Related-party transaction reporting is a key step in Vietnam’s transfer pricing management system. It is crucial for entrepreneurs and business managers to understand and implement this procedure correctly. This guide aims to help you navigate this complex process, ensure compliance and minimize potential tax risks.

The importance of related-party transaction reporting cannot be ignored. First, it is a legal requirement, and failure to report correctly can lead to serious compliance issues and potential penalties. Second, the reporting process itself is an important tool for corporate self-examination and risk assessment, which helps to detect and resolve potential transfer pricing issues early. In addition, complete and accurate reporting can increase tax transparency, help build a good relationship with the tax authorities, and potentially reduce future tax disputes.

Vietnam’s regulations have clear requirements for related-party transaction reporting. According to Decree 20/2017/ND-CP and Notice 41/2017/TT-BTC, all companies that have transactions with related parties must fill out and submit a related-party transaction declaration form. This declaration form is usually submitted together with the annual corporate income tax declaration, and the deadline is within 90 days after the end of the fiscal year.

The content of the declaration form covers a wide range, including basic information of the enterprise, information of related parties, types and amounts of related transactions, transfer pricing methods adopted, etc. It is particularly worth noting that even if the enterprise has no related transactions in the year, it is still required to submit a declaration form to explain that there are no related transactions.

The regulations also stipulate that if the annual revenue of an enterprise exceeds 50,000,000,000 VND (approximately 2,100,000 USD) and the total amount of related-party transactions exceeds 30,000,000,000 VND (approximately 1,300,000 USD), then contemporaneous documentation is required. Although these documents do not need to be submitted with the tax return, they must be provided within 15 working days of the tax authorities’ request.

Correctly filling out the related-party transaction declaration form is not only a compliance requirement, but also an important part of corporate risk management. Through this guide, we will step through the various parts of the declaration form and provide practical filling suggestions to help you avoid common mistakes and ensure the accuracy and completeness of the declaration.

Overview of the Related-Party Transaction Declaration Form

Vietnam’s related-party transaction declaration form is a comprehensive document designed to collect detailed information on the related-party transactions of an enterprise. Understanding its structure and main contents is the first step to fill it out correctly. The declaration form usually includes several main parts, such as basic information of the enterprise, related-party information, related-party transaction information, transfer pricing method, contemporaneous information statement, enterprise function and risk profile, financial information, and enterprise reorganization information. Each part requires the enterprise to provide specific information so that the tax authorities can fully understand the related-party transactions of the enterprise.

Regarding the time and method of filing, companies need to pay attention to the following points. The declaration form is usually submitted together with the annual corporate income tax return, and the deadline is within 90 days after the end of the fiscal year. Vietnam is promoting the electronicization of taxation, and most companies can submit electronic declaration forms through the tax bureau’s online platform. The declaration form must be filled out in Vietnamese. If the original information is in other languages, a Vietnamese translation is required. When submitting electronically, the company’s electronic signature certificate is required. When submitting in paper form, the company’s legal representative or authorized representative must sign and affix the company seal.

It is worth noting that even if the company has not had any related-party transactions in the year, it is still required to submit a declaration form and explain the non-related-party transactions in the corresponding section. If an error is found in the submitted declaration form, the company should submit a corrected declaration as soon as possible. Correctly understanding and complying with these requirements is the key to ensuring compliance and avoiding potential risks. In the following sections, we will analyze in detail the key points and precautions for filling out each section to help you accurately complete the related-party transaction declaration.

Detailed explanation of filling steps

The filling of the related-party transaction declaration form needs to be done step by step, and each part requires accurate and detailed information. The following is a guide for filling in each major part:

The basic company information section requires basic identification information of the company. This includes the company name, tax number, registered address, actual business address, industry category and main business activities. Make sure this information is completely consistent with the company’s business license and tax registration information. Pay special attention to the choice of industry category, which should be consistent with the company’s main source of income.

The related party information section needs to list all related parties. Each related party needs to provide information such as name, country/region, and type of related relationship. The type of related relationship should be accurately selected according to the definition of Vietnamese regulations, such as direct shareholding, indirect shareholding, common control, etc. If the related party is located in a tax haven, it needs to be specially marked. Make sure not to miss any related parties, including those related parties with which no actual transactions occurred during the year.

