Regulations on translating accounting documents into Vietnamese according to Vietnamese law

Do accounting documents and documents accompanying accounting documents such as types of contracts, investment project documents, and settlement reports have to be translated into Vietnamese?

1. How is the form system regulated in accounting documents?

Pursuant to Article 117 of Circular 200/2014/TT-BTC regulating the form system of accounting documents

– The types of accounting documents in Appendix 3 of this Circular are of the guidance type. Enterprises are allowed to proactively develop and design accounting document forms in accordance with their operational characteristics and management requirements, but must meet the requirements of the Accounting Law and ensure the principles of clarity, transparency, timeliness, ease of inspection, control and comparison.

– In case of not building and designing their own voucher forms, enterprises can apply the form system and guide the content of recording accounting documents. according to the instructions in Appendix 3 of this Circular.

– Enterprises with specific economic and financial operations that are subject to regulation by other legal documents shall apply the regulations on documents in those documents.

We see that the use and construction of accounting document forms belongs to the right of the enterprise but must meet the conditions prescribed by law. law.

2. How are accounting documents prepared and signed?

The preparation and signing of accounting documents is stipulated in Article 118 of Circular 200/2014/TT-BTC as follows:

– All economic and financial operations arising related to the operations of the enterprise must be prepared with accounting documents. Accounting documents are only created once for an economic or financial transaction. The content of accounting documents must fully meet the criteria, must be clear and honest with the content of economic and financial operations arising. Writing on documents must be clear, without erasures or abbreviations. The amount written in words must match the amount written in numbers.

– Accounting vouchers must be prepared in sufficient numbers as prescribed for each voucher. For documents with multiple copies, they must be prepared once for all copies with the same content. In special cases where many copies must be made but all copies of documents cannot be written at once, you can write them twice but must ensure consistency in the content and legality of all copies of documents.

– All accounting documents must have enough signatures according to the title specified on the document to be valid. Particularly, electronic documents must have an electronic signature according to the provisions of law. All signatures on accounting documents must be signed with a ballpoint pen or ink pen, not with red ink or pencil. Signatures on accounting documents used to pay money must be signed on each copy. The signature on a person’s accounting documents must be consistent and must be the same as the registered signature according to regulations. In case the signature is not registered, the next signature must match the previous signature.

– Enterprises that do not have the title of chief accountant must appoint a person in charge of accounting to deal with customers and banks. The chief accountant’s signature is replaced with the signature of the person in charge of accounting of that unit. The person in charge of accounting must properly perform the duties, responsibilities and rights prescribed for the chief accountant.

– The signature of the head of the enterprise (General Director, Director or authorized person), the chief accountant (or authorized person) and the stamp on the document must match the valid stamp and signature sample registered at the bank. The accountant’s signature on the document must be the same as the signature registered with the chief accountant.

– The chief accountant (or authorized person) must not sign “on behalf of the authority” of the head of the enterprise. Authorized persons may not sub-authorize others.

– Enterprises must open a book to register sample signatures of treasurers, storekeepers, accountants, chief accountants (and authorized persons), General Director (and authorized persons). The signature sample registration book must have page numbers and stamps that are managed by the head of the unit (or authorized person) for convenient inspection when necessary. Each person must sign three sample signatures in the registration book.

– Individuals who have the right or authorization to sign documents are not allowed to sign accounting documents that have not been recorded or have not fully recorded the document content according to the responsibility of the signer.

– The decentralization of signing on accounting documents is prescribed by the General Director (Director) of the enterprise in accordance with the law, management requirements, ensuring strict control and asset safety.

3. Do accounting documents and documents accompanying accounting documents such as types of contracts, investment project documents, and settlement reports have to be translated into Vietnamese?

According to Article 120 of Circular 200/2014/TT-BTC amended by Clause 6, Article 1 of Circular 53/2016/TT-BTC stipulating the translation of accounting documents into Vietnamese as follows:

– Accounting documents recorded in foreign languages, when used to record accounting books in Vietnam, must be translated into Vietnamese. Documents that arise rarely or arise many times but have different content must have the entire content of the accounting documents translated. For documents that arise multiple times with the same content, the first copy must be completely translated. From the second copy onwards, only the main contents will be translated such as: Document name, name of unit and individual preparing it, name of unit and individual receiving, economic content of the document, title of the person signing on the document… The translator must sign, clearly state full name and be responsible for the content translated into Vietnamese. Documents translated into Vietnamese must be attached to the original in a foreign language.

– Documents attached to accounting documents such as contracts, documents attached to payment documents, investment project files, settlement reports and other related documents do not have to be translated into Vietnamese unless requested by a competent state authority.

Thus, according to the above regulations, we If you see accounting documents in a foreign language, when used to record accounting books in Vietnam, they must be translated into Vietnamese. Documents attached to accounting documents such as contracts, documents attached to payment documents, investment project documents, settlement reports and other related documents do not have to be translated into Vietnamese unless requested by a competent state authority.