Digital and intelligent unified management of electronic accounting archives, maximizing the value of archive data

The rapid development of information technology continues to drive the finance industry toward digitalization, automation, and intelligence. With the continuous iteration and updating of imaging technology and facilities, new technologies such as OCR and voice recognition are becoming increasingly mature. In addition, electronic vouchers such as electronic settlement statements, e-invoices, electronic bills of exchange, and electronic bank receipts are being applied more deeply in various enterprise scenarios, and electronic applications in enterprise management information technology have gradually become routine.

With the informatization development of enterprise financial management, more and more enterprise financial information is generated in electronic and data form. Traditional paper-based accounting archive management is no longer convenient or suitable, and in daily operations and management work it shows many problems such as higher costs, lower efficiency, security risks, and limited utilization. At the same time, the new measures for the management of accounting archives affirm the legal effect of electronic accounting archives and make it clear that, under specific conditions, accounting archives may be kept only in electronic form. In the digital era, these accounting materials included in the scope of management will all become important "assets" of enterprises in the digital era.

Against this background, building electronic accounting archives management not only promotesEnterpriseAn important part of implementing digital-intelligent transformation construction planning, and also implementing the relevant requirements of the Ministry of Finance, the State Taxation Administration, and the National Archives Administration, promoting the implementation of paperless financial reform. Digital-intelligence is an important measure for advancing high-quality enterprise development and becoming a world-class enterprise, and an important lever for practicing scientific development and people-oriented philosophy. It promotes the implementation of the national overall digital strategy and the "dual carbon" strategy.

01 Build a unified multi-format digital management platform for accounting archives

Under the major trend of electronic invoices, accounting vouchers are an important basis for units to conduct accounting. With the development and advancement of e-commerce in China, the use of electronic accounting vouchers such as electronic invoices, fiscal electronic invoices, electronic passenger tickets, electronic itineraries, electronic customs special payment statements, and bank electronic receipts has become increasingly widespread. Timely and standardized reimbursement, booking, and archiving of electronic accounting vouchers is required for accounting work and archive work to adapt to the development of e-commerce and e-government, and is of great significance for standardizing units' basic accounting work, promoting single-set archiving of electronic documents, and realizing full-process electronic reimbursement, booking, and archiving of accounting vouchers.

Clarify the specific direction: coordinate and plan the last mile of financial digital transformation

Connect end-to-end online management of business and finance to achieve enterprise integration of business-finance-tax-capital-archive. Create one-stop "paperless" full-process linkage for enterprises, realizing pre-event, in-event, and post-event control throughout. Carry out full-chain collection of electronic accounting materials to achieve online compliant circulation and lawful preservation.

Implementation content: Build a standardized electronic accounting archives management system

Integrating business, connecting systems, building platforms, expanding applications, and realizing data and information sharing, the archiving and organization of vouchers and related original documents, account books, and statements of enterprises and their subordinate units need to cross multiple systems, making unified archiving difficult, and borrowing and querying also make it difficult to query all electronic archives at the same time. Various units and departments have urgent needs for electronic archives in order to bring query users a precise and complete query experience.

Formulate construction strategy: clarify key tasks, advancement steps, pilot construction

Determine execution standards, such as company rules and regulations and operating specifications, and carry out business-finance integration and business-finance-archive integration. Enterprises should plan electronic accounting archives management as a whole, continuously summarize the standard system for electronic accounting archives management based on policies and system pilots, which is conducive to sharing and promoting the single-set system within the group, better serving business, management, and auditing, strengthening the development of accounting data standards and archival data standards, and supporting the group's requirement of managing through service.

02 Build the enterprise "paperless" blueprint Business-finance-tax-capital-archive integration

As enterprises enter the stage of high-quality development, the construction of electronic accounting archive management systems will rely on ERP systems, reimbursement systems, fund management systems, and other systems. Through comprehensive business review and system optimization and transformation, the entire group's accounting archives will be digitized, financial management will operate efficiently with refined management, further supporting digital transformation.

In the practical exploration stage of electronic accounting archives, enterprises have conducted in-depth research and application in archive management models and the business relevance of archive data. From the perspective of enterprise overall management: First, establish a standardized management system for enterprise-wide electronic accounting materials and set unified standards, which helps timely follow-up and updating of policies as well as the subsequent promotion of single-set application of electronic accounting archives. Second, in archive management, give play to the data value of accounting archives to facilitate global business joint queries and business traceability. This can better serve strategy implementation.

In the era of electronic accounting archives,Enterprises needCarry out management innovation

More of the work of accounting archives relies on the system, completing the full lifecycle management of organization, filing, utilization, appraisal, and destruction within the system, effectively reducing manpower, material resources, and financial costs.

Risk-oriented, compliance as the bottom line, internal control as the core, and audit as the safeguard

Help enterprises achieve a closed-loop management mechanism covering the entire process of reimbursement, booking, and archiving before, during, and after the event, delivering risk prevention and control that truly creates value for enterprises.

ForGroup enterprisesOperations efficiency improvement

It provides the foundation and guarantee for the reasonable collection, scientific management, effective utilization, and group-wide sharing of group enterprise archive resources. The establishment of the electronic accounting archives system strengthens company archive management, standardizes archive use, optimizes archive collection, enhances archive utilization efficiency, and realizes information sharing of archive big data and full utilization of resources.

Help personnel transform and unleash efficiency

The working methods, management roles, and management thinking of electronic accounting archive management need to change. More work relies on the system, completing the full lifecycle management of organization, archiving, utilization, appraisal, and destruction within the system, relying on automatic completion by the system. Under the new model, statistical analysis of archive information should be strengthened to make archives more standardized and valuable for use. Under the new model, archive management personnel can better leverage their own intelligence, continuously improve their professional level, master computer technology, better improve work efficiency, continuously uncover value, and expand the application scenarios of digitalization in accounting archive work.

03 Electronic accounting archive operations create value

With the continuous promotion of electronic vouchers and the ongoing advancement of enterprise digital and intelligent transformation, the value of electronic accounting archives will continue to be released and become increasingly prominent.

Build a standards system:Rely on the accounting archive system to complete accounting archive receipt management and achieve efficient, low-risk management of the full lifecycle of accounting archives.

Layered data governance:For archive types and personnel permissions, implement layered and managed administration with high business fit. Taking the financial accounting system as the foundation, and through integration means with other related business systems, and by means such as scanning and data conversion, create authentic, complete, usable, and secure electronic accounting archives for enterprises, providing users with efficient, convenient, and end-to-end digital archive services.

Data value application:Before, during, and after the event, online supervision can be coordinated globally, quickly and intuitively extracting data and presenting it clearly, providing data support for regulatory authorities to make safe, scientific, and efficient decisions.

At the level of paperless applications and compliant preservation of original electronic voucher files, from a long-term development perspective, this saves social resources and promotes the dual transformation of enterprises toward digital intelligence and green development.

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.