Decision No. 37/2007/QD-NHNN on Accounting Procedures for the Receipt, Transfer, Issuance, Recall, and Destruction of Cash

Pursuant to …;

Issuing the Cash Receipt, Transfer, Issue, Recall, and Destruction Accounting System

 Cash Receipt, Transfer, Issue, Recall, and Destruction

GOVERNOR OF THE STATE BANK OF VIETNAM

Based on the Law on the State Bank of Vietnam 1997; the Law Amending and Supplementing Certain Provisions of the Law on the State Bank of Vietnam 2003;

Based on Decree No. 52/2003/NĐ-CP dated May 19, 2003 of the Government regarding the functions, tasks, powers, and organizational structure of the State Bank of Vietnam;

Based on Decree No. 81/1998/NĐ-CP dated October 1, 1998 of the Government regarding the printing, minting, preservation, transportation, and destruction of banknotes and coins; the preservation and transportation of precious assets and securities within the banking system;

Based on Decree No. 87/1998/NĐ-CP dated October 31, 1998 of the Government regarding the issuance, recall, and replacement of banknotes and coins;

Pursuant to the proposal of the Director of the Accounting and Finance Department,

Pursuant to …;:

Article 1. This Decision hereby promulgates the Cash Receipt, Transfer, Issue, Recall, and Destruction Accounting System.

Article 2. This Decision takes effect from January 1, 2008, and replaces:

- Decision No. 185/2000/QĐ-NHNN2 dated June 15, 2000 of the Governor of the State Bank of Vietnam promulgating the Cash Receipt, Transfer, Issue, and Destruction Accounting System for banknotes and payment drafts;

- Decision No. 1625/2003/QĐ-NHNN dated December 18, 2003 of the Governor of the State Bank of Vietnam amending some annexes at the Cash Receipt, Transfer, Issue, and Destruction Accounting System issued together with Decision No. 185/2000/QĐ-NHNN2 dated June 15, 2000 of the Governor of the State Bank of Vietnam;

- Article 3 of Decision No. 1579/2003/QĐ-NHNN dated December 1, 2003 of the Governor of the State Bank of Vietnam amending and supplementing some accounts in the accounting system of the State Bank of Vietnam;

- Annex No. 01/KTPH, Annex No. 02/KTPH, Annex No. 03/KTPH, Annex No. 04/KTPH issued together with Decision No. 1066/2001/QĐ-NHNN dated August 22, 2001 of the Governor of the State Bank of Vietnam on the issuance of sample Deposit and Withdrawal Forms used in deposit and withdrawal accounting at the State Bank of Vietnam's cash warehouses.

Article 3The Heads of the Office, Directors of the Accounting and Finance Department, Directors of the Issue and Treasury Department, Directors of the Banking Information Technology Department, Governors of the State Bank of Vietnam Branches, Heads of Units under the State Bank of Vietnam, Governors of the State Bank of Vietnam Provincial and Municipal Branches, and the Currency Destruction Council of the State Bank of Vietnam are responsible for implementing this Decision.

 

 

 

REGIME

ACCOUNTING FOR RECEIPT, TRANSFER, ISSUE,

 RECALL AND DESTRUCTION OF CASH

(Issued together with Decision No. 37/2007/QĐ-NHNN dated October 26, 2007

 of the Governor of the State Bank of Vietnam)

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

Article 1. Scope of Regulation: This system regulates the accounting of receipt, transfer, issue, recall, and destruction of cash at units under the State Bank of Vietnam (SBV).

Article 2. Applicability: This system applies to units and organizations involved in the receipt, transfer, issue, recall, and destruction of cash at units under the SBV.

Article 2. Organization of Accounting

Clause 1. The Accounting and Finance Department shall conduct accounting for cash receipt, transfer, and destruction operations at the Central Cash Warehouses and the Destruction Cash Warehouses.

Clause 2. Provincial and Municipal Branches of the State Bank of Vietnam (hereinafter referred to as Branches) and the State Bank of Vietnam Trading Departments (hereinafter referred to as Trading Departments) shall conduct accounting for cash receipt, transfer, issue, and recall operations at Branch Cash Warehouses and Trading Departments.

Clause 3. The Currency Destruction Council of the State Bank of Vietnam (hereinafter referred to as the Destruction Council) shall conduct accounting for cash export, import, delivery, and receipt operations among entities within the Destruction Council according to the current destruction regulations.

Article 3. Accounts to be applied and certain provisions for accounting entries

1. Accounting for transactions related to receipt, transfer, issuance, recovery, and destruction of cash shall use accounts in the current State Bank of Vietnam Accounting System. Based on business management requirements, the State Bank of Vietnam will guide the opening of detailed accounts.

2. Value conventions when making accounting entries for the intake and dispatch of various types of money:

a) For types of money belonging to the Issuance Reserve Fund (IRF) and the Issuance Business Fund (IBF):

The value recorded when entering and exiting the IRF and IBF is the value of the money entered and exited (Face value x Quantity).

b) For specimen money:

i) New types of money that have not yet been announced for circulation: shall be accounted for at a convention value of each note or piece of metal coin as 1 dong (one dong).

ii) When new money has been announced for circulation, it must be accounted for according to its face value.

c) For commemorative money: The value recorded is a convention value of each note or piece of metal coin as 1 dong (one dong).

d) For counterfeit money and fake money: shall be accounted for at a convention value of each note or piece of metal coin as 1 dong (one dong).

đ) For deformed and damaged money suspected to be destroyed (hereinafter referred to as suspected destroyed money) and deformed and damaged money due to destruction (hereinafter referred to as destroyed money):

i) Suspected destroyed money: When the State Bank temporarily seizes the items without a conclusion from the police agency, the accountant records according to a convention value of each note or piece as 1 dong (one dong).

ii) Destroyed money (when there is a forensic conclusion from the police agency), handling:

If the destroyed money can be determined its face value: The State Bank collects and records on internal accounts according to the value of the money entered and exited (face value x quantity).

If the destroyed money cannot be determined its face value: The State Bank collects and records on external accounts according to a convention value of each note or piece as 1 dong (one dong).

3. Principles for reporting Debit and Credit for shortages and surpluses discovered during counting:

a) At the receiving unit (the counting unit): Based on the Minutes of the Counting Committee, the accountant reports Debit/ Credit for the shortage or surplus amount. Simultaneously, the receiving unit must send necessary documents as required to the transferring unit to continue processing overages and shortages.

b) At the transferring unit:

Handling shortages and surpluses for each individual or unit involved is carried out according to the Minutes of the Counting, Sealing, and Summary Table of Surplus and Shortage issued by the counting unit, reporting Debit/ Credit (if applicable) and ensuring consistency between the figures on the documents.

Article 4. Provisions on the establishment, circulation, and handling of vouchers

1. Provisions on vouchers and their creation:

a) Main accounting vouchers used when receiving (collecting) cash, disbursing (paying out) cash include:

i) Vouchers used when receiving and disbursing money from the IRF, including: Transfer Order or IRF Receipt/Disbursement Order; Warehouse Receipt/Dispatch Form and Money Receipt/Disbursement Form.

ii) Vouchers used in collecting and disbursing money from the IBF, including: Payment Slip, Collection Form, Check, Withdrawal Slip, Disbursement Form.

iii) Vouchers used when receiving money for destruction, including: Transfer Order, Warehouse Receipt, and Money Receipt/Disbursement Form.

iv) Vouchers used when disbursing money for destruction, including: Dispatch Form and Money Receipt/Disbursement Form.

v) Vouchers used when receiving newly printed or minted money from production units, including: Warehouse Receipt, Money Receipt/Disbursement Form.

vi) Other vouchers: Debit/ Credit Entry Form for External Account of Money in Transit; Overage/Shortage Form; Temporary Seizure Form; Seizure Form; Technical Defect Discovery Form.

vii) Warehouse Receipt/ Dispatch Form/ Debit/ Credit Entry Form for External Account of Money in Transit shall be implemented according to the model issued together with this Regulation.

b) Provisions on responsibility for creating vouchers:

i) The Accounting-Finance Department creates Warehouse Receipt/ Dispatch Form for receiving and disbursing money at Cash Warehouse I.

ii) The Accounting-Treasury Room of the Issuance and Cash Management Bureau creates Warehouse Receipt/ Dispatch Form for receiving and disbursing money at Cash Warehouse II.

iii) The Accounting-Payment Room of branches and the Accounting Room of Trading Departments create Warehouse Receipt/ Dispatch Form for receiving and disbursing money at Branch Cash Warehouses and Trading Department Cash Warehouses.

iv) The Accounting Committee of the Destruction Committee creates Warehouse Receipt and Dispatch Form for receiving and disbursing money for destruction at Destruction Clusters.

