How can retail chain enterprises implement an electronic accounting archives system?

Build an electronic accounting archives platform covering all entities, with electronic documents from various business systems uniformly aggregated, cataloged, and preserved; achieve automatic association between vouchers and original attachments, so that retrieving one voucher shows all its supporting materials; establish compliant preservation and retrieval mechanisms, with full traceability for archive borrowing, downloading, and destruction.

What problems did Kidswant have before launching electronic accounting archives?

Accounting vouchers and original attachments are currently bound and kept in paper form, boxed monthly and stored in cabinets annually, occupying fixed warehouse resources and manpower; paper archives carry risks of damage and loss, and the centralized management cost of archives for remote entities is high; original vouchers involved in manual vouchers of shared centers are difficult to manage uniformly.

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Retail chainElectronic accounting archives

Kidswant · Listed maternal and infant retail chain enterprise

Kidswant | Centralized electronic archiving of vouchers for chain stores

Chain RetailBusiness format

Centralized archivingBuild objectives

Enterprise overview

Kidswant Children's Products Co., Ltd. was established in 2012 and is listed on the ChiNext (301078). It provides one-stop maternal and infant product retail and comprehensive growth services for families with infants and children aged 0-14 and pregnant women, operating categories such as milk powder, supplies, food, textiles, toys, and strollers, chairs, and beds, and also provides value-added services such as early education, entertainment, and insurance. The company operates an online shopping mall and mobile app, and offline operates large physical stores. Together with Leyou International, its stores have expanded to more than a thousand, covering multiple formats such as large stores, preferred stores, and select stores, with nearly 100 million registered members.

Business pain points

Accounting vouchers and original attachments are currently bound and kept in paper form, boxed monthly and stored in cabinets annually, occupying fixed warehouse resources and manpower. Paper archives carry risks of damage and loss, and the centralized management cost of archives for remote entities is high
The original vouchers involved in manual vouchers at shared service centers are difficult to manage uniformly. Retrieving vouchers across years and entities requires manual searching, resulting in long response cycles during audits or tax inspections.
Vouchers lack systematic linkage to their corresponding contracts, acceptance forms, and payment records, leaving an incomplete evidence chain. After the electronic accounting archives filing standards took effect, keeping only printed copies no longer meets compliance requirements; obtaining and retaining original electronic files has become a mandatory condition.

Solutions

Build an electronic accounting archives platform covering all entities, with electronic documents from various business systems uniformly aggregated, cataloged, and preserved
Achieve automatic association between vouchers and original attachments, so that retrieving one voucher shows all its supporting materials
Establish a compliant storage and retrieval mechanism, with full traceability for borrowing, downloading, and destruction of archives
Ultimately shifts archive management from after-the-fact completion to automatic accumulation alongside business activities, so cross-year retrieval and audit responses no longer depend on manual effort
And enabling archive retrieval with complete permission and traceability mechanisms, with borrowing, downloading, and destruction fully traceable