How to set up the balance sheet details from A-Z (2025)

The balance sheet is the “heart” of the system of financial reporting – where reflects the overall situation, assets, liabilities, equity of the business at a certain time. Particularly in the context of conversion of standardized accounting system, internal understanding how to set up the balance sheet not only is the responsibility of the accountants, but also the necessities of the management board, the business owner.

Many enterprises when deploying solutions accounting assets often have difficulty in the synthesis of data, classification of assets, or disposal of materials depreciation to put on the balance sheet standard. Therefore, this article will help you understand from theory to practices on how to set up the balance sheet, including the structure, principle, process, step by step, the important note – ensure correct standard circular no. 200/2014/TT-BTC.

1. Why business need to understand how to create balance sheet?

Balance sheet (Balance Sheet) is not only a form required in the financial statements, but also are important tools to:

• Reviews financial capacity fact: Total assets, debt ratio, equity,... is the important indicator to help administrators, investors, bank decisions.
• Orientation internal management: resource allocation, capital control, fixed assets, optimize cash flow.
• Compliance with legal regulation: Is one of the four mandatory reporting must be submitted annually under circular no. 200/2014/TT-BTC.

Especially with the ongoing business accounting software assets, the balance sheet is the convergence property data recorded increased, reduced, depreciation, collated with the capital, liabilities – to form a circle accounting closed, transparent.

Read more:

• How to set financial reports on Excel fast and accurate
• Guide to set up notes to financial statements clear, easy to understand
• Guide to reporting cash flow in circular 200 standard

2. Balance sheet what is it? Structure and principle establishment

The concept of the balance sheet according to standard accounting Vietnam (VAS)

Under circular no. 200/2014/TT-BTC, the balance sheet is a financial report aggregate, reflect the assets, capital of the business at a certain time (usually the end of the accounting period). Consists of 2 main parts:

• Property: reflecting the full value that the business owns or control.
• Sources of funds (Liabilities + Equity): reflects the source form of that property.

The relationship between the two parts is expressed by formula accounting classics: Total assets = Total liabilities + Equity

This is the basis to ensure the “balance” of the table – means there's always a correspondence between resources, formation resources that.

Accounting principles - the formula weight for basic

When drawing up the balance sheet, accounting students need to adhere to the principles of basic accounting as:

• Principle cost: Assets are recorded at cost initially, not according to the market price.
• Principle of consistency: the Method of classification, recognition must maintain stable over the accounting period.
• Principle of materiality: Priority presenting the items important influence the economic decisions of users report.
• Guidelines for the dual: All accounting profession must affect at least two accounts with ties for applications.

Compliance with these principles not only help ensure the accuracy and transparency of reporting, but also help data have the ability to collate, audit, integration with system accounting software modern.

Structure of the balance sheet according to circular 200

Balance sheet form B01-DN includes 2 large portions:

I. Assets

• Short-term assets (Code 100): Cash, cash equivalents, short-term investments, inventory, accounts receivable,...
• Long-term assets (Code 200): fixed Assets tangible, intangible, real estate investments, prepaid expenses, long-term...

II. Capital

• Liabilities (Code 300): include short-term debt (payables, short term loans, tax payable), long-term debt.
• Equity (Code 400): contributed Capital, retained earnings, investment funds, development,...

Each of the indicators in the table are attached code, interpret the columns show data for current year, previous year – to help compare, evaluate financial trends.

3. The detailed steps to perform the way the balance sheet for business accounting

To be a balance sheet accounting standards, the accountant should comply with a process that consists of 4 basic steps in which the first step is the foundation important to ensure data accuracy and transparency.

DOWNLOAD SAMPLE BALANCE SHEET EXCEL STANDARD CIRCULAR 200 FREE

Step 1: collect accounting data from books, the system property

This is the first step, but is also the most important factor in setting up the balance sheet. Business need:

• Reviewing the entire financial data end of the period: the balance of the account from 111 to 338, pay special attention to the asset account as 211 (fixed assets tangible), 213 (fixed assets intangible), 131 (receivable), 331 (pay), 333 (tax).
• Extract data from accounting software property: for business has implemented accounting system property (as AccNet Asset), the business recorded an increase in recording, reduce, adjust the property values will be synchronized to accurately recorded on the balance sheet.
• Ensures data transfer: the entry end of the period, such as allocation of prepaid expenses, depreciation of fixed assets, the transfer pnl... must be made in full to data valid.

Note: For businesses that have large scale, need to prepare the table aggregate assets by category, making it easy to group on each item of the balance sheet.

Step 2: Classification of assets - capital standards circular no. 200/2014/TT-BTC

The correct classification helps balance sheet, obviously, avoid errors frequently encountered when the confusion between short-term and long-term. Specific:

Property:

• Short term: includes cash, bank deposits, short-term investments, accounts receivable, customer, inventory, prepaid expenses short-term.
• Long-term: includes fixed assets (fixed assets), real estate investments, prepaid expenses, long-term investment capital contributions long-term assets in progress long-term.

Capital:

Liabilities:

• Short term: Payables, short-term loans, buyers pay in advance, the tax payable.
• Long term: Long-term loans, issuing bonds, fund development,...

Equity: includes capital contributed by owners, capital surplus, retained earnings, the fund's internal business. Note: Items as “cost of uncompleted construction”, “investment long term financial” or “the science development foundation” is often incorrectly classified if accountants do not understand the nature.