2. Circulation of vouchers:

The circulation of paper vouchers and electronic data is carried out according to the current regulations of the State Bank of Vietnam.

a) Circulation of vouchers when disbursing money, paying out money:

i) Based on the Transfer Order established and approved by the Issuance and Cash Management Bureau or the IRF Receipt/Disbursement Order approved by the Branch Director and relevant documents, the accountant prepares the Dispatch Form/ Disbursement Form or based on the withdrawal voucher submitted by the customer, the accountant performs accounting entries, then transfers the disbursement/payout voucher to the cash department for disbursement/payment.

ii) The cash department, based on the vouchers transferred by the accountant, prepares the Money Receipt/Disbursement Form/Summary Table of Various Types of Money Paid Out according to regulations, processes the disbursement/payment; enters the tracking ledger, signs, stamps "money paid out" on the payment voucher, and returns the voucher to the accounting department.

b) Circulation of vouchers when receiving money, collecting money:

i) Based on the Transfer Order established and approved by the Issuance and Cash Management Bureau or the IRF Receipt/Disbursement Order approved by the Branch Director and relevant documents or payment vouchers submitted by customers, the cash department processes the receipt/ collection of money, prepares the Money Receipt/Disbursement Form/Summary Table of Various Types of Money Collected according to regulations; enters the tracking ledger, signs, stamps "money collected" on the collection voucher, then transfers the voucher to the accounting department.

ii) Based on the Transfer Order/ IRF Receipt/Disbursement Order, Money Receipt/Disbursement Form, the accountant prepares the Warehouse Receipt/ Collection Form/ or based on the payment voucher submitted by the customer and signed by the Cashier with "money collected" stamped, the accountant performs accounting entries and stores the vouchers according to regulations.

c) Rotation of vouchers when depositing money, withdrawing money for destruction:

i) When depositing money into the Money Destruction Warehouse:

+ Based on the Transfer Order issued by the Issuance and Treasury Department, approved and the Receipt and Delivery Record between the Central Money Warehouse and the Destruction Committee, the Head of the Money Destruction Warehouse will process the deposit, record it in the tracking book, and transfer the vouchers to the accounting department of the Destruction Committee.

+ The accountant of the Destruction Committee will prepare the Warehouse Deposit Slip, record it in the tracking book, and transfer the vouchers back to the Accounting and Finance Department for accounting as prescribed.

ii) When withdrawing money from the Money Destruction Warehouse: Based on the counting ratio of each type of money approved by the Governor, the accountant of the Destruction Committee will prepare the Warehouse Withdrawal Slip, record it in the tracking book, the Head of the Money Destruction Warehouse will prepare the Receipt and Delivery Record, withdraw the money to be handed over to the counting team/cutting team to carry out counting/cutting according to the current money destruction regulations.

3. Processing of vouchers for deposits and withdrawals from the DTPH Fund:

a) The vouchers for deposits and withdrawals of money belonging to the DTPH Fund for transferring money among State Bank Warehouses are processed as follows:

i) One (01) set, sent to the Accounting and Finance Department/ or Accounting Office for accounting;

ii) One (01) set, sent to the Issuance and Treasury Department/ or Currency and Treasury Office for monitoring;

iii) One (01) set, sent to the receiving warehouse;

iv) One (01) set, kept at the withdrawing warehouse.

(In the case of depositing or withdrawing money at Warehouse II, the accountant of the Issuance and Treasury Bureau prepares an additional Warehouse Deposit Slip/ Warehouse Withdrawal Slip and Receipt and Delivery Record to record in the tracking book and store)

b) The vouchers for newly printed/minted money received from production units (deposited into the Central Warehouse), are processed as follows:

i) One (01) set, sent to the Accounting and Finance Department for accounting;

ii) One (01) set, sent to the Issuance and Treasury Department for monitoring;

iii) One (01) set, kept at the Central Warehouse for the warehouse head to record the fund ledger;

(In the case of depositing money at Warehouse II, the accountant of the Issuance and Treasury Bureau prepares an additional set to record in the tracking book and store) The Issuance and Treasury Division shall establish an additional 01 set for recording and storage purposes.

iv) One (01) set, to process payment with the production unit/with the printing/minting factory.

4. Preparing and processing records when excess, shortage, or mixed types of money are discovered during counting:

a) Preparing and processing Excess Money/Shortage Money Records:

i) For transferred money and money exchanged between the State Bank and entities within its jurisdiction (hereinafter referred to as transferred money, exchanged money): When counting, if excess/shortage sheets/bills or mixed types are found leading to excess/shortage of money, the Counting Committee must prepare two (02) copies of the Excess Money/Shortage Money Record for money that has been in circulation or three (03) copies for newly printed/minted money not yet in circulation. The Excess Money/Shortage Money Record clearly states the condition of bundles, bags, packages, boxes, and containers of money according to the current system and is prepared for each case. The copies of the record are processed as follows:

+ One (01) copy serves as the basis for accounting to report Credit/Debit;

+ One (01) copy attached with seal sent to the bank named on the seal (for money that has been in circulation) or sent to the Issuance and Treasury Department (for newly printed/minted money not yet in circulation);

+ One (01) copy sent to the Accounting and Finance Department as the basis for accounting to increase/decrease "money for issuance" (for newly printed/minted money not yet in circulation).

ii) For money directly deposited by customers:

+ When excess money is discovered, the Cashier returns the excess money to the customer, records the return of excess money according to the current regulations.

+ When shortage or mixed types of money are discovered, the Cashier requests the customer to deposit additional money to ensure it matches the amount recorded on the deposit voucher or re-prepares the Money List and Deposit Voucher according to the current regulations.

b) Preparing and processing Money Seizure Records:

i) For transferred money and exchanged money: When counterfeit money, discontinued money, sample money, commemorative money is discovered, the Counting Committee prepares three (03) copies of the Counterfeit Money/Discontinued Money/Sample Money/Commemorative Money Seizure Record for each case, clearly stating the condition of bundles, bags, sheets, boxes, and serial numbers of counterfeit money/discontinued money/sample money/commemorative money; seize and handle according to current regulations. The copies of the record are processed as follows:

+ One (01) copy serves as the basis for accounting to report Debit for the shortage due to mixed counterfeit money, discontinued money, sample money, commemorative money seized;

+ One (01) copy attached with seal sent to the bank named on the seal;

+ One (01) copy kept by the Cashier, Warehouse Head for monitoring the counterfeit money/discontinued money/sample money/commemorative money seized and deposited into the warehouse.

ii) For money directly deposited by customers: When counterfeit money is discovered, the Cashier prepares three (03) copies of the Counterfeit Money Seizure Record, clearly stating the serial number of the counterfeit bill, seize and handle according to current regulations. The copies of the record are processed as follows:

+ One (01) copy serves as the basis for accounting to monitor the counterfeit money seized;

+ One (01) copy given to the customer;

+ One (01) copy kept by the Cashier, Warehouse Head for monitoring the counterfeit money seized and deposited into the warehouse.

c) Preparing and processing Temporary Seizure Records:

When suspected counterfeit money or damaged money is discovered, the Cashier or the Counting Committee must prepare three (03) copies of the Suspected Counterfeit Money/Damaged Money Temporary Seizure Record for each case, temporarily seize the items and handle according to current regulations. The copies of the record are processed as follows:

+ One (01) copy serves as the basis for accounting to report Debit for the shortage due to mixed suspected counterfeit money/damaged money seized;

+ One (01) copy attached with seal sent to the bank named on the seal/ or the customer whose money was temporarily seized;

+ One (01) copy kept by the Cashier, Warehouse Head for monitoring the suspected counterfeit money/damaged money temporarily seized and deposited into the warehouse.

d) Preparing and processing Records of Technical Defects Found in Money:

When technical errors in banknotes are discovered during the printing or minting process, the Counting Committee shall prepare two (02) joint Inspection Records for Technical Errors in Banknotes, detailing the condition of the bundle, package, bag, box, crate, or consignment of banknotes still sealed with the manufacturer's seal, and handle them according to current regulations (banknotes with technical errors mixed in newly printed or minted bundles that remain sealed from the production unit without circulation are classified and handled as non-circulation standard banknotes - not considered as missing banknotes, while ensuring the replacement of standard banknotes to maintain the total quantity and type of banknotes as stipulated in packaging regulations). An Inspection Record for Technical Errors in Banknotes shall be prepared for each case. The copies of the records shall be processed as follows:

+ One (01) copy serves as the basis for preparing the Receipt Form (submitting the banknotes with technical errors removed) to the Reserve Fund to refund the standard banknotes replaced.

+ One (01) copy, together with the seal, shall be sent to the Issuance Department and Treasury for consolidation and monitoring.

Article 6. Provisions on accounting books

1. The warehouse custodian and treasury custodian shall open various ledgers in accordance with the current treasury management system.

In addition to the ledgers prescribed under the current treasury management system, the warehouse custodian and treasury custodian must also open ledgers to monitor newly printed or minted banknotes based on criteria such as initial reserve balance, number of entries and exits during the period, and final reserve balance for reference and provision of information on newly printed or minted banknotes.

2. The custodian of destroyed money and the team leaders of teams within the specialized department responsible for destroying money shall open various ledgers in accordance with the current Money Destruction Regulations.

