procedures.

6.2. Closing the accounting period is divided into two cases: Temporary closure and permanent closure:

- Temporary closure: This is the act of the central processing unit of the system (central or provincial) closing the accounting period on each ledger when the accounting period ends. After temporarily closing the accounting period, if it is necessary to update or correct the accounting database, the central processing unit of the system (central or provincial) can reopen the period to adjust the data.

- Permanent closure: This is the act of the central processing unit of the system (central or provincial) closing the accounting database on each ledger after auditing the financial report for the budget year and the National Assembly approving and passing the report for the central budget, People's Councils approving and passing the reports for corresponding levels of budgets. After permanently closing the accounting period, accounting cannot reopen the period to adjust the data.

7. Correcting accounting data

7.1. Principles for correcting accounting data

In case errors are discovered before submitting the annual financial report to the competent state agency, corrections must be made directly to the accounting data of that year in the system's accounting database through adjusting journal entries.

In case errors are discovered after the annual financial report has been submitted to the competent state agency, corrections must be made directly to the accounting data of the year where the error was found through adjusting journal entries and manual annotations on the accounting ledger of the year with errors for easy comparison and verification.

When the annual settlement report is approved or when the audit, inspection, and auditing work is completed and there is an official conclusion, if there is a decision to correct the figures on the related financial report concerning the figures established in the accounting database, the entity must correct the accounting data and the balances of relevant accounting accounts according to the prescribed method. The correction is made directly to the accounting data of the year where the error was found.

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

8. Accounting ledgers and entities operating in TABMIS

8.1. 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 accounting ledgers: The provincial accounting ledger is the place storing the "accounting database" for the entire province (Provincial State Treasury). The accounting ledger of the Trading Department is considered the provincial accounting ledger. TABMIS establishes 64 provincial accounting ledgers (including 63 provinces and the Trading Department of the State Treasury).

- Consolidated accounting ledger: The consolidated accounting ledger is the place storing the "accounting database" for the entire country, the only central ledger, which processes and consolidates and eliminates duplicate data from transferred provincial ledgers.

8.2. Operating entities

The Trading Department of the State Treasury, district and county treasury units, and treasury offices in each province's ledgers are referred to as operating entities within each provincial ledger. The Trading Department of the State Treasury is the sole operating entity within its ledger.

8.3. In case of changes in administrative organization or organizational structure of the State Treasury system, the Central Processing Unit will coordinate with related units to implement restructuring procedures according to business processes.

9. List, forms, and methods of setting up accounting ledgers

9.1. The list of accounting ledgers is specified in Appendix No. 06 "List of Accounting Ledgers." The General Director of the State Treasury specifies the forms and methods of recording accounting ledgers suitable for business processes and management requirements to be established in the system.

9.2. During the implementation and operation of TABMIS, the General Director of the State Treasury guides the methods of recording accounting ledgers consistent with the content and nature of each type of accounting ledger and the TABMIS process; stipulates additional and amended contents regarding the list, forms, and methods of recording accounting ledgers to meet management requirements during the implementation of TABMIS.

IV. FINANCIAL REPORTS AND MANAGEMENT REPORTS

1. Tasks of financial reports

1.1. Financial reports in national accounting applied to TABMIS are accounting methods used to aggregate, systematize, and explain state economic and financial indicators, reflecting the situation of state budget revenue and expenditure and the operations of the State Treasury in an accounting period or fiscal year. State budget financial reports and State Treasury operations include two types: Regular financial reports (daily, monthly, quarterly, annually) and Annual final settlement reports.

1.2. Financial reports have the task of providing essential economic and financial indicators for functional agencies and state authorities at all levels; Providing necessary data to check the implementation of the state budget, compliance with accounting regulations, and adherence to state policies and economic sectors. Financial reports also provide key data as a basis for analyzing and evaluating the performance and results of state budgets at various levels, individual State Treasury units, and the entire state budget and State Treasury system, aiding effective direction and management of state budget operations and State Treasury operations.

