[Electronic Accounting Archives] How can SMEs cost-effectively and efficiently achieve electronic archiving of accounting records

With the accelerated expansion of the "fully digitalized e-invoice" pilot and the continued advancement of the electronic voucher pilot, small and medium-sized enterprises also need to consider how to better respond to compliance requirements under new trends and accelerate financial digital transformation.

As the last mile of "business-invoice-finance-tax-archives," the traditional offline accounting archives management model has many problems：

E-invoice electronic files not archived

It does not meet the requirements of Article 4 of Caihui [2020] No. 6 document, and will be handled and punished in accordance with relevant laws and administrative regulations such as the Accounting Law of the People's Republic of China and the Archives Law of the People's Republic of China.

Do not value long-term preservation of archives

It does not meet the accounting archive retention period requirements in the Measures for the Management of Accounting Archives.

Weak e-invoice compliance check process

After e-invoices are printed, they are manually booked and archived, making invoice verification and duplicate checking difficult.

Insufficient finance staff stability

Manual archiving methods rely too heavily on human behavior; personnel turnover or improper operations bring significant financial risks to enterprises.

WeFor the electronic accounting archives of small, medium, and micro enterprises of different sizes, the following reference recommendations are proposed:

Small and micro enterprises：The focus is the archiving of electronic invoices and electronic documents

Small and micro enterprises generally have no accounting information system and lack sufficient funds and manpower to build their own intelligent financial archiving system. The focus should be on the storage and archiving of electronic invoices.

General requirements:

·Support automatic verification and parsing of invoices;

·Automatically obtain invoice metadata and generate invoice ledgers;

·Support association of invoice posting and reimbursement information;

·Electronic invoice layout files can be saved quickly and securely.

SMEs: low-cost archiving of input VAT invoices, output VAT invoices, and accounting archives

Small and medium-sized enterprises and public institutions have limited IT investment, have certain needs for electronic archiving of accounting materials, and hope to use it directly at a lower cost.

General requirements:

·Meet daily operational needs for input VAT invoice, output VAT invoice, and accounting archive filing

·Require low-cost, highly secure cloud deployment

Recommended solution:

Kailing Technology Electronic Accounting Archives System can establishA cloud data warehouse for electronic invoices and electronic accounting materials for small, medium, and micro growing enterprises. The system is based on a SaaS cloud platform architecture and provides functions such as collection, management, storage, utilization, and long-term preservation of electronic invoices and electronic accounting materials.

Achieve separate archiving of e-invoices

·Support archiving invoices via multiple methods such as electronic file import, paper scanning, and interface import

·Intelligent invoice recognition, verification, and duplication checking, reducing invoice compliance risks

·Support viewing and management of both PDF and OFD invoice formats

Achieve complete accounting archive archiving

·Support expansion from single e-invoice management to complete accounting archives (accounting vouchers, ledgers, reports, other accounting materials, etc.)

·Support full-process management of accounting archive collection, management, storage, and utilization

·Through technologies such as identity authentication, digital signatures, four-attributes detection, and digital watermarks, ensure archived data is secure and controllable

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.