Recording and tracking the amount of money transferred between teams within the specialized department responsible for destroying money; temporary advances and settlements to replace bundles of money found to be missing or mixed types during the destruction counting process shall be carried out in accordance with the current Money Destruction Regulations.

3. The accountant shall open detailed accounting ledgers for accounts as stipulated in Clause 1, Article 3 of this Regulation. Additionally, the accountant shall open other types of ledgers to facilitate the monitoring and management of cash entry, exit, and transfer at State Bank Branch Treasuries in accordance with the operational procedures and Cash Treasury Journal to track income, expenditure, and cash reserve balances in the Reserve Fund.

The Cash Treasury Journal shall be maintained in the form of loose-leaf books and must include the following key elements: date of occurrence; number of cash receipt and payment vouchers; corresponding account number; amount of receipts and payments; opening cash reserve balance of the day and closing cash reserve balance of the day.

Chapter II

ACCOUNTING FOR SPECIFIC TRANSACTIONS

Section 1

ACCOUNTING FOR NEWLY PRINTED AND MINTED CASH READY FOR CIRCULATION AND SAMPLE CASH

AND CIRCULATING RESERVE

Article 6. Accounting for newly printed and minted cash

1. Accounting for newly printed and minted cash not yet announced for circulation:

a) At the State Bank (Accounting and Finance Department):

i) Upon receiving Central Treasury: Based on the Delivery and Receipt Record, the Accountant prepares the Warehouse Entry Form and records:

Debit Account 9011 - Unannounced Circulation Currency Held at Central Treasury (detailed by Treasury and currency material)

ii) Upon dispatching from Central Treasury to branch Treasury: Based on the Transfer Order, the Accountant prepares the Warehouse Dispatch Form and records:

Credit Account 9011 - Unannounced Circulation Currency Held at Central Treasury (detailed by Treasury and currency material)

Simultaneously, prepare the Debit Posting Form and record:

Debit Account 909 - Currency in Transit

(detailed: Unannounced Circulation Currency and by each receiving branch)

iii) Upon receiving the Delivery and Receipt Record and the Warehouse Entry Form for unannounced circulation currency sent by the receiving units, the Accountant prepares the Credit Posting Form to settle the unannounced circulation currency in transit:

Credit Account 909 - Currency in Transit

(detailed: Unannounced Circulation Currency and by each receiving branch)

b) At the branch receiving unannounced circulation currency: Based on the Transfer Order, Delivery and Receipt Record, the Accountant prepares the Warehouse Entry Form and records:

Debit Account 9012 - Unannounced Circulation Currency Held at Branch Treasury (detailed by currency material)

Simultaneously, send one set of documents (including one copy of the Delivery and Receipt Record and one copy of the Warehouse Entry Form) back to the Accounting and Finance Department.

2. Accounting for newly printed and minted cash that has been announced for circulation but not yet authorized for issuance:

a) At the State Bank (Accounting and Finance Department):

i) Accounting when there is an announcement for circulation: The Accountant prepares the Warehouse Dispatch Form for unannounced circulation currency and simultaneously prepares the Warehouse Entry Form for announced circulation currency and records:

Credit Account 9011 - Unannounced Circulation Currency Held at Central Treasury (detailed by Treasury and currency material)

Debit Account 9021 - Announced Circulation Currency Held at Central Treasury (detailed by Treasury and currency material)

ii) Accounting when transferring:

- When transferring currency from Central Treasury to Branch Treasury: Based on the Transfer Order, the Accountant prepares the Warehouse Dispatch Form and records:

Credit Account 9021 - Announced Circulation Currency Held at Central Treasury (detailed by Treasury and currency material)

Simultaneously, prepare the Debit Posting Form and record:

Debit Account 909 - Currency in Transit (detailed: Announced Circulation Currency and by each receiving branch)

- Upon receiving the Delivery and Receipt Record and the Warehouse Entry Form for announced circulation currency not yet authorized for issuance sent by the receiving units, the Accountant prepares the Credit Posting Form to settle the currency in transit account, and records:

Credit Account 909 - Currency in Transit (detailed: Announced Circulation Currency and by each receiving branch)

b) At the branches:

i) For the amount of unannounced circulation currency currently held at Branch Treasury: The Accountant prepares the Warehouse Dispatch Form for unannounced circulation currency, simultaneously prepares the Warehouse Entry Form for announced circulation currency, and records:

Credit Account 9012 - Unannounced Circulation Currency Held at Branch Treasury (detailed by currency material)

Debit Account 9022 - Announced Circulation Currency Held at Branch Treasury (detailed by currency material)

ii) For the amount of announced circulation currency not yet authorized for issuance transferred from Central Treasury to Branch Treasury: Based on the Transfer Order, Delivery and Receipt Record, the Accountant prepares the Warehouse Entry Form and records:

Debit Account 9022 - Announced Circulation Currency Held at Branch Treasury (detailed by currency material)

Simultaneously, send one set of documents (including one copy of the Delivery and Receipt Record and one copy of the Warehouse Entry Form) back to the Accounting and Finance Department.

3. Accounting for newly printed and minted cash that has been announced for circulation and authorized for issuance into circulation (by the time specified in the Prime Minister's Decision on the issuance of new currency):

a) At the State Bank (Accounting and Finance Department):

i) For newly printed or minted currency that has been announced for circulation but has not yet been permitted to be issued and is currently stored at Central Treasury Warehouses: The accountant prepares a Warehouse Withdrawal Form for Announced Circulation Currency and records it:

Credit Account 9021 - Announced Circulation Currency Held at Central Treasury (detailed by Treasury and currency material)

At the same time, prepare a Warehouse Receipt Form for Standard Circulation Currency belonging to the Reserve Issuance Fund and record it internally:

Debit Account 1011 - Standard Circulation Currency

Credit Account 401 - Currency for Issuance (detailed by type and denomination)

ii) For newly printed or minted currency that has been announced for circulation but has not yet been permitted to be issued and is currently stored at Branch Treasury Warehouses: Based on the credit report from the branch, after verification and re-checking, the figures match those being monitored at the Accounting and Finance Department, the accountant records it:

Debit Account 5112 - Funds Transferred This Year

Or Debit Account 5212 - Inter-branch Transactions This Year

Credit Account 401 - Currency for Issuance (detailed by type and denomination)

b) At the branches:

i) Upon being permitted to issue, the accountant prepares a Warehouse Withdrawal Form for Announced Circulation Currency and records it:

Credit Account 9022 - Announced Circulation Currency Stored at Branch Treasury Warehouses (detailed by warehouse and currency material)

At the same time, prepare a Warehouse Receipt Form for Standard Circulation Currency belonging to the Reserve Issuance Fund and report the credit to the Accounting and Finance Department, recording it:

Debit Account 1011 - Standard Circulation Currency

Credit Account 5111 - Funds Transferred Out This Year

Or Credit Account 5211 - Inter-branch Transactions Out This Year

ii) When transferring out the Reserve Issuance Fund and transferring into the Operational Issuance Fund to prepare new currency for circulation: Based on the Order for Transfer-Out and Transfer-In of the Reserve Issuance Fund, the accountant prepares a Warehouse Withdrawal Form for the Reserve Issuance Fund, simultaneously prepares a Receipt Form to collect money into the Operational Issuance Fund, records the cash journal and records it:

Debit Account 1021 - Standard Circulation Currency

Credit Account 1011 - Standard Circulation Currency

Article 7. Recording the Entry of Newly Printed or Minted Currency with Circulation Value

When entering newly printed or minted currency with circulation value received from production units at Central Treasury Warehouses: Based on the Handover Certificate for Newly Printed or Minted Currency prepared by the Central Treasury, the accountant prepares a Warehouse Receipt Form and records it:

Debit Account 1011 - Standard Circulation Currency

Credit Account 401 - Currency for Issuance (detailed by type and denomination)

Article 8. Recording Sample Currency and Commemorative Currency:

1. Recording Sample Currency:

a) Recording the Entry of Sample Currency: Based on the Handover Certificate for Sample Currency and the Transfer Order (in cases of sample currency transfer between Treasury Warehouses of the State Bank), the accountant prepares a Warehouse Receipt Form and records it:

Debit Account 9081 - Sample Currency (details: Unannounced Circulation Sample Currency)

Or Debit Account 9081 - Sample Currency (details: Announced Circulation Sample Currency)

Simultaneously send one set of documents (including one copy of the Handover Certificate for Currency and one copy of the Warehouse Receipt Form) to the unit transferring the currency (in cases of sample currency transfer between Treasury Warehouses of the State Bank).

b) Recording the Exit of Sample Currency:

i) Based on the Transfer Order, the accountant prepares a Warehouse Withdrawal Form and records it:

Credit Account 9081 - Sample Currency

(details: Unannounced Circulation Sample Currency)

Or Credit Account 9081 - Sample Currency

(details: Announced Circulation Sample Currency)

Simultaneously, the accountant prepares a Debit Journal Entry Form and records it:

Debit Account 909 - Currency in Transit

(details: Unannounced Circulation Sample Currency and according to the receiving warehouse)