The type and amount of related-party transactions section is the core of the return. The amounts of all related-party transactions need to be detailed by type (such as purchase of goods, sale of goods, provision of services, receipt of services, royalties, interest, etc.). The amounts should be consistent with the financial statements and tax returns. For significant or unusual transactions, consider providing a brief description. Note that even if some transactions are small, they should not be omitted.

The transfer pricing method selection section requires an explanation of the transfer pricing method used for each type of related-party transaction. Common methods include comparable uncontrolled price method, resale price method, cost plus method, transactional net margin method, etc. When selecting a method, factors such as the nature of the transaction and the comparable data available should be considered. Ensure that the selected method is consistent with the company’s transfer pricing policy and can reasonably explain the fairness of the transaction.

The financial information section needs to provide key financial indicators, such as operating income, costs, gross profit, operating profit, etc. These data should be completely consistent with the company’s financial statements. At the same time, some specific financial ratios may need to be calculated, such as gross profit margin, operating profit margin, etc. Ensure that these ratios are calculated accurately and compared with the industry average. If there are significant differences, reasonable explanations should be prepared.

It is crucial to maintain the consistency and accuracy of the data during the filling process. It is recommended to conduct multiple checks before submission to ensure that the data between the various parts match each other and are consistent with the company’s other financial and tax declarations. If in doubt, consult a professional or tax authority in time to ensure the compliance and completeness of the declaration.

Common Difficulties and Solutions

When filling out the related-party transaction declaration form, entrepreneurs often encounter some difficulties. Here are the three most common problems and their solutions:

The difficulty of related party identification often troubles many companies. The definition of related parties in Vietnam is relatively broad, including direct and indirect ownership, control relationships, and even certain business dependencies. The key to solving this problem is to comprehensively sort out the company’s equity structure, management relationships, and important business partners. Establish a regularly updated list of related parties and collaborate with the legal and financial departments to ensure the accuracy and completeness of the information. For complex group structures, it may be necessary to draw a detailed relationship diagram to clarify the relationship.

Determining transaction amounts is also a common difficulty, especially for non-standardized transactions or services. Solutions include: establishing a sound internal transaction record system to ensure that all related transactions are clearly documented; for ongoing services, consider developing detailed service agreements to clarify the pricing basis; for transactions that are difficult to measure directly, such as the use of intangible assets, a reasonable allocation method may be required. It is important to maintain consistency in the approach and ensure that there is sufficient supporting documentation.

The choice of transfer pricing method often confuses entrepreneurs. Each method has its applicable conditions and limitations. The solution to this problem is: first, deeply understand the principles and applicable scenarios of various transfer pricing methods; second, choose the most appropriate method based on the nature of the transaction and the available data; third, consider industry practices and the preferences of tax authorities; finally, fully justify the selected method and prepare detailed supporting documents. If you are unsure, consider using multiple methods for cross-validation or seek advice from professional consultants.

Entrepreneurs should not be discouraged by these difficulties. The key is to remain careful and patient, establish a systematic process, and seek professional help when necessary. As experience accumulates, these problems will become easier to deal with. Remember, accurate reporting of related-party transactions is not only a compliance requirement, but also a reflection of good corporate management.

Considerations and Best Practices

Correctly filling out the related-party transaction declaration form requires not only mastering the specific steps, but also paying attention to some key issues and adopting best practices. Here are three important aspects:

Data consistency check is the key to ensure the quality of declaration. The data in the declaration form should be consistent with the company’s financial statements, tax declarations and other relevant documents. Establish a systematic verification process to compare the relevant data in the related-party transaction declaration form with the annual financial statements, corporate income tax declaration form and other documents. Pay special attention to the consistency of key data such as related-party transaction amounts, revenues, and costs. If any inconsistency is found, find out the cause and correct it in time. Regular internal audits can effectively reduce errors and omissions.

