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THE
STATE BANK OF VIETNAM
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SOCIALIST
REPUBLIC OF VIETNAM
Independence – Freedom – Happiness
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No.
32/2006/QD-NHNN
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Hanoi,
July 19, 2006
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DECISION
ON THE ISSUANCE OF THE REGULATION ON COMPUTER ACCOUNTING
APPLICABLE TO THE STATE BANK, CREDIT INSTITUTIONS
THE GOVERNOR OF THE STATE BANK
- Pursuant to the Law on the
State Bank of Vietnam issued in 1997 and the Law on the amendment, supplement
of several articles of the Law on the State Bank of Vietnam issued in 2003;
- Pursuant to the Law on Credit Institutions issued in 1997 and the Law on the
amendment, supplement of several articles of the Law on Credit Institutions
issued in 2004;
- Pursuant to the Law on Accounting issued in 2003;
- Pursuant to the Law on Electronic transaction issued in 2005;
- Pursuant to the Decree No. 128/2004/ND-CP dated 31/5/2004 of the Government
providing in details for and guiding the implementation of several articles of
the Law on Accounting applicable to the state accounting area.
- Pursuant to the Decree No. 129/2004/ND-CP dated 31/5/2004 of the Government
providing in details for and guiding the implementation of several articles of
the Law on Accounting applicable to business activities.
- Pursuant to the Decree No. 52/2003/ND-CP dated 19/5/2003 of the Government
providing for the function, assignment, authority and organizational structure
of the State Bank;
- Pursuant to the Official Dispatch No. 8178/BTC-CDKT dated 03/7/2006 of the
Ministry of Finance on the “Approval for the issuance of the Regulation on the
accounting on computer applicable to the State Bank, Credit Institutions”;
- Upon the proposal of the Director of Finance – Accounting Department,
DECIDES:
Article 1.
To issue in conjunction with this Decision the Regulation
on computer accounting applicable to the State Bank, credit institutions.
Article 2.
This Decision shall be effective after 15 days since its
publication on the Official Gazette.
Article 3.
Director of Administrative Department, Director of the
Finance – Accounting Department, Heads of related units of the State Bank,
General Managers of the State Bank branches in provinces, cities under the
Central Government’s management, General Director (Director) of credit
institutions shall be responsible for the implementation of this Decision.
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FOR
THE GOVERNOR OF THE STATE BANK OF VIETNAM
DEPUTY GOVERNOR
Vu Thi Lien
REGULATION
ON COMPUTER ACCOUNTING APPLICABLE TO THE STATE BANK, CREDIT
INSTITUTIONS
(Issued in conjunction with the Decision No.32/2006/QD-NHNN dated 19/7/2006
of the Governor of the State Bank)
Chapter I
GENERAL PROVISIONS
Article 1.
Governing scope and subjects of application
This Regulation provides for the
accounting performance by accounting software on the computer network
applicable to the State Bank of Vietnam, credit institutions (hereinafter
referred to as Banks) which fully satisfy conditions as provided for in Article
4 of this Regulation.
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In this Regulation, following
terms shall be construed as follows:
1. Computer accounting means
Banks use accounting software for the performance of accounting on the computer
network.
2. Accounting information system
is an information system which is set up for the sending, receipt, archive,
display or carrying out other processing for the data in accordance with
provisions of the laws on accounting.
3. Automatically accounted
transaction is a transaction, which is accounted automatically by accounting
software without any external intervention. These transactions are accounted
basing on the information created by the information system from available
database in the system (calculating the accumulated interest…) or basing on
electronic transactions of the customers (ATM transactions…).
4. Operational subsystem means
accounting divisions, which are divided on the basis of operational activities
of the Banks. These accounting divisions shall be responsible for entry,
supervision of data on financial, economic operation; determination of Debit
account, Credit account to the accounting information system about transactions
of operational activities that they are in charge.
5. Leger account is a general
account at the lowest level (at least its contents are similar to those of
general accounts of level 3 of the Accounts system issued by the Governor of
the SBV) which is stipulated in the accounts system being applied at Banks.
6. Ending time of a working day
is the time where a working cycle on the accounting information system ends,
and close of daily accounting book has been performed. After that time, there
shall not be any economic, financial operation to be dealt with, accounted into
the accounting book of the same day, except for transactions concerning the
adjustment of error in accordance with applicable provisions.
