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

Kailing Technology Electronic Accounting Archives System In response to enterprises' needs for upgrading accounting archives management, it provides support for digital management of the full process of enterprise accounting archive collection, archiving, borrowing, and destruction, achieving full coverage of various archive materials such as accounting vouchers, ledgers, and statements.

01 Current status of enterprise accounting archive management

Collect

▪ There are many front-end business documents with no unified collection standard, resulting in a heavy collection burden;

▪ Electronic files grow rapidly, manual collection and organization is inefficient, and organization is prone to errors;

▪ Documents and data are stored across various departments and systems and cannot be collected uniformly.

Management

▪ Archiving lacks a supervision mechanism, and appraisal and destruction lack technical support;

▪ Electronic archives and paper archives are managed separately, and paper archive management costs are high;

▪ Archive numbering, cataloging, and proofreading are all handled manually, which is time-consuming, labor-intensive, and inconsistent.

Utilize

▪ Archive search is inconvenient, borrowing cycles are long, and archive utilization efficiency is low;

▪ Paper archives have a limited storage period and strict storage environment requirements, and are easily damaged;

▪ Archive data is relatively isolated and closed, making it difficult to integrate into business and data sharing.

Security & Storage

▪ Lack of control mechanisms such as encryption and backup makes it difficult to guarantee archive data security;

▪ During storage and borrowing of massive data, some data is lost and difficult to verify;

▪ Inadequate implementation of archive security management in various regions and lack of systematic security mechanisms.

02 Kailing Technology electronic accounting archives product capabilities

Full-process management of reimbursement booking and archiving，Online preservation of electronic archives

In financial accounting vouchers, whether online electronic invoice files or paper invoice files, all are uniformly converted into electronic data files through image files, and reimbursement, booking, and archiving are realized in accordance with electronic accounting archives management specifications.

Conversion of Expense Reimbursement Form to Accounting Voucher，Online receipt of electronic archives

KailingAccounting archives can not only manage accounting data archives in their own system, but also manage electronic invoice files from financial systems, expense control systems, and other heterogeneous systems, uniformly archiving them in the archive system to form tamper-proof bookkeeping vouchers.

Metadata management of electronic accounting vouchers，Online receipt results of electronic archives

Metadata management is crucial to the authenticity, integrity, security, and audit trail of electronic accounting vouchers, so metadata specifications for electronic accounting archives must be established.

Archive directory structure and metadata，Online preservation of electronic archives

Electronic archives support online preservation, viewing, and setting of filing directories and metadata, managing archived data by fonds and archive classification. After filing, electronic archives are stored in the "archive repository."

03 Support full-process, multi-directional archive management needs

Collection of Accounting Materials：Supports collection of full archive data via local upload, scanning, interface transmission, and other methods（Bookkeeping vouchers, original vouchers：Such as reimbursement documents, electronic invoices, electronic receipts, and image files、Account book materials, report materials, etc.）, through integration with business systems, realize archive-related dataofautomatic association between them, enabling 100% archiving of enterprise archive data.

Accounting Archive Organization：Perform data processing on collected accounting materials, classify and assemble archive metadata and their attachment files, encrypt data information, perform layout file format conversion, and complete file assembly and archiving. Through flexible definition of archive categories, custom settings can be made by multiple dimensions such as year, type, fonds, and project number, and fonds volumes can be established according to national standards.

Utilization of accounting archives：For massive data, the archive management system provides multiple retrieval methods, including full-text search, conditional search, and metadata search 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 application during the borrowing period to extend the borrowing cycle.

Appraisal of Accounting Archives：Appraisal types in the archive system are generally divided into four categories，Opening Appraisal, Retention Period Appraisal, Dense Appraisal, Destruction Appraisal, etc. The System Can Automatically Remind When Archives Expire According to Pre-set Processing Rules, and Archivists Can Select a Batch of Archives Needing Appraisal for Batch Processing.

Destruction of Accounting Archives：After the appraisal process ends, the system automatically places archives appraised as valueless into the pending destruction repository. Archive administrators periodically execute destruction actions. Destroyed archives can be deleted directly or enter the recycle bin according to preset rules, thereby avoiding the mistaken handling of some archives at that time，Ensure the security of users' archive information resources to the maximum extent.

ChooseKailing TechnologyElectronic accounting archives，Save archive management costs and unlock archive data value。Supports automatic recognition and authenticity verification of invoice information，Establish the data relationship between original vouchers and bookkeeping vouchers，Provides dual management of paper and electronic archives。If your enterprise wants to learn about or begin building an electronic accounting archives system, you are welcome to contact Kailing Technology!

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.