How should a financial archive management system be built? How should enterprises respond to the paperless voucher trend?

Driven by the digital wave, financial archive management is undergoing a profound transformation from traditional paper models to electronic and paperless models. Building an efficient and compliant financial archive management system and actively responding to the trend of paperless vouchers has become a key measure for enterprises to improve financial management efficiency, reduce operating costs, and strengthen risk control.

I. Policy Background and Trend Analysis

▪ Policy Promotion:From clarifying the definition and scope of accounting archives in 1998, to expanding the scope of accounting archives and allowing electronic archiving in 2015, to clarifying the legal effect and management requirements of electronic accounting vouchers in 2020, the continuous evolution of policy has provided a solid basis and guidance for the electronicization of enterprise financial archives and accelerated the transformation of enterprises toward paperless management.

▪ Paperless trend:With the widespread application of electronic accounting vouchers such as electronic invoices and electronic receipts, enterprises face the challenge of managing massive electronic data. Advancing paperless vouchers not only aligns with environmental principles, but also improves the efficiency and accuracy of archive management while reducing costs for consumables and storage.

II. System construction goals and significance

▪ Objective:Establish a unified archives management platform to achieve full lifecycle archives management, including fully digitalized processing of collection, organization, archiving, and query. Meet the support needs of enterprises' refined operation strategy and the requirements for enhancing group financial control capabilities.

▪ Significance

▪ Compliance internal control:Responding to policy requirements such as Document No. 6 on finance and accounting, reducing compliance risks, and ensuring the authenticity, completeness, and security of electronic accounting archives.

▪ Data reconciliation and security:Achieve asset-lake-style management of finance-tax-invoice-archive data, ensuring data reconciliation relationships while ensuring permanent and secure data storage.

▪ Cost reduction and efficiency improvement:Reduce mechanical work and consumable expenditures, save labor costs, binding costs, warehousing costs, etc., improve work efficiency, and promote financial digital transformation.

III. System construction methodology

▪ Trinity of process optimization, data management, and system implementation:Optimize business processes based on policies and measures, sort out the classification of all accounting materials within the enterprise and the management processes for different types, and formulate an accounting archive management system that meets business needs. Clarify storage metadata standards, electronic accounting archive management processes, etc. At the same time, based on agile and rapid system implementation and development, ensure the smooth launch and efficient operation of the system.

▪ Methodology and core ideas for electronic accounting archives system construction:Build an electronic voucher pool management process to aggregate enterprise external electronic voucher data and achieve end-to-end full-process automation of accounting data multi-channel acquisition, signature verification, parsing, automatic filling, posting, encapsulation, and archiving. Support batch signature verification, authenticity verification, and automated parsing of electronic vouchers, as well as generation, update, and export of electronic voucher posting instance documents, meeting enterprises' needs for full-process tracking and recording of electronic voucher receipt, posting, and archiving.

IV. Kailing Technology Electronic Accounting Archives System Functional Modules and Business Process Overview

▪ Archive collection:Supports automatic and manual collection of various accounting data, including paper and electronic materials such as invoices, contracts, bookkeeping vouchers, and reports. Utilizes multiple methods including interface acquisition, email acquisition, SMS acquisition, and file import to achieve integration with bank-enterprise direct connection, financial payment, and other systems.

▪ Archive management:Organize, classify, store, and retrieve the collected archives, and establish retrieval relationships between electronic accounting archives and related other paper accounting archives. Use barcode technology to enable scan-based warehousing, archiving, and borrowing of paper archives, ensuring consistency and correlation between paper archives and electronic archives.

▪ Archive borrowing and utilization:Provide convenient archive borrowing application, approval, and return processes, supporting online preview, update, and export of electronic voucher instance documents, enabling functions such as image viewing, intelligent reimbursement, and posting. At the same time, query results are differentiated based on roles and permissions to ensure data security.

▪ Business process analysis:Taking business processes as the thread, optimize and standardize financial processes, such as employee expense reimbursement processes, procurement-to-payment processes, and sales-to-collection processes. Achieve one-stop, no-touch full-process automation from invoice collection, document submission and reimbursement, leadership approval, financial review, voucher generation, and fund payment to archive filing, breaking down information silos between business, finance, capital, and tax.

V. Strategies for enterprises to respond to the paperless voucher trend

▪ Conceptual shift:Enterprise management and finance personnel need to fully recognize the trend and importance of paperless vouchers, change traditional concepts, and actively embrace change. Strengthen internal training and communication to improve all employees' awareness and acceptance of electronic accounting archives.

▪ System construction:Select an appropriate financial archive management system construction plan according to the enterprise's own scale, business needs, and existing informatization foundation, and gradually advance system construction and application. Focus on the system's ease of use, stability, and scalability to ensure it can meet the enterprise's long-term development needs.

▪ Data governance:Strengthen the governance of electronic accounting data,Establish a sound data quality management mechanism to ensure data accuracy, completeness, and consistency. Regularly conduct data backup and recovery drills to prevent data loss risks.

▪ Collaborative cooperation:Strengthen communication and collaboration with upstream and downstream enterprises, tax authorities, banks, and other external institutions, establish sharing and mutual recognition mechanisms for electronic vouchers, and achieve seamless flow and efficient utilization of electronic accounting information.

Six, Case Sharing

▪ Case One:As a comprehensive engineering consulting group, a group joint-stock company faces problems such as a large volume of group enterprise vouchers, the inability of multiple business systems to achieve complete electronification of accounting archive materials, and paper archives being easily lost and difficult to consult. By launchingKailing TechnologyThe electronic accounting archives system realizes online and electronic archive management, effectively saving paper costs, improving management efficiency, and ensuring the security and traceability of archives.

▪ Case 2:A certain holding group Co., Ltd. has low efficiency in invoice verification, organization, and archiving in its expense reimbursement and related data archiving processes. With the help ofKailing Technology's system'sFunctions such as image scanning, upload, recognition and parsing, image and data storage, and data archiving and transmission optimize financial business processes, improve the accuracy and efficiency of invoice verification, and lay a solid foundation for subsequent electronic accounting archives construction.

In the wave of digital transformation, the digitization and paperlessization of financial archive management has become an inevitable path for enterprises moving toward efficient operations and sustainable development. By deeply understanding policy requirements, carefully planning system construction, using scientific methods to optimize processes, and leveraging advanced technology to empower management, enterprises can reduce costs and achieve efficiency leaps while ensuring compliance and security, laying a solid foundation for financial digital transformation.

Kailing Technology Electronic Accounting Archives System, with its outstanding functions, flexible architecture, and solid technical support, is the ideal assistant for enterprises to follow this wave of change. It not only precisely aligns with policies and regulations, helping enterprises avoid risks, but also reshapes financial processes with intelligent means, mining the value of data assets and providing strong support for enterprise decision-making.

Consult Kailing Technology to obtain detailed solution information: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.