7. Heads of Banks shall be the
Governor of the State Bank, General Directors (Directors) of credit
institutions.
8. Heads of local banking units
(heads of banking units): are heads of units of the State Bank, credit
institutions which have an accounting apparatus and perform accounting on
computer (Branch, Operation Department…).
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1. The performance of accounting
on computer at Banks must comply with provisions of the Law on Accounting and
other provisions of related laws.
2. Accounting vouchers using in
the computer accounting are paper vouchers or electronic vouchers. The drawing,
control, archive of the accounting vouchers shall be implemented in compliance
with current provisions on vouchers.
3. General accounting shall only
be performed on the basis of the data of detailed accounting. Banks must assure
the sufficient, clear supply of the data of general accounting for drawing up
financial statements and data of detailed accounting for managing each specific
accounting subject.
4. Banks must assure the
principle of Debiting first, then Crediting or Debiting and Crediting at the
same time for economic, financial operations arising at their units. The
Crediting shall only be performed first where the Debiting is surely performed.
5. The computer accounting must
be performed in accordance with a closely controlled procedure that is issued
by the Head of the Bank.
6. People who are competent to
access and use the accounting software must be authenticated and authorized in
accordance with applicable provisions for the access to the accounting software
and performance of their function. The people who are competent to access and
use the accounting software shall only be permitted to perform authorized
duties and shall take responsibility for their performed duties. Any illegal
access and use of the accounting software shall be strictly prohibited.
7. Data after being officially
updated in the accounting information system shall only be readjusted or
amended by a competent person and in compliance with the operational procedure.
Any illegal access and amendment of data shall be strictly prohibited.
Article 4.
Conditions for performing accounting on computer
1. Fully satisfying conditions
of material foundation, technique and officer, the accounting software must
satisfy standards and conditions in accordance with provisions in the Circular
No.103/2005/TT-BTC dated 24/11/2005 of the Ministry of Finance providing
guidance on the standards and conditions of accounting software, assuring the
sufficient reflection of arising economic operations in accordance with current
provisions, assuring the possibility of data inspection, reconciliation between
the accounting vouchers and accounting book, data reconciliation among
accounting books and data synthesization for drawing up financial statement in
accordance with applicable provisions.
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3. Availability of an
operational-technical procedure of computer accounting. This procedure shall
include following major contents:
a. Clear determination of right,
obligation and responsibility of each officer relating to the computer
accounting
b. Procedure on the circulation
of vouchers which are in line with the accounting software, management
requirement of each type of operation, at the same time assuring the accuracy
of the general accounting, detailed accounting process.
c. A procedure on the
inspection, control, approval, reconciliation to know that whether the computer
accounting has enough necessary control procedures for a timely detection of
all errors that may arise during the accounting process on computer or not.
d. Issuance, management and
authentication in accordance with the Regulation on the prudence,
confidentiality of the information system in banking area issued in conjunction
with the Decision No. 04/2006/QD-NHNN dated 18/1/2006 of the Governor of the
State Bank.
dd. Organizing the archive of
accounting data on the computers system and organizing the secret protection of
accounting data.
4. Local People’s Credit Funds
that perform the computer accounting in accordance with this Regulation shall be
obliged to comply with requirements of prudence, confidentiality of the
information technology system, issuance, management and authentication for the
people who are competent to access and use the accounting software in
accordance with the Decision No.04/2006/QD-NHNN dated 18/01/2006 of the
Governor of the State Bank.
Chapter II
SPECIFIC PROVISIONS
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Accounting apparatus at Banks
shall include the following operational subsystems:
1. Deposit subsystem.
2. Loan subsystem.
3. Money transfer subsystem.
4. Commercial finance subsystem.
5. Money trading subsystem.
6. Internal management
subsystem.
7. Subsystem of automatically
accounted transactions
Depending on the scale of the
organization, management and characteristics of the business, operation of each
Bank, Head of the Bank shall make decision on the merger or separation of
operational subsystems hereinabove.
