Kailing Electronic Accounting Archives, Helping Enterprises Transform Accounting Informatization

According to the relevant requirements of the Accounting Law of the People's Republic of China, to standardize accounting work in the digital economy environment and promote the development of accounting informatization, the Ministry of Finance issued the Work Specifications for Accounting Informatization (Cai Kuai [2024] No. 11) on July 26, 2024, which will take effect on January 1, 2025. The Work Specifications for Accounting Informatization (hereinafter referred to as the Work Specifications) put forward many latest requirements and work guidance for electronic accounting archives.

1. The Legal Effect of Electronic Accounting Archives

Finance staff have long been puzzled and concerned about whether electronic accounting vouchers, electronic accounting books, electronic financial accounting reports, and other electronic accounting materials with reliable sources, standardized procedures, and compliant elements can no longer be printed as paper copies for storage and custody. The "Work Specifications" provide clear provisions, supporting that electronic accounting archives can be received, processed, generated, and archived solely in electronic form.

2. Security Management of Electronic Accounting Archives

First, each unit needs to establish and improve management systems for electronic accounting materials, including formation, collection, organization and archiving, and ensure that the custody, statistics, utilization, appraisal and disposal of electronic accounting archives comply with national regulations.

In daily work, reliable security protection technologies and measures should be adopted, such as security authentication, electronic signatures, digital encryption, and trusted evidence preservation, to prevent unauthorized access, prevent data tampering, and ensure the authenticity, integrity, usability, and security of electronic accounting archives during transmission and storage.

Each entity shall back up electronic accounting materials, ensuring that the backup method, frequency, storage medium, and retention period comply with regulations, so as to safeguard the security, completeness, and usability of accounting materials. For entities with overseas branches, even if their data servers are deployed overseas, electronic accounting material backups shall be kept domestically, with a backup frequency of no less than once per month.

3. Technical Requirements for Electronic Accounting Archives

In the formation process of electronic accounting archives, electronic accounting vouchers need to comply with the "Electronic Voucher Accounting Data Standards" (Version 2.0) issued by the Ministry of Finance and eight other ministries and commissions on March 22, 2024, including electronic voucher accounting data standards: including VAT electronic invoices, fully digitalized e-invoices, railway electronic tickets, air transport electronic ticket itineraries, electronic general payment books for non-tax revenue, bank electronic receipts, and bank electronic statements.

For improving the intensification, automation, and intelligence of electronic accounting archives, front-end accounting software is required to have data interfaces that comply with national unified standards, and the archived electronic accounting materials output should comply with national requirements for electronic file archiving and electronic accounting archives management. As the key final step of accounting work, archives management, with the application of new technologies, helps accelerate the transformation of finance personnel from accounting accountants to management accountants, and also facilitates the realization of the national dual carbon goals.

4.Build a safe, compliant, efficient, and intelligent archive management system

Kailing electronic accounting archives is built in accordance with national electronic voucher accounting data standards and business-finance-tax policies, aiming to meet enterprises' security, compliance, efficiency, and intelligence needs in archive management, and helping enterprises complete the "last mile" of financial informatization:

▪ System collection, intelligent association:A rules engine is used to set scheduled tasks, and accounting materials are automatically collected through data interfaces. Based on association definition identifiers, bookkeeping vouchers and supporting materials are intelligently linked.

▪ Flexible volume assembly, automatic archiving:Able to flexibly set volume compilation plans and determine archiving rules separately for different organizations. Specify execution time and frequency, and achieve automatic archiving through scheduled tasks.

▪ Paper-electronic association, bidirectional positioning:Paper materials simulate offline file assembly and boxing and record the electronic archive index, automatically generating file cover and box spine information. Electronic archives record the box number and storage location of paper archives, achieving two-way positioning between paper and electronic archives.

▪ Full lifecycle archive management:Provides full-lifecycle management services for archive collection and organization, preservation and utilization, appraisal and destruction, implementing data permission management and process control throughout the entire process.

▪ Intelligent retrieval, multi-dimensional statistics:Support multi-condition combined retrieval of pre-archive materials and post-archive case files, enabling multi-dimensional statistical queries on archive storage and utilization data.

▪ Safe and reliable, deploy on demand:Ensure archive data meets the four-property requirements through electronic signatures, identity authentication, and other technologies. Supports on-premises deployment or public cloud, selectable by enterprises as needed.

Kailing Electronic Accounting Archives, Effectively Ensuring Enterprise Archive Compliance Management and Continuously Helping Enterprises Create Value:

▪ Control value:

Optimize and standardize archive management processes, with accurate and rapid archive data collection and safe and reliable data storage.

▪ Cost value:

Reduce printing consumable usage, reduce storage space requirements, and save labor costs. Align with the direction of national reform and promote enterprise digital transformation.

▪ Efficiency value:

Improve the user experience of accounting and archive personnel and greatly reduce the burden of archive organization and custody. Archive retrieval is more convenient and archive utilization is more efficient.

The promulgation of the "Work Specifications for Accounting Informatization" provides clear guidance and norms for electronic accounting archives management, powerfully driving accounting work toward digitization, automation, and intelligence. In the process of continuous technological updates and in-depth implementation of the specifications, electronic accounting archives will play an increasingly critical role in improving accounting work efficiency, ensuring data security, and promoting information sharing。

Welcome to contact Kailing Technology to obtain a detailed electronic accounting archives solution!

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 sales contract management system, procurement contract management system, fully digitalized Leqi interface project, automatic output VAT invoicing system, invoice issuance for individuals system, employee expense control and reimbursement system, input VAT invoice management system, supply chain collaborative reconciliation system, imaging OCR recognition system, automatic financial bookkeeping system, electronic accounting archives system and other businesses, comprehensively advancing 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.