Enable Efficient Procurement Management: Kailing's Integrated Solution Does It All (Contract/Invoice Receipt/Payment/Finance/Archives)

In today's enterprise operations, an efficient and standardized procurement management process is crucial to enterprise development.Kailing integrated business process solution for procurement contracts / invoice receipt / payment / finance / archives It emerged in response to the times, aiming to provide enterprises with comprehensive and convenient procurement management services, enhancing operational efficiency and management standards.

KailingIntegrated business process solution for procurement contracts/invoice receipt/payment/finance/archives

1. Overall process planning

The company plans integrated management of procurement contracts, invoices, images, payments, finance, and archives, including payment application management, procurement internal control management, purchasers creating suppliers, creating procurement contracts and orders, supplier management and procurement contract approval, invoice matching, verification and submission of payment applications, financial bookkeeping, fund payment, and voucher generation. At the same time, through direct connection to the tax bureau for synchronized invoice receipt, it realizes management of the input VAT invoice pool and invoice risk monitoring. In terms of physical circulation, it involves contract sealing and return mailing, logistics tracking, and paper document management.

2. Procurement personnel usage scenarios

After logging into the system, procurement personnel can create supplier profile information, initiate and approve contract processes, create procurement or order contracts and upload electronic versions, return contracts to suppliers, collect and verify/match invoices after receiving supplier corporate invoices, query the payment progress of received invoices, initiate and approve payment processes, and review contracts after completion.

Feature Highlights and Value:

Online contract ledger: the sales team can form an online procurement management ledger, and procurement staff can query and download contract scans at any time when needed;

Efficient workflow: establish a unified, standardized, well-planned, and efficient online procurement contract/acceptance/invoice receipt/payment process, improving procurement information flow efficiency;

3. Finance/accounting use scenarios

Finance/After accountants receive paper invoices submitted by procurement personnel, they manually or by scanning sign for receipt, extract the deduction copy, automatically generate voucher information according to accounts, carry out cashier payments and bank payment receipts, and finally archive electronic accounting archives as vouchers. After tax accountants receive the special invoice deduction copies, they perform selection authentication and deduction statistics, monitor invoice status and provide real-time warnings, including in-transit invoice monitoring, abnormal status monitoring, and risk rule configuration, etc.

4. Scenario of entering invoices into the employee reimbursement invoice folder

Employees can enter invoices through various methods, such as QR code scanning, manual entry, WeChat wallet retrieval, WeChat file records, email invoice retrieval, etc. The platform performs various tax risk control validation rules, including header information, blacklisted goods/sellers, duplicate reimbursement, abnormal invoices, and other reviews, comprehensively improving employee invoice entry efficiency. When the same invoice is collected multiple times, a prompt is given and it is not allowed to be added to the invoice folder again.

5. Passenger transport invoice deduction scenario

During employee reimbursement, for train tickets, airline tickets, and road transport tickets, the system automatically calculates the deduction amount, helping corporate finance reduce the workload of deduction accounting。

6.Employee reimbursement / enterprise invoice pool and enterprise OA system integration scenario

Employees collect invoices via mobile, paste paper reimbursement forms offline, and pass them to finance. The enterprise invoice pool connects with the OA approval system and financial review system to achieve batch invoice selection and certification, archiving, and status monitoring and alerts, while ensuring consistency between electronic image files submitted online and offline paper files and image archiving.

7.Automatically generate accounting vouchers after employee reimbursement / corporate payment is completed

With voucher conversion middleware, document information fields are automatically mapped to the ERP system to generate corresponding accounting vouchers, replacing the manual bookkeeping step of finance personnel, with standard integration with mainstream financial software platforms in the market.

8. Enterprise invoice pool / invoice ledger management scenario

The enterprise receivable invoice pool supports all types of invoices and synchronizes from the electronic tax bureau to local systems the next day. The in-transit invoice pool can monitor the enterprise's in-transit invoices in real time, enabling tax planning in advance. At the same time, it monitors abnormal statuses. For example, if a posted invoice is "voided," "red-flushed," "abnormal," or "out of control," real-time email monitoring reminders can be sent.

KailingIntegrated business process solution for procurement contracts/invoice receipt/payment/finance/archives, committed to helping enterprises achieve refined management of procurement operations, improve financial work efficiency, reduce risks, and provide strong support for sustainable development.

Kailing Technology provides enterprise business-finance-tax digital product lines according to enterprise needs:

Solutions for businesses including sales contract management system, procurement contract management system, fully digitalized Leqi interface project, output automatic invoicing system, employee expense control and reimbursement system, input VAT invoice management system, supply chain collaborative reconciliation system, image OCR recognition system, automatic financial bookkeeping system, and electronic accounting archives system, professionally and efficiently supporting the transformation and upgrading of enterprise 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.