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1. For the Head of the Bank:
a. To issue the
operational-technical procedure on computer accounting that assures contents as
provided for in Paragraph 3, Article 4 of this Regulation.
b. To take responsibility for
the standards of the accounting software which is applied at the Bank; for
conditions of material foundation, technique and officer when performing the
computer accounting
2. For the Heads of banking
units:
a. To grant permissions to the
officers who are responsible for the performance of works relating to the
computer accounting at their units.
b. To guide, deploy the serious
implementation of this Regulation at their units.
3. For the accountants:
a. To control the accuracy,
validity, legality of accounting vouchers.
b. To enter accurately,
sufficiently data of financial, economic operation in the accounting
information system in line with elements on the vouchers and computer
accounting procedure.
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d. To inspect, reconcile, assure
the matching of transaction contents on the List of transactions, the detailed
Accounting Book with the accounting vouchers entered by themselves in the
accounting information system of the same day.
4. For accounting controller
(controller) and the approver:
a. To control, approve the
validity, legality of the accounting voucher, professional documents that the
accountants, professional officers have processed and entered data in the
accounting information system.
b. To control, approve the
accuracy of data on financial, economic operations which are entered in the
accounting information system by the accountants, professional officer,
assuring the matching with the accounting vouchers, evidences relating to the
financial, economic operation.
c. Approver, controller shall
not be permitted to enter data in the accounting information system, if any
error is found out, the vouchers, documents thereof must be retuned to the
accountants, professional officers for re-entry. The approver shall only
perform the control, approval after the control, approval by the controller.
d. Controller is responsible for
the inspection, reconciliation, assuring the matching between the contents of
transactions on the List of transactions and the accounting vouchers of transactions
controlled by him in a day.
5. For last controller:
a. To collect, inspect, assure
the sufficient quantity of vouchers of financial, economic operations which are
accounted within a day.
b. To verify again the validity,
legality of accounting vouchers, verify the accuracy of accounting entries
performed by the accountants and professional divisions on the day.
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d. To control, reconcile the
matching between the data of the Lists of transactions with the data of the
general table of transaction lists, between general tables of transaction lists
with the detailed accounting book, accounting books on ledger account; between
accounting books on ledger account and the Balance sheet, timely detect any
difference in data and timely make report to the competent levels.
dd. Officers performing the last
control shall not be permitted to participate in the process of entering,
controlling, approving data of financial, economic operations which are
inspected by themselves.
6. For professional officers:
a. To take responsibility for the
verification, control, assurance of the accuracy, validity, legality of
documents which are used for entering data relating to the processing of the
accounting information system;
b. To enter data in the
accounting information system accurately in comparison with contents of the
documents being used.
7. For the head of Accounting
division
a. To organize the
implementation of the accounting procedure on computer at his unit, to directly
inspect, supervise the compliance with provisions.
b. To inspect, control the daily
account Balance sheet and monthly, quarterly, annual financial statements.
c. To take responsibility for
the sufficiency, timeliness, truthfulness of accounting, financial reports.
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1. Mode of entering data in the
accounting information system:
a. Being entered by accountants
from paper vouchers
b. Being processed (entered) by
accountants in form of electronic vouchers
c. Being transformed (entered)
by professional officers from vouchers.
d. Being entered by competent
professional officers for the processing of the accounting information system.
dd. Data is automatically
entered in the accounting information system (for automatically accounted
transactions).
e. Other modes stipulated by the
Head of the Bank.
2. Controlling the data entered
in the accounting information system:
a. Any data entered in the
accounting information system must be controlled by the accountants,
professional officers before entering and be controlled again by the controller
and approver (if the operation requires to be approved) in compliance with
provisions on responsibility in Article 6 of this Regulation.
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c. In respect of automatically
accounted transactions, the accounting software must have function of automatic
control to assure that data entered in the accounting information system or the
data calculated and created by the accounting software are accurate and valid.
3. The accounting of financial,
economic operations shall only be considered as complete and the accounting
software must ensure that the data is only officially updated into the system
where the accountants, professional officers, controllers and approvers (for operations
that requires to be approved) have already controlled and put their electronic
signatures.
Accountants, professional
officers, controllers and approvers shall take responsibility for the data
already entered in the accounting information system and the data already
controlled, approved under the provided competence.
Article 8.
