Say goodbye to paper archives: Kailing electronic accounting archives continuously create value for enterprises

In today's digital era, every aspect of enterprise management is undergoing profound changes, and accounting archive management is no exception. The Ministry of Finance issued the "Accounting Informatization Work Standards" and the "Basic Functions and Service Standards of Accounting Software," providing clear guidance for the development of accounting informatization. The construction of electronic accounting archives has entered a new acceleration period.

In Chapter 2 of the "Work Standards for Accounting Informatization," Articles 29, 30, and 31 further clarify the management requirements for electronic accounting archives for enterprises.

In addition to the above two new rules, in recent years relevant authorities have also been vigorously promoting Leqi pilots through various measures and deepening the pilot of electronic voucher accounting data standards. Digitalization, paperlessness, automation and intelligence are bound to become important development directions for enterprise business-finance-tax management in the future. Therefore, for enterprises, business-finance-tax digital transformation is very necessary and urgent.

I. Current status of enterprise accounting archive management

▪ Manual binding and archiving work is extremely tedious

Under traditional accounting archives management models, the binding and archiving of accounting vouchers, account books, and other materials often rely on manual operations. Staff need to spend large amounts of time and energy organizing and aligning paper vouchers one by one, and then binding them with a binding machine. This process is not only inefficient but also prone to binding errors or omissions. For example, when processing large numbers of transaction vouchers, staff may misorder vouchers due to fatigue, causing inconvenience for subsequent search and use.

▪ Paper is easily damaged during long-term storage

During long-term preservation, paper accounting archives are greatly affected by environmental factors. Changes in humidity and temperature can lead to mold, fading, and damage to paper. Especially in enterprises without good archive storage conditions, paper archives deteriorate faster. For example, in some enterprises in southern regions during the plum rain season, if the archive storage environment lacks dehumidification equipment, paper archives are very likely to become damp and moldy, making important accounting information unrecognizable and bringing potential financial risks to the enterprise.

▪ Searching and borrowing physical archives is extremely inconvenient

When an enterprise needs to consult accounting archives related to a specific period or business, under traditional physical archive management, staff often need to search one by one among mountain-like archive shelves. This method is not only time-consuming and labor-intensive, but also difficult to guarantee accuracy. For example, when an enterprise undergoes an audit and auditors need to view a certain cost expenditure voucher from past years, archive management personnel may need to spend several days to find the relevant materials, seriously affecting the progress and efficiency of audit work.

▪ Manual archive management is prone to loss

Relying on manual archive management carries the risk of archive loss due to human error. Archive management personnel may, through negligence, misplace archives, or make recording errors during the borrowing and returning process, resulting in archive loss. Once important accounting archives are lost, the enterprise will be unable to accurately perform financial accounting and decision-making, and may even face legal risks.

▪ Urgently need a full-process solution

Enterprises and institutions urgently need to solve the secure and compliant custody of electronic accounting vouchers; financial business processes are complex, and there is an urgent need for a secure and compliant fully electronic solution for the collection, reimbursement, booking, and archiving of electronic accounting vouchers.

II. Kailing Electronic Accounting Archives Product Capabilities

1. Supports archiving of multiple types of accounting materials

▪ Comprehensive coverage of electronic archives & paper archives

KailingThe electronic accounting archives system can archive multiple types of accounting materials. Whether original vouchers, bookkeeping vouchers, accounting books, or accounting statements, all can be archived in an orderly manner in the system. For electronic archives, the system can directly receive and store them, ensuring the integrity and security of electronic data.

For paper archives, the system also provides convenient digital conversion functions, converting paper archives into electronic format through scanning and other technologies, achieving integrated paper-electronic management.

For example, electronic invoices received by an enterprise can be directly imported into the system for archiving, while traditional paper invoices can also be accurately identified and archived by the system after scanning, making it convenient for enterprises to query and use them in the future.