2. Requirements for financial reports

2.1. Reports must be prepared according to the prescribed forms, fully reflecting the indicators specified for each type of report;

2.2. The methods of aggregating data and preparing indicators in the report must be uniformly implemented across State Treasury units, facilitating consolidation, analysis, verification, and reconciliation of data;

2.3. Indicators in the report must ensure consistency, complementing each other systematically, serving research, analysis, and evaluation of state budget implementation and operations of the State Treasury system.

2.4. The figures must be accurate, truthful, objective, and must be derived from the accounting database after being audited, reconciled, and closed.

2.5. Financial reports need to be simple, clear, and practical, suitable for management information requirements, state budget administration, and Treasury operations.

2.6. Reports must be prepared within the prescribed time limits and submitted to the designated recipient as stipulated for each type of report.

2.7. Reports shall be constructed based on principles consistent with international practices, serving the purpose of government financial statistics reporting (GFS).

3. Methods and formats of financial reporting

3.1. Units participating in TABMIS shall query and exploit reports according to their authority to grasp information for management and decision-making purposes. In addition to querying and exploiting reports through the system, financial agencies and Treasury units must print out reports and complete all legal procedures for relevant types of reports. Financial agencies are responsible for compiling budget allocation reports. Treasury units are responsible for compiling revenue and expenditure reports of the state budget and village budgets. Specifically, as follows:

- Daily reports and ad hoc reports: Financial agencies, Treasuries, and related units according to their authority can directly query and exploit reports through the system.

- Monthly and quarterly reports: Financial agencies, Treasuries, and related units according to their authority can directly query and exploit reports through the system. Treasury units shall compile reports based on accounting data, while printing reports on paper to serve data storage requirements and provide them to relevant agencies and units as stipulated.

- Annual reports and final accounts reports: Financial agencies, Treasuries, and related units according to their authority can directly query and exploit reports through the system. Financial agencies and Treasuries are responsible for compiling reports based on accounting data, while printing reports on paper to provide them to relevant agencies and units as stipulated and serve data storage requirements.

For village (ward) revenue and expenditure reports, the county Treasury shall compile and print reports on paper and send them to the People's Committee of the village (ward) as stipulated.

3.2. The General Director of the State Treasury shall specify the scheme for exploiting reports according to authority during the implementation of TABMIS.

4. Responsibilities of State Treasuries at various levels in preparing and submitting financial reports

4.1. In addition to units participating in TABMIS directly querying and exploiting reports, State Treasury agencies must submit regular and ad hoc financial reports with full legal elements to relevant agencies and units as required, as follows:

 

State Treasury level	Recipients of the report
District	Provincial State Treasury, financial agency, tax agency, customs office of the same level, and People's Committees of communes, wards, towns within the jurisdiction.
Finance - Accounting	State Treasury, financial agency, tax agency, customs office of the same level.
Central	State Treasury, Ministry of Finance, other units.

 

4.2. Financial reports printed on paper before submission to higher-level State Treasuries and related units must be cross-checked, audited, and controlled regarding figures, nature, and economic content. In this case, the report must have all legal elements including: stamp of the unit, signature of the preparer, Chief Accountant, and Director of the State Treasury.

4.3. Financial reports in the form of electronic data messages on the TABMIS program must be processed technically to ensure accountability of the preparer and submitter, and guarantee that only authorized recipients can view and print the report. In cases where accounting units are divided, merged, or terminated, financial reports must be prepared at the time of division, merger, or termination.

4.4. The Director and Chief Accountant of the State Treasury 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 in accordance with current regulations on storage, publication, and provision of information.

5. Deadline for submitting financial reports

5.1. The deadline for submitting financial reports is specified as follows:

 

State Treasury level	District and County State Treasury	Provincial State Treasury, centrally-administered city
Monthly BCTC	Not later than the 5th day of the following month	Not later than the 10th day of the following month
Quarterly BCTC	Not later than the 5th day of the first month of the next quarter	Not later than the 10th day of the first month of the next quarter
Annual BCTC	Not later than January 10 of the following year	Not later than January 20 of the following year

 

5.2. For the annual final accounts report of Treasury operations, district and county State Treasuries must prepare and submit not later than February 28 or February 29 of the following year; provincial and centrally-administered city State Treasuries must submit not later than March 15 of the following year; the State Treasury must prepare and submit not later than April 1 of the following year in accordance with the State Budget Law.

