Accounting books are the core foundation that reflects all financial activities of the enterprise, and are also a mandatory requirement according to Vietnamese law. In the context of digital transformation in 2025, recording, storing and managing accounting books properly not only helps enterprises to be financially transparent but also optimizes costs, reduces risks and enhances reputation when auditing or raising capital. This article will provide a comprehensive view of the latest regulations and standard procedures to help enterprises manage accounting books effectively and comply with the law.
What is accounting?
In each accounting period, the enterprise is only allowed to use a unified accounting system to record, monitor and reflect all economic and financial transactions arising during the operation. This system includes all transactions that affect the financial situation of the enterprise such as: purchase and sale of goods, expenditure, income, receivables, payables and other related financial events.
Accounting books are divided into many different types, depending on the specific operations and management requirements of each enterprise. Common types include: general ledgers, detailed ledgers, general ledgers, warehouse accounting books, budget accounting books and many other specialized books. Each type of book has its own function but all aim at the common goal of ensuring accuracy, transparency and compliance with accounting standards in the process of preparing and presenting financial statements.
The role of accounting records in financial transparency and decision support
To see more clearly the value and impact of accounting books on management and operations, below are the prominent roles that the accounting system brings to businesses:
- Financial Transparency: Accounting records provide an accurate picture of assets, liabilities, revenues and expenses. Accounting records are the foundation for management decision making, planning and resource allocation.
- Basis for legal compliance and tax settlement: Proper accounting books are evidence to prove expenses and revenues when requested by tax authorities, auditors or inspectors. Therefore, accounting books help businesses avoid the risk of penalties.
- Auditing and fundraising support: Well-organized accounting books increase persuasiveness to investors, banks and auditors when conducting audits, appraisals or borrowing.
- Debt and credit management: Accounting records allow businesses to keep track of their accounts payable and receivable. This helps them better manage their finances and make decisions about extending credit or requesting debt repayment.
- Retrieve and compare when there are errors: Classify detailed books, general books and documents to help find the cause of errors quickly, shortening the time to fix.
- Preservation of value: Some valuable accounting documents must be stored for a long time (with regulations for a minimum of 5-10 years or permanently depending on the nature).
Setting up accounting books in accordance with legal regulations and professional classification not only helps businesses meet state management requirements but is also a strategic tool to improve operational efficiency, reduce legal risks and increase trust with partners.
Types of accounting books for businesses according to the latest current regulations
Pursuant to sub-item Appendix 4 issued with Circular 200/2014/TT-BTC, the following provisions are made on types of accounting books:
According to the latest regulations, the accounting books of enterprises are divided into two main groups: general accounting books and detailed accounting books. This classification helps enterprises easily manage, compare and accurately reflect all financial activities in each accounting period.
- General accounting books include: Journal and Ledger
- Detailed accounting books include: Detailed accounting books and cards
Specifically, the purpose of use and recording content of each type of general accounting book and detailed accounting book are regulated and applied as follows:
General ledger
For businesses to better understand the recording method and the role of each type of general accounting book, it is very important to distinguish between journals and ledgers. These two types of books are closely related and support each other in reflecting and summarizing accounting data. Specifically, the following table presents the purpose of use and content of each type of general accounting book:
Board: Compare Journal and Ledger in general ledger accounting system.
| Type of accounting book | Purpose | Content |
| Diary | Record in chronological order all economic and financial transactions arising during the accounting period. | Detailed information about the date, documents, transaction content number, debit and credit accounts of each transaction. |
| Ledger | Synthesize data from journals and original documents to reflect each accounting account. | Shows the opening balance, transactions during the period, and closing balance of each account. |
From the table above, it can be seen that the Journal and the General Ledger are two important tools in the general accounting system. While the Journal helps to record all economic and financial transactions in chronological order, the General Ledger has the role of synthesizing and reflecting data according to each accounting account. Accurate and complete recording of these two types of books helps businesses ensure transparency, easily compare data and improve the reliability of financial reports.
Detailed accounting books and cards
Detailed accounting books (including detailed accounting books and cards) are used to specifically record economic and financial transactions arising in relation to each accounting object that needs to be monitored separately according to the management requirements of the enterprise.
The figures in the detailed accounting books provide information for the management and control of each type of asset, capital, revenue and expense. The contents are not directly reflected in the Journal and the General Ledger. The opening, design and use of detailed accounting books or cards are not required by hard regulations but are proactively built by the enterprise in accordance with the specific characteristics of its operations and internal management requirements.
Important principles of bookkeeping
Pursuant to Article 26 of the 2015 Law on Accounting, the process of opening, recording, closing and storing accounting books of an enterprise must be carried out in accordance with accounting principles prescribed by law, in order to ensure the honesty, objectivity and transparency of financial information.
