NFFICE FINANCE
Two sets of books, one close
Every transaction lands in the statutory ledger and in the parent company's reporting currency at the same time. Nobody rebuilds the head-office pack in a spreadsheet at the end of the month. The statutory books follow Vietnam's accounting regime, TT99 (formerly TT200).
Works on its own, or on the same record as approvals and payroll.
STATUTORY LEDGER · TT99 · VND
PARENT REPORTING · K-IFRS · KRW
By role
Five people, one close
Everyone who touches the month-end works on the same ledger. Each of them sees the part that is theirs.
CHIEF ACCOUNTANT
Owns the close and the threshold
The kế toán trưởng runs the close checklist, sets the AI threshold for the entity and checks the returns before they are filed.
Sees: the whole ledger and the filings
AP CLERK
Clears the review queue
Works the invoices that fell below the threshold, checks suppliers and prepares the payment runs.
Does not see: payroll detail
COUNTRY DIRECTOR
Approves within the delegation limit
Releases payments and signs off the close up to the limit. Anything above it goes on to head office.
Sees: entity totals and approvals
HQ FINANCE
Reads the pack in won
Chooses the rate basis, receives the parent pack and reconciles intercompany balances with each entity.
Sees: mapped trial balance in VND and KRW
EXTERNAL AUDITOR
Reads the closed periods
Opens locked periods with the evidence and the audit trail attached, and exports what the audit needs.
Sees: locked periods only, no edits
Each role is a permission set on the same ledger. How does the external auditor see our books?
What's included
What is in Finance
A full ledger, not a reporting layer bolted onto someone else's accounting system.
Journals and close
Entries, recurring journals, accruals and a close checklist with states you can see. A closed period stays closed.
Dual-currency reporting
Statutory statements in local currency and the parent pack in the reporting currency, produced from the same entries rather than converted afterwards.
E-invoice intake
Supplier invoices arrive and become draft entries.
Expenses and cards
Claims and card statements matched to receipts.
Cash and banking
Bank feeds, payment runs and reconciliation.
Fixed assets
Registers, depreciation schedules and disposals.
Tax filings
The VAT return drafted from posted invoices, corporate income tax provisional payments tracked by quarter, and foreign contractor tax added to payments to head office. Rates come from a reviewed rate table.
Entities and intercompany
Each entity keeps its own ledger and close. Balances with head office reconcile on one screen, and the same entries become transfer-pricing preparation material.
INVOICE INTAKE
You decide how sure the AI has to be
Each incoming invoice gets a suggested account and a confidence score. Above your threshold it posts itself. Below it, a person looks. Move the threshold and the split changes in front of you.
- Structured decisions with a confidence score, not a paragraph of advice
- Threshold set per entity, and auditable like any other setting
- Corrections feed back, so it never asks about the same supplier twice
- Everything posted automatically is still on the audit trail
Drag the slider on the right.
Posted automatically
4 of 6
Sent for review
2 of 6
ONE TRANSACTION, TWO LEDGERS
One entry lands in Hanoi's books and head office's chart at once
The Ngõ Trúc Supplies invoice posts once. The statutory accounts carry it in đồng, and the same lines map to the parent's accounts in won. Head office decides which rate it reads.
- Statutory accounts and parent accounts on the same line, not in two systems
- All three rate bases shown side by side for the same entry
- Every won figure is converted from its đồng line, never typed in
| Statutory account · TT99 | Debit | Credit | Parent account | Transaction 0.0535 | Average 0.0528 | Closing 0.0519 |
|---|---|---|---|---|---|---|
| 6423 Office supplies | 45,000,000₫ | — | 6200 SG&A | ₩2,407,500 | ₩2,376,000 | ₩2,335,500 |
| 1331 Deductible VAT · 8% | 3,600,000₫ | — | To confirm | ₩192,600 | ₩190,080 | ₩186,840 |
| 331 Trade payablesNgõ Trúc Supplies | — | 48,600,000₫ | 2100 Payables | ₩2,600,100 | ₩2,566,080 | ₩2,522,340 |
| Debits = credits | 48,600,000₫ | 48,600,000₫ | ₩2,600,100 | ₩2,566,080 | ₩2,522,340 |
Head office reads the transaction-date rate. Each won figure is its đồng line × 0.0535.
Same entry, in the Hanoi statutory ledger and in head office's accounts at the same time. Which rate to read is head office's decision.
DUAL CURRENCY
Head office sees a different story, and you can explain why
Local performance and reported performance diverge when the rate moves. The point is not to hide that. The point is to show which basis produced which number.
- Transaction, monthly average or closing rate, chosen per report
- Both bases available side by side for the same period
- Translation differences shown as their own line, not buried
- Rates stored with the period so last year's pack still reproduces
Switch the basis on the right and watch only the right column move.
Each entry converted at the rate on its own date. Closest to economic reality, hardest to reconcile by hand. October is stored at its closing rate in this example, so growth is compared on the closing basis.