6. Consistency of reported figures

All levels of State Treasury, financial agencies, tax agencies, customs offices, and related units are responsible for coordinating in auditing, reconciling, adjusting, providing, and exploiting accounting data related to state budget revenues and expenditures and other financial funds in accordance with the accounting methods stipulated in this Circular. Any adjustments to figures on financial reports must be carried out from the preparation of accounting vouchers to recording in accounting books and compilation of financial reports at the State Treasury, ensuring truthful reflection of the situation of state budgets at all levels and Treasury operations.

7. Quick reports

7.1. Quick reports (daily financial reports) in the TABMIS system involve processing and providing quick information from the accounting database of the system about the situation of state budget revenues and expenditures, fund balances, and Treasury operations to serve state budget management and Treasury operations.

7.2. The currency unit used in the quick report at the State Treasury of the district is thousands of Vietnamese dong, at the State Treasury of the province is millions of Vietnamese dong, and at the State Treasury is billions of Vietnamese dong; foreign currency indicators are converted to foreign currency and rounded to thousands of units of foreign currency.

7.3. The quick report (daily) is extracted and printed at the end of the day or at the beginning of the working hour on the following day, after closing all entries. Data for the reports are prepared for each State Treasury according to corresponding levels established in the system.

8. Management accounting report

8.1. The management accounting report in the State Treasury system is a type of report serving timely management of state budgets at various levels and managing the operational activities of the State Treasury within each unit and throughout the entire system. The management accounting report may be prepared based on the accounting data of TABMIS.

The management accounting report reflects the following contents:

- The situation of the treasury funds of State Treasuries at various levels used by the unit preparing the report;

- The situation of the operational activities of the State Treasury.

8.2. Each State Treasury must strictly implement the management accounting reporting system, ensuring timely, complete, accurate reports; adhering to the prescribed formats and the intended users of the management accounting reports.

9. Periods for management accounting reports

The periods for management accounting reports specified in this regulation are: daily, monthly. Additionally, the General Director of the State Treasury may request management accounting reports for other periods and time points as needed for specific management purposes. Management reports are prepared after closing all entries.

10. List, forms of financial reports and management accounting reports

10.1. Financial reports and management accounting reports stipulated in this Circular shall apply according to the list and forms of financial reports and management accounting reports specified in Appendix No. 07 "List and Forms of Financial Reports and Management Accounting Reports" attached hereto.

10.2. The Director of the State Budget Department shall submit to the Minister of Finance the contents of additions and amendments to the list and forms of financial reports; the General Director of the State Treasury shall specify the contents of additions and amendments to the list and forms of management accounting reports during the implementation of TABMIS.

11. Methods for preparing financial reports and management reports

The Director of the State Budget Department shall specify the contents and methods for preparing financial reports. Based on these regulations, the forms and calculation formulas for the indicators will be established in the system to enable querying and printing of corresponding financial reports.

The General Director of the State Treasury shall specify the contents and methods for preparing management accounting reports. Based on these regulations, the forms and calculation formulas for the indicators will be established in the system to enable querying and printing of corresponding management accounting reports.

V. SETTLEMENT OF OPERATIONAL ACTIVITIES OF THE STATE TREASURY

1. Contents of the settlement of operational activities of the State Treasury

The settlement of operational activities of the State Treasury involves the consolidation and analysis of accounting data related to various aspects of the State Treasury's operational activities after an accounting year. The contents of the settlement of operational activities of the State Treasury include: verification, reconciliation, consolidation, analysis of accounting data, preparation and submission of settlement reports.

