What are requirements of drawing the banking accounting voucher in Vietnam?

What are requirements of drawing the banking accounting voucher in Vietnam? (Image from the Internet)

Requirements of drawing the banking accounting voucher are specified in Article 7 of Decision 1789/2005/QD-NHNN on the issuance of the regime on banking accounting vouchers issued by the Governor of the State Bank. To be specific:

1. The accounting voucher shall be drawn for any arising financial, economic operation which are related to the currency trading activity and banking service, the receipt and use of funds sources, expenses; receipts, expenses, setting up and use of funds by banks... The banking accounting voucher shall be only drawn one time for each arising economic, financial operation.

2. All banking accounting vouchers (including those drawn by the bank and by the customer) must be drawn clearly, sufficiently, timely and accurately in line with contents provided for in the form.

3. With respect to cheques, it is obliged for the customers to draw under the printed form they receive from the bank where their deposit account is opened. For voucher of money transfer to the State Treasury for tax, budget payment, it is required to fully state the tax code, budget index of tax, budget payer. In respect of vouchers used for the treatment of internal operations of a bank, the bank must use the form of internal vouchers drawn by the bank, such as Transfer notes, Receipt notes, payment note,... and shall not be permitted to use vouchers drawn by the customer.

4. Paper based accounting voucher must have the required number of sheets. In case of a financial, economic operation where many sheets of accounting voucher need to be drawn, contents on those sheets must be alike and drawn for only one time in line with the actual time, place, content and the money amount of the arising economic operation. In case where a printed voucher is defected, lacks sheet or incorrectly stated, it shall be cancelled by crossing (X) or stating the word CANCELLED in all the defected, incorrect sheets. The sheets of the vouchers with already printed number (such as Cheque, Inter-bank Advice,...), which are incorrectly written, must be sufficiently detained at the coupon or the voucher book before proceeding the destruction. Upon the destruction of important vouchers, which are wrongly written, it is required to draw up a minute of destruction and carry out the destruction in accordance with the applicable provisions.

Paper based accounting vouchers drawn by a bank or transformed from the electronic voucher to the paper based one for the transaction, payment with organizations, individuals other than banks, the sheet sent to the outside unit must be sealed by the bank (branch, operation department...). The use of seal to affix on accounting, payment vouchers within the bank shall be provided for by the General Manager (Manager) of that bank, providing that the validity of the voucher must be ensured and in line with provisions of the law on the management and use of seal.

5. Content of the financial, economic operation in the banking accounting voucher must be written with full sentence, clear meaning. For paper based voucher, it is required to use an ink pen (in violet, green, black colour) to write, number and words must be written consecutively without space, any blank must be crossed; it is not permitted to abbreviate, to write letter without accent mark, write faintly or blurrily, to erase, correct, write in red ink (except for the accounting note drawn up for the correction of mistake). Vouchers which are erased, corrected shall be valueless for payment and making entry in the banking accounting book;

6. Drawal date, month, year of a bank accounting voucher shall be stated in number. Drawal date of the voucher shall be the date when it is actually submitted to the bank (except for the vouchers which are permitted to separate the drawal date and date of book-entry as two different contents);

It is obliged to state the number of the voucher in the banking accounting voucher, for the vouchers with already printed number, the voucher number shall be that printed number, for voucher drawn by the customer, it shall be numbered by the customer. In respect of cheque, the serial number and cheque number of the issuing customer must be in conformity with the serial number and the number of the cheque sold by the bank (where the customer opens his account) to the customer. The Chief Accountant or the person who is in charge of the bank accounting (hereinafter referred to as the chief accountant) shall provide for in details the numbering of the vouchers drawn by his bank.

7. It is required to state the amount of money in the banking accounting voucher in both number and word. The amount in word must be clear in meaning, the first character of the amount in word must be capitalized and very close to the tab of the first line, skipping line, space between words shall be prohibited, it is not permitted to insert any word (on different line) into two consecutive words in the voucher.

8. The drawer, approver and other persons who sign their names on the banking accounting voucher shall be responsible for the content of the accounting voucher.

9. The banking accounting voucher which is drawn in the form of an electronic voucher must comply with provisions in Article 18, paragraph 1 and paragraph 2, Article 19 of the Law on Accounting and provisions in this Regime:

- Electronic vouchers must be drawn in accordance with the stipulated form, structure, format with full contents and the validity of the accounting voucher must be ensured.

- Electronic vouchers stated in the information carrier must have specific instructions in terms of time, technical elements in order to ensure the use, inspection, control of the electronic voucher as necessary.

- Data, information in the voucher must be reflected clearly, truthfully, accurately and be encoded in accordance with applicable provisions. The voucher must have full electronic signatures of the concerned people who are responsible for the accuracy, prudence of the data; the electronic signature in the voucher must match with the electronic signature which is granted and managed by the bank where the account is opened or by the Payment Center of the Bank.

- Date, month, year of drawal of the electronic voucher must be stated in number and in the form of: DD/MM/YYYY (of which, DD is the date; MM is the month; YYYY is the year).

- The cancellation, correction of the electronic voucher which is wrongly drawn shall be implemented in accordance with provisions of applicable laws and of the State Bank on the treatment of errors in the electronic payment transaction.

For your information.