2. Supports multi-faceted archive management needs

▪ Archive collection:The system can collect accounting archives in multiple ways, including automatically extracting data from an enterprise's financial software and receiving relevant archive materials from other business systems through external interfaces. This ensures the timeliness and accuracy of archive data.

▪ Metadata management:Finely manage archive metadata, recording important information such as archive creation time, creator, and modification records, facilitating traceability and management of the entire archive lifecycle.

▪ Archive classification:Classify archives scientifically and reasonably according to the enterprise's business needs and accounting rules. For example, classification can be based on accounting subjects, business types, time periods, and other standards, making it convenient for users to quickly locate the required archives.

▪ Archive Tags:Allow users to add custom tags to archives, further refining archive identification and improving the precision of archive retrieval.

▪ Archive borrowing:Provides a standardized archive borrowing process; users can submit borrowing applications online, and the system automatically performs approval and permission management, ensuring the security of archives during the borrowing process.

▪ Archive appraisal:Periodically evaluate the value of archives to determine which need long-term preservation and which can be destroyed, optimizing the enterprise's archive storage resources.

▪ Archive destruction:According to the results of archive appraisal and on the premise of complying with laws and regulations, securely destroy archives with no preservation value to prevent data leakage.

▪ Archive statistics:Able to generate various archive management statistical reports, such as archive quantity statistics and archive borrowing frequency statistics, providing data support for enterprises' archive management decisions.

III. Reasons to choose Kailing electronic accounting archives

1. Cost-effectiveness and data value mining

AdoptKailingThe electronic accounting archives system can bring significant cost savings to enterprises. On one hand, it reduces the use of paper archives, lowering expenses for paper, printing, binding, and storage equipment. On the other hand, through automated and digital management, it reduces manual operation costs and improves work efficiency. At the same time, the system can deeply mine massive accounting archive data, analyze the enterprise's financial condition and business trends, and provide valuable data support for the enterprise's financial management and strategic decisions.

2. Automatic identification and verification of invoice information ensures data accuracy

KailingThe electronic accounting archives system has an advanced automatic invoice information recognition and verification function. When an enterprise receives an invoice, whether it is an electronic invoice or an electronic version of a scanned paper invoice, the system can quickly extract key information on the invoice, such as invoice number, amount, invoicing date, invoice code, etc., and compare it with the tax system to verify the authenticity of the invoice. This function effectively prevents fake invoices from entering the enterprise's financial system and safeguards the accuracy and compliance of the enterprise's financial data.

3. Establish the data relationship between source documents and bookkeeping vouchers to ensure clear accounting

In this system, data associations between original vouchers and bookkeeping vouchers can be automatically established. When a bookkeeping voucher is generated, the system can accurately trace it back to the corresponding original voucher, and vice versa. The establishment of this data relationship makes enterprise accounting processing clearer and more transparent. For example, during financial audits, auditors can quickly find the relevant original vouchers through bookkeeping vouchers, verify the authenticity and accuracy of the business, and improve the efficiency and quality of audit work.

4. Dual management of paper and electronic archives ensures data security and integrity

KailingThe electronic accounting archives system realizes a dual management model of paper archives and electronic archives. In daily accounting work, electronic archives are conveniently and quickly used for financial accounting, report generation, and other operations. Paper archives, as a backup and supplement to electronic archives, can play an important role in certain specific situations. The system manages paper and electronic archives in a unified manner, ensuring data consistency and integrity between the two, and while safeguarding enterprise data security, it also meets enterprises' needs for using accounting archives in different business scenarios.

KailingElectronic Accounting Archives SystemIt provides enterprises with a comprehensive, efficient, and secure solution for accounting archives management, helping enterprises better manage financial data in the digital era and improve financial management levels，Welcome to contact Kailing Technology for a demo or use.

As a comprehensive business-finance-tax digitalization solution service provider, Kailing Technology provides business-finance-tax management digital transformation products and operational services for various government agencies, institutions, and large, medium, and small enterprises. The product line includes:

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, comprehensively driving the digitalization process across various fields.

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