The importance of document support cannot be ignored. There should be sufficient supporting documents behind each declared data. This includes related-party transaction contracts, invoices, payment records, transfer pricing policy documents, etc. Establish a sound document management system to ensure that all supporting documents are easy to find and verify. For complex or large transactions, prepare detailed explanatory documents to explain the commercial substance and pricing basis of the transaction. Good document support not only helps the accuracy of the declaration, but also is an important guarantee for dealing with potential tax audits.

The necessity of cross-departmental collaboration is particularly prominent in the reporting of related-party transactions. This work involves multiple departments such as finance, taxation, legal affairs, and business. Establish an effective cross-departmental communication mechanism to ensure timely sharing and coordination of information. For example, the business department needs to promptly report new related-party transactions, the legal department is responsible for updating the list of related parties, and the finance department provides accurate transaction data. Regular cross-departmental meetings to discuss matters related to related-party transactions can greatly improve the efficiency and accuracy of reporting.

In addition, the following points should be noted: remain sensitive to regulatory changes and update reporting practices in a timely manner; establish an internal review process to ensure the accuracy and completeness of reporting content; consider using professional transfer pricing software to improve the efficiency of data processing and analysis; and seek external expert opinions when appropriate, especially for complex or controversial matters.

Adopting these best practices will not only improve the quality of your reporting, but also enhance your company’s overall transfer pricing management. Remember, reporting related-party transactions is not only a compliance requirement, but also an important part of your company’s tax risk management.

Common Mistakes and How to Avoid Them

Even experienced businesses can make mistakes when filling out their related-party transaction reporting forms. Being aware of these common mistakes and knowing how to avoid them is critical to ensuring your reporting is accurate and compliant.

It is a common mistake to miss certain types of related-party transactions. Companies may overlook some less obvious related-party transactions, such as service fees within the group, fund borrowing, and use of intangible assets. Ways to avoid this mistake are: establish a comprehensive list of related-party transactions and update it regularly; strengthen communication between departments to ensure that all types of transactions are captured; use a checklist to systematically review all possible types of related-party transactions. Pay special attention to transactions that are smaller in amount but more important in nature, which also need to be reported.

Inconsistency in financial data is another common problem. The data in the return may not match the financial statements or other tax returns. This will not only raise questions from the tax authorities, but may also lead to serious compliance issues. The key to avoiding this mistake is to establish a strict data verification mechanism. Before submitting the return, carefully compare the data in the return with the financial statements, corporate income tax return and other documents; use automated tools to check data consistency; designate a person to be responsible for the final data verification. If inconsistencies are found, the reasons must be thoroughly investigated and corrected in a timely manner.

Improper selection of transfer pricing methods is also a common mistake. Companies may choose a method that is not suitable for a particular type of transaction, or fail to fully justify the method they have chosen. Avoiding this mistake requires a deep understanding of the various transfer pricing methods and the conditions under which they apply. For each type of related-party transaction, carefully evaluate the available methods, taking into account factors such as the nature of the transaction and the availability of comparable data. Keep documentation of the decision-making process for method selection, including the reasons why one method was chosen over others. If in doubt, consult a transfer pricing expert or consider cross-validating multiple methods.

In addition to these specific errors, we should also pay attention to avoid some common oversights, such as incomplete filling, failure to update related party information in a timely manner, and ignoring the background explanation of major transactions. Establishing an internal review process and multiple checks by people at different levels can effectively reduce these errors.

Finally, remember that mistakes cannot always be completely avoided. The key is to have a mechanism to detect and correct them in a timely manner. If you discover an error after filing, you should explain the situation to the tax authorities as soon as possible and submit a corrected return. A proactive and honest attitude can often mitigate potential negative consequences.

By understanding these common mistakes and taking corresponding preventive measures, companies can significantly improve the accuracy and reliability of related-party transaction reporting, thereby reducing tax risks and enhancing trust with tax authorities.

Case Analysis

To better understand the practical application of related-party transaction reporting, we will look at two case studies from different industries. These cases will demonstrate how to deal with industry-specific challenges and provide practical reporting strategies.

1. Manufacturing enterprise cases:

Vietnam ABC Electronics Co., Ltd. is a manufacturer specializing in the production of smartphone components. Its parent company is located in South Korea. ABC mainly purchases raw materials from its parent company in South Korea and sells finished products to smartphone assembly plants in Vietnam.