Before closing the accounting books on December 31, the State Treasuries conduct verification, reconciliation, and confirmation of all accounting data recorded under all operational transactions occurring in the current year with relevant units and agencies, including:

1.1. Revenue and expenditure data of the state budget in the locality;

1.2. Allocation data of state budget revenues, recording of revenue and expenditure of state budgets at various levels according to the chapters, types, items, sub-items (C.L.K.M.TM) of the state budget classification;

1.3. Cash, foreign currency, etc., remaining at the State Treasury;

1.4. Deposits of the State Treasury at banks;

1.5. Budgeted deposits and other deposits with units and individuals;

1.6. Temporary receipts and temporary holds;

1.7. Advance payments of the State Treasury, receivables and payables;

1.8. Advance payments and capital investment disbursements;

1.9. Capital transfers between State Treasury units;

1.10. Other capital and sources of capital...

All reconciliation work above must be confirmed in writing between the State Treasury and relevant agencies and individuals, and must have signatures of authorized persons as prescribed.

2. Processing payment orders

Finalize processing of inter-State Treasury payment orders going out and coming in; ensure that the data of inter-State Treasury orders going out and coming in match accurately among related State Treasury units and throughout the entire system.

In case of errors or discrepancies, the causes must be thoroughly investigated and adjustments made according to prescribed regulations, while also processing all incorrect accounts and inter-State Treasury accounts awaiting resolution in the year-end settlement. Absolutely do not finalize the settlement when the data does not match accurately.

3. Reconciliation and unification of data between related units

The State Treasury cooperates with the finance agency, tax agency, customs agency, and other related agencies to process temporary receipts awaiting submission to the state budget, temporary holds awaiting resolution, and promptly record state budget revenues in the year to ensure that the revenue in the annual state budget period reflects accurately. In special cases where processing is not completed by December 31, State Treasury units prepare detailed reports on temporary receipts awaiting submission to the state budget and temporary holds awaiting resolution for each account-opening unit at the State Treasury, and send them to the same-level finance agency.

State Treasuries need to unify with the same-level finance agency regarding the deadline for issuing payment orders and notify units about the cessation period for issuing checks; the cessation period for transactions with customers ensures that budget beneficiaries have sufficient time to spend according to regulations and meet the deadline for closing the books and preparing financial reports; at the same time, organize strict supervision of the expenditures of budgetary units in the last days of the year.

4. Processing temporary receipts and temporary holds

For temporary receipts, temporary payments outside the budget, advances, loans, and lending activities at various levels of the budget, advance payments from budgetary units, the State Treasury must coordinate with the financial authorities at the same level and budgetary units to process according to the guidelines on closing accounting books and preparing final settlement reports issued by the Ministry of Finance.

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

5. Processing foreign currency transactions

For budget receipts and expenditures in foreign currency: The State Treasuries transfer all foreign currency belonging to the centralized foreign exchange fund and foreign exchange rate differences back to the State Treasury before the final settlement closing time.

6. Regarding the issuance of treasury bills, promissory notes, and bonds

6.1. The State Treasuries shall verify and accurately determine the sales volume of promissory notes and bonds issued by the State Treasury, the payment volume of treasury bills, the payment volume of promissory notes and bonds (principal and interest), and the payment volume (principal and interest) reported as debt to the higher-level State Treasury (if applicable) for each issuance period during the current year; any discrepancies must be adjusted promptly. The payment volume of treasury bills (issued before 1999) in the year must be reported as debt to the State Treasury before the final settlement closing date of December 31;

6.2. Determine the payment volume of principal and interest already paid on behalf of other State Treasuries and transfer all payments made on their behalf through inter-State Treasury settlements to the State Treasury where the issuance took place before the inter-State Treasury transaction closing time as stipulated.

7. Regarding investment capital for construction and development projects and operational funds with investment characteristics, and loans according to designated targets:

7.1. For investment capital and operational funds with investment characteristics from central government sources:

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

- Verify between accounting and disbursement records for advances and detailed payments to each project according to the state budget classification.

