Excited about electronic accounting archives, but find implementation too difficult? Don't panic, look here!

Traditional accounting archive work has many problems, such as reliance on paper storage, high requirements for storage conditions, finance personnel needing to complete archiving manually, and archives being easily damaged or lost. This brings high management costs to enterprises while also increasing the workload of finance personnel.

With the rapid development of information technology, digitalization has become the main method of information processing and transmission, and digital technology has been applied in various fields, including the business-finance-tax field. Electronic accounting archives use computer technology and other information technology means to perfectly solve the above problems, storing and managing accounting materials such as accounting vouchers, ledgers, and statements in digital form, helping enterprises reduce management costs and improve work efficiency.

In addition, the introduction of policies such as the Measures for the Management of Accounting Archives (Order No. 79 of the Ministry of Finance and the National Archives Administration) and the Notice on Standardizing the Reimbursement, Booking, and Archiving of Electronic Accounting Vouchers (Cai Kuai [2020] No. 6) established an electronic accounting archives management system, clarified the storage methods for electronic accounting archives, and strongly promoted the popularization and development of electronic accounting archives.

While rejoicing in the advantages and convenience that electronic accounting archives bring to enterprises, youAre you also thinking about how enterprises should build their own electronic accounting archives?

Kailing Technology'sElectronic Accounting Archive Management SystemCan provide customers with full lifecycle management from paper archives to electronic archives，Achieve full-process management of electronic archives including collection, generation, archiving, borrowing, statistics, utilization, appraisal, and destruction.

Electronic accounting archive solutions to end the high cost, inconvenient access, and easy loss of traditional archive management。After digitizing data, improve the archive data chain to facilitate financial sharing and solve issues such as centralized sharing of physical invoices and documents in financial sharing.

Kailing Technology Electronic Accounting Archives help you solve these pain points:

①Electronic invoices not printed and archived：With the promotion of China Golden Tax Phase IV, enterprises are issuing and receiving more and more electronic invoices. Without unified archiving standards, all vouchers are manually organized and bound offline, which is time-consuming, labor-intensive, and wastes paper.

Expected effect:E-invoices require no printing and no binding of paper vouchers; the system automatically archives them into volumes in accordance with the requirements of the Ministry of Finance and the Archives Bureau, enabling paperless archive management.

② Compliant preservation of electronic archives: According to Ministry of Finance requirements, electronic vouchers such as e-invoices must retain electronic source files and be kept for at least 30 years.

Expected effect:According to relevant national regulations, electronic source files and electronic vouchers are stored long-term and securely in the electronic accounting archive system to prevent data loss and tampering and facilitate retrieval and viewing at any time.

③ Rapid search in paper-electronic hybrid mode: In the mixed paper and electronic stage, how to automatically establish the association between paper and electronic archives, and how to quickly find relevant files when an audit requests a query.

Expected effect:The electronic accounting archives system breaks down the barrier between paper and electronic archives, enabling penetrating full-chain queries (business-finance-tax-funds). In audits, the desired data can be quickly filtered and queried.

Core Process of Kailing Technology Electronic Accounting Archives:

①Collection 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, e-invoices, e-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.

②Accounting 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.

③Utilization 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.

④Appraisal 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.

⑤Destruction 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.

Kailing Technology Electronic Accounting ArchivesSolution core application value：

1.Reduce paper printing and lower consumable and storage costs

①Adapt to the national electronic trend, electronic booking and archiving requirements, and reduce paper printing and consumable usage。

②Expected to reduce paper consumption by 80%, save energy and reduce emissions, and be green and environmentally friendly，Help enterprises save production costs.

③Under the trend of thinner paper archive preservation or paperless operations，Expected to save 60% of warehouse space and 80% of hardware facility investment.

2.Reduce manual mechanical work and free up manpower

①Most vouchers do not need to be printed on paper, greatly saving the time and manpower required for voucher sorting, matching, binding, and cataloging, and helping enterprises reduce repetitive and mechanical work.

②Expected to reduce voucher matching and binding work by more than 90%, freeing manpower from tedious work and investing it in high-value work.

3.Meet long-term archive custody and tamper-proof requirements

①Ensure permanent and effective data storage through data backup, disaster recovery technology, and extended storage technology.

②Use electronic signature technology to achieve tamper resistance, connect with third-party notary offices for evidence preservation, and form a complete evidence chain, including full data preservation and document authenticity preservation.

4.Meet compliance and risk control requirements, avoiding risks

①Meet the national standards for archive management and the industry standards and specifications for accounting archive management, making enterprises' electronic accounting archive management legal and compliant.

②It provides the best destination for archiving electronic accounting vouchers such as electronic invoices, avoiding policy risks and accounting archives management risks.

Beijing Kailing TechnologyAs a professional, efficient, and reliable "business-finance-tax digitalization" solution service provider, we can provide you with professionalBusiness-Finance-Tax Digitalization Consulting and Implementation Services, helping your enterpriseBuild and apply an electronic accounting archives system.

The team hasSenior talent deeply engaged in the finance and tax industry, with a deep understanding of the current state and future trends of enterprise business-finance-tax operations management, using industry experience to provide customers with suitable system management solutions and information technology services. Based on rich professional knowledge and experience in the business-finance-tax field, using new concepts and new technologies, it precisely grasps the integrated management needs of business, finance, tax, imaging, and electronic accounting archives,Help enterprises achieve automation, intelligence, and digital transformation of business-finance-tax, promoting enterprise business-finance-tax users and management organizations to achieve more efficient operations, smarter management, and release more value.

Beijing Kailing Technology teamDeeply understand the customer's business needs and pain points，Provide professional consulting services. Help customersReview business processes、Formulate digital transformation strategy, and based on the customer's actual situation and needs,Provide personalized solutions。

If you have any business-finance-tax digital transformation needs, welcome to contact us,Beijing Kailing Technology will serve you wholeheartedly。