Build an electronic accounting archives system to empower the digital and intelligent transformation of accounting archives

In today's business environment, the operations of large group enterprises present a highly complex situation. Their business reach extends into multiple fields, and the internally deployed business-finance systems are even more massive in scale, including OA systems, business-finance systems, general ledger systems, expense control systems, capital systems, and multiple core systems, all operating independently of each other. In the daily business operations of enterprises, massive amounts of various contracts, agreements, financial statements, and other documents are generated every day. Once there is a lack of a unified electronic archives management system, these documents are very likely to be scattered across different departments and systems, forming information islands. As a result, not only does information retrieval become extremely difficult, but the storage of electronic documents such as fully digitalized e-invoices also faces compliance challenges. At the same time, because management processes are not standardized enough, the security and completeness of archives are difficult to effectively guarantee, undoubtedly increasing the risk of archive damage.

In view of this, faced with such a huge and complex volume of documents, such large group enterprises urgently need to build an electronic accounting archives management system. This system can meticulously divide complex archives into different categories, thereby achieving refined management. Moreover, it needs to deeply integrate and interconnect with the company's business scenarios, so as to improve archive utilization and enable archives to feed back into business development, while meeting external policy and regulatory requirements and also fully complying with the enterprise's internal archive management needs.

Kailing TechnologyAlways guided by enterprise needs, it has successfully built an electronic accounting archives management system with unified enterprise-wide standards, complete content, hierarchical and decentralized management, data security, complete functions, a friendly interface, high integration, and strong scalability. Through its interface management function, the system has successfully achieved seamless integration with business systems, invoice systems, expense control systems, OA systems, etc., effectively ensuring the timeliness and accuracy of data collection, with its construction scope comprehensively covering financial archives, business archives, historical archives, and many other aspects. The completion of this system has undoubtedly brought revolutionary changes to the archives management of large group enterprises, enabling them to manage archive resources more efficiently and scientifically and providing solid support for the sustainable development of enterprises.

Farewell to traditional archive management models, no printing, no binding

▪ Digital transformation:Before archives are digitized, enterprise finance personnel need to spend a great deal of time at the end of the accounting period classifying, matching, and binding original vouchers and bookkeeping vouchers. This process is inefficient and carries the risk of voucher loss or difficulty in retrieval. After the electronic accounting archives management system goes live, it seamlessly connects with the enterprise's various systems. The original vouchers and attachments generated by each business transaction can be automatically updated and transmitted to the electronic archive system, and bookkeeping vouchers are also updated synchronously, forming a corresponding relationship with the original vouchers. Bookkeeping vouchers, electronic invoices, bank receipts, and various electronic documents generated in the system all do not need to be printed, reducing printing and organizing workload and helping enterprises gradually move toward paperless archive management.

▪ Full lifecycle archive management:Currently, enterprises can complete the full lifecycle management from archive filing, handover, archiving, retrieval, borrowing, appraisal to destruction in the electronic accounting archives management system, ensuring that archives are legal and compliant and meet national electronic archive archiving requirements.

▪ Improve retrieval efficiency:When consulting original vouchers and other archive materials, enterprises no longer need to spend a lot of time leafing through paper archives; the efficient retrieval function of the electronic archive system greatly shortens search time.

▪ Maximize data value:The electronic accounting archive management system fully leverages the data value of accounting archives, providing enterprises with richer and more convenient data support, which is conducive to business decision-making and strategic planning.

With Kailing's electronic accounting archive management system, enterprise archive management becomes more efficient, intelligent, and environmentally friendly, laying a solid foundation for long-term development and digital transformation.

Paper-electronic association management helps a smooth transition from dual-set archiving to single-set electronic archives

The Kailing electronic accounting archives management system provides enterprises with an innovative paper-electronic association management strategy, helping enterprises transition smoothly from the traditional dual-set filing system to the modern single-set electronic archive era.

▪ Independent management of electronic archives:For electronic archives, the system provides an independent archive organization program. After generating a custody inventory, it seamlessly integrates into the full lifecycle management process of archives, ensuring efficient management and utilization of electronic archives.

▪ Paper-electronic matching:Achieve intelligent management of paper accounting archives, establishing the association between electronic accounting archives and physical archives. With electronic accounting archives, physical archives can be quickly indexed, and through technologies such as virtual warehouse display, convenient and intuitive physical management is provided.

▪ Full-volume electronic archive storage:The electronic accounting archive management system stores complete information for all electronic archives, retaining only original paper archives offline. This greatly reduces physical storage space requirements and improves archive accessibility and security.

