Preparing for Tax Inspection: Essential Steps and Documents

Currently, many Vietnamese enterprises, especially small and medium-sized enterprises (SMEs), are hiring qualified accounting service companies to practice accounting to record books, prepare financial statements, declare taxes, tax finalization and minimize risks in accounting as well as cutting costs instead of recruiting and training personnel for the company’s accounting apparatus. Businesses often wonder about the necessary preparations prior to a tax inspection. This article outlines the key steps and documents that businesses should be aware of to ensure a smooth and penalty-free tax inspection process.

1. Organizing Original Documents

1.1 Arrange the original monthly documents tax inspection

In the order of the printed input and output tax declarations. Submit the monthly report to the tax agency for each month, spanning January to December of the fiscal year. Bundle the original input and output invoices together with the monthly VAT declaration submitted to the agency.

1.2 Attach each voucher or group of documents appropriately

  • Sales invoices should be attached to the Receipt Note if sold or collected. Additionally, include an ex-warehousing note as per the contract, along with any required liquidation documentation.
  • Purchase (input) invoices must be accompanied by payment slips, warehouse receipts, and payment request forms. Include these documents along with the contract and any applicable liquidation records.
  • If the seller is required to attach the accounting slip (or accounting slip) and the delivery note to the contract, ensure these documents are present along with any necessary liquidation records, all with proper signatures based on title.

1.3 Each month’s vouchers should be clipped separately

Creating a fully-covered volume for each month.

2. Organizing the Reports for Tax Authorities

  • Corresponding to each year’s set of vouchers, there should be a report for that specific year. Some of the regular reports include the Monthly VAT declaration, Invoice usage report, Import-Export reports, License-related reports, Special Consumption reports, and quarterly provisional corporate income tax reports.
  • Financial statements, finalization of Corporate Income Tax (CIT), Personal Income Tax (PIT), and tax refund reports should be prepared for each fiscal year.

By adhering to these guidelines and having the necessary documents properly organized, businesses can proactively prepare for tax inspection and ensure a hassle-free process.

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3. Preparing Annual Printed Books (in the form of General Journal)

  • Public Diary
  • Sales Diary
  • Purchase Diary
  • Expenditure Diary
  • Cash Collection Log Number
  • Detailed Book of Receivables for All Customers
  • Detailed Accounts Payable Book for All Suppliers
  • Records of Debt Confirmation for Each Party (if applicable) at Year-End
  • Cash Book and Bank Details Book
  • Ledger of Accounts: 131, 331, 111, 112, 152, 153, 154, 155, 211, 214,…621, 622, 627, 641, 642,… as per the enterprise’s designated decision, either 48 or 15.
  • General Book on the Status of Fixed Asset Increases and Decreases
  • Summary of Tool and Equipment Increases and Decreases
  • Fixed Asset Depreciation Book
  • Tool and Equipment Depreciation Book
  • Warehouse Card / Material Detail Book
  • Summary Table of Inventory Imports and Exports
  • All entered documents must be printed and signed (with full signatures).

Note: Ensure ordinal numbers of entries are typed and arranged sequentially.

4. Arranging Economic Contracts

  • Thoroughly organize each input/output contract in chronological order.
  • Review and include related documents such as contracts, acceptance minutes, and liquidation records, if applicable.
  • For labor contracts and salary scale systems, ensure full signatures on labor contracts and payroll documents.
  • Include decisions related to appointments, job transfers, and salary increases.

5. Preparing Legal Documents

  • Prepare both original and notarized photocopies for authentication.
  • Organize incoming and outgoing correspondences related to tax inspection authorities.

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6.Performing Other Checks

  • Reconcile detailed books with the general ledger.
  • Compare emerging economic transactions with account books and invoices.
  • Verify and reconcile customer debts and accounts payable.
  • Cross-check input data and tax declarations between input/output invoices and tax declaration sheets.
  • Ensure balanced input and output.
  • Confirm the completeness of signatures.
  • Validate the correctness of accounts receivable and payable.

The above steps encompass essential preparation efforts; however, each business’s specific situation may necessitate distinct tasks. Tax officials typically work in groups of 2-3 people or more, depending on the workload tax inspection. They will examine each tax category differently, so proactive scheduling can prevent being overwhelmed with inquiries.

7.Order of Tax Authority Inspections

  • First, Value Added Tax (VAT)
  • Second,Personal Income Tax
  • Third, Other Taxes (Import and Export Tax, Excise Tax)

7.1 Value Added Tax (VAT)

  • Inspection usually begins with checking invoices against tax reports.
  • Prepare original input and output VAT invoices in alignment with declarations.
  • Double-check all declared invoices; if issues arise, create a separate list.
  • For lost originals, prepare photocopies along with official loss notifications to tax authorities.
  • Photocopy canceled output invoices along with cancellation records.
  • For purchase invoices exceeding 20 million VND, attach payment voucher copies.
  • Prepare an excel file summarizing tax reports, as tax officers often request it.

7.2 Personal Income Tax

Required Documents:

  • Labor contracts (to determine Gross or Net salary)
  • Payroll and salary payment vouchers with an accompanying excel summary for tax officials.
  • Employee salary records
  • Tax-deductible receipts for non-contracted employees
  • Documents related to family reduction registration, dependent certificates, birth certificate copies, etc.
  • Notarized copies of passports and visas for foreign individuals.
  • Authorizations for tax finalization for enterprise employees.
  • Relevant supporting documents.

7.3 Import-Export Tax, Contractor Tax

Given the international nature, emphasize document translation and accuracy in the preparation file.

With audit tools, abundant resources and high standard audit procedures, S4B is committed to providing the best service with the highest quality tax inspection services to its Clients. We are at the forefront of helping clients in the Hanoi area improve transparency, enhance corporate governance and business model based on the principles of sustainability.

When the primary objective of an audit is to provide an independent opinion on a company’s annual financials and tax examination, we understand the importance of providing advice to help clients grow their business. Moreover, S4B offers flexible advice to handle complex cases in accordance with the characteristics of customers. It is a combination of rigorous risk assessment, detection process, audit procedures as well as continuous evaluation of the customer’s service activities in Hanoi Capital.


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