Automatic filing method for non-direct-connection electronic receipts

Abstract

The invention discloses a non-direct-connection electronic receipt automatic filing method, and belongs to the field of accounting informatization and digital innovation, and the filing method comprises the following specific steps: I, downloading and providing an electronic receipt; iI, cutting and matching the electronic receipt and storing data after cutting and matching; iII, reading and filing the stored matching result file; iV, carrying out secondary matching on the electronic receipts which fail in matching and re-filing the electronic receipts; v, generating report data with detailed matching results through a BI report; through the automatic process, the matching and filing speed of the electronic receipts is remarkably increased, the time required by manual operation is shortened, errors caused by human errors are reduced, accurate matching is achieved, the accuracy and consistency of data are ensured, query, retrieval and management of archives are more convenient, and the flexibility of data use is improved.

Description

Technical Field

[0001] The present invention relates to the field of accounting informatization and digital innovation, and in particular to a method for automatically archiving non-directly connected electronic receipts. Background Art

[0002] With the rapid development of corporate business, the financial shared center, as the core hub of corporate financial management, faces the challenge of processing a large number of bank receipts and accounting vouchers. In daily operations, a large number of bank receipts need to be accurately and quickly matched with accounting vouchers and archived. At present, the matching and archiving of bank receipts mainly rely on manual operations. However, the manual operation process is cumbersome and inefficient, which not only takes up a lot of human resources, but is also inefficient and error-prone. The traditional manual processing method can no longer meet the needs of business development. In order to improve matching efficiency, optimize file management and adapt to the digital transformation of enterprises, it is necessary to improve the efficiency and accuracy of receipt matching and archiving through technological innovation; therefore, it is particularly important to invent a method for automatic archiving of non-direct electronic receipts. Summary of the invention

[0003] The purpose of the present invention is to solve the defects in the prior art and to propose a method for automatically archiving non-direct electronic receipts.

[0004] In order to achieve the above object, the present invention adopts the following technical solutions:

[0005] The automatic filing method of non-direct electronic receipt, the specific steps of the filing method are as follows:

[0006] Ⅰ. Download and provide electronic receipt;

[0007] Ⅱ. Cut and match the electronic receipt and store the cut and matched data;

[0008] III. Read the stored matching result file and archive it;

[0009] IV. Perform secondary matching on the electronic receipts that failed to match and re-file them;

[0010] Ⅴ. Generate detailed report data of matching results through BI report.

[0011] As a further solution of the present invention, the specific steps of downloading and providing the electronic receipt in step I are as follows:

[0012] S1.1: Log in to the bank's official website or APP manually or automatically using your personal online banking account and password, select the electronic receipt within the required time range through the bank's official website or APP, and download the electronic receipt file according to the bank's requirements;

[0013] S1.2: Create a corresponding folder structure based on the bank account information contained in each downloaded electronic receipt, name the first-level folder with the current date, name the second-level folder according to each bank account, and then put the electronic receipt of each bank account into the corresponding second-level folder;

[0014] S1.3: Check whether there are any missing or damaged files in each folder. If so, record the file and re-download the corresponding electronic receipt file to replace it. Then, regularly back up the classified electronic receipt files to the company's cloud storage or external hard drive.

[0015] As a further solution of the present invention, the specific steps of electronic receipt cutting and matching in step II are as follows:

[0016] S2.1: After the electronic receipt files are classified and placed, the matching program automatically starts at a fixed time every day and reads the first-level folder of the latest date. Then the program traverses the folder of the latest date, opens the second-level folder of each bank account in turn, and reads the electronic receipt files therein;

[0017] S2.2: Parse the file format and configure scripts for different banks to capture key information that can be used to match bank statements. According to the configured scripts, extract key information from each electronic receipt;

[0018] S2.3: Match the extracted key information with the transaction records in the capital system, record the matching results, mark the reasons for each matching result according to the situation, and store the matching results in the data warehouse.