▪ Starlink graph visualization:In the electronic accounting archives management system, users can view related electronic documents through the complete business star chain diagram and structure tree, providing great convenience for auditing, compliance inspections, and business analysis.

▪ Automated access permission management:When consulting electronic archives, the system automatically opens access permissions according to the approval process and time period, and automatically closes them when the permission expires, ensuring archive security and compliance.

▪ Physical archive borrowing management:When physical archives need to be borrowed under special circumstances, archive personnel can perform operations such as outbound, shelving removal, handover, and return through the system, ensuring safe borrowing and timely return of physical archives.

Through this paper-electronic linkage management, the Kailing electronic accounting archive management system not only improves archive management efficiency and accuracy, but also provides enterprises with a flexible, reliable archive management solution that fits future development needs.

Automatic matching of transaction receipts, full online management of bank receipts

The electronic accounting archive management system provides enterprises with flexible and diverse ways to obtain bank transaction flows and receipts, adapting to the needs of different branches and business scenarios.

▪ API collection:Through interface connection, the system automatically pulls bank transaction records and receipts at scheduled times to complete archiving. This function supports seamless connection with internal enterprise systems such as fund systems and settlement systems, is compatible with bank-enterprise direct connection methods, and ensures automation and real-time performance of transaction records and receipts.

▪ RPA collection:For banks that have not yet achieved bank-enterprise direct connection, the electronic accounting archives management system uses RPA technology to collect bank statements and receipts. RPA technology can simulate manual operations, automatically log in to bank websites or online banking systems, download the required bank documents, and transmit them to the electronic archives system for archiving.

▪ OCR recognition:The system has built-in OCR technology that can recognize and process bank receipts from major banks, converting them into editable electronic formats for easy archiving and retrieval.

▪ Manual download and upload:For the very few bank receipts that cannot be obtained through automated methods, Kailing's electronic archives system provides a manual upload function. After downloading the receipt, users can upload the file through the system interface and establish an association relationship to ensure document completeness.

In addition, Kailing's electronic accounting archives management system has multiple built-in matching rules for bank statements and receipts, and can automatically match statements with receipts, significantly improving financial work efficiency. Through these diversified collection methods, the system realizes fully online management of bank receipts, avoiding the cumbersome and paper-wasting nature of traditional printing and archiving, and providing enterprises with a compliant, efficient, and environmentally friendly receipt management solution.

Value results

The Kailing electronic accounting archives management system builds a unified electronic archive management platform for enterprises, achieving centralized and standardized management of all archives within the enterprise. It provides full-lifecycle management application functions covering archive collection, organization, custody, and utilization, as well as security assurance functions that respond to policy requirements, including four-property testing and electronic signatures.

▪ System Integration and Automated Archiving

The electronic accounting archive management system integrates with enterprise systems such as business-finance-tax systems to realize automatic collection and archiving of various archives, such as accounting vouchers, financial statements, ledgers, bank receipts, invoices, daily expense documents, and claims verification and write-off documents.

▪ Segmented management of archive categories across industries

The enterprise plans archive categories based on business scenarios and related archive types, formulates customized archive classification schemes, and refines multi-level classifications, making enterprise archives more aligned with actual business scenarios, meeting differentiated management needs for different types of archives, and laying the foundation for subsequent archive inquiry and use.

▪ Intelligent archive association and business integration

The Kailing electronic accounting archives management system designs and establishes digital solutions and association rules for archive data under different enterprise business scenarios, achieving automatic association of archives under each business scenario, so that the full picture of the business can be traced back through any archive on the same business chain.

▪ Efficient archive utilization to boost business development

The Kailing electronic accounting archives management system provides a one-stop retrieval engine, supports full-text retrieval and multiple retrieval forms, meets the retrieval needs of different users and scenarios, and strictly controls archive borrowing and utilization through permission mechanisms.

▪ Strengthen archive security management

The Kailing electronic accounting archives management system controls the open status of archives involving commercial secrets and technical secrets, and cooperates with strict data access permission control and electronic watermark technology to ensure archive security.

Kailing Technology Electronic Accounting Archives Management System can help enterprises overcome many difficulties in archive management and drive enterprise archive management toward digital and intelligent transformation. It not only improves enterprise data quality, strengthens the integration and interoperability of business and finance information, and reduces archive management costs, but also helps enterprises better comply with relevant laws, regulations, and standards, reducing compliance risks.

If your enterprise has electronic accounting archives construction needs, welcome to contact Kailing Technology to learn more or conduct a demo trial:https://www.kailingteck.com/h-col-110.html 。

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.