Enterprise-level full-chain management solution for electronic accounting archives, Kailing Technology empowers the digital transformation of business-finance-tax

In the wave of business-finance-tax digital transformation, China Golden Tax Phase IV, the popularization of electronic invoices, and the promotion and application of the Leqi platform have prompted profound changes in the ecosystem of enterprise accounting materials management. As the core carrier of enterprise financial management, the management innovation of electronic accounting archives is of key significance for improving enterprise operational efficiency and reducing costs while increasing efficiency.

I. The dilemma of traditional paper archive management

Traditional paper archive management has many drawbacks, such as high paper consumption and warehousing costs, low manual organizing efficiency and error-proneness, and easily damaged physical archives and low information retrieval efficiency, seriously constraining departmental collaboration and compliance control. Building a safe, compliant, efficient, and intelligent electronic accounting archive management system has become an urgent problem for enterprises to solve.

II. Solutions

To meet policy requirements and enterprise needs,Kailing Technology Electronic Accounting Archives SystemThrough deep integration with the business-finance ecosystem such as ERP, invoicing platforms, fund platforms, expense control systems, and financial systems, it creates an integrated digital ecosystem of business, finance, invoices, and archives, enabling online archiving, intelligent association, and automatic binding of various accounting materials to meet multi-scenario utilization needs.

(1) Overall Architecture

The overall system architecture is designed to achieve full-process digital management of enterprise accounting archives from collection to utilization, ensuring close connection and efficient operation of all links.

(II) Core Capabilities

1. Full-volume collection, archive everything that should be archived

▪ Ecosystem integration: using standard interface solutions to seamlessly connect with business systems such as accounting systems, expense control, ERP, and treasury platforms, automatically obtaining various accounting materials such as vouchers, reimbursement forms, and invoices, avoiding manual duplicate entry and improving data accuracy and completeness.

▪ Peripheral integration: connect invoice scanners and AI OCR tools to accurately extract structured data from invoices and receipts, enabling paper invoices to be scanned and stored instantly, and batch acquisition of invoice XML/OFD source files, effectively solving the challenge of digitizing paper invoices and accelerating invoice processing.

▪ Invoice control: verify authenticity and check duplicates for collected invoices, provide invoice risk identification and early warning capabilities, accurately identify risks such as abnormal invoices and fraudulent invoices, helping enterprises prevent tax risks and ensuring financial data is true and reliable.

▪ Intelligent detection: strictly in accordance with relevant archive specifications, it detects the authenticity, completeness, usability, and security of collected accounting archives, ensuring archive quality and laying a solid foundation for subsequent management and utilization.

▪ Tax material collection: supports batch acquisition of tax returns, tax payment vouchers, export goods tax refund (exemption) returns, customs declarations, and other tax archives through the electronic tax bureau and electronic port, enabling centralized management and electronic storage of tax materials for tax planning and compliance management.

2. Efficient archive management, intelligent management

▪ Association into volumes: based on system-preset association rules, automatically match accounting vouchers with reimbursement forms, electronic receipts, invoices, contracts, and other original attachments into volumes, forming complete accounting archive files, improving archives organization efficiency and facilitating review and archiving.

▪ Receipt sorting: based on preset company bank account numbers and using an intelligent sorting engine, payment receipts and collection receipts are automatically classified and stored, reducing manual sorting workload and improving the accuracy and timeliness of receipt management.

▪ Intelligent organization: relying on the intelligent organization engine, achieving one-click organization and storage, completing monthly accounting archive filing, greatly reducing the cost and time finance staff invest in archive organization, enabling them to focus on more valuable work such as financial analysis.

▪ Paper-electronic collaboration: establish a virtual warehouse, perform operations such as shelving and warehousing of archives in the physical warehouse, realize online management of paper archives and associated retrieval of electronic accounting archives and paper accounting archives, facilitate enterprises to manage paper and electronic archives simultaneously, and improve the overall utilization efficiency of archive resources.

