Key points of electronic accounting archives that accounting practitioners need to know

With the nationwide rollout of fully digitalized e-invoices, the digital application of electronic accounting vouchers is also accelerating. The continuous advancement of the Electronic Accounting Archives Management Specification has brought a historic transformation to electronic accounting archive management, which is gradually replacing traditional paper archive management methods.

At the same time, enterprises and institutions have paid high attention to accounting archive management issues. At present, enterprises have the following problems in accounting archive management:

1. Paper archives occupy large space and have high maintenance costs; retrieving archives for review is slow and search efficiency is low; archive management is disconnected from business systems, hindering work efficiency improvement; electronic invoices and electronic documents are not archived in a timely manner, violating relevant national laws and regulations.

2. Enterprises and public institutions urgently need to solve the problem of secure and compliant storage of electronic accounting vouchers; financial business processes are complex, and there is an urgent need for a secure and compliant full-process electronic solution for the collection, reimbursement, booking, and archiving of electronic accounting vouchers.

What are electronic accounting archives？

The Specifications for Electronic Accounting Archives Management states that electronic accounting archives are electronic accounting materials that are directly formed or received, transmitted, stored and archived by electronic computers in accounting work, record and reflect the economic business matters of a unit, and have evidentiary, reference and preservation value.

According to Article 7 of DA/T 94—2022 "Specification for Electronic Accounting Archives Management", the archiving scope of enterprise electronic accounting materials shall include but not be limited to the following:

1. Accounting vouchers, including original vouchers and bookkeeping vouchers;

2. Accounting books, including general ledgers, subsidiary ledgers, journals, fixed asset cards, and other auxiliary books;

3. Financial accounting reports, including monthly, quarterly, semi-annual, and annual financial accounting reports;

4. Other accounting materials, including bank deposit balance reconciliation statements, bank statements, tax filing forms, accounting archive transfer inventories, accounting archive custody inventories, accounting archive destruction inventories, accounting archive appraisal opinion letters, and other accounting materials with preservation value.

The Importance of Electronic Accounting Archives

1、 Process optimization, efficiency improvement

Simplify the financial processing workflow, eliminating voucher printing, organization, attachment, and paper archiving processes, greatly reducing the workload of business and finance staff and comprehensively improving financial work efficiency.

2、 Reduce costs and improve efficiency

Significantly reduce archive printing, consumables, storage, and management costs, optimize finance personnel structure, lower comprehensive archive management costs, and improve finance personnel work efficiency.

3、 Intelligent management, efficient utilization

Improve the informatization level of archive management, achieve regular automatic collection and one-click archiving of accounting materials; accurately locate archives through keywords, greatly improving archive retrieval efficiency.

4、 Archive storage, secure and worry-free

Improve the security of archive management through technical means such as digital signatures, digital seals, security protocols, and national cryptographic algorithm encryption. Archive data can also be exported to the local system in real time, enabling simultaneous online and offline preservation of archive data and fully safeguarding enterprise rights and interests.

Electronic accounting archive management has always been an important part of enterprise financial management. It can help enterprises achieve compliant management of electronic invoices, full-process electronic and paperless accounting archive management, reduce consumable costs, labor costs, and storage costs, and comprehensively improve economic and management benefits. Therefore, the management of electronic accounting archives is imperative.

Source: internet

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.