7.2. For loans according to designated targets by the Government:

- The State Treasuries check and verify the received capital amount, loaned capital amount, recovered capital amount, interest earned, and the distribution and use of interest as prescribed;

- Evaluate the loaning situation, debt collection, overdue debts, loss cases (if any), prepare reports, and make recommendations to higher-level State Treasuries and relevant agencies for review and appropriate measures. Loans made in error that have been recovered still need to be monitored on the retained account and cooperate with relevant agencies to resolve completely and recover funds for the state budget;

- Recheck the accounting entries according to regulations. Accounting and credit departments at State Treasuries complete loan files for each borrower. Prepare a list of current and overdue debts, verify between accounting and credit to ensure accuracy; if discrepancies exist, find the cause and resolve them before the final settlement closing.

- Before the final settlement closing date of December 31, State Treasuries must verify the figures to ensure that the distributed and loaned amounts (including overdue debts and losses) do not exceed the received capital for each project and program.

8. Conditions for Closing the Final Settlement Books

Before closing the final settlement books, all economic transactions occurring in the current year must be fully and accurately reflected in the accounting books. All issues mentioned in the above articles must be resolved by December 31 before proceeding with the closing.

Balances on budgetary deposit accounts and other deposit accounts of budgetary units remaining until December 31 will be handled according to the current regulations of the Ministry of Finance.

After closing the accounting books on December 31, State Treasuries aggregate the data to prepare financial statements and submit them to higher-level State Treasuries and related agencies as specified in the list, model forms, and deadlines.

9. Time for Adjusting the Budget Settlement

9.1. The time for adjusting the budget settlement at all levels is uniformly set until January 31 of the following year.

9.2. During the budget settlement adjustment period, State Treasuries process all remaining issues from the previous year, adjustments, temporary advances, and loans at various budget levels as prescribed. Simultaneously, they record new budget receipts and expenditures arising from December 31 and earlier, outstanding vouchers, and receipts and expenditures based on finance department orders.

10. Conditions for Finalizing Capital Settlements

Capital settlements can only proceed when all participating accounts are verified and matched, ensuring:

10.1. At each State Treasury, accounts awaiting processing for LKB (Local Government Bonds) have no remaining balances;

10.2. Within the province: The total LKB issued within the province equals the total LKB received within the province; the total capital dispatched equals the total capital received between the provincial State Treasury and county State Treasuries, matching precisely; the total settlement offset issued within the system equals the total settlement offset received within the system, detailed by each creditor and debtor side;

10.3. Nationwide: The total LKB issued outside the province equals the total LKB received outside the province; the total capital dispatched equals the total capital received between the national State Treasury and provincial and city State Treasuries, matching precisely.

11. Responsibility for Preparing and Submitting Reports on the Final Settlement of Treasury Operations

State Treasury units participating in TABMIS (Treasury Accounting and Banking Management Information System) are responsible for preparing and submitting reports on the final settlement of the state budget and treasury operations according to the prescribed content and deadlines.

12. Responsibility for Preparing and Submitting Annual Budget Settlement Reports

Financial agencies at all levels are responsible for querying, printing, and submitting annual budget settlement reports according to the provisions of the State Budget Law and current regulations of the Ministry of Finance.

VI. ORGANIZATION OF ACCOUNTING SYSTEMS AND IMPLEMENTATION OF STATE ACCOUNTING WORK

1. Responsibilities of TABMIS Participants

Participants in TABMIS shall comply with the regulations of the Minister of Finance regarding responsibilities and rights towards users, developers, and operators of TABMIS.

2. Accounting Machinery

The activities of the state accounting machinery applying to TABMIS are organized according to the principle of centralization and uniformity under the direction of the Director General of the State Treasury. Each unit of the State Treasury is an independent accounting entity responsible for performing budget accounting and treasury operations at its own unit; subordinate treasury accounting units are subject to guidance and inspection on operations by superior treasury accounting units. In addition to accounting units within the State Treasury system, financial agencies, primary and secondary budgetary units, and other related units must organize operational departments to perform accounting management tasks for budget allocation on TABMIS, or on software systems interfacing with TABMIS. Within their scope of participation, accounting units must strictly comply with legal regulations on accounting and accounting guidelines for TABMIS issued by the Ministry of Finance.