Types of accounting tables, books, reports to be used in the computer accounting
1. Detailed accounting book: Detailed
accounting books are used to follows up such specific accounting subjects as
each customer, each type of capital, assets, income, expenses… The opening of
detailed accounting book for accounting subjects must be based on provisions on
the open of detailed account in the accounts system applicable to the bank. A
detailed accounting book must fully contain the following major elements:
a. Name of the bank that
establishes the book
b. Name of the book
c. Number of detailed accounts
d. Book number
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e. Accounting date, validity
date of transaction
g. Number of voucher, date of
voucher
h. Explanation or operation code
i. Amount to be debited, amount
to be credited
k. Counterpart account
l. Daily Debit turnover, daily
Credit turnover;
m. Monthly Debit turnover,
monthly Credit turnover
n. Annual Debit turnover, annual
Credit turnover
o. Closing balance
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2. Voucher diary
Voucher diary being drawn up by
day, includes:
a. Accounting vouchers that
arise and are completed within a day
b. Lists of transactions
c. General tables of
transactions Lists
Depending on management
requirements and design of the accounting software, Banks may join the List of
transactions, General table of transactions Lists provided the elements as
provided for in paragraph 3 and 4 of this Article are fully reflected.
3. List of transactions shall
list all transactions that have been processed, updated into the system of
accounting information and accounted within a day in accordance with a time order
and by each accountant or list all transactions that are automatically
accounted
There are two types of
transactions list: the List of transactions performed by accountants and List
of transactions automatically accounted
A List of transactions must contain
fully the following major elements:
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b. Drawing date of the List
c. Number of voucher
d. Operation code
dd. Counterpart relationship among
accounts and money amount of economic, financial operations:
- Accounts for Debiting and
amount to be debited of each account
- Accounts for Crediting and
amount to be credited of each account
e. Total Debit turnover, total
Credit turnover of the list
g. Signature of controller
The List of transactions and
respective accounting vouchers of the list shall be together combined when
being kept as archive in the voucher Diary
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A general table of transactions
List must contains fully the following main elements:
a. Drawing date of the table
b. Code of accountant or code of
operational subsystem relating to (counterpart) reporting operational subsystem
or number sign of the Lists of transactions
c. Quantity of transactions and
total amount of each accountant or each related operational subsystem or
arising Debit amount, arising Credit amount of each List of transactions
d. Total Debit turnover, total
Credit turnover of the general table of transactions Lists
dd. Signature of controller
5. Accounting book on Ledger
accounts shall be established for each ledger account and fully contain the
following main elements:
a. Name of the bank drawing up
the book
b. Date of book entry
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d. Balance of each ledger
account at the beginning of a day
dd. Number sign of detailed
accounts, balance at the beginning of a day, total debit turnover, total credit
turnover, balance at the end of a day of each detailed account belonging to
ledger account and having performed activities in the day and to be arranged
under the ascending number sign of detailed accounts. Data of detailed accounts
that have been reflected in other accounting books and are daily printed into
paper for inspection and archive need not be shown on the accounting book on
ledger accounts and shall be replaced by daily arising debit turnover, credit
turnover of the ledger accounts
e. Balance of ledger account at
the end of a day
g. Signature of controller
6. Daily balance sheet reflects
the balance at the beginning of a day, Debit turnover, Credit turnover, balance
at the end of a day of ledge accounts
7. Besides the Lists of
transactions, accounting book, accounting reports as provided for in this
Regulation, banks shall be permitted to open other accounting books in line
with their management requirements and provisions of applicable laws
8. In respect of monthly,
quarterly, annual balance sheet, finance statements, the banks shall comply
with current provisions on financial reporting
Article 9.
Provisions on printing of lists, books, accounting reports
1. Detailed accounting book
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- For detailed accounting book
of each customer (payment deposit, loan, time deposit, etc...), the printing
and supply of detailed accounting book to customer, confirmation and
reconciliation of account balance with the customer shall be performed under
the agreement made between the customer and the bank. At least, the Bank shall
reconcile the matching of the account balance with its customers in writing on
an annual basis, in case of any difference, the bank shall determine the reason
thereof and timely deal with. Content, form of reconciliation shall be decided
upon by the bank’s Head
The printing of detailed
accounting book on accounts of customers who perform transactions in an
accounting period for archive at the bank shall be decided upon by the Bank’s
head basing on the capacity of data archive by the bank’s electronic means.