“(1) Accounting books must be opened at the beginning of the annual accounting period; for newly established accounting units, accounting books must be opened from the date of establishment;
(2) Accounting units must base on accounting documents to record accounting books;
(3) Accounting books must be recorded promptly, clearly, and completely according to the contents of the books. Information and data recorded in accounting books must be accurate, honest, and consistent with accounting documents;
(4) Accounting entries must follow the chronological order of economic and financial transactions. Information and figures recorded in the accounting books of the following year must follow the information and figures recorded in the accounting books of the previous year. Accounting books must be recorded continuously from the time they are opened until they are closed;
(5) Information and figures in the accounting books must be recorded in ink; no additional writing above or below; no overlapping; no line breaks; in case the page cannot be filled, the unfilled part must be crossed out; when the page is filled, the total data of the page must be added up and the total data transferred to the next page;
(6) Accounting units must close accounting books at the end of the accounting period before preparing financial statements and in other cases as prescribed by law;
(7) Accounting units are allowed to record accounting books by electronic means. In case of recording accounting books by electronic means, the provisions on accounting books in Article 24, Article 25 and Clauses 1, 2, 3, 4 and 6 of this Article must be implemented, except for stamping. After closing accounting books on electronic means, the accounting books must be printed on paper and bound into separate volumes for each annual accounting period for archiving. In case of not printing on paper but storing accounting books on electronic means, the safety and confidentiality of data information must be ensured and the ability to be searched during the storage period must be ensured..”
Source: Vietnamese Law
Other important principles
In addition to the general provisions in Article 26 of the 2015 Accounting Law, enterprises need to pay special attention to the following principles of accounting bookkeeping to ensure accuracy and transparency in accounting work:
- Principle of consistency: Recording methods, accounting systems and accounting forms must be applied consistently throughout an accounting period. Changes may only be made when there is a reasonable reason and must be clearly explained.
- Timely principle: All economic and financial transactions must be recorded immediately when there are complete and valid documents, avoiding delayed recording that causes data errors.
- Principle of honesty and accuracy: Accounting books must accurately reflect the nature and real value of each transaction, without erasure, correction or falsification of information.
- Clear principle: Accounting books must be presented scientifically, easy to follow and convenient for comparison and inspection, especially during audits or tax inspections.
- Security and storage principles: Accounting data must be securely stored, protected from loss or unauthorized access. For businesses converting to electronic accounting, it is necessary to comply with regulations on information security and data backup.
After mastering the principles of accounting bookkeeping, businesses need to understand how to record specifically for each type of accounting book to ensure that data is accurately and consistently reflected. Correctly implementing the bookkeeping process not only helps to manage finances effectively, but is also an important basis when preparing reports and auditing later. Below are detailed instructions on how to record each type of accounting book that businesses need to pay attention to:
Detailed instructions on how to record each type of accounting book
In the accounting system, the general journal is the most commonly used book, playing the role of recording all economic and financial transactions arising in chronological order. Accurately recording the general journal helps accountants easily control data, compare with the General Ledger and create transparent financial reports. Below are detailed instructions on how to record the general journal that businesses need to know:
How to record in General Journal
To ensure that the recording in the General Journal complies with regulations and fully reflects the economic transactions that arise, accountants need to follow a specific step-by-step procedure. Below are detailed instructions on how to record in the General Journal to help businesses easily apply in practice.
Board: Detailed instructions on how to record in the General Journal.
| Implementation content | Detailed instructions |
| Set the title of the General Journal | Clearly write the title at the top of the page and the date of recording corresponding to the date the entry was made. |
| Description of accounting transactions | Specifically, the date of the transaction and a detailed description of the transaction content including: Transaction nature, related subjects, accompanying documents, etc. to ensure easy checking and comparison. |
| Classification of accounting accounts | Identify the debit and credit accounts for each transaction.
Clearly state the name and details of each account. |
| Record transaction details | Enter the amount in the Debit column of the corresponding Debit account.
Enter the amount in the Credit column of the corresponding Credit account. Ensure correct accounting and data matching between the two parties. |
| Check the balance of numbers | Compare the total debit amount with the total credit amount in each transaction
If there is any discrepancy, review the documents and postings before closing the books. |
| Review and confirm transactions | Check all entries in the book to ensure accuracy and validity.
Authorized person signs and approves, clearly stating the date of transaction confirmation. |
| General Journal Archives | Store General Journal entries in chronological order for easy reference. |
From the above instructions, it can be seen that the recording of accounting books, especially the General Journal, requires accountants to be careful, follow the correct procedures and ensure the balance between Debit - Credit entries. Accurate recording not only helps businesses honestly reflect the economic transactions that arise, but is also an important foundation for reconciliation, creating a transparent and valid General Ledger and financial reports.