2. Key application points:

Related party identification: Clearly list the Korean parent company and other companies within the group.

Types of related-party transactions: mainly include raw material procurement and product sales.

Transfer pricing method: For raw material purchases, the comparable uncontrolled price method is used; for product sales, the transactional net profit method is used.

Functional-risk analysis: Detailed description of the company’s position in the value chain, emphasizing the manufacturing functions it undertakes and the corresponding risks.

Financial data consistency: Ensure that the reported purchase and sales amounts are fully consistent with the financial statements.

Note: ABC Company needs to pay special attention to the rationality of the raw material purchase price and may need to provide market comparable prices as support. At the same time, it should pay attention to whether its profit level matches the functions and risks it bears.

3. Cases of service industry enterprises:

Vietnam XYZ Consulting Services Co., Ltd. is a company that provides management consulting services. It provides back-end support services for its Singapore headquarters and also provides consulting services to local customers in Vietnam.

Key application points:

Related Party Identification:Singapore head office and other related group companies.

Type of related-party transaction:It mainly consists of service fee income (from the Singapore headquarters) and brand usage fee expenses.

Transfer pricing methods:For service charges, the cost-plus method is used; for brand royalties, the comparable uncontrolled price method is used.

Intangible asset transactions:Detailed explanation of the calculation basis and rationality of the brand royalties.

Substantial proof of service:Provide a detailed description of the service content to prove the actual occurrence and necessity of the service.

Note:XYZ Company needs to pay special attention to the reasonableness of service fee pricing and may need to provide a market comparable analysis of specific cost composition and markup rate. For brand royalties, sufficient documentation should be prepared to support its pricing basis.

These two cases demonstrate the specific problems and solutions that different industries may face in related-party transaction reporting. Manufacturing companies usually need to pay more attention to the pricing of tangible goods transactions, while service companies need to pay more attention to the reasonableness of pricing of intangible services and asset use.

Regardless of the industry, enterprises should carefully analyze each type of related-party transactions according to their own characteristics, select appropriate transfer pricing methods, and prepare sufficient supporting documents. At the same time, maintaining data consistency and accuracy, as well as good communication with the tax authorities, are key factors for successful declaration.

Conclusion

Related-party transaction reporting is not only a legal obligation, but also an important part of corporate tax management and risk control. Correctly understanding and implementing this process has a far-reaching impact on the long-term development of the company.

The long-term impact of reporting cannot be ignored. First, accurate reporting helps to build a trusting relationship between enterprises and tax authorities, which is crucial for future tax management. A good reporting record may reduce the probability of being selected as a tax audit object or obtain more favorable treatment during the audit process. Secondly, a standardized reporting process can help enterprises better understand their related-party transactions and discover potential tax risks and optimization opportunities. This has a positive impact on the overall tax planning and business decision-making of the enterprise. In addition, high-quality reporting is also a reflection of good corporate governance of the enterprise, which is conducive to improving the image of the enterprise in the eyes of investors and partners.

The importance of continuous improvement is self-evident. As companies grow and the external environment changes, the complexity of related-party transactions is also increasing. Therefore, companies need to establish a mechanism for continuous improvement. This includes regularly reviewing and updating related-party transaction policies, tracking the latest regulatory changes and practice trends, and continuously optimizing internal processes and control systems. At the same time, it is also necessary to invest in employee training and technical tools to improve the efficiency and accuracy of reporting. Companies should also actively participate in industry exchanges, learn best practices, and make appropriate adjustments based on their own circumstances.

Finally, it is important to realize that related-party transaction reporting should not be viewed as a mere compliance obligation, but should be an integral part of the company’s overall tax and financial management strategy. By continuously improving reporting practices, companies can better manage tax risks, optimize global resource allocation, and ultimately enhance overall competitiveness.

In short, for entrepreneurs and business managers, paying attention to the declaration of related-party transactions, investing necessary resources, and establishing a long-term management mechanism will lay a solid foundation for the sustainable development of the enterprise. In the ever-changing business environment, this forward-looking management method will become one of the key factors for the long-term success of the enterprise.