[0019] As a further solution of the present invention, the key information that can be used to match the transaction flow in S2.2 specifically includes the transaction amount, transaction time, payer account information, and payer account information;

[0020] The matching results stored in the data warehouse described in S2.3 include the matching status, the storage path of the electronic receipt file, and the transaction information corresponding to the electronic receipt, where the matching status specifically includes "matching successful", "matching failed", and "if the corresponding account has not yet imported the transaction information during matching, it will be temporarily deemed as a matching failure".

[0021] As a further solution of the present invention, the specific steps of reading and archiving the stored matching result files in step III are as follows:

[0022] S3.1: When the receipt matching process is completed, the archive system automatically accesses the data warehouse and reads the stored matching result file. According to the matching results, the electronic receipt is divided into matching success, matching failure and manual processing;

[0023] S3.2: The archive system extracts the storage path and file name corresponding to the successfully matched electronic receipt into the designated archive folder, and then automatically downloads each set of files and puts them into the archive directory;

[0024] S3.3: Generate a report containing the unmatched electronic receipts and the reasons, and send the report to the staff at the corresponding fund settlement post to remind them to carry out follow-up processing. For the electronic receipts that need to be processed manually, the archive team will manually match them with the corresponding general ledger for archiving, and feed back the manual matching results to the system;

[0025] S3.4: When all electronic receipts are archived, the archive system generates a corresponding archiving completion report based on the archiving results, and records the number of archived receipts and matching status.

[0026] As a further solution of the present invention, the specific steps of the secondary matching in step IV are as follows:

[0027] S4.1: The staff organizes the transaction data to be imported based on the received reports, and imports the transaction data into the system in batches according to the rules of the fund system. After the transaction data is successfully imported, the receipt matching program is started again. At the same time, the matching program reads the electronic receipts in the folder with the latest date and matches the newly imported transaction data with each electronic receipt;

[0028] S4.2: Compare the newly imported transaction records with the electronic receipts to generate new matching results, and update the status of successfully matched electronic receipts to "matching success" and update the status of unmatched electronic receipts to "matching failure";

[0029] S4.3: The new matching results are stored in the data warehouse again, and the corresponding matching report is generated. According to the receipts that still need to be manually processed, a new notification is generated to remind the archive team to perform subsequent matching, and then re-archive and generate a final archiving report to record the matching status and processing results of all electronic receipts.

[0030] Compared with the prior art, the present invention has the following beneficial effects:

[0031] The method for automatically archiving non-direct electronic receipts selects electronic receipts within a required time range through the official website or APP of the bank, and downloads the electronic receipt files according to the requirements of the bank, and creates a corresponding folder structure according to the bank account information contained in each downloaded electronic receipt. Then the matching program is automatically started at a fixed time every day, and reads the first-level folder of the latest date. Then the program traverses the folder of the latest date, opens the second-level folder of each bank account in turn, reads the electronic receipt files therein, extracts key information from each electronic receipt according to the configured scripts, matches the extracted key information with the transaction records in the capital system, records the matching results, and marks the reasons for each matching result according to the situation, and stores the matching results in the data warehouse. After the matching is completed, the archive system automatically accesses the data warehouse and reads the stored matching result files, and divides the electronic receipts into matching success, matching failure and manual processing according to the matching results. The storage path and file name corresponding to the successfully matched electronic receipts are extracted to the specified archive folder, and then each group of files is automatically downloaded and placed in the archive directory. At the same time, for the electronic receipts that need to be manually processed, the archive group personnel manually match them with the corresponding general ledgers for archiving. After that, the capital system reads the matching results from the data warehouse, and identifies the groups of electronic receipts that have not been successfully matched due to lack of transaction data, and imports the transaction data into the system in batches through the staff. When the transaction data is successfully imported, the receipt matching program is started again to match the electronic receipts, and the successfully matched electronic receipts are re-archived. Through the automated process, the matching and archiving speed of electronic receipts is significantly improved, the time required for manual operation is reduced, the errors caused by human errors are reduced, accurate matching is achieved, the accuracy and consistency of the data are ensured, and the query, retrieval and management of archives are more convenient, which improves the flexibility of data use. BRIEF DESCRIPTION OF THE DRAWINGS

[0032] The accompanying drawings are used to provide further understanding of the present invention and constitute a part of the specification. They are used to explain the present invention together with the embodiments of the present invention and do not constitute a limitation of the present invention.