E-INVOICES
Invoices in and out, checked before they reach the ledger
Purchase invoices arrive from your e-invoice provider and are checked before they become entries. Sales invoices go out the same way, and a mistake is corrected with a new invoice rather than erased.
- Built around Decree 123/2020 as amended by Decree 70/2025
- Each purchase invoice checked against the tax authority's records
- Suppliers with a risk warning flagged before anyone pays them
- Errors on a sales invoice handled by a replacement or an adjustment invoice, linked to the original
Which e-invoice providers connect directly is confirmed during rollout.
RECEIVE · PURCHASE INVOICE
SEND · SALES INVOICE
PAYMENTS, EXPENSES AND BANK
An approved request becomes a bank file, not a phone call
Purchases and expenses are approved in Groupware on the delegation table. The payment is released on the same rules, and the bank statement comes back to close the loop.
1 · FROM GROUPWARE
Expense or purchase approved
Approved on the delegation table, with the receipt or invoice attached to the entry it creates.
2 · PAYMENT APPROVAL
The country director releases it
Within the country director's limit it goes straight through. Above it, head office approves.
3 · BANK
Transfer file out, statement back in
A payment file for the bank, then the statement matched to the open payables automatically.
!A cash payment at or above the statutory limit for cash payments is stopped before release. Without a bank record, the input VAT credit and the expense deduction are at risk. The limit is 5,000,000₫ including VAT, and purchases from the same supplier on the same day are added together.
MONTH-END CLOSE
A checklist everyone can see, not one person's memory
Close is a sequence with owners and dependencies. When head office asks where the numbers are, the answer is a screen rather than a phone call.
- Tasks with owners, a day in the close calendar and what they block
- Payroll, depreciation and accruals posted from their own modules
- Foreign-currency balances revalued before the statements are drawn up
- A closed period is locked, and reopening it is recorded
- The parent pack generates when the last task clears
| Task | Owner | Day | Status |
|---|---|---|---|
| Bank reconciliation1 Dec | Phạm Thu Trang | D+1 | Done |
| Supplier invoices posted142 of 142 | AP clerk | D+1 | Done |
| Expense claims settled38 claims | AP clerk | D+1 | Done |
| Depreciation runAutomatic | System | D+1 | Done |
| Payroll journal from HR5,118,066,000₫ | HR team | D+2 | Done |
| Leave accrual movementFrom HR balances | HR team | D+2 | Done |
| Foreign-currency revaluationOpen balances at the closing rate | Chief accountant | D+2 | Done |
| VAT return draftedFrom posted invoices | Chief accountant | D+3 | Done |
| Intercompany reconciliationWaiting on HQ | HQ finance | D+3 | Blocked |
| Statutory statementsBlocked by the item above | Chief accountant | D+4 | Queued |
| Parent reporting packGenerates on close | System | D+5 | Queued |
INTERCOMPANY
Head office and Hanoi agree on the balance before the pack goes out
Fees, royalties, loan interest and dividends between head office and Hanoi are matched line by line. When they do not agree, the screen says whether it is the amount or only the rate basis.
- Both sides of each intercompany item on one table, in đồng and won
- A difference that comes only from the rate basis is labeled as a translation difference
- The same entries become transfer-pricing preparation material
| Item | Hanoi · VND | Hanoi → KRW | HQ · KRW | Difference | Status |
|---|---|---|---|---|---|
| Management feeHanoi at transaction 0.0535 · HQ at average 0.0528 | 120,000,000₫ | ₩6,420,000 | ₩6,336,000 | ₩84,000 | Rate basis differs |
| Royalty | 210,000,000₫ | ₩11,088,000 | ₩11,088,000 | ₩0 | Matched |
| Loan interest | 64,000,000₫ | ₩3,379,000 | ₩3,379,000 | ₩0 | Matched |
| Dividend payable332 · new in TT99 | — | — | — | — | Nothing declared |
₩84,000 is not a disagreement about the fee. Hanoi converted at the transaction rate and head office at the monthly average. It is translation, not performance.
TRANSFER-PRICING PREPARATION
CHART OF ACCOUNTS
Your local accounts, mapped once to the parent's
Local accounting rules and head-office account structures rarely line up. The mapping is a table you maintain, not a monthly reconciliation exercise.
- Local statutory accounts kept exactly as the law requires
- Mapped to the parent structure, with many-to-one where needed
- Unmapped accounts flagged before close rather than after
- Mapping versioned, so restated periods stay reproducible
- TT200 accounts carried into TT99 by a dated mapping, with opening balances checked
Audit & head office
What the auditor and head office both want
| When | What is due | Comes from |
|---|---|---|
| Monthly | VAT return, if you file monthly | Posted invoices |
| Foreign contractor tax on payments to head office | Intercompany payments | |
| Bank reconciliation | Bank feeds | |
| Quarterly | VAT return, if you file quarterly | Posted invoices |
| Corporate income tax provisional payment | Ledger to date | |
| Yearly | Corporate income tax finalization | Closed year |
| Related-party disclosure for transfer pricing | Intercompany | |
| Audited financial statements, for foreign-invested enterprises | Closed year | |
| As needed | Replacement or adjustment invoice | Sales invoices |
| Supplier risk warning | E-invoice intake |
Each item opens from the record that triggers it. Rates follow 2026 law; deadlines are shown once they have been reviewed.
