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Detailed instructions on how to manage accounting documents effectively and legally

Accounting documents are legal evidence and the sole basis for accounting entries, reflecting all economic and financial transactions that have arisen and been completed. Therefore, understanding and applying How to manage accounting documents Proper implementation not only ensures compliance with the law but also forms the foundation for a transparent and strong financial system. Mastering this process helps businesses optimize operations, control risks and is the first step towards business cost management strategically

Join Bizzi to learn more about How to manage accounting documents professional and efficient, thereby building a solid cost control system for your business.

What is an accounting document?

Chứng từ kế toán là những giấy tờ và vật mang tin (như hóa đơn, phiếu thu, phiếu chi, phiếu nhập kho,…) ghi nhận nghiệp vụ kinh tế, tài chính đã phát sinh và thực sự hoàn thành, làm căn cứ để ghi sổ kế toán. Đây là tài liệu gốc, có tính pháp lý cao, chứng minh cho mọi giao dịch và chi tiêu của doanh nghiệp.

Illustrative examples of accounting documents in Vietnamese enterprises
Illustrative examples of accounting documents in Vietnamese enterprises

The role of effective accounting document management in business

One How to manage accounting documents Efficiency brings many strategic benefits, especially in controlling cash flow and costs:

Legal regulations on How to manage accounting documents

The 2015 Accounting Law and its guiding documents have very strict regulations on How to manage accounting documents that every business must comply with to ensure the validity of all expenses.

1. Regulations on document preparation

2. Signature regulations

3. Regulations on storage period

Enterprises must store accounting documents to serve inspection and auditing work. The storage period is clearly specified:

Type of document Minimum storage period For example
Documents not directly used for recording and payment 5 years Receipts, payment vouchers, warehouse receipts, and warehouse delivery vouchers are not kept in the accounting department's accounting document set.
Accounting documents used for bookkeeping and settlement 10 years Sales invoices, annual financial statements, settlement reports, documents related to asset liquidation.
Documents have historical significance and long-term significance Forever Documents related to establishment, dissolution, bankruptcy, separation of enterprises; state audit records.

Reference 7 electronic invoice templates according to regulations to ensure validity right from the document creation stage.

Required elements on accounting documents

According to Article 16 of the 2015 Accounting Law, a valid accounting document must include the following 7 basic elements:

  1. Name and number of accounting document.
  2. Date of document creation.
  3. Name and address of the unit or individual creating the document.
  4. Name and address of the unit or individual receiving the document.
  5. Summary of economic and financial transactions.
  6. Quantity, unit price and total amount are written in numbers; total amount (for receipt/payment voucher) is written in both numbers and words.
  7. Signature, full name of the creator, approver and relevant persons.

Ngoài ra, tùy thuộc vào loại hình nghiệp vụ, chứng từ có thể có thêm các yếu tố bổ sung như: phương thức thanh toán, định khoản kế toán, địa điểm giao nhận,…

Classification of common accounting documents

To How to manage accounting documents Scientists and accountants often classify them according to the following criteria:

How to manage common accounting documents: invoices, receipts, payment vouchers

4 Step Process How to manage accounting documents standard

The process of managing and circulating accounting documents includes 4 core steps, ensuring that information is processed accurately, continuously and securely, especially documents related to payables.

Step 1: Prepare and receive documents

All accounting All arising documents must be immediately recorded. The accounting department receives documents, especially input invoices, to begin the processing and payment process.

Step 2: Check and complete documents

Accountants check the validity, legality and reasonableness of the vouchers. This stage is extremely important to prevent wrong payments, payment for invalid invoices, directly protect the finances of the business and is the core of the Accounts Payable Management.

Step 3: Use vouchers to record accounting

After validating, accountants use the documents as a basis for accounting, making entries and recording them in the accounting books. This helps accurately reflect the company's expenses and debt situation.

Step 4: Store, preserve and destroy documents

After being recorded, documents must be organized and stored securely. Digitizing and storing on a cloud platform not only helps keep them safe but also optimizes search when it comes to cost reconciliation or auditing.

4-step accounting document management and circulation process

5 common mistakes when managing accounting documents and solutions to overcome them

Errors in document management can lead to financial loss and legal risks. Here are some common errors and how to avoid them:

  1. Missing signature or unauthorized signature: Causes expenses to be out of control. Solution: Build an electronic expense approval process with a clear approval flow for each level and each expense type.
  2. Incorrect information, erasure, correction: Leads to incorrect payments or exclusions of expenses when filing taxes. Solution: Apply OCR technology to extract data automatically, minimizing errors due to manual data entry.
  3. Lost or damaged documents: Risk of duplicate payments and loss of evidence of expense recording. Solution: Digitize all documents and store them on a secure cloud platform like Bizzi.
  4. Unscientific storage: Causes time-consuming searching, difficulty when needing to reconcile debts or audit. Solution: Using management software allows searching and filtering documents according to many criteria quickly.
  5. Failure to comply with retention period: May be subject to administrative penalties. Solution: Develop an internal spending and document storage regulation, which clearly specifies the retention period for each type of document.

Applying technology to How to manage accounting documents

In the digital age, How to manage accounting documents Manual work is no longer effective and carries many risks. Applying automation solutions is not only a trend but also an urgent requirement to optimize cost management.

Bizzi – Trợ lý AI cho phòng tài chính – kế toán, Provides a comprehensive cost control system, automates processes from collecting, processing to storing documents, helping businesses thoroughly solve management problems.

Bizzi provides solutions to help businesses automate invoice processing and comprehensive cost management.Conclude

In short, How to manage accounting documents It is not only a compliance activity but also a strategic management activity, which is the foundation of effective cost management. Building a tight process, combined with modern technology like Bizzi will help businesses ensure transparency, minimize the risk of loss and create sustainable competitive advantages.

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