Electronic accounting archives: compliant, secure, and efficient full-process management

The report of the 20th National Congress of the Communist Party of China pointed out that we must accelerate the building of a cyber power and a digital China. The Central Committee of the Communist Party of China and the State Council issued the Overall Layout Plan for the Construction of Digital China (hereinafter referred to as the Plan), which, from the overall and strategic height of the development of the cause of the Party and the state, put forward the overall strategy for building a digital China in the new era and defined the guiding ideology, main goals, key tasks and safeguard measures for the construction of digital China.

The report points out that the plan is to basically form an integrated promotion pattern featuring horizontal connectivity, vertical penetration, and strong coordination by 2025, with important progress made in building a Digital China. Complete, accurate, and comprehensiveImplement the new development concept, drive changes in production, life, and governance through digitalization, and inject strong momentum into comprehensively advancing the great rejuvenation of the Chinese nation through Chinese-style modernization.

The following are summaries of several important policies:

2021.03

The General Offices of the CPC Central Committee and the State Council issued the Opinions on Further Deepening the Reform of Tax Collection and Administration: building smart taxation with high integration functions, high security performance, and high application efficiency, centered on serving taxpayers and fee payers, with e-invoice reform as the breakthrough and tax big data as the driving force.

2023.03

Notice of the General Office of the National Archives Administration, the General Office of the Ministry of Finance, the General Office of the Ministry of Commerce, and the General Office of the State Taxation Administration on Issuing the "Guidelines for Full-Process Electronic Management of Electronic Invoices"

2023.05

Notice of the Accounting Department of the Ministry of Finance on Publishing the Electronic Voucher Accounting Data Standards (Trial Version)

As the state continues to advance the building of Digital China and policies on tax and fiscal electronization are continuously strengthened, the volume of electronic vouchers across society continues to rise. For the wide variety of electronic accounting vouchers in different formats and from different sources, most enterprises encounter three major obstacles: difficulty receiving, difficulty booking, and difficulty archiving. How can enterprises truly solve the difficulties of receiving, booking, and archiving electronic vouchers while meeting national compliance requirements for electronic vouchers?

Kailing TechnologyThe overall electronic accounting archives solution conducts full lifecycle management of accounting electronic archives from collection, verification, posting, archiving, utilization, and destruction, fundamentally solving the three major difficulties of archive collection, posting, and archiving.

What should enterprises pay attention to when solving the three major challenges of archive receipt, accounting entry, and archiving? Based on past project experience，The following solutions were summarized:

1.Build a unified archive management platform compliant with electronic voucher accounting data standards

Taking new policies as an opportunity, establish a unified archive management platform, advance paperless accounting archives and the electronic single-track single-set system, and reduce printing consumable costs by more than 50%。

Build a unified archive management platform:

Step 1: Collection

Finance is the movement of funds in an enterprise's production and operation process. Like blood in the human body, it involves every aspect of enterprise management processes, including sales, procurement, production, fund receipts and payments, and asset management. Therefore, financial accounting archives are generated from different business processes.

Electronic accountingThrough intelligent sorting interfaces, the archive system automatically classifies archive materials synchronized from front-end business systems and external ecosystems, reducing front-end business system development costs. In the process of sorting interfaces, it achieves the integration of enterprise business flow, data flow, and archive flow.

For archives without a front-end business system or that cannot be collected through integration, the system supports intelligent OCR recognition, invoice verification, bank receipt recognition, and recognition of other enterprises' general templates through training.

Step 2: Check

In the long-term preservation stage of digital archives, digital archives must be regularly subjected to four-property testing, and in accordance with the requirements of the General Requirements for Testing Document-Type Electronic Archives (DAT70-2018), testing is conducted in four major categories: accuracy, completeness, usability, and security of electronic archives,Kailing Technology Electronic Accounting ArchivesThe system fully meets the requirements, with particularly strict inspection mechanisms for archive integrity checks and authenticity detection。For archives whose originals are electronic, the system automatically performs batch signature verification and authenticity verification, and automatically parses and checks the authenticity of the materials.

Step 3: Organize

After financial archives enter the repository, they are intelligently matched through associations between materials and automatically formed into temporary volumes, then confirmed by archive administrators. Electronic materials are virtually boxed, paper materials are physically boxed, and electronic materials are thus archived. Paper materials are archived after being stored in the repository.

After electronic archives enter the archive system, they are automatically filed into volumes based on direct or indirect relationships between vouchers and their attached materials, without manual operation。

After vouchers and invoices are automatically bound into a volume, the system forms the booking-side electronic voucher—accounting information structured data file—in accordance with the requirements of the Ministry of Finance's Notice on Publishing the Accounting Data Standards for Electronic Vouchers (Trial Version), and archives it together with the issuer-side fully digitalized e-invoice XML file with digital signature as accounting archives for future reference。

Step 4: Archives Utilization

Archive Retrieval and Borrowing: For massive data, the archive management system provides multiple retrieval methods, including full-text retrieval, conditional retrieval, and metadata retrieval, to locate target documents.

Employees can search in the borrowing list, select the files they need to borrow and add them to the borrowing process. They can also initiate a renewal request during the borrowing period to extend the borrowing cycle.，Fully meets users' all-round access and review needs.

EnterpriseEstablish an electronic accounting archives system that canComplete the review of internal business-to-finance integration processes, unify accounting archives management strategies, build compliant and efficient online audit capabilities, meet compliance and internal control requirements, review and standardize business processes, reduce mechanical work and consumables expenses, reduce costs and increase efficiency, promote financial digital transformation, and improve efficiency.If your company has not yet figured out how to start building electronic accounting archives, or has questions during the process, Kailing Technology is willing to provide professional assistance.

Beijing Kailing Technology Co., Ltd.——an enterprise business-finance-tax digitalization solution service provider.

Kailing Technology provides solutions for sales management systems, procurement management systems, output invoicing systems, input invoice collection systems, imaging management systems, financial posting systems, electronic accounting archives, fully digitalized e-invoice and Leqi interfaces and other businesses according to enterprise needs, professionally and efficiently helping enterprises transform and upgrade their business-finance-tax digital management.

If you have any business-finance-tax digital transformation needs, welcome to contact us. Beijing Kailing Technology will serve you wholeheartedly.