Or Debit Account 909 - Currency in Transit

(details: Announced Circulation Sample Currency and according to the receiving warehouse)

ii) Upon receiving the Handover Certificate for Currency and the Warehouse Receipt Form for Sample Currency sent by the unit receiving the sample currency, the accountant prepares a Credit Journal Entry Form and records it:

Credit Account 909 - Currency in Transit

(details: Unannounced Circulation Sample Currency and according to the receiving warehouse)

Or Credit Account 909 - Currency in Transit

(details: Announced Circulation Sample Currency and according to the receiving warehouse)

c) When there is a notice of issuance of the same type of currency as the sample currency:

Accountants managing unannounced circulation sample currency prepare a Warehouse Withdrawal Form for unannounced circulation sample currency, simultaneously prepare a Warehouse Receipt Form for announced circulation sample currency and record it:

Credit Account 9081 - Sample Currency (details: Unannounced Circulation Sample Currency)

Debit Account 9081 - Sample Currency (details: Announced Circulation Sample Currency)

2. Recording Commemorative Currency:

a) Recording the Entry of Commemorative Currency: Based on the Report on the Entry of Commemorative Currency approved by the Governor of the State Bank, and the Handover Certificate for Commemorative Currency, the accountant prepares a Warehouse Receipt Form and records it:

Debit Account 9082 - Commemorative Currency

b) Recording the Exit of Commemorative Currency: Based on the Report on the Exit of Commemorative Currency approved by the Governor of the State Bank, the accountant prepares a Warehouse Withdrawal Form and records it:

Credit Account 9082 - Commemorative Currency

Section 2

RECORDING THE TRANSFER BETWEEN THE RESERVE ISSUANCE FUND AND THE OPERATIONAL ISSUANCE FUND
BETWEEN THE RESERVE ISSUANCE FUND AND THE OPERATIONAL ISSUANCE FUND

Article 9. Recording the transfer from the DTPH Fund to the NVPH Fund

1. At the State Bank of Vietnam (SBV):

a) In the Accounting and Finance Department:

Based on the Transfer Order, the Outbound Warehouse Receipt, and the Money Handover Certificate, the Accounting and Finance Department records a Debit to the Trading Department for the transferred amount, and records:

Debit Account 5111 - Money Transferred Out This Year

Or Debit Account 5211 - Money Transferred Out This Year

Credit Account 1011 - Standard Circulation Currency

b) At the Trading Department:

Based on the Transfer Order and the Money Handover Certificate transferred from the Treasury Department, the accountant prepares a Receipt Form, reconciles with the Debit Notice from the Accounting and Finance Department, and records:

Debit Account 1021 - Standard Circulation Currency

Credit Account 5112 - Money Received This Year

Or Credit Account 5212 - Money Received This Year

2. At branches:

Based on the approved DTPH Fund Withdrawal and Deposit Order, the accountant prepares a DTPH Fund Outbound Warehouse Receipt, simultaneously prepares a Receipt Form to deposit money into the NVPH Fund, records the cash journal, transfers the documents to the Treasury Department to process the withdrawal and deposit procedures according to current regulations, and records:

Debit Account 1021 - Standard Circulation Currency

Credit Account 1011 - Standard Circulation Currency

Article 10. Recording the transfer from the NVPH Fund to the DTPH Fund

1. At the SBV:

a) At the Trading Department:

Based on the Transfer Order, the accountant prepares a Payment Form, records the cash journal, and transfers the documents to the Treasury Department to process the payment procedures and records:

Debit Account 3639 - Other Receivables (details: Transferred Funds)

(details: Transferred Funds)

Credit Account 1021 - Standard Currency in Circulation

Or/and Credit Account 1022 - Non-standard Currency in Circulation

Or/and Credit Account 1023 - Suspended Currency in Circulation

Or/and Credit Account 1024 - Damaged Currency in the NVPH Fund

Based on the Credit Notice from the Accounting and Finance Department, the accountant reconciles with the Money Handover Certificate and records:

Debit Account 5112 - Funds Transferred This Year

Or Debit Account 5212 - Inter-branch Transactions This Year

Credit Account 3639 - Other Receivables

(details: Transferred Funds)

b) In the Accounting and Finance Department:

Based on the Transfer Order, the Money Handover Certificate, the Accounting and Finance Department prepares a Warehouse Receipt Form, simultaneously prepares a Credit Notice for the Trading Department, and records:

Debit Account 1011 - Standard Circulation Currency

Or/and Debit Account 1012 - Non-standard Currency in Circulation

Or/and Debit Account 1013 - Suspended Currency in Circulation

Or/and Debit Account 1014 - Damaged Currency in the DTPH Fund

Credit Account 5111 - Funds Transferred Out This Year

Or Credit Account 5211 - Inter-branch Transactions Out This Year

2. At branches:

Based on the approved DTPH Fund Withdrawal and Deposit Order by the Director, the accountant prepares a Payment Form to pay money from the NVPH Fund, simultaneously prepares a DTPH Fund Warehouse Receipt Form, records the cash journal, transfers the documents to the Treasury Department to process the deposit and withdrawal procedures, and records:

Debit Account 1011 - Standard Circulation Currency

Credit Account 1021 - Standard Currency in Circulation

Or/and Debit Account 1012 - Non-standard Currency in Circulation

Credit Account 1022 - Non-standard Currency in Circulation

Or/and Debit Account 1013 - Suspended Currency in Circulation

Credit Account 1023 - Suspended Currency in Circulation

Or/and Debit Account 1014 - Damaged Currency in the DTPH Fund

Credit Account 1024 - Damaged Currency in the NVPH Fund

Section 3

RECORDING THE TRANSFER OF FUNDS AND THE HANDOVER AND DEPOSIT OF FAKE MONEY AND DAMAGED CURRENCY

Article 11. Recording the transfer of funds within the Central Treasury between the DTPH Funds

1. Recording the transfer of funds out:

Based on the Transfer Order, the Outbound Warehouse Receipt, the Accounting and Finance Department records:

Debit Account 1019 - DTPH Fund in Transit

(details according to the receiving treasury)

Credit Account 1011 - Standard Circulation Currency

(details according to the dispatching treasury)

Or/and Credit Account 1012 - Non-standard Currency in Circulation

(details according to the dispatching treasury)

Or/and Credit Account 1013 - Suspended Currency in Circulation

(details according to the dispatching treasury)

Or/and Credit Account 1014 - Damaged Currency

(details according to the dispatching treasury)

2. Recording the transfer of funds in:

Based on the Transfer Order, the Money Handover Certificate, the Warehouse Receipt, the Accounting and Finance Department records:

Debit Account 1011 - Standard Circulation Currency

(details according to the receiving treasury)

Or/and Debit Account 1012 - Non-standard Currency in Circulation

(details according to the receiving treasury)

Or/and Debit Account 1013 - Suspended Currency in Circulation (details according to the receiving treasury)

Or/and Debit Account 1014 - Damaged Currency

(details according to the receiving treasury)

Credit Account 1019 - DTPH Fund in Transit

(details according to the receiving treasury)

Article 12. Accounting for the transfer of money belonging to the DTPH Fund between Cash Reserves of the State Bank

1. At the unit transferring money:

a) In case the receiving unit dispatches staff to collect money at the transferring unit:

Based on the Transfer Order, the Outbound Warehouse Slip, and the Money Receipt and Delivery Record, the Accountant debits the receiving unit and records:

Debit Account 5111 - Money Transferred Out This Year

Or Debit Account 5211 - Money Transferred Out This Year

Credit Account 1011 - Standard Circulation Currency

Or/and Credit Account 1012 - Non-standard Currency in Circulation

Or/and Credit Account 1013 - Suspended Currency in Circulation

Or/and credits Account 1014 - Damaged Money in the DTPH Fund

b) In case the transferring unit dispatches staff to deliver money at the receiving unit:

i) When delivering money: Based on the Transfer Order, the Outbound Warehouse Slip, and the Money Receipt and Delivery Record, the Accountant records:

Debit Account 1019 - DTPH Fund in Transit

(details according to the receiving treasury)

Credit Account 1011 - Standard Circulation Currency

Or/and credits Account 1012 - Money Not Meeting Circulation Standards

Or/and credits Account 1013 - Money Suspended from Circulation

Or/and credits Account 1014 - Damaged Money in the DTPH Fund

ii) Upon receipt of the credit notification from the receiving unit, the Accountant reconciles with the Transfer Order and records:

Debit Account 5112 - Funds Transferred This Year

Or Debit Account 5212 - Inter-branch Transactions This Year

Credit Account 1019 - DTPH Fund in Transit

(details according to the receiving treasury)

2. At the unit receiving transferred money:

Based on the Transfer Order and the Money Receipt and Delivery Record between the receiving unit and the transferring unit, the Accountant prepares the Inbound Warehouse Slip and records:

a) In case the receiving unit dispatches staff to collect money at the transferring unit:

i) If the transferred money and the debit notification from the transferring unit arrive on the same day, the Accountant records:

Debit Account 1011 - Standard Circulation Currency

Or/and Debit Account 1012 - Non-standard Currency in Circulation

Or/and Debit Account 1013 - Suspended Currency in Circulation

Or/and Debit Account 1014 - Damaged Currency in the DTPH Fund

Credit Account 5112 - Money Received This Year

Or credits Account 5212 - Advance Payments Due This Year

ii) If the transferred money has arrived but the debit notification from the transferring unit has not been received, the Accountant records:

Debit Account 1011 - Standard Circulation Currency

Or/and Debit Account 1012 - Non-standard Currency in Circulation

Or/and Debit Account 1013 - Suspended Currency in Circulation

Or/and Debit Account 1014 - Damaged Currency in the DTPH Fund

Credits Account 4639 - Other Amounts Payable

(details: Money in transit)

Upon receipt of the debit notification from the transferring unit, the Accountant records:

Debits Account 4639 - Other Amounts Payable

(details: Money in transit)

Credit Account 5112 - Money Received This Year

Or credits Account 5212 - Advance Payments Due This Year

iii) If the debit notification from the transferring unit has been received but the money is still in transit:

Based on the debit notification, the Accountant records:

Debit Account 3639 - Other Receivables (details: Transferred Funds)

(details: Money in transit)

Credit Account 5112 - Money Received This Year

Or credits Account 5212 - Advance Payments Due This Year

Upon arrival of the money at the receiving unit: After completing the inbound warehouse process, the Accountant records:

Debit Account 1011 - Standard Circulation Currency

Or/and debits Account 1012 - Money Not Meeting Circulation Standards

Or/and Debit Account 1013 - Suspended Currency in Circulation

Or/and Debit Account 1014 - Damaged Currency in the DTPH Fund

Credit Account 3639 - Other Receivables

(details: Money in transit)

b) In case the transferring unit dispatches staff to deliver money at the receiving unit:

i) If there is sufficient time left to transfer the money after completing the inbound process: The Accountant credits the transferring unit and records:

Debit Account 1011 - Standard Circulation Currency

Or/and debits Account 1012 - Money Not Meeting Circulation Standards

Or/and Debit Account 1013 - Suspended Currency in Circulation

Or/and debits Account 1014 - Damaged Money in the DTPH Fund

Credit Account 5111 - Funds Transferred Out This Year

Or Credit Account 5211 - Inter-branch Transactions Out This Year

ii) If there is no longer enough time to transfer the money after completing the inbound process, the Accountant prepares the Inbound Warehouse Slip and records:

Debit Account 1011 - Standard Circulation Currency

Or/and Debit Account 1012 - Non-standard Currency in Circulation

Or/and Debit Account 1013 - Suspended Currency in Circulation

Or/and Debit Account 1014 - Damaged Currency in the DTPH Fund

Credits Account 4639 - Other Amounts Payable

(details: Transferred Money Received)

At the start of the next working day, the Accountant credits the transferring unit and records:

Debits Account 4639 - Other Amounts Payable

(details: Transferred Money Received)

Credit Account 5111 - Funds Transferred Out This Year

Or Credit Account 5211 - Inter-branch Transactions Out This Year

Article 13. Accounting for the submission of counterfeit money and undetermined value damaged money from branch cash reserves to central cash reserves

1. At the branch, Trading Department:

a) In case the branch, Trading Department dispatches staff to deliver physical items at the central cash reserve, the Accountant records:

i) When delivering money: Based on the approved Request for Submission of Counterfeit Money and Undetermined Value Damaged Money to the Central Cash Reserve, the Accountant prepares the Outbound Warehouse Slip and records:

Credits Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Money Awaiting Processing (details: Counterfeit Money)

Or/and credits Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Money Awaiting Processing (details: Undetermined Value Damaged Money)

Simultaneously, based on the Money Receipt and Delivery Record, the Accountant prepares the Debit Journal Entry and records the tracking of money in transit:

Debit Account 909 - Currency in Transit

(details: Counterfeit Money)

Or/and debits Account 909 - Money in Transit

(details: Undetermined Value Damaged Money)

ii) Upon receipt of the Money Receipt and Delivery Record sent by the Central Cash Reserve, the Accountant prepares the Credit Journal Entry to settle the money in transit and records:

Credit Account 909 - Currency in Transit

(details: Counterfeit Money)

Or/and credits Account 909 - Money in Transit

(details: Undetermined Value Damaged Money)

b) In case the Central Cash Reserve dispatches staff to collect physical items at the branch cash reserve: Based on the approved Request for Submission of Counterfeit Money and Undetermined Value Damaged Money to the Central Cash Reserve, the Accountant prepares the Outbound Warehouse Slip and records:

Credits Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Money Awaiting Processing (details: Counterfeit Money)

Or/and credits Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Money Awaiting Processing (details: Undetermined Value Damaged Money)

2. At the State Bank (Accounting and Finance Department):

a) In case the branch authorizes staff to deliver physical items at the Central Cash Reserve:

Based on the Money Receipt and Delivery Record, the Inbound Warehouse Slip, the Accountant records:

Debits Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Money Awaiting Processing (details: Counterfeit Money)

Or/and debits Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Money Awaiting Processing (details: Undetermined Value Damaged Money)

Simultaneously sends one copy of the Inbound Warehouse Slip along with one copy of the Money Receipt and Delivery Record to the branch delivering the money as evidence to settle the tracking of money in transit.

b) In case the Central Cash Reserve dispatches staff to collect physical items at the branch:

Based on the Money Receipt and Delivery Record, the Inbound Warehouse Slip, the Accountant records:

Debits Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Money Awaiting Processing (details: Counterfeit Money)

Or/and debits Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Money Awaiting Processing (details: Undetermined Value Damaged Money)

Section 4

ACCOUNTING FOR THE ISSUE OF CASH INTO CIRCULATION AND THE WITHDRAWAL OF CASH FROM CIRCULATION

WITHDRAWING CASH FROM CIRCULATION

Article 14. Accounting for the issuance and recovery of cash

1. When issuing cash into circulation (disbursement from the Reserve Fund): Based on cash withdrawal vouchers (Cheque, Cash Withdrawal Certificate, Payment Voucher), the accountant records in the cash journal, transfers the voucher to the treasury department for payment and accounts for:

Debit appropriate account

Credit Account 1021 - Standard Currency in Circulation

2. When recovering qualified and unqualified circulating cash: Based on deposit vouchers signed by the Treasury Manager and stamped "cash received" transferred by the treasury department, the accountant accounts for:

Debit Account 1021 - Standard Circulation Currency

Or/and Debit Account 1022 - Unqualified Circulating Cash

Credit appropriate account

Article 15. Accounting for suspected counterfeit money and counterfeit money

1. When suspected counterfeit money/counterfeit money is discovered:

Based on the Temporary Seizure Record of Suspected Counterfeit Money/Seizure Record of Counterfeit Money, the accountant prepares a Warehouse Entry Form and accounts for:

Debit Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Money Awaiting Disposal (details: Suspected Counterfeit Money/Counterfeit Money)

2. When dispatching suspected counterfeit money for appraisal: The accountant prepares a Warehouse Dispatch Form and accounts for:

Credit Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Money Awaiting Disposal (details: Suspected Counterfeit Money)

At the same time, based on the Receipt and Delivery Record, the accountant prepares a Debit Posting Form to account for money in transit:

Debit Account 909 - Currency in Transit

(details: Suspected Counterfeit Money)

3. Handling after receiving the appraisal results on suspected counterfeit money:

a) If the appraisal result is genuine money and meets the conditions for exchange:

i) At the Trading Department/ or State Bank Branch in Ho Chi Minh City:

In cases where other branches request appraisal: Based on the appraisal results and deposit vouchers signed by the Treasury Manager and stamped "cash received", the accountant reports Credit to the branch that requested the appraisal of suspected counterfeit money and accounts for:

Debit Account 1022 - Unqualified Circulating Cash

Credit Account 5111 - Funds Transferred Out This Year

Or Credit Account 5211 - Inter-branch Transactions Out This Year

In cases where the Trading Department/ or State Bank Branch in Ho Chi Minh City requests appraisal: Based on the appraisal results and deposit vouchers signed by the Treasury Manager and stamped "cash received", the accountant prepares a Payment Voucher to refund money to organizations and individuals who were previously temporarily seized and accounts for:

Debit Account 1022 - Unqualified Circulating Cash

Credit Account 4612 - Unqualified Circulating Cash Processed, Awaiting Settlement to Customers

At the same time, prepare a Credit Posting Form to reduce the balance of the "money in transit" account when the item was sent for appraisal, which has been concluded as genuine money and meets the conditions for exchange:

Credit Account 909 - Money in Transit (details: Suspected Counterfeit Money)

When settling with customers, the accountant accounts for:

Debit Account 4612 - Unqualified Circulating Cash Processed, Awaiting Settlement to Customers

Credit appropriate account

ii) At the branch that requested the appraisal of suspected counterfeit money:

Based on the appraisal results, the accountant prepares a Credit Posting Form to reduce the balance of the "money in transit" account when the item was sent for appraisal, which has been concluded as genuine money and meets the conditions for exchange:

Credit Account 909 - Money in Transit (details: Suspected Counterfeit Money)

Based on the Credit report transferred from the Trading Department/ or State Bank Branch in Ho Chi Minh City, the accountant accounts for:

Debit Account 5111 - Money Transferred Out This Year

Or Debit Account 5211 - Money Transferred Out This Year

Credit Account 4612 - Unqualified Circulating Cash Processed, Awaiting Settlement to Customers

When settling with customers, the accountant accounts for:

Debit Account 4612 - Unqualified Circulating Cash Processed, Awaiting Settlement to Customers

Credit appropriate account

iii) When collecting exchange fees, the accountant accounts for:

Debit appropriate account

Credit Account 733 - Revenue from Banking Services

b) If the appraisal result is genuine money but does not meet the conditions for exchange: Based on the appraisal results, the requesting unit handles:

i) The accountant prepares a Credit Posting Form to reduce the balance of the "money in transit" account when the item was sent for appraisal, which has been concluded as genuine money but does not meet the conditions for exchange and accounts for:

Credit Account 909 - Currency in Transit

(details: Suspected Counterfeit Money)

ii) The treasury department returns the item to the organization or individual whose money was temporarily seized.

c) If the appraisal result is counterfeit money:

i) At the Trading Department or State Bank Branch in Ho Chi Minh City: Based on the Counterfeit Money Seizure Record transferred by the treasury department, the accountant prepares a Warehouse Entry Form and accounts for:

Debits Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Money Awaiting Processing (details: Counterfeit Money)

ii) At the branch that requested the appraisal (including cases where the Trading Department/ or State Bank Branch in Ho Chi Minh City requested the appraisal), handle:

+ Based on the appraisal results, the accountant prepares a Credit Posting Form to reduce the balance of the "money in transit" account when the item was sent for appraisal, which has been concluded as counterfeit money.

+ Based on the appraisal results of the appraisal agency and the Counterfeit Money Seizure Record of the Trading Department or of the State Bank Branch in Ho Chi Minh City, notify the organization or individual whose money was temporarily seized.

Article 16. Accounting for suspected damaged currency and damaged currency:

1. For suspected damaged currency:

a) Upon discovering suspected damaged currency: Based on the Temporary Seizure Record of Suspected Damaged Currency, the Accountant shall prepare an Inventory Entry Form and account as follows:

Debit Account 9089 (Expense - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Currency Awaiting Processing (details: Suspected Damaged Currency Awaiting Processing))

b) When releasing items from storage for appraisal, the Accountant shall prepare an Inventory Release Form and account as follows:

Credit Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Currency Awaiting Processing (details: Suspected Damaged Currency Awaiting Processing)

At the same time, prepare a Debit Entry Form to track currency in transit:

Debit Account 909 - Currency in Transit

(details: Suspected Damaged Currency Awaiting Processing)

c) Handling after receiving the appraisal results: Based on the appraisal results, the Accountant shall prepare a Credit Entry Form to settle the balance of the "currency in transit" account when sending items for appraisal and account as follows:

Credit Account 909 - Currency in Transit

(details: Suspected Damaged Currency Awaiting Processing)

i) If the appraisal result is not damaged currency and meets the conditions for exchange and direct payment in cash: Handle accounting as for the case of exchanging non-standard circulating money for standard circulating money, as stipulated in Article 17 of this Regulation.

ii) If the appraisal result is not damaged currency but meets the conditions for exchange and payment by transfer:

+ Prepare a Receipt Form to collect money and account:

Debit Account 1022 - Unqualified Circulating Cash

Credit appropriate account

+ Prepare a Fee Receipt for Currency Exchange (if applicable) and account:

Debit appropriate account

Credit Account 733 - Revenue from Banking Services

iii) In the case where the appraisal result is not damaged currency but does not meet the conditions for exchange: return the item to the unit or individual whose currency was temporarily seized, clearly stating the reason for not being able to exchange for the unit or individual with suspected damaged currency that was temporarily seized.

iv) In the case where the appraisal result is damaged currency: Handle according to the provisions of Clause 2 of this Article.

2. For confirmed damaged currency:

a) Confirmed damaged currency with identifiable denomination: Based on the Receipt Record of Damaged Currency transferred by the treasury department, the Accountant shall prepare a Receipt Form and account as follows:

Debit Account 1024 - Damaged Currency

Credit Account 468 - Other Pending Payment Items

(details: receipts from cash issuance operations awaiting processing)

b) Confirmed damaged currency without identifiable denomination: Based on the Receipt Record of Damaged Currency transferred by the treasury department, the Accountant shall prepare an Inventory Entry Form at an agreed price and account as follows:

Debit Account 9089 - Suspected Counterfeit Money, Counterfeit Money, Suspected Damaged Currency Awaiting Processing (details: Damaged Currency Without Identifiable Denomination)

Article 17. Accounting for the collection of non-standard circulating money exchange and currency type exchange within the Non-Circulating Fund

1. Accounting for the collection of non-standard circulating money exchange:

a) For non-standard circulating money meeting the conditions for exchange:

The Cashier shall collect and exchange according to the current regulations on the recovery and exchange of non-standard circulating money; record in the tracking book and exchange money for customers from the amount temporarily borrowed for type exchange on the same day.

For cases where fees for exchanging non-standard circulating money must be collected according to regulations, when collecting the fee, the Accountant shall prepare a Receipt Form and account:

Debit Account 1021 - Standard Circulation Currency

Credit Account 733 - Revenue from Banking Services

b) For non-standard circulating money whose conditions for exchange have not been determined or whose type has not been determined: Classify and handle accounting similarly according to the provisions of Article 16 of this Regulation.

c) For genuine money mistakenly stamped as counterfeit:

Upon discovering genuine money mistakenly stamped as counterfeit, the treasury department shall prepare a Receipt Record of Seized Items and exchange it as non-standard circulating money to compensate the customer for the wrongly seized and incorrectly stamped money. The Accountant shall prepare accounting vouchers:

i) If the money was submitted by the customer to the State Bank, account as per sub-clause a, Clause 1, of this Article.

ii) If the money was submitted by credit institutions (CIs) or State Treasury (ST) to the State Bank, account:

Debit Account 1022 - Unqualified Circulating Cash

Credit Suitable Account (Deposits of ST, CI...)

2) Accounting for advance payments for currency type exchange within the Non-Circulating Fund:

a) Based on the approved Advance Request for Currency Type Exchange, the Accountant shall prepare a Payment Form and account as follows:

Debit Account 3639 - Other Receivables (details: Transferred Funds)

(details: recipient of advance payment for currency type exchange activities)

Credit Account 1021 - Standard Currency in Circulation

b) At the end of the working day, the Cashier must be responsible for returning and settling the advance payment made at the beginning of the day for currency type exchange on the same day, the Accountant shall prepare a Receipt Form and account:

Debit Account 1021 - Standard Circulation Currency

Or/and Debit Account 1022 - Unqualified Circulating Cash

Credit Account 3639 - Other Receivables

(details: recipient of advance payment for currency type exchange activities)

Article 18. Accounting for Results After Selecting Fit-for-Circulation Currency

Based on the Record of Selecting Unfit-for-Circulation Currency from Fit-for-Circulation Currency or the Record of Selecting Fit-for-Circulation Currency from Unfit-for-Circulation Currency, the Accountant shall prepare accounting vouchers:

1. For Unfit-for-Circulation Currency selected from Fit-for-Circulation Currency:

Debit Account 1022 - Unqualified Circulating Cash

Credit Account 1021 - Standard Currency in Circulation

Or Debit Account 1012 - Unfit-for-Circulation Currency

Credit Account 1011 - Standard Circulation Currency

2. For Fit-for-Circulation Currency selected from Unfit-for-Circulation Currency:

Debit Account 1021 - Standard Circulation Currency

Credit Account 1022 - Non-standard Currency in Circulation

Or Debit Account 1011 - Fit-for-Circulation Currency

Credit Account 1012 - Unfit-for-Circulation Currency

Article 19. Accounting for the Recovery of Suspended Circulation Currency

1. Accounting for Currency Announced to be Suspended from Circulation at the Central Bank's Treasury:

At the time of suspension, the units of the State Bank shall complete the necessary procedures and conduct an inventory of the types of currency that have been announced to be suspended from circulation.

a) For the Reserve Fund: Based on the Inventory Record of Actual Reserves of Currency Announced to be Suspended from Circulation, which matches the records in the ledger, the Accountant shall prepare a Payment Voucher for Fit-for-Circulation Currency/Unfit-for-Circulation Currency, simultaneously prepare a Receipt Voucher for Suspended Circulation Currency, and record:

Debit Account 1023 - Suspended Circulation Currency

Credit Account 1021 - Standard Currency in Circulation

Or/and Credit Account 1022 - Unfit-for-Circulation Currency

b) For the Distribution Fund: Based on the Inventory Record of Actual Stock of Currency Announced to be Suspended from Circulation, which matches the records in the ledger, the Accountant shall prepare a Warehouse Dispatch Voucher for Fit-for-Circulation Currency/Unfit-for-Circulation Currency, simultaneously prepare a Warehouse Receipt Voucher for Suspended Circulation Currency, and record:

Debit Account 1013 - Suspended Circulation Currency

Credit Account 1011 - Standard Circulation Currency

Or/and Credit Account 1012 - Unfit-for-Circulation Currency

2. Accounting for the Exchange of Suspended Circulation Currency Eligible for Exchange:

a) For Banks, Treasury: Based on the receipt voucher signed by the Cashier with the stamp "currency received," the Accountant shall record:

Debit Account 1023 - Suspended Circulation Currency

Credit Suitable Account (Deposits of ST, CI...)

b) For Organizations and Individuals without Accounts at the State Bank:

i) When customers deposit currency, the Accountant shall prepare a Receipt Voucher, transfer the receipt voucher to the treasury department as the basis for receiving the currency. Based on the Receipt Voucher signed by the Cashier with the stamp "currency received," the Accountant shall record:

Debit Account 1023 - Suspended Circulation Currency

Credit Account 4619 - Other Payables (details: Exchange of Suspended Circulation Currency)

ii) When disbursing to customers: The Accountant shall prepare a Payment Voucher, record the cash journal, and record while transferring the payment voucher to the treasury department to process the payment to the customer:

Debit Account 4619 - Other Payables (details: Exchange of Suspended Circulation Currency)

Credit Account 1021 - Standard Currency in Circulation

Section 5

ACCOUNTING FOR DESTROYED CURRENCY

Article 20. Accounting for Destroyed Currency

1. Accounting and Tracking Currency Sent for Destruction:

a) Destruction of Currency in the Distribution Fund: Based on the Governor's Decision regarding the quantity and value of the types of currency to be destroyed, the Transfer Order, and the Warehouse Dispatch Voucher (corresponding to each type of currency sent for destruction according to the Transfer Order), the Accounting and Finance Department shall record:

Debit Account 401 - Currency for Issuance

(details according to each type and denomination of currency sent for destruction)

Credit Account 1012 - Unfit-for-Circulation Currency

Or/and Credit Account 1013 - Suspended Circulation Currency

Or/and credits Account 1014 - Damaged Money in the DTPH Fund

Based on the Warehouse Receipt Voucher for Destroyed Currency, the Handover Record between the Central Treasury and the Destruction Committee, the Accountant shall record and track off-balance-sheet currency sent for destruction:

Debit Account 903 - Currency Sent for Destruction

(details according to each type of currency sent for destruction)

b) Destruction of Currency not in the Distribution Fund: Based on the Governor's Decision regarding the destruction of sample currency, counterfeit currency, and damaged currency of undetermined denomination, the Transfer Order (for sample currency destruction), and the Warehouse Dispatch Voucher, the Accounting and Finance Department shall record:

Credit Account 9081 - Sample Currency

(details: Announced Circulation Sample Currency)

Or Credit Account 9089 - Counterfeit Currency, Suspected Counterfeit Currency, Damaged Currency Awaiting Disposal (details: Counterfeit Currency)

Or Credit Account 9089 - Counterfeit Currency, Suspected Counterfeit Currency, Damaged Currency Awaiting Disposal (details: Damaged Currency of Undetermined Denomination)

Based on the Handover Record and the Warehouse Receipt Voucher for Destroyed Currency, the Accountant shall record and track off-balance-sheet currency sent for destruction:

Debit Account 903 - Currency Sent for Destruction

(details according to each type of currency sent for destruction)

2. Accounting for the Results of Destroyed Currency:

By the end of the month or periodically, or at the end of the destruction period (no later than 10 working days after the end of destruction), the Destruction Committee must send a Confirmation Record of Complete Destruction to the Accounting and Finance Department.

Based on the Confirmation Record of Complete Destruction from the Destruction Committee, the Accounting and Finance Department shall record the amount of currency destroyed according to the figures in the Record:

Debit Account 904 - Currency Destroyed

(details according to each type of currency destroyed)

Credit Account 903 - Currency Sent for Destruction

(details according to each type of currency sent for destruction corresponding to it)

At the end of the destruction period, Account 903 - Currency Sent for Destruction will be zeroed out.

Chapter 6

HANDLING SURPLUS AND SHORTAGE DISCOVERED THROUGH INVENTORY COUNTS

Article 21. Handling cases of excess and shortage of money discovered through counting at the State Bank of Vietnam unit receiving money (Unit A of the State Bank of Vietnam)

1. In case Unit A of the State Bank of Vietnam conducts counting:

a) Temporary advance to cover shortage of money: Based on the approved Request for Temporary Advance, the Accountant prepares a Payment Voucher and records:

Debit Account 3639 - Other Receivables (details: Transferred Funds)

(details: Temporary advance for money counting)

Credit Account 103 - Cash at subordinate units

Or Credit Account 1021 - Circulating standard currency

Or/and Credit Account 1022 - Non-circulating standard currency

b) In case excess money is discovered during the counting process: The Counting Committee submits the excess amount discovered through counting to the Cash Fund at the subordinate unit (for the Counting Committee at the Central Treasury)/or the Staff Fund, the Accountant prepares a Receipt Voucher and records:

Debit Account 103 - Cash at subordinate units

Or Debit Account 1021 - Circulating standard currency

Credit Account 4635 - Excess fund, assets awaiting processing

(details: Excess fund of branch/bank branch/Central Office/Branch Office of Issue and Treasury)

c) Refund the temporarily advanced amount by the Counting Committee:

i) For the amount temporarily advanced but not fully utilized: The Accountant prepares a Receipt Voucher and records:

Debit Account 103 - Cash at subordinate units

Or Debit Account 1021 - Circulating standard currency

Or Debit Account 1022 - Non-circulating standard currency

Credit Account 3639 - Other Receivables

(details: Temporary advance for money counting)

ii) For the technical error money discovered through counting and determined as non-circulating standard currency removed, it is submitted to the fund to refund the circulating standard currency: The Accountant prepares a Receipt Voucher and records:

Debit Account 1022 - Unqualified Circulating Cash

Credit Account 3639 - Other Receivables

(details: Temporary advance for money counting)

2. In case Unit A of the State Bank of Vietnam pays money to commercial banks and government agencies within its jurisdiction, and these entities conduct counting:

a) Based on the Counting Report and documents transferred by commercial banks and government agencies reporting the shortage discrepancy, the Accountant prepares a Transfer Voucher and records:

b) Based on the Counting Report, sealed items (if any) transferred by commercial banks and government agencies regarding the excess discrepancy, the Accountant processes and records:

3. Accounting treatment of the results after counting at Unit A of the State Bank of Vietnam:

a) For the counting results of transferred money received:

i) Handling shortage discrepancy: Based on the Counting Report and seals, the Accountant reports the debit of the shortage discrepancy amount while simultaneously reporting the credit of the excess discrepancy amount (if any) to related units and records:

Report debit of the shortage discrepancy amount:

Simultaneously report credit of the excess discrepancy amount (if any):

ii) Handling excess discrepancy: Based on the Counting Report and seals, the Accountant reports the credit of the excess discrepancy amount while simultaneously reporting the debit of the shortage discrepancy amount (if any) to related units and records:

Report credit of the excess discrepancy amount:

Simultaneously report debit of the shortage discrepancy amount (if any):

b) For the counting results of money received and transferred within the jurisdiction: Based on the Counting Report and seals, the Accountant prepares a Transfer Voucher reporting the debit of the shortage discrepancy amount/reporting the credit of the excess discrepancy amount (if any) to relevant commercial banks and government agencies:

i) Handling shortage discrepancy:

ii) Handling excess discrepancy:

c) In case the sealed excess or shortage belongs to Unit A of the State Bank of Vietnam (the person named on the seal is an employee of Unit A of the State Bank of Vietnam):

Based on the Counting Report and seals sent by commercial banks and government agencies conducting counting, the Accountant prepares documents to recover the shortage amount from individuals named on the seal who are short of money or record the excess amount of the State Bank of Vietnam according to the seal showing excess money and records:

i) Handling sealed shortage:

Debit Account 3635 - Embezzlement, shortage, assets awaiting processing (details: Individual must compensate for shortage)

Credit Account 3639 - Other receivables

(details: Temporary advance for money counting)

ii) Handling sealed excess:

Debit Account 4635 - Excess fund, assets awaiting processing

(details: Excess fund of branch/bank branch)       

Credit Account 799 - Other income

iii) When recovering the shortage amount from individuals, employees of the State Bank of Vietnam:

Debit appropriate account

Credit Account 3635 - Embezzlement, shortage, assets awaiting processing (details: Individual must compensate for shortage)

Article 22. Handling cases of shortage or excess cash discovered through counting at the unit transferring money (Unit NHNN B)

1. At the Branch Office or Sub-branch transferring money:

a) Upon receiving the debit report from the receiving unit regarding the amount of cash shortage, the Accountant shall record:

Debit Account 3635 - Embezzlement, loss of money and property pending resolution

(details: Loss of money from the sub-branch/ branch office)

Credit Account 5112 - Money Received This Year

Or credits Account 5212 - Advance Payments Due This Year

Or Credit Account 591 - Inter-unit payments within NHNN

Or Credit Suitable Account (Deposits with KBNN, TCTD...)

b) Upon receiving the credit report from the receiving unit returning the excess amount, the Accountant shall record:

Debit Account 5112 - Funds Transferred This Year

Or Debit Account 5212 - Inter-branch Transactions This Year

Or Debit Account 591 - Inter-unit payments within NHNN

Or Debit Suitable Account (Deposits with KBNN, TCTD...)