Where the detailed accounting book is not printed into paper for archive, the
Bank must ensure the integrity of the data of detailed accounting book on
customers’ accounts and carry out the safe archive by electronic means in
accordance with provisions on archive time for accounting documents in banking
area and ensure that those data can be exploited, inquired or printed into
paper when necessary. At least at the end of a year, banks must print into
paper for control and archive of information of the accounts with the balance
till the end of the year under each account of customer, including: the balance
at the beginning of the year, total arising Debit amount, total arising Credit
amount, the balance at the end of the year.
- In respect of account “savings
deposit”, valuable papers, banks may reconcile their balance with customers in
accordance with the agreement made with customers. At the end of a year, the
banks shall print statement of the balance, total turnover arising in the year
of all savings deposits, valuable papers of customers for inspection and
archive
1.2. For detailed account within
the bank: Daily, accountants shall print detailed accounting books, reconcile
the matching with accounting vouchers of economic, financial operations that
are accounted in the book and keep them as archive in accordance with current
provisions
2. For the Lists of
transactions, upon ending a working day, accountants shall print out the Lists
of transactions performed by themselves, last controller of the subsystem shall
print out the lists of transactions automatically accounted and carry out the
inspection, reconciliation in accordance with provisions in Article 10 of this
Regulation
3. For the general table of the
Lists of transactions
a. The last controllers of the
operational subsystems shall be responsible for printing out general table of
the Lists of transactions of their subsystem
b. The last controllers of the
unit shall be responsible for printing out the general table of the lists of
transactions of the entire banking unit
4. For accounting book on ledger
accounts, Balance Sheet and financial statements:
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b. Periodically, the bank shall
print out balance sheet of general accounts of level 3 and financial statements
in accordance with the provisions of the Governor of the State Bank
Article 10.
Daily inspection, reconciliation
1. Daily, after printing out
fully Lists of transactions, General Table of transactions Lists, detailed
accounting books, accounting Book on ledger accounts, daily account balance
sheet, the banking units shall reconcile the data to ensure that the system has
updated fully, accurately transactions arising in a day, to ensure the matching
between accounting vouchers and the List of transactions, accounting books,
between the accounting book and accounting report, between detailed accounting
and general accounting
Depending on accounting software
applied by the bank, the bank shall set up a procedure on inspection, control,
reconciliation, which provides detailed guidance on content, foundation, method
of reconciliation to ensure that accountants may inspect, reconcile the data
between accounting vouchers and the List of transactions; between general
tables of transactions Lists and accounting book, and between accounting books
and accounting report.
2. In case where there are
intermediate accounts (for following up cash circulated between funds by
transactors, etc...) in the system of accounting information of the bank, last
controllers must inspect, reconcile to ensure that the balances of these
accounts are zero (0) at the ending time of a working day. Where these accounts
still remain balance, detailed statement must be printed out and the reason
thereof should be determined for control and management.
3. For banks applying model of
centralized accounting at Head office, these units shall organize the
inspection, reconciliation of the matching between the data of a norm on
accounting reports printed out from client (computer) of branches and
accounting reports printed out from server of the entire system
4. During process of accounting,
inspection, reconciliation, if any error is detected, it must be corrected in
compliance with provisions in the Law on accounting, provisions on enterprise’s
accounting and other provisions of current laws
5. After inspecting, reconciling
the matching of the data within the scope of their assignment, function,
accountants, controllers and last controllers, head of accounting division
shall sign and take responsibility for the Lists of transactions, General Table
of transactions Lists, detailed accounting books, accounting books on ledger
accounts, daily account balance sheets that have been inspected, reconciled
Article 11.
Inspection, reconciliation at the end of a month, a quarter, a year
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Chapter
III.
IMPLEMENTING PROVISIONS
Article 12.
Heads of accounting units of the State Bank, General
Directors (Directors) of credit institutions shall, according to their
function, authority, be responsible for organising, guiding and deploying the
implementation of this Regulation
Article 13.
The Director of the Finance -Accounting Department,
Director of Banking Informatics Technology Department, Director of General
Control Department, Chief Inspector of the State Bank shall, within their
function, assignment, be responsible for guiding, inspecting, following up the
implementation of this Regulation.