Step 3: Write final balance, check balance

After sorting is done, the accounting will be conducted:

• Take the final balance of each account from balance Sheet account accounting.
• Fill in each corresponding norm on the sample B01-DN – balance sheet accounting circular 200.
• Synthetic, check balance: Ensure that: Total assets = Total capital

If there are deviations, need to check account balances, journal entries the transfer end or misidentification of the account short-term/long-term.

Tips: Use of accounting software has the function of automatic checking balance will help shorten the duration collation, reduce risk tolerances.

Step 4: Set up the balance sheet according to the sample format standard

Enterprises need to use sample B01-DN issued together with circular no. 200/2014/TT-BTC, with the columns:

• Norm (item name)
• Code
• Overs (if available)
• The last number states
• Beginning balance

After filling all the data, the accountant should:

• Format clear presentation logic.
• Endorsed by the establishment – chief accountant – legal representative.
• Stored according to the correct specified time (minimum 10 years with financial statements).

4. Some note and errors frequently encountered when the balance sheet accounting

How to set up the balance sheet seemingly simple but often make the common mistake, seriously affect the quality of financial reporting.

Not correct classification term assets – capital

• Confusion between short-term and long-term, especially in the accounts receivable long-term loans long-term.
• Fixed assets are liquidated, waiting for the transfer back recorded in the property are used.
• Write the wrong account 128 (short term investment) of 228 (long-term), causing deviations of total assets.

Not update the data depreciation, revaluation of assets

• Fixed assets have not been depreciated in full → increase the value of virtual assets.
• Do not re-adjust the residual value of the asset after revaluation or liquidation → affect the balance sheet, the statement of the business.
• Teen recorded wear with assets finance lease or record the wrong property owned outside.

Skewed data due to accounting wrong or not adjust the shipping

• Not yet turning a profit last period on account 421 → false equity.
• False the account with account public debt (131, 331) → leads to data does not match the detail window.
• Forgot recorded INCOME tax payable, bonus – benefits,... affect the total equity.

5. Sample balance sheet accounting and illustrative examples practical

To easily visualize, apply, below is a sample balance sheet accounting standard under circular no. 200/2014/TT-BTC, for example simulation data for business, medium scale production.

Sample balance sheet accounting circular 200 (form B01-DN)

INDICATORS	CODE	NOTES	THE LAST NUMBER STATES	BEGINNING BALANCE
A. ASSETS
I. short-term Assets	100
1. Cash and cash equivalents	110	-1	550.000.000	450.000.000
2. Accounts receivable, short-term	130	-2	1.200.000.000	1.000.000.000
3. Inventory	140	-3	2.300.000.000	2.000.000.000
II. Long-term assets	200
1. Fixed assets	210	-4	3.000.000.000	3.200.000.000
2. Investment long term financial	250	-5	500.000.000	500.000.000
TOTAL ASSETS	270		7.550.000.000	7.150.000.000
B. CAPITAL
I. Liabilities	300
1. Pay the seller the short term	310	-6	1.500.000.000	1.200.000.000
2. Taxes and other payables to The state budget	315	-7	300.000.000	250.000.000
3. Long-term loans	330	-8	1.000.000.000	1.500.000.000
II. Equity	400
1. Capital contributed by the owner	410		3.000.000.000	3.000.000.000
2. Profit after tax has not distributed	420		1.750.000.000	1.200.000.000
TOTAL CAPITAL RESOURCES	440		7.550.000.000	7.150.000.000

Note: The column “notes” refers to the notes to financial statements – where explained in detail each item if there are large fluctuations.

Practical examples for how to create a balance sheet for accounting: Business, medium scale production

A business specialized in manufacturing electrical equipment have data as follows:

• Fixed assets machinery: 5 billion, depreciation remaining 3 billion.
• Inventory raw material: 1.2 billion.
• Bank deposits: 0.5 billion.
• Current liabilities: 1.8 billion.
• Capital owners: 3 billion.
• Retained earnings: 2.5 billion.

→ The balance sheet will be recorded:

• Total assets = 0,5 + 1,2 + 3 (fixed assets) + other receivables
• Total capital = short-term debt + equity

When accounting software assets (for example AccNet Asset) was integrated, the entire data of fixed assets, depreciation, decrease in value, the shipping should automatically update – help set the table exactly, quickly, avoid errors crafts.

6. The optimal solution to help the balance sheet accounting accuracy and efficiency

Many businesses today still the balance sheet in Excel easy wrong number, loss of time, lack of data connection. The solution is use accounting software specializedspecial management module fixed assets, integrated report automatically. A number of benefits when applied software:

• Automatically record increase, reduced assets by invoice input, written test.
• Depreciation accurate monthly by different methods (straight line, declining balance,...).
• Sync data assets on the balance sheet, no need to enter manually.
• Establishment report form B01-DN, there are warning imbalance.

Typical example: Software AccNet Cloud integrated accounting assets – general – finance, allowing the balance sheet in real time, assist in submission of reports through the network.

How to set up the balance sheet not only is obliged to report, which is a tool to help businesses clearly see the “financial picture” at one time – from then on governance decisions, investment more effective. In particular, with the ongoing business accounting solution properties, the setup of the balance sheet as need to be precise, in sync.

To make the way of balance sheet efficiency, enterprises should:

• Build system clear account, updated periodically
• Classification of assets – capital in the correct circular
• Use accounting software integration property – synthesis – finance
• Automation, reports, control data frequently

You are in need of the balance sheet accounting express – standard – right model? Experience now AccNet Cloud – accounting software comprehensiveto help you plan your report B01-DN in just a few clicks!

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