Credit Account 4635 - Excess fund, assets awaiting processing

(details: Excess fund of branch/bank branch)

c) Accounting treatment for individual excess or shortage amounts:

i) Basis for handling excess or shortage for each relevant unit or individual:

- If the person named on the seal has excess or shortage belonging to Unit NHNN B: Based on the Counting Report and Seal provided by the receiving unit, the Accountant prepares documentation to record the excess amount according to the seal for NHNN or recover the shortage amount from the individual named on the shortage seal.

- If the person named on the seal has excess or shortage not belonging to Unit NHNN B: Based on the Counting Report and Seal, transfer back the excess amount to the unit with excess according to the Counting Report; recover the shortage amount from the unit with shortage according to the Counting Report.

ii) In case of excess amount (receiving credit report):

iii) In case of shortage amount (receiving debit report):

iv) In case there is no excess or shortage (no credit/debit report received, only seals and Counting Reports about excess and shortage):

The excess amount of each unit according to the Counting Report

d) Upon receiving the credit report from the receiving unit returning the money to the person named on the shortage seal due to suspected counterfeit or damaged money previously temporarily withheld but later determined not to be counterfeit or damaged, the Accountant shall record:

Debit Account 5112 - Funds Transferred This Year

Or Debit Account 5212 - Inter-branch Transactions This Year

Or Debit Account 591 - Inter-unit payments within NHNN

Credit Account 4635 - Excess fund, assets awaiting processing

(details: Excess fund of branch/bank branch)

i) If the person named on the seal belongs to Unit NHNN B:

Debit Account 4635 - Excess fund, assets awaiting processing

(details: Excess fund of branch/bank branch)

+ If the person named on the seal (suspected counterfeit or damaged money) led to a shortage that was previously compensated, now determined not to be counterfeit or damaged, the compensation will be returned. When making the payment, the Accountant shall record:

Credit Account 1021 - Money meeting circulation standards:

Debit Account 4635 - Excess fund, assets awaiting processing

(details: Excess fund of branch/bank branch)

+ If not yet compensated, the Accountant shall record:

Credit Account 3635 - Embezzlement, loss of money and property pending resolution

(details: Individual recorded as having a shortage previously - if not yet compensated)

Debit Account 4635 - Excess fund, assets awaiting processing

(details: Excess fund of branch/bank branch)

Credit Account 799 - Other income

+ If previously suspected counterfeit or damaged money was temporarily withheld but did not result in a shortage:

Debit Account 5112 - Funds Transferred This Year

Or Debit Account 5212 - Inter-branch Transactions This Year

Or Debit Account 591 - Inter-unit payments within NHNN

Credit Suitable Account (Deposits of ST, CI...)

ii) If the person named on the seal does not belong to Unit NHNN B:

2. At NHNN (Accounting and Finance Department):

a) Upon receiving the debit report from the NHNN unit reporting a shortage of newly printed or minted money still in original sealed condition without circulation, the accounting entry shall reduce "money for issuance" from circulation:

Debit Account 401 - Money for Issuance

(details according to each type and denomination)

Or credits Account 5212 - Advance Payments Due This Year

Or Credit Account 5112 - Transferred funds this year

Or Credit Account 591 - Inter-unit payments within NHNN

Simultaneously, open a ledger to track the shortage amount and notify the Currency Issuance and Treasury Department to handle according to current regulations.

Debit Account 5112 - Funds Transferred This Year

Or Debit Account 5212 - Inter-branch Transactions This Year

Or Debit Account 591 - Inter-unit payments within NHNN

b) Upon receiving the credit report of excess newly printed or minted money still in original sealed condition without circulation, the accounting entry shall increase "money for issuance" into circulation:

Debit Account 401 - Money for Issuance

Credit Account 401 - Money for Issuance

Article 23. Handling cases of excess and shortage of money discovered during the destruction process

1. At the State Bank of Vietnam (Accounting and Finance Department):

Based on the Summary Table of Excess and Shortage of Money during the Counting Process for Destruction established by the Destruction Committee, the Accounting and Finance Department shall record the excess amount as a credit entry and the shortage amount as a debit entry (for the destruction of money from the DTPH Fund) to relevant units and record it accordingly:

a) For units with excess money:

Simultaneously, based on the Confirmation Report of Complete Destruction Results sent by the Destruction Committee, determine the excess amount compared to the initial amount issued to prepare the accounting entry for external receipts:

Debit Account 903 - Money Sent for Destruction

(details according to each type of currency sent for destruction corresponding to it)

b) For units with shortage of money:

Simultaneously, based on the Confirmation Report of Complete Destruction Results sent by the Destruction Committee, determine the shortage amount compared to the initial amount issued to prepare the accounting entry for external payments:

Credit Account 903 - Currency Sent for Destruction

(details according to each type of currency sent for destruction corresponding to it)

c) For money that still meets circulation standards selected through the counting process for destruction: The Destruction Committee shall handle the procedures for issuing destroyed money from the warehouse, re-entering the DTPH Fund; based on the Transfer Order, the Money Handover Report between the Destruction Committee and the Central Money Warehouse, the Accountant shall prepare the Receipt Entry and record it:

Debit Account 1011 - Standard Circulation Currency

Credit Account 401 - Money for Detailed Issuance.

(detailed according to each type and denomination of money)

Simultaneously, prepare the accounting entry to reduce the amount of money sent for destruction corresponding to the amount re-entered into the DTPH Fund:

Credit Account 903 - Currency Sent for Destruction

(details according to each type of currency sent for destruction corresponding to it)

2. At branches and Trading Departments:

The accounting and handling of shortages and excesses discovered through the counting process for destruction shall be carried out in accordance with the provisions of Article 22 of this Regulation.

Chapter III

INSPECTION, CROSS-CHECKING OF DATA AND REGULAR REPORTS

Article 24. Inspection and Cross-checking of Data

1. Daily data cross-checking:

a) The end-of-day inventory check shall be conducted in accordance with the current regulations of the Governor of the State Bank of Vietnam on fund management.

b) Based on the results of the end-of-day fund inventory check, the Head of the Accounting and Settlement Department or the person authorized by the Head of the Accounting and Settlement Department of branches and Trading Departments shall be responsible for cross-checking the data with the records in the Cash Journal and accounting books to confirm the accuracy of the actual inventory count against the accounting records according to the current fund management regulations. In case the actual inventory count differs from the accounting records, the cause must be identified and addressed promptly.

2. Monthly data cross-checking:

Each month, the Branch Inventory Committee, the Issuance and Treasury Management Bureau shall conduct an inventory of the DTPH Fund; the Destruction Committee shall conduct an inventory of the money assigned for destruction stored in the destruction money warehouse and cross-check it with the accounting records according to the current fund management regulations, prepare reports and submit them to the State Bank of Vietnam in accordance with the current regulations.

3. Six-monthly, year-end, and ad hoc data cross-checking:

Annually, every six months on January 1st and July 1st, or ad hoc, the Central Money Warehouse Inventory Committee, the Branch Money Warehouse Inventory Committee, and Trading Departments shall conduct a comprehensive inspection of safety measures for funds and a full cash inventory, be responsible for cross-checking the actual inventory data with the accounting records according to the current fund management regulations, prepare reports and submit them to the State Bank of Vietnam in accordance with the current regulations.

Article 25. Report

Relevant units of the State Bank shall establish and submit the Report in accordance with the guidelines set out in the List of Categories and the accompanying annex forms (from number 01 to number 07) issued together with this Regulation.

Chapter IV

IMPLEMENTING PROVISIONS

Article 26. Implementation

1. The Director of the Accounting and Finance Department shall be responsible for guiding units opening detailed accounting accounts as required for management purposes to record accounting transactions in accordance with this Regulation, and coordinating to inspect and monitor relevant units of the State Bank in implementing this Regulation.

2. The Director of the Issuance and Treasury Department shall be responsible for guiding treasury business mechanisms and coordinating with relevant units of the State Bank to inspect and monitor relevant units of the State Bank in implementing this Regulation.

3. The Director of the General Audit Department shall be responsible for leading the inspection and monitoring of relevant units of the State Bank in implementing this Regulation.

4. The Director of the Banking Information Technology Department shall be responsible for providing and guiding units in applying software to serve the recording of accounting transactions as prescribed in this Regulation.

5. The Governor of the State Bank's provincial branch, the Governor of the State Bank's Trading Department, and the Destruction Committee shall be responsible for directing and implementing this Regulation at their respective units.