Electronic accounting archives system: empowering business-finance-tax digital transformation

To implement the spirit of the 20th National Congress on "accelerating the building of a Digital China and accelerating the development of the digital economy" and "promoting the green and low-carbon development of the economy and society," the Ministry of Finance is leading the advancement of institutional reforms related to accounting digitalization and the formulation of accounting data standards.

Nine ministries and commissions, including the Ministry of Finance and the State Taxation Administration, officially launched the work of deepening the pilot program for electronic voucher accounting data standards in May 2023.

Nine ministries and commissions, including the Ministry of Finance and the State Taxation Administration, decided to continue jointly carrying out the work of deepening the pilot program for electronic voucher accounting data standards in 2024.

Kailing TechnologyElectronic Accounting Archives SystemAchieve full-link, full-process, full-path processing of electronic vouchers such as fully digitalized e-invoices, railway electronic passenger tickets, air transport electronic passenger ticket itineraries, bank electronic receipts, and electronic statements, including receipt, signature verification, parsing, posting, and archiving, comprehensively supporting enterprise financial digitalization.

Kailing TechnologyAccording to the guiding opinions of the Ministry of Finance, fully advance the pilot work on accounting data standards for electronic vouchers, help accounting data transform from informatization to digitalization and intelligence, and provide enterprises with comprehensive digital business-finance-tax platform application support。

I. Policy basis

1. Measures for the Management of Accounting Archives (Order No. 79 of the Ministry of Finance and the National Archives Administration)

An entity may use information technology means such as computers and network communications to manage accounting archives, and electronic accounting materials formed internally that fall within the archiving scope may be preserved only in electronic form, forming electronic accounting archives.

2. Notice of the Ministry of Finance and the National Archives Administration on Standardizing the Reimbursement, Booking, and Archiving of Electronic Accounting Vouchers (Cai Kuai [2020] No. 6)

Where an entity uses paper printouts of electronic accounting vouchers as the basis for reimbursement, bookkeeping, and archiving, it must simultaneously preserve the electronic accounting vouchers from which the paper copies were printed. Electronic accounting archives that meet archive management requirements have the same legal effect as paper archives. Unless otherwise provided by laws and administrative regulations, electronic accounting archives may no longer be preserved in paper form.

3. Specification for Electronic Accounting Archives Management (DAT94-2022)

For archiving layout-based electronic accounting materials, OFD format is recommended. Units that do not have the conditions to apply OFD format may use PDF format or other layout formats that meet long-term preservation requirements. To facilitate parsing and statistics, XML-like description files may be output simultaneously for archiving.

4. The Accounting Department of the Ministry of Finance organizes the launch meeting for deepening the pilot of electronic voucher accounting data standards

To thoroughly implement the spirit of the 20th National Congress of the Communist Party of China regarding "accelerating the building of a Digital China and accelerating the development of the digital economy" and "promoting green and low-carbon economic and social development," and to deepen and solidify the decisions and arrangements of the Party Central Committee and the State Council on formulating and promoting accounting data standards, on the afternoon of May 15, 2023, the Ministry of Finance, together with the State Taxation Administration, the People's Bank of China, the State-owned Assets Supervision and Administration Commission of the State Council, the National Archives Administration, the Standardization Administration, the Office of the National Electronic Document Interconnection, the Civil Aviation Administration, and China State Railway Group, organized the launch meeting for deepening the pilot of electronic voucher accounting data standards.

5、Notice of the General Office of the Ministry of Finance on Continuing the Pilot Work of Deepening the Accounting Data Standards for Electronic Vouchers (Cai Ban Hui [2024] No. 3)

Nine ministries and commissions, including the Ministry of Finance and the State Taxation Administration, decided to continue jointly carrying out the work of deepening the pilot program for electronic voucher accounting data standards in 2024. Units that are not included in the scope of pilot units and meet the conditions are encouraged to voluntarily participate in the deepening pilot work after filing. Receiving-end pilot units that have already achieved regular operation shall continue to conduct full-process regular processing and operation of pilot electronic vouchers in accordance with the standards, achieving "process all that should be processed." All qualified subordinate units are encouraged to "pilot all that can be piloted."

II. Kailing Technology Electronic Accounting Archives System

Can realize the receipt, signature verification, parsing, accounting entry, and archiving of electronic vouchers such as fully digitalized e-invoices, railway electronic tickets, air transport electronic ticket itineraries, bank electronic receipts, and electronic statements. Expense invoices are recognized through OCR technology to form an original electronic voucher database.

Provides one-click generation of accounting vouchers from original electronic vouchers, generating accounting entry information data files in accordance with accounting data standards, with functions such as preventing duplicate entries and preventing tampering of original vouchers and accounting vouchers, providing enterprises with a comprehensive digital business-finance-tax application platform.

Automatic tax calculation, providing corporate tax filing and individual income tax filing for VAT, income tax, financial statements, etc., making it convenient for users to quickly complete filing work.

Tax-related risk inspection provides risk assessment and detection of enterprise business-finance-tax data from the perspectives of finance, taxation, and invoices, providing enterprises with business-finance-tax risk analysis.

ChooseKailing Technology Electronic Accounting Archives, saving archive management costs and unlocking the value of archive data. It supports automatic recognition and verification of invoice information, establishes the data relationship between source documents and bookkeeping vouchers, and provides dual management of paper and electronic archives. If your enterprise wants to learn about or begin building an electronic accounting archives system, 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.