▪ Layout conversion: the system supports converting streaming files such as Word and WPS into OFD layout files as required for long-term preservation, ensuring unified format and long-term usability of electronic archives and complying with the preservation specifications and requirements for electronic archives.

3. Integrated business-finance-archive across multiple scenarios

▪ Business-finance-archive integration in procurement scenarios: the procurement department submits a procurement application in the supply chain system, and the system automatically generates a procurement contract and purchase order. After goods arrive at the warehouse, electronic warehouse receipts and acceptance forms are generated simultaneously, completing the transfer of goods ownership. After receiving supplier invoices, the cashier completes three-way matching through the fund system, completes payment online, and generates electronic receipts. Accounting personnel accordingly complete bookkeeping processing synchronously in the financial system. The electronic archive system connects in real time with various business systems, automatically collecting full-process documents such as purchase orders, warehouse receipts, invoices, and payment vouchers, achieving closed-loop management from procurement application to archiving, ensuring the completeness and accuracy of financial data for procurement business, and improving the efficiency and transparency of financial processing for procurement business.

▪ Integrated business-finance-archive for sales scenarios: Create a sales contract in the supply chain/CRM system, triggering the system to generate a sales order and sync it to the warehousing module. After completing the outbound operation, the system automatically generates an electronic outbound note and confirms accounts receivable, and issues an output VAT invoice through the invoicing platform. After the cashier pays through channels such as bank-enterprise direct connection, the treasury system automatically writes off the accounts receivable and generates an electronic payment receipt. The accountant verifies the relevant documents, confirms the fund flow, and completes the bookkeeping and accounting treatment for output tax filing. The electronic archives system captures sales contracts, outbound notes, output VAT invoices, bank receipts, bookkeeping vouchers, tax filing forms, tax payment certificates, etc. in real time, achieving a complete linkage of business-fund-tax archives, helping enterprises fully grasp the financial status of sales business, optimize sales processes, and improve the financial management level and decision support capability of sales business.

▪ Integration of business, finance, and archives in expense control scenarios: employees submit electronic reimbursement forms and invoice attachments on the expense control/OA platform, and the system automatically reviews based on preset rules and generates temporary accounting vouchers pushed to the financial system; in the payment step, the fund platform completes the payment and synchronously generates an electronic receipt, and finance completes bookkeeping based on various original invoices; the archive system, through connection with the expense control system, OA system, fund system, accounting system, etc. involved in expense reimbursement business, realizes full-lifecycle digital management from expense occurrence to voucher archiving, effectively controlling expense expenditures, improving the efficiency and compliance of expense reimbursement, and strengthening the refinement of enterprise expense management.

4. Penetrating query and multidimensional statistics

▪ Precise publishing: flexibly choose and control publishable content (full text and items or items only), as well as control publishing targets (such as roles, departments, users, etc.), and share precisely according to the degree and scope of data openness, ensuring data security while meeting different users' diverse needs for electronic accounting archives information and improving the utilization value and sharing efficiency of archive information.

▪ Penetrating query: fully preserves business logic relationships, enables forward tracing, and provides one-click linked lookup from accounting vouchers to original vouchers such as reimbursement forms, supply chain business documents, bank receipts, and invoices; it also supports reverse linked lookup from business dimensions such as expense control reimbursement business, supply chain business, bank receipts, invoices, and contracts to accounting vouchers, making it convenient for finance staff and related business staff to quickly and accurately find the information they need, improve work efficiency, help deeply analyze business data, discover potential problems and risks, and provide strong support for enterprise business decisions.

▪ Statistical analysis: the system provides multi-dimensional data statistical analysis functions, such as archive quantity statistics, archiving status statistics, and employee performance statistics, presented intuitively in reports, graphics, and other forms, providing comprehensive and accurate basis and support for enterprise statistics and decision-making, helping enterprises optimize management processes, improve operational efficiency, and achieve data-driven scientific decision-making.

