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What is a Receipt? A receipt is a commonly used document in cash accounting. Use receipts to determine cash amounts, foreign currency... actual fund inflow and as a basis for treasury receipts, entry into the cash book, and accounting for related receipts. Therefore, all fund inflows in Vietnamese dong or foreign currency must have a receipt.
Using a receipt to collect payments in Vietnamese dong or foreign currency
Creating Receipt Templates in Word
The receipt template you'll be crafting looks like this:
To generate a receipt template according to Circular 133 in Word, follow these steps:
Step 1: Open the Word 2016 program or any other version you are using.
Step 2: Edit, format, and present the text in Word based on the information below:
Unit, Address: Clearly state the name and address of the unit, department, or use an official unit stamp.
Document Form: You can use normal text or use a Textbox (go to Insert -> choose Textbox) to create a box. Clearly indicate the document form along with other basic information.
Date ... month ... year ... : This is the date you create the receipt -> enter normal text in Word.
Book Number, Number: Enter and specify the number of the book containing the receipt and the number of the receipt in that book. Usually, receipts must be bound into a book, numbered for each book, and used within a year. Each receipt must be consecutively numbered in an accounting period. Each receipt must clearly state the date of creation and the date of receipt of funds.
Debit, Credit: Specify the Debit and Credit accounts.
Name of the person submitting the money: Clearly state the name of the person submitting the money.
Address: Address, department of the person submitting the money.
Reason for submission: Clearly state the reason for the money submission. For example: Payment for product sales, temporary advance payment for ABC...
Amount: Write the amount in both digits and words, specifying the currency as VND, USD, or another unit.
Attached: Specify the quantity of accompanying original documents.
Name, Signature: This section requires careful composition and formatting, as it is reserved for the Director, Chief Accountant, Person submitting the money, Person creating the receipt, and Treasury Clerk.
Received the full amount: Record the actual amount received in both digits and words.
Foreign Exchange Rate, Converted Amount: Specify information about the exchange rate and the converted amount of foreign currency.
Step 3: Review the information presented in step 2, then adjust any inconsistencies and format the administrative text correctly to create a beautiful, standardized receipt in Word as per regulations.
Some notes when creating a receipt:
Receipts are usually prepared by accountants in triplicate, with complete information on the receipt and signatures on it. It is then reviewed by the Chief Accountant, approved by the Director, and forwarded to the treasurer for fund entry procedures. When the treasurer receives the full amount, they record the actual fund inflow (in words) on the receipt, sign it, and clearly state their name.
- 1 copy will be retained by the treasurer for recording in the cash book.
- 1 copy will be handed over to the payer.
- 1 copy will be kept for record at the place of receipt creation.
At the end of the day, all receipts along with original documents will be transferred back to the accountant for the process of recording in the accounting ledger.
- Retain 1 copy for the treasury to record in the cash book.
- Hand over 1 copy to the payer.
- Keep 1 copy for record at the place of receipt creation.
At the end of the day, all receipts along with original documents will be transferred back to the accountant for the process of recording in the accounting ledger.
Here is a guide on how to create a receipt template in Word by drafting, formatting, and presenting administrative text in Word to ensure you have a receipt that complies with regulations. Additionally, you can refer to sample expense receipts and create receipt templates in Excel here.
