Saiyasen | Input Invoice Management for Multinational Business in China

Enterprise overview

Saiyasen is the China business entity of a multinational manufacturer, undertaking production and sales functions in China. Its daily procurement covers multiple lines including raw materials, parts, molds and tooling, equipment spare parts, outsourced processing, and logistics, with a complex supplier structure and scattered sources of input invoices.

Business pain points

• Procurement in the manufacturing stage is spread across raw materials, parts, molds and tooling, equipment spare parts, outsourced processing, and logistics. Suppliers include both large manufacturers with long-term agreements and small and micro suppliers providing temporary replenishment, with varying invoice types and arrival rhythms. Input VAT invoices currently arrive through three channels: employee reimbursement uploads, supplier emails, and paper documents mailed with goods. Finance must first collect all invoices, classify them, enter them into the system one by one, and then manually check whether the invoice face matches the business documents. Invoice arrival times are disconnected from business occurrence times, erupting centrally before month-end closing.
• Whether an invoice is voided, red-ink reversed, or already reimbursed repeatedly can only be compared by manually checking records, and cannot cover the full volume
• Anomalous invoices often only surface at the certification stage, by which time payment has been made and the business is closed, making recovery difficult. The same transaction may simultaneously have a paper printout and a fully digitalized e-invoice source file, making duplicate posting difficult to prevent at the process level
• The correspondence between invoices and purchase orders and goods receipt notes relies on manual maintenance, and discrepancies must be traced back item by item, lengthening the reconciliation cycle. After China Golden Tax Phase IV, tax comparison has become increasingly comprehensive. Once the authenticity and compliance of input VAT invoices are problematic, it directly affects deductions and cost recognition, and the frequency of enterprises being questioned by tax authorities increases significantly

Solutions

• Connect business, reimbursement, and tax management links so that documents entering through three channels—mobile photo capture, email receipt, and batch scanner entry—are recognized and structured immediately, eliminating manual collection and classification at the source
• Automatically connect to tax authority authenticity verification, duplicate reimbursement comparison, issuer status checks and invoice compliance validation, blocking abnormal invoices before entry rather than after certification
• Establish input risk monitoring covering all suppliers, with real-time alerts for abnormal invoicing party status, invoice red-voiding, absconding and loss of contact, transforming passive response into proactive defense
• Ultimately forms a unified input VAT invoice pool, where invoices, purchase orders, and payment records are traceable across all three, meeting China Golden Tax Phase IV regulatory requirements throughout the entire process
• And enabling business, finance, and tax to work on the same set of data, so business initiation, financial review, and tax compliance no longer each use their own standards