Kailing Technology Electronic Accounting Archives Solution: Leading a new paradigm of single-set archiving

In an era where the digital wave is sweeping across every industry, the digital transformation of corporate financial management has become an inevitable trend. The massive emergence of electronic accounting materials has raised higher requirements for the compliance and efficiency of archive management. The state has issued the Specification for Electronic Accounting Archive Management (DA/T 94-2022) and the Specification for Accounting Informatization Work, pointing the way for the management of electronic accounting materials. Kailing Technology has long been deeply engaged in the field of corporate business-finance-tax digitalization. Leveraging cutting-edge technology and rich practical experience, it has launched an electronic accounting archives solution, with single-set archiving of electronic accounting materials as the core scenario, building a full-process compliant, efficient, and secure management system to help enterprises easily meet the challenges of digital transformation.

I. New Archive Management Needs Under Policy Drivers

With the comprehensive advancement of China Golden Tax Phase IV, tax supervision has entered an era of "cloudification" across all businesses and processes, electronic invoices have been fully rolled out, and electronic archives have become mainstream. Multiple policies from the Ministry of Finance and the National Archives Administration clearly define the legal validity of electronic accounting vouchers and electronic archives, requiring enterprises to achieve standardized management of electronic accounting materials.

Against this background, enterprises face three core challenges: first, the sources of electronic accounting materials are complex, and authenticity and compliance must be ensured; second, data across multiple systems is fragmented, and archiving efficiency is low; third, archive management must meet the "four properties" requirements (authenticity, integrity, usability, security) and respond to regulatory inspections. Kailing Technology's solution deeply aligns with policy requirements and solves enterprise archive management pain points from the source.

II. Full lifecycle solution: closed-loop management from generation to archiving

1. Intelligent generation and authenticity verification of electronic accounting materials

The generation of electronic accounting materials begins at the business end. Taking electronic invoices as an example, after employees consume on a business travel platform, the Kailing system can seamlessly connect with the business travel platform through standardized interfaces, automatically obtaining OFD-format electronic invoices and avoiding the risk of errors and omissions in manual transmission.

At the same time, the system has a built-in tax authenticity verification module that connects in real time to the national tax authenticity verification platform, extracts key elements such as invoice numbers and invoicing dates for verification, and retains verification results as audit evidence. For paper invoices, information is quickly recognized through privately deployed OCR technology to achieve electronic conversion, ensuring the authenticity and reliability of all invoice data.

2. Flexibly adaptable single-set archiving platform

The Kailing electronic accounting archives system breaks down the barriers between business systems and archive systems. Enterprises can customize the archive information package structure according to actual needs, including hierarchy division, metadata fields, directory rules, etc., adapting to multi-system data archiving for finance, business, tax, etc. without customized development.

The platform automatically generates a four-property detection plan, synchronously verifying data standard consistency during the archiving process, ensuring the archive information package meets the requirements of the "Electronic Accounting Archives Management Specification". Through a visual operation interface, administrators can conveniently configure archive templates and adjust interface parameters, greatly reducing operational difficulty.

3. Standardized and efficient compilation and transfer process

In the compilation and archiving stage, the system introduces an archive record register and a handover record register, detailing the full process of archiving time, personnel, content, and handover approval. Through OFD format conversion and electronic signature technology, the register and archive information package are sealed and signed to ensure data cannot be tampered with.

Relying on XingchainWith image visualization technology, the system can intuitively display the association relationships between business documents, such as the corresponding links between invoices, reimbursement forms, and accounting vouchers, enabling traceability of archives. At the same time, it supports linked management of paper archives and electronic archives, recording the location information of physical archive warehouses through barcode technology, improving retrieval efficiency.

4. Comprehensive four-property testing assurance

The intelligent four-property detection system built into Kailing Technology Electronic Accounting Archives Solution runs deeply through the entire lifecycle of electronic archives, building a solid defense line for archive quality. When an electronic file enters the system, the platform automatically starts the four-property detection process, and items that fail are precisely marked with the cause of the anomaly, helping enterprises quickly locate and rectify problems. Enterprise managers can intuitively view the pass status, anomaly causes, and rectification suggestions for each detection item, and sync the detection report to the financial audit process with one click, driving quality control of electronic accounting archives from "post-remediation" to "pre-prevention and in-process control."

III. Core advantages: technology empowerment and value enhancement

1. Technical Leadership

OCR private deployment ensures data security and supports recognition of multiple document types; XingchainThe image enables data penetration and association visualization; source code knowledge transfer gives enterprises independent configuration capabilities and reduces expansion costs.

2. Compliance assurance

The full process follows national policy standards; features such as four-property testing and electronic signatures ensure archive management is legal and compliant, making regulatory inspections easy to handle.

3. Efficient integration

Seamless integration with tax systems, financial systems, business systems, etc., automatically obtaining data such as invoices, vouchers, and receipts, achieving integrated archiving of "business-finance-capital-tax."

4. Cost optimization capability

Reduce printing and storage costs through paperless management; intelligent processes reduce manual intervention and improve financial work efficiency.

Kailing Technology Electronic Accounting Archives Solution empowers compliance with technology and improves efficiency with intelligence, building a solid archive management foundation for enterprise digital transformation. From document generation to long-term preservation, it safeguards the entire process, making archive management both worry-free and reliable.

Kailing Technology provides solid support for your financial digital transformation and empowers sustainable enterprise development，For details, please consult: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.