Circular No. 103/2005/TT-BTC dated November 24, 2005 of the Ministry of Finance on accounting software criteria and conditions
THE MINISTRY OF FINANCE
SOCIALIST REPUBLIC OF VIET NAM
Independence - Freedom - Happiness
Hanoi, November 24, 2005
ON ACCOUNTING SOFTWARE CRITERIA AND CONDITIONS
Pursuant to the June 17, 2003 Accounting Law;
Pursuant to the Government's Decree No. 128/2004/ND-CP of May 31, 2004, detailing and guiding the implementation of a number of articles of the Accounting Law applicable to the state accounting domain;
Pursuant to the Government's Decree No. 129/2004/ND-CP of May 31, 2004, detailing and guiding the implementation of a number of articles of the Accounting Law applicable to business activities;
To provide a basis for accounting units to select appropriate accounting software and for accounting software developers to refer to when they develop accounting software, the Ministry of Finance hereby guides criteria and conditions of accounting software used in accounting units as follows:
I. GENERAL PROVISIONS
1. This Circular applies to accounting units that perform computerized accounting with accounting software. When performing computerized accounting with accounting software, accounting units must apply accounting software criteria and conditions guided in this Circular to selecting accounting software suitable to their conditions.
2. When using accounting software, apart from complying with the current provisions of law on accounting, accounting units must also abide by specific provisions on accounting software criteria and conditions in this Circular.
3. Accounting software-providing units must base themselves on current regulations on accounting and refer to accounting software criteria and conditions guided in this Circular to design and develop accounting software suitable to accounting units' requirements.
4. Terms in this Circular are construed as follows:
Accounting software means a set of programs used to automatically process computerized accounting information, from entering data of original vouchers, classification of vouchers, processing of information in vouchers according to the accounting regime's process, to the printing of accounting books, financial statements or administration accounting reports.
Accounting software criteria mean compulsory or guiding criteria of the quality and technical utilities of accounting software, serving as a basis for accounting units to select appropriate accounting software and for accounting software developers to refer to when they develop accounting software.
Application conditions mean requirements on units' material foundations, control regulations, organizational apparatus and personnel for performing accounting with accounting software.
II. SPECIFIC PROVISIONS
1. Criteria of accounting software used in accounting units
1.1. Accounting software must help its users observe state regulations on accounting; its use must not change the accounting nature, principles and methods provided for in current legal documents on accounting
Accounting software used by accounting units must meet the following requirements currently provided by the law on accounting:
a/ For accounting vouchers: Accounting vouchers, compiled on the basis of accounting software and printed out, must have the contents specified in Article 17 of the Accounting Law and the current accounting regimes' specific regulations applicable to accounting vouchers of each type. Accounting units may add other contents to computerized accounting vouchers to meet their own management requirements, except for accounting vouchers which must be made according to set forms. Electronic accounting vouchers used for making entries in accounting books on the basis of accounting software must comply with regulations on accounting vouchers and separate regulations on electronic vouchers.
b/ For accounts and accounting methods: The system of accounts used and accounting methods developed in accounting software must comply with the current accounting regulations, suitable to units' operation characteristics and management requirements. The encoding of accounts and accounting objects must be consistent, systematic and convenient for information synthesis and analysis by branches and units.
c/ For accounting books: Accounting books made in accounting software and printed out must satisfy the following requirements: they must be adequate and inter-related; the inspection and collation of data in different accounting books must be possible; accounting books must have sufficient principal contents according to the current accounting regulations; data in accounting books must be taken from original vouchers; and the balance carried forward from a book to another must be accurate. Accounting units may add other data in accounting books to meet their management requirements.
d/ For financial statements: Financial statements made in accounting software and printed out must comply with set forms, contents and data calculation methods according to the current accounting regulations suitable to each domain. The encoding of reporting data must be consistent and convenient for synthesis of accounting data of dependent units and other related units.
e/ Numerals and scripts in accounting: Numerals and scripts in accounting on the software interface and printed out must comply with the provisions of the Accounting Law. Where accounting units wish to use a foreign language in their accounting books, they may use bilingual books or foreign-language versions which must be consistent with Vietnamese ones. The computer monitor interface must be understandable, accessible and easy-to-search.
f/ Printing out and archive of accounting documents: Accounting documents printed out from accounting software must have full legal elements according to regulations; ensure the consistency between accounting data stored on the computer and those in accounting books or financial statements printed out from the computer for archive. The duration for archive of accounting documents on the computer shall comply with the current regulations on the period of archiving accounting documents. In the course of archive, accounting units must guarantee technical conditions so that archived documents can be read.
1.2. Accounting software must be capable of being upgraded, modified or supplemented to suit certain possible changes in accounting regimes and financial policies, without affecting the existing database
a/ Accounting software must be capable of ensuring the declaration of initial data, including cases of addition of new accounting vouchers, modification of forms, contents and methods of making entries into several accounting vouchers already used in the system. Unused accounting vouchers can be left out without affecting the system.
b/ New accounts can be added or accounting contents or methods can be changed for accounts already used in the system. Unused accounts can be left out without affecting the system.
c/ New forms of accounting books can be added, or forms or contents of, or methods of making entries into, accounting books already used in the system, can be modified, ensuring the systematic relation with other accounting books. Unused accounting books can be left out without affecting the system.
d/ Forms or contents of, or methods of making and presenting, financial statements already used in the system can be supplemented or modified. Unused financial statements can be left out without affecting the system.
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