In the era of fully digitalized e-invoices, how to compliantly manage electronic accounting voucher archives?

In May 2023, the Accounting Department of the Ministry of Finance issued the guide "Accounting Data Standards for Electronic Vouchers — Fully Digitalized Electronic Invoices (Trial Version)," clarifying the specific handling methods for the reimbursement, booking, and archiving of fully digitalized e-invoices.

Notice highlights:

Where the recipient obtains a fully digitalized e-invoice for reimbursement, bookkeeping, and archiving.

First, the recipient may, in accordance with Articles 3 and 5 of the Notice, use only the XML file of a fully digitalized e-invoice containing a digital signature for reimbursement, accounting, and archiving, and may no longer keep it separately in paper form.

Second, if the recipient needs to use a paper printout of the PDF or OFD format file of a fully digitalized e-invoice as the basis for reimbursement, accounting, and archiving, it shall, in accordance with Article 4 of the Notice, also retain the XML format electronic file of the fully digitalized e-invoice containing the digital signature.

It can be seen that after receiving a fully digitalized e-invoice, regardless of whether it is printed or not, the XML-format electronic file containing the digital signature must be saved!

Besides fully digitalized e-invoices, the Ministry of Finance has also released data standards for electronic vouchers of other invoices (such as railway electronic tickets), which can be downloaded from the Ministry of Finance official website.

The deepened pilot of electronic voucher accounting data standards aims to promote standardized paperless processing across the entire process of electronic vouchers from issuance, receipt to processing and archiving by formulating and promoting accounting data standards, focusing on solving the "difficult receipt, difficult booking, difficult archiving" problems of electronic vouchers faced by many enterprises and institutions.

For enterprises, under the unified electronic voucher accounting data standard, the application of fully digitalized e-invoices will become deeper. In the era of fully digitalized e-invoices, the tax system will fully embrace digitalization and usher in a paperless full process.

01 How do fully digitalized e-invoices carry out compliant reimbursement, booking, and archiving?

The flowchart for a general enterprise is as follows:

As a type of electronic accounting voucher, fully digitalized e-invoices must follow the following regulations to achieve compliant reimbursement, booking, and archiving:

1. The legality and authenticity of received electronic accounting vouchers need to be verified;

2. The transmission and storage of electronic accounting vouchers must be secure and reliable, and any tampering with electronic accounting vouchers must be promptly detected;

3. The accounting system used must be able to accurately, completely, and effectively receive and read electronic accounting vouchers and their metadata, complete accounting operations in accordance with the nationally unified accounting system, output electronic accounting vouchers and their metadata in the format prescribed by the national archives administrative department, and effectively prevent duplicate entry of electronic accounting vouchers;

4. The archiving and management of electronic accounting vouchers shall comply with the requirements of the Measures for the Management of Accounting Archives and other regulations.

If an enterprise has established an electronic accounting archives management information system and uses business systems (such as reimbursement systems and invoicing systems) and accounting systems, electronic bookkeeping vouchers can be used as the main document, and fully digitalized e-invoices can be electronically archived together with electronic bookkeeping vouchers, electronic original vouchers, and other accounting materials, without the need for paper archiving one by one.

02 Solutions

Kailing Technology Electronic Accounting ArchivesOverall solutionCentered on the full lifecycle of enterprise electronic vouchers, and relying on new technologies such as the Internet, cloud computing, big data, and artificial intelligence, it supports full-process electronic and intelligent integrated invoice-business-finance-tax-archive management. By providing consulting and planning, R&D and implementation, system construction, full-process accompaniment, and iterative upgrades, it helps enterprises connect the entire process of electronic voucher issuance, reimbursement, accounting, and archiving, providing enterprises with multi-dimensional, full-scenario services and solutions, and comprehensively boosting enterprise digital transformation.

Overall process of the electronic accounting archives system

1. Electronic Voucher Issuance

Provide enterprises with low-cost, high-quality, full-scenario fully digitalized e-invoice connection solutions,At the same time, based on technological advantages, special management is carried out for invoicing personnel, invoicing points, and invoicing quotas, fully meeting enterprises' invoicing needs under multiple invoicing points and multiple branches.

Integration solution for connecting the business system with the output VAT automatic invoicing system

2. Electronic Voucher Receipt

Includes five stages: electronic voucher collection, reimbursement, payment, accounting, and archiving,Can achieve connection with multiple systems such as enterprise OA, expense control, bank-enterprise direct connection, finance, and archives,Help enterprises open up the entire process of receiving electronic vouchers.

Integration solution for connecting OA process systems with input VAT invoice systems

Financial posting

Supply chain collaboration

3. Electronic Voucher Storage

Kailing TechnologyElectronic accounting archivesComplies with national electronic accounting archives specifications and the requirements of the pilot work on deepening the accounting data standards for electronic vouchers jointly issued by nine ministries and commissions,Comprehensively cover user groups of various enterprises and institutions, provide comprehensive and professional electronic accounting archives filing, storage, and management services, ensure electronic archives are secure, legal, and valid, and help enterprises with financial transformation.

Full lifecycle management of electronic accounting archives

Core Application Value of Electronic Accounting Archives

Currently, it is essential to fully grasp the opportunity of the pilot reform of electronic voucher accounting data standards, make good use of electronic voucher accounting data information—this statutory electronic original voucher data carrying key financial and business information of the entity—and precisely target the three high-risk areas of budget execution, financial accounting, and archive management,Scientifically advancing the risk management system, transforming passive supervision into active regulation, and comprehensively building a new model of accounting supervision is timely.

Kailing TechnologyThe overall digital solution for the entire electronic voucher process covers all stages of invoice issuance, receipt, management, booking, and archiving, greatly improving the efficiency of enterprise invoice compliance management! It not only helps enterprises solve many current invoice problems at low cost and quickly, but also complies with enterprise electronic accounting voucher management requirements in the digital era, improving financial digital management levels, and isEnterpriseThe best choice for achieving compliant management of fully digitalized e-invoices。

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.