How can enterprises greatly reduce the workload of accounting archive management? Kailing Archive Management System reveals it for you!

I. Industry-wide problems existing in traditional manufacturing

In some enterprises, although their business performs excellently in global expansion and product R&D innovation, the company's financial archive management is relatively traditional and outdated. Many manufacturing enterprises still use paper-based archive management and face some common business pain points:

1. Cumbersome archiving of invoices and bank receipts

Due to the characteristics of the enterprise's products, transactions with upstream and downstream parties are frequent and large in volume, generating a large number of input and output VAT invoices and bank receipts. According to statistics from one enterprise, its two core subsidiaries generate about 4 bank receipts each yearten thousand+, with invoice issuance reaching 70,000+. Faced with such a huge volume of documents, the enterprise's finance department still relies on manual verification, printing, sorting, and archiving, which not only consumes time and effort and is prone to errors, but also incurs relatively high costs for paper and other consumables.

2. Heavy workload for matching and organizing bookkeeping vouchers

In the daily work of a traditional finance department, enterprises need to manually match accounting vouchers with source documents such as bank receipts every month,This work, which relies entirely on manual printing, organizing, matching, and binding, requires 2 staff per month.

3. Paper archive storage costs are high and there are preservation risks

Besides the workload of archive organizing, another major drawback of traditional archive management is that paper archives take up large storage space and documents cannot be backed up, resulting in high custody risks. Natural disasters, man-made damage and accidents can easily lead to archive loss.

4. Low efficiency in access and transmission

In daily work, due to business needs and external audit requirements, archive retrieval is a relatively frequent need. However, traditional paper archive management brings many troubles to this process. Manually searching through archives is time-consuming and labor-intensive, inefficient, and prone to damaging archives or even causing the loss of original vouchers, bringing potential risks to the company's long-term development.

II. Kailing Archives: Solutions for Manufacturing

Based on the complex and changeable procurement, production, and sales business characteristics of the manufacturing industry, Kailing Archives provides enterprises with a full-process solution of archive classification collection - unified storage - data sharing.

Through system integration, Kailing archives automatically pull vouchers, bank receipts, documents, invoices, contracts, etc. into electronic archives, and automatically establish links between source documents and bookkeeping vouchers, enabling paperless storage of hundreds of thousands of accounting vouchers and related financial materials each year, greatly improving the archive management efficiency of finance staff.

Kailing archives adopts a model of classified collection and storage,CanConnect separately with the enterprise's expense control system, ERP system, CBS system, and electronic invoice system, and collect and store them in the corresponding archive module.

1.Bank receipts require no printing and no manual "voucher matching"

Kailing archives captures bank electronic receipts by connecting with the CBS system. If business documents come from an expense control system, they will be associated with vouchers based on the business document number; for non-expense control system documents, they are automatically associated through the serial number in the voucher summary. Ultimately, the enterprise finance department no longer needs to print, organize, match, and paste documents one by one, and the entire business process becomes digital.

2.One-click archive search and borrowing, no manual searching required

Kailing archives cover various types of corporate financial data, such as bank transaction flow receipts, business documents, accounting vouchers, audit reports, and various tax filing forms. By realizing electronic storage of various financial data, utilizingStar Chain GraphEstablish associations and save complete business logic relationships. It also enables access within and across systems, saving search time and manpower and improving the experience of business borrowing, internal and external audits, and related work.

Through such solutions, Kailing archives help enterprises eliminate the complex steps of manual comparison, sorting, and pasting, greatly improving financial efficiency,At least be able to provide forEnterprise financial archive management work reduced by 80% of the workload.

III. Results brought by Kailing archives

If you are interested in Kailing's archive digitization solution, welcomeContact us by phone or private message！

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.