2023 Is Almost Over, Are You Still Not Ready for "Electronic Accounting Archives"?

On May 17 this year, the Accounting Department of the Ministry of Finance published the "Notice on Accounting Data Standards for Electronic Vouchers (Trial Version)" [Cai Kuai Bian Han No. 18 of 2023], which announced 9 categories of accounting data standards for electronic vouchers (trial version). The issuance of the "Notice on Announcing Accounting Data Standards for Electronic Vouchers" standardized the electronic voucher standard of "structured data file + format file encapsulation + electronic signature," effectively ensuring the legality, authenticity, and data security of data sources, ensuring the legal effect of electronic vouchers, and marking the arrival of a truly "paperless" era.

Key points:

Where the recipient obtains a fully digitalized e-invoice for reimbursement, bookkeeping, and archiving:

First, the recipient may, in accordance with Articles 3 and 5 of the Notice, use only the XML file of a fully digitalized e-invoice containing a digital signature for reimbursement, accounting, and archiving, and may no longer keep it separately in paper form.

Second, if the recipient needs to use a fully digitalized e-invoiceofWhere paper printouts of PDF and OFD format files are used as the basis for reimbursement, posting, and archiving, the XML format electronic file of the fully digitalized e-invoice containing a digital signature shall also be kept in accordance with Article 4 of the Notice.

The policy interpretation is summarized as follows:

1. Legal electronic vouchers that comply with the accounting data standards for electronic vouchers shall be generated from structured invoicing information data through a toolkit into structured electronic voucher data files, and encapsulated into electronic voucher format files, and then electronically signed, to ensure that all data and information sources of the electronic voucher are legal, authentic, and not tampered with. This means that electronic vouchers complying with accounting data standards will have the same effect as paper original vouchers.

2. After the recipient receivesFully Digitalized E-invoiceAfterwards, no printing is required, reimbursement, accounting, and archiving can be done directly with XML files. If the recipient really needs to print a fully digitalized e-invoice, in addition to keeping the paper invoice, it must also keep the XML-format electronic file.

Therefore, finance personnel should pay attention: Fully digitalized e-invoiceAfter receipt, whether printed or not, it must be savedFully Digitalized E-invoiceXML-format electronic file containing a digital signature!

BesidesFully Digitalized E-invoiceIn addition, the Ministry of Finance has also issued data standards for electronic vouchers for other invoices (such as railway electronic tickets, air transport electronic tickets, fiscal electronic bills, electronic general payment books for non-tax revenue, bank electronic receipts, etc.), which can be downloaded and reviewed on the Ministry of Finance official website.

How should enterprises respond:

WithFully Digitalized E-invoiceWith the implementation and deep application of accounting electronic voucher data standards, traditional enterprises' financial processing methods can no longer adapt to new trends and new policies, and the digitalization of financial systems is imminent,Kailing TechnologyProvide enterprises with a digital and intelligent expense control management platform and electronic accounting archives system, helping enterprises inFully Digitalized E-invoiceFind a lighthouse for moving forward in this era.

1. Policy learning and system updates: learn about the latest policies, fully understand the impact of the 9 categories of electronic voucher accounting data standards on the enterprise's existing data standards, and promptly update and maintain the corresponding data standards, data models and other content to ensure that the newly released data standards are effectively implemented, providing the enterprise withInternal and externalDepartment data interconnection provides collaboration and support。

2. Upgrade the financial information system, and through existing expense reimbursement systems, financial sharing systems, tax systems, and other systems with invoice management functions, carry out transformation and upgrading according to the requirements of the accounting data standards for electronic vouchers, with functions such as invoice signature verification and parsing；At the same time, build an electronic archive management system that matches the standards.

It will soon be 2024. More than half a year has passed since the notice on electronic voucher accounting data standards was issued. Has your enterprise started building electronic accounting archives?

If you still do not know how to handle it, there is no need to worry,KailingKailing Technology has mature product solutions and professional technical strength to provide you with electronic voucher accounting data standard solutions：On the premise of reducing the development and transformation of existing systems, it builds an electronic voucher service + electronic accounting archive system. It helps enterprises achieve paperless operation across the entire process of electronic voucher acquisition, signature verification, parsing, booking, and archiving, and supports enterprises' paperless and digital transformation of business-finance-tax.

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Beijing Kailing Technology Co., Ltd.——an enterprise business-finance-tax digitalization solution service provider.

Kailing Technology provides solutions for sales management systems, procurement management systems, output invoicing systems, input invoice collection systems, imaging management systems, financial posting systems, electronic accounting archives and other businesses according to enterprise needs, professionally and efficiently helping enterprises transform and upgrade their business-finance-tax digital management.

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