JEV IN FINANCE
Three finance decisions, each with a confidence score
JEV reads invoices, mappings and the close as they change. Above the 90% threshold it acts and records why. Below it, a person decides with the reasoning attached.
- Every automatic posting names the threshold that allowed it
- Nothing below the threshold happens without a person
- JEV never approves, closes or reopens a period
TODAY'S FINANCE DECISIONS
AUDIT TRAIL · VN-2026-1142
Across modules
Where Finance touches the rest
Most entries in the ledger started life as somebody's request.
FROM GROUPWARE
The approval is the evidence
Purchase and expense approvals arrive attached to the entry they produced.
FROM HR
Payroll posts itself
Gross, deductions, employer cost and leave accruals split across the right accounts.
IN FINANCE
The period closes once
Statutory statements and the parent pack come out of the same closed ledger.
| Debit | Credit | Amount |
|---|---|---|
| 6411 Sales staff costs | 334 Payable to employees | 32,450,000₫ |
| 6411 Sales staff costs | Employer insurance3383 BHXH 5,678,750₫3384 BHYT 973,500₫3386 BHTN 324,500₫ | 6,976,750₫ |
| 334 Payable to employees | Employee insurance3383 BHXH 2,596,000₫3384 BHYT 486,750₫3386 BHTN 324,500₫ | 3,407,250₫ |
| 334 Payable to employees | 3335 Personal income tax | 854,275₫ |
| 334 Payable to employees | 112 Cash at bank | 28,188,475₫ |
| Total debits = total credits | 71,876,750₫ | |
Leave taken 3 days → leave accrual reversed 4,425,000₫ (debit 335, credit 6411 · 3 × 32,450,000₫ ÷ 22 working days)
FAQ
Questions we get asked first
Which e-invoice providers can you receive from?
Intake is built around the standard formats rather than one vendor, and invoices can also be received by email or file drop where a direct connection is not available. Tell us which providers your suppliers use and we will confirm each one before you commit.
Can we export to the head-office ERP instead of using the parent pack?
Yes. The mapped trial balance exports on a schedule in the format your ERP expects, so the parent pack becomes optional rather than the only route.
What happens to a period we have to reopen?
Reopening is a permissioned action that is logged with a reason, and any report already issued from that period is marked as superseded once it closes again.
Who is responsible when the AI posts the wrong account?
You are, which is why the threshold is yours to set. An automatic posting is a normal journal entry that can be corrected like any other, and the suggestion plus its confidence stays on the audit trail so the correction has context. Set the threshold high while you build confidence in it.
Does it handle more than one entity?
Each entity keeps its own ledger, chart of accounts and close. Consolidated views are read-only, because writing into a consolidated view would leave it unclear which entity the entry belongs to.
Does Finance work without Groupware and HR?
It does. Approvals and payroll journals come in by import rather than posting themselves, which is more work each month but changes nothing about the ledger itself.
TT99 replaced TT200. What happens to our TT200 data?
Old accounts are carried into the new chart through a dated mapping, and opening balances are checked against the last TT200 period before the first TT99 period opens. Periods already closed keep the chart and mapping they were posted with, so last year's statements still reproduce. Periods from 1 January 2026 post under TT99.
Head office reports under K-IFRS. Which rate should it use?
That is head office's policy, and the system shows all three bases side by side so the choice is visible. Under K-IFRS 1021 (IAS 21), profit is usually translated at transaction-date rates or an average that approximates them, the balance sheet at the closing rate, and the difference goes to other comprehensive income. The closing-rate profit view on this page is a management view, not that method. Confirm the basis with your auditor.
E-invoices can no longer be canceled. How are mistakes fixed?
A wrong sales invoice is corrected with a replacement or an adjustment invoice that points back to the original, and both stay on the record. The flow follows Decree 123/2020 as amended by Decree 70/2025, and the exact wording of each case is confirmed with your tax advisor during rollout.
Do you prepare the transfer-pricing documentation?
We prepare the material: the related-party list, intercompany totals by transaction type and a draft of the disclosure appendix, all from the posted entries. The documentation itself and the pricing analysis belong to your tax advisor.
How does the external auditor see our books?
With a read-only role limited to locked periods. The auditor opens entries with their approvals and invoices attached, follows the audit trail and exports what the engagement needs, and cannot change anything.
Pricing
Finance starts at $114 (3,000,000₫) per entity per month
Priced per entity rather than per person, because a finance team of three can run a ledger for five hundred people. Close management and head-office reporting are included. Opening balances and historical data migration are quoted separately.
Watch one invoice reach both ledgers
The demo takes a supplier invoice through the account suggestion into the statutory ledger and the parent pack. About ninety seconds, no account needed.