The organization of the state accounting machinery applying to TABMIS includes the accounting machinery within the State Treasury system located at State Treasury units and operational departments conducting accounting work at financial agencies, primary and secondary budgetary units, and other units participating in the TABMIS system. Units must organize accounting machinery and accounting departments in accordance with their functions, responsibilities, and organizational structure as prescribed by the Government, the Ministry of Finance, and the directives of the Director General of the State Treasury.

3. Central accounting machinery and dependent accounting units

3.1. The central accounting machinery consists of accounting divisions or offices within the State Treasury at various levels.

3.2. Dependent accounting units include transaction points (regular and irregular) within or outside the premises of the State Treasury.

3.3. Accounting work at dependent accounting units must fully implement regulations on organizing accounting work applicable to dependent accounting units. At the end of each working day, dependent accounting units must reconcile and check the data generated during the day, transfer all accounting vouchers and documents to the central accounting unit for recording.

4. Central processing unit

The central processing unit is organized within the accounting machinery as follows: at the State Treasury, it is the Central Processing Division, and at provincial State Treasuries, it is the central processing unit. The functions and responsibilities of the central processing unit at the central level and provincial level are defined by the Director General of the State Treasury based on the requirements of the processing procedures for the system's provincial and consolidated ledgers.

5. Content of accounting work

5.1. Accounting work at units within the State Treasury system

- The content of state accounting work applying to TABMIS at a State Treasury unit includes the following operational areas:

Budget expenditure accounting; Budget commitment accounting; National revenue accounting; National expenditure accounting; Borrowing and aid accounting; Payment accounting; Accounting on the general ledger; Off-balance sheet accounting; Other operational area accounting as per the functions and responsibilities of the State Treasury.

- The accounting tasks of each operational area at a State Treasury agency include:

+ Preparing, receiving, controlling, and processing accounting vouchers; recording in accounting books; daily, monthly, quarterly, and annual consolidation of accounting data;

+ Checking accounting data, preparing and sending various types of telegrams, operational activity reports, quick reports, and periodic financial reports;

+ Consolidating accounting data at the consolidated ledger according to the system's procedures.

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

5.1. Accounting work at financial agencies

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

Managing and allocating budget funds (BA subsystem); Controlling expenditures and updating budget expenditure vouchers through payment orders (AP subsystem); Utilizing databases as prescribed by authorized bodies.

6. Treasury accounting head

6.1. The head of the state accounting machinery applying to TABMIS at State Treasuries at various levels who meets the standards and conditions of an Accounting Head as stipulated in Article 53 of the Accounting Law and government and ministry regulations shall be considered for appointment as an Accounting Head in accordance with the law on accounting. The Accounting Heads at State Treasuries at various levels have responsibilities and authorities as specified in Articles 52 and 54 of the Accounting Law, as well as regulations of the Minister of Finance and the Director General of the State Treasury.

6.2. The Accounting Head assists the Director of the State Treasury in supervising finances at the unit; is responsible to the Director of the State Treasury and the superior Accounting Head regarding tasks within their assigned responsibilities and authorities; subordinate unit Accounting Heads are subject to professional and operational guidance and inspection by superior unit Accounting Heads.

6.3. The appointment, removal, disciplinary action, and transfer of Accounting Heads at State Treasury units are carried out in accordance with legal provisions and the Minister of Finance's regulations on organizational structure and分级管理系统和国库会计单位的分权管理干部的规定，由直接管理该国库单位的国库局局长和上级国库会计局长提出建议。

6.4. In cases where there is no person meeting the required standards and conditions to serve as an Accounting Head, State Treasury units may appoint a Deputy Accounting Head for a maximum period of one fiscal year. After one year, if the Deputy Accounting Head still does not meet the required standards and conditions to serve as an Accounting Head, another person meeting the required standards and conditions must be appointed as the Accounting Head.