How to record detailed books
After understanding the general principles of accounting, businesses need to make detailed accounting entries for each specific account. Making detailed books helps to fully and accurately track the fluctuations of each item, serving the purpose of checking, comparing and preparing financial statements at the end of the period.
To ensure consistency and ease of implementation, below are detailed instructions on the detailed accounting steps that accountants need to follow.
Board: Detailed instructions on detailed accounting bookkeeping steps.
| Implementation content | Detailed instructions |
| Detail Book Title | Specify the specific account name that the Detail Book is tracking.
Record the start date and end date of the accounting period (month, quarter or year) that the Detail Book reflects. |
| Transaction Description | Specify the date of the transaction
Describe the business content in detail: Goods, services, partners or related information to clearly understand the nature of the transaction. |
| Account Classification | Identify the Debit and Credit accounts associated with each transaction
Clearly show the detailed content of each account to ensure easy comparison and synthesis. |
| Record transaction details | Record the Debit amount of the corresponding Debit account
Record the Credit amount of the corresponding Credit account Ensure that the accounting entries accurately reflect the transactions that have occurred. |
| Check the balance of the data | Reconcile to ensure total Debit equals total Credit. |
| Review and confirm transactions | Double check all information entered to ensure accuracy and validity.
The authorized person signs and approves and clearly states the confirmation date. |
| Store the Detail Book | Store books chronologically or by account type for easy reference.
With electronic accounting books, it is necessary to perform periodic backups and secure data according to legal regulations. |
Recording detailed accounting books in accordance with the correct procedures not only helps businesses ensure transparency and accuracy in accounting but also effectively supports the work of checking and comparing data with the general ledger and journal. At the same time, this is also an important basis for preparing financial reports, evaluating operational efficiency and making management decisions.
How to record in the Ledger
In the process of managing accounting books, the General Ledger is made, which reflects the summary of all economic transactions that arise. This is an important tool to help accountants monitor, compare and ensure the balance between assets, capital sources and business performance.
Below are detailed instructions on how to record the General Ledger in accounting books, helping businesses comply with regulations and maintain a transparent accounting system.
Board: Detailed instructions on how to record in the General Ledger in the Accounting Books.
| Implementation content | Detailed instructions |
| Determine the transaction description date | Determine the date of the transaction and record it in the Ledger.
Present the transaction details. |
| Account Classification | Clearly identify the accounts involved in each transaction. |
| Record in the Ledger | Record the Debit amount of the corresponding Debit account
Record the Credit amount of the corresponding Credit account |
| Check the balance | Make sure the total Debit amount equals the total Credit amount in each transaction.
If the balance is correct, the transaction is considered valid and correct according to accounting principles. |
| Review and confirm transactions | Review all information to ensure accuracy.
The authorized person signs, approves and confirms the transaction according to the internal regulations of the enterprise. |
| Transfer information | Data from the general ledger is summarized and transferred to detailed ledgers or financial reports for periodic accounting purposes. |
Recording the general ledger accurately, consistently and following the correct procedures not only helps businesses easily check and compare data with detailed books but also contributes to improving the reliability of financial reports. Therefore, organizing and managing accounting books systematically is an important foundation for businesses to maintain transparency, comply with the law and enhance reputation in business operations.
Benefits of proper accounting bookkeeping
Organizing and managing accounting books scientifically and in compliance with regulations is not only a legal requirement, but also brings many practical values to businesses:
- Cash flow control and tax optimization: Helps businesses closely monitor revenues and expenditures, thereby building reasonable financial strategies and limiting tax risks.
- Increased reliability in auditing and fundraising: A transparent accounting system creates trust for investors, auditing agencies and strategic partners.
- Reduce legal risks and financial errors: Standard accounting records help businesses avoid violating regulations and limit errors in financial reports.
- Improve management and decision-making efficiency: Accurate accounting data helps management make quick decisions based on reliable financial information.
The above benefits show that accounting books are not only a financial recording tool but also a foundation to help businesses control costs and transparent cash flow. When managed properly, the accounting system will support businesses to develop stably and sustainably.
Conclude
Proper accounting management not only demonstrates professionalism but is also a core factor in helping businesses develop sustainably. A transparent, accurately recorded accounting system will be a solid foundation for financial control, improving management efficiency and optimizing tax obligations.
If your business is still looking for a complete and reputable solution for organizing and managing accounting books. MAN – Master Accountant Network Ready to accompany businesses with a team of experienced accounting and tax experts, committed to providing standardized processes, legal compliance and optimized operational efficiency.
Contact information MAN – Master Accountant Network
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Editor MAN – Master Accountant Network