▪ Data dashboard: Based on preset indicators, the system automatically captures relevant indicator data within the system and displays real-time system data on a large screen, enabling one-screen control of enterprise accounting archives. This facilitates timely understanding by enterprise management of the overall archive management situation and grasp of enterprise financial data dynamics, so as to quickly make decision responses and enhance the enterprise's control over financial conditions and management effectiveness.

5. Business-Finance-Tax Risk Control

Provides tax risk analysis, financial risk analysis, and invoice penetration risk analysis functions, and generates risk analysis reports.

▪ Tax Risk Report: In-depth mining and analysis of filing information from dimensions such as tax type, tax amount, tax burden rate, taxable income, tax penalties, and tax arrears, including80+filing indicators, comprehensively assessing enterprise tax risk conditions, helping enterprises discover tax hazards in advance, take timely response measures, ensure tax compliance, and avoid unnecessary economic losses and reputational damage caused by tax issues.

▪ Financial risk report: deeply cross-verifies enterprise compliance from 3 major statements, 5 major categories of accounting subjects, and invoice-business-finance-tax intersections, including60+Item financial indicators, through in-depth analysis of financial data, reveal potential financial risk points of the enterprise, such as unreasonable asset-liability structure, declining profitability, and tight capital chain, providing a strong basis for the enterprise to strengthen financial management and optimize financial decisions, and safeguarding the enterprise's financial health and stable development.

▪ Invoice penetration report: in-depth analysis of enterprise sales and purchase invoices from dimensions such as region, tax rate, invoice status, and commodity category, including70+invoice indicators, helping enterprises fully understand invoice flows and usage, promptly discover anomalies in the invoice issuance and receipt process, such as fraudulent invoicing and inconsistent invoice information, effectively preventing invoice risks and safeguarding enterprises' legitimate rights and financial security.

III. Application results

1. A certain new retail enterprise

This enterprise has several branch companies and a large total number of employees, and its financial bookkeeping involves multiple business lines. After the system was implemented and went live, some labor costs were released, the workload of the finance department was reduced, and certain costs were saved; at the same time, with a large number of bank receipts processed each month, it is estimated that considerable printing consumable costs will be saved each year, and storage space will be freed up. As the e-commerce business expands, the volume of related documents increases significantly. By establishing an electronic accounting archives system, the needs for processing and archiving high-frequency, large-scale financial vouchers have been efficiently addressed, strongly supporting the enterprise's rapid business development and expansion and improving the enterprise's overall operational efficiency and financial management level.

2. A group technology company

This company has numerous wholly owned and controlling subsidiaries at all levels and a huge number of employees. Its electronic accounting materials originate from multiple business systems, and the multi-source heterogeneous platforms intensify the difficulty of archiving and integrating electronic accounting materials. After the system was implemented and went live, taking one subsidiary as an example, a large amount of sales data was archived within one year, saving considerable paper costs. An archive data middle platform was formed. By providing online archive viewing and statistics functions, it promotes electronic viewing to replace paper retrieval, thereby breaking down data barriers, improving archive utilization, reducing the risk of damage to paper archives, and achieving centralized management and efficient utilization of enterprise archive resources. This provides strong archive information support for the enterprise's digital transformation and development, helping the enterprise enhance its core competitiveness and management effectiveness.

As accounting materials become fully electronic, enterprises will rely on machine learning and intelligent analysis technology to mine data value, promote "data assets on the balance sheet," provide support for cost control, profit forecasting, and intelligent decision-making, and ultimately move toward a new stage of digital and intelligent operations.

The innovation of electronic accounting archive management is not only a tool upgrade, but also a key part of building an enterprise digital ecosystem. ThroughKailing TechnologyWith a full-chain management solution, enterprises can leap from compliant archiving to value mining, seizing the initiative in business-finance-tax digital transformation.

Contact Kailing Technology to obtain an exclusive solution: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 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.