6.5. In State Treasury units that have accounting organizations (Departments, Divisions), Deputy Heads (or Deputy Division Chiefs) may be appointed to assist the Accounting Head (Department Chief, Division Chief) in carrying out assigned tasks.

6.6. For State Treasury offices at the county level that have not established accounting departments, the task may be assigned to an officer meeting the required conditions and standards to assist the Chief Accountant, representing the Chief Accountant to handle tasks when authorized according to regulations and being responsible for such tasks during the period of authorization. The Director of the State Treasury office at the county level decides on the assignment of tasks to the assistant to the Chief Accountant within their unit.

7. Staffing of accounting officers in the State Treasury system

7.1. The staffing of accounting officers must be based on job requirements, the qualifications, capabilities, and moral qualities of the officers, the actual situation of the unit, and follow the principle of assigning and staffing accounting officers as stipulated in Point 8 below.

7.2. The Directors of State Treasury units must staff accounting officers appropriately according to the actual situation of the unit, ensuring the required positions as prescribed, and guaranteeing the professional independence of accounting officers.

7.3. In each State Treasury unit, the state accounting machinery applied for TABMIS is organized into the following main sections:

- The transaction section includes accounting personnel directly performing budget revenue and expenditure accounting operations, payments, credit, etc., with units and individuals having transactions 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.

8. Principles for Assigning and Staffing Accounting Officers

State Treasuries must strictly comply with the principles for assigning and staffing accounting officers as prescribed by the Accounting Law and the provisions of this Circular:

8.1. Each transaction accounting officer is assigned to manage the accounts of a number of units and individuals (collectively referred to as customers), responsible for safeguarding the sample signature and stamp registration booklets of customers; accountants must register their signatures with the Chief Accountant.

8.2. The Chief Accountant shall not directly perform specific accounting tasks, transactions with customers, or internal financial work.

8.3. The Director of the State Treasury unit shall base the staffing of accounting officers on the authorized establishment quota and the actual conditions of the unit, ensuring mutual supervision and security of funds and assets.

8.4. The assignment and staffing of accounting officers in single-window transaction processes shall be carried out according to the specific regulations of the Ministry of Finance and the State Treasury.

9. Coordination Implementation

All sections and individuals within the State Treasury unit related to accounting work must strictly comply with the accounting principles, systems, and procedures as prescribed; they are responsible for providing complete, timely, accurate, and truthful supporting documents and materials necessary for the accounting section.

10. Transfer of Accounting Work

When transferring accounting personnel to other business sections within the State Treasury unit or another unit, it is essential to organize a handover and establish a handover record 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, stamp and signature registration books of transaction customers.

- Seals used in accounting work (if any);

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

11. Change of Operational Chief Accountant of the State Treasury

When changing the Chief Accountant, the Director of the State Treasury must organize a handover of duties between the outgoing and incoming Chief Accountants, witnessed by the Chief Accountant of the higher-level State Treasury or authorized in writing by the higher-level State Treasury for the Director of the State Treasury to witness; simultaneously, the procedure for canceling the signature of the outgoing Chief Accountant and registering the signature of the new Chief Accountant must be completed, promptly notifying all units with which there are working relationships and transactions, and all units within the State Treasury system.

In cases where the Chief Accountant is temporarily absent from the unit, a written authorization must be given to a person meeting the required conditions and standards to act in their place, and this must be approved by the Director of the State Treasury.

C. IMPLEMENTATION

1. This Circular takes effect 45 days from the date of signing and is implemented from November 1, 2009.

2. The General Director of the State Treasury, the Heads of the State Budget Department, the Accounting System and Audit Department, the Director of the Information Technology and Financial Statistics Department, the Project Manager for Public Financial Reform, the Head of the Office of the Ministry of Finance, the Heads of units under and affiliated with the Ministry of Finance, and units implementing TABMIS within their functional and authority scope are responsible for organizing the implementation, guiding the execution, and supervising the enforcement of this Circular./.