[0033] Figure 1 This is a flowchart of the automatic archiving method for non-direct electronic receipts proposed by the present invention;

[0034] Figure 2 This is a flowchart of the electronic receipt cutting and matching process of the non-direct electronic receipt automatic archiving method proposed by the present invention. DETAILED DESCRIPTION

[0035] Example 1

[0036] Reference Figure 1-2 , the automatic archiving method of non-direct electronic receipt, the specific steps of the archiving method are as follows:

[0037] Download and provide electronic receipt.

[0038] Specifically, use a personal online banking account and password to log in to the bank's official website or APP manually or automatically, select the electronic receipt within the required time range through the bank's official website or APP, and download the electronic receipt file according to the bank's requirements. Create a corresponding folder structure based on the bank account information contained in each downloaded electronic receipt, and name the first-level folder with the current date, and name the second-level folder according to each bank account. Then, put the electronic receipt of each bank account into the corresponding second-level folder, check whether there is any missing or damaged file in each folder. If so, record the file and re-download the corresponding electronic receipt file for replacement. Then, regularly back up the classified electronic receipt files to the company's cloud storage or external hard drive.

[0039] The electronic receipt is cut, matched and the cut and matched data is stored.

[0040] Specifically, after the electronic receipt files are classified and placed, the matching program will automatically start at a fixed time every day and read the first-level folder of the latest date. After that, the program will traverse the folder of the latest date, open the second-level folder of each bank account in turn, read the electronic receipt files therein, parse the file format, and configure scripts of different banks to capture the key information of each bank that can be used to match the transaction flow. According to the configured scripts, key information is extracted from each electronic receipt, and the extracted key information is matched with the transaction records in the capital system. The matching results are recorded, and the reasons for each matching result are marked according to the situation, and the matching results are stored in the data warehouse.

[0041] In this embodiment, the key information that can be used to match the transaction flow specifically includes the transaction amount, transaction time, payer account information and payer account information; the matching results stored in the data warehouse include the matching status, the storage path of the electronic receipt file and the transaction flow information corresponding to the electronic receipt, among which the matching status specifically includes "matching successful", "matching failed" and "if the corresponding account has not yet imported the transaction flow during matching, it will be temporarily deemed as a matching failure".

[0042] Read the stored matching result file and archive it.

[0043] Specifically, Figure 2As shown, when the receipt matching program is completed, the archive system automatically accesses the data warehouse and reads the stored matching result files. According to the matching results, the electronic receipts are divided into successful matching, failed matching and manual processing. The archive system extracts the storage path and file name corresponding to the successfully matched electronic receipts into the specified archive folder, and then automatically downloads each group of files and puts them into the archive directory, generates a report containing unsuccessful matching electronic receipts and their reasons, and sends the report to the staff at the corresponding fund settlement post to remind them to carry out subsequent processing. For electronic receipts that need to be manually processed, the archive group personnel manually match them with the corresponding and corresponding general ledgers for archiving, and feed back the manual matching results to the system. When all electronic receipts are archived, the archive system generates a corresponding archiving completion report based on the archiving results, and records the number of archived receipts and matching status.

[0044] Example 2

[0045] Reference Figure 1-2 , the automatic archiving method of non-direct electronic receipt, the specific steps of the archiving method are as follows:

[0046] Conduct a second match on the electronic receipts that failed to match and re-archive them.

[0047] Specifically, Figure 2 As shown, the staff organizes the transaction data to be imported according to the received reports, and imports the transaction data into the system in batches according to the rules of the capital system. When the transaction data is successfully imported, the receipt matching program is started again. At the same time, the matching program reads the electronic receipts in the folder with the latest date, and matches the newly imported transaction data with each electronic receipt. The newly imported transaction data is compared with the electronic receipts to generate new matching results. At the same time, the status of the successfully matched electronic receipts is updated to "matched successfully", and the status of the electronic receipts that have not been successfully matched is updated to "matched failed". The new matching results are stored in the data warehouse again, and the corresponding matching report is generated. According to the receipts that still need to be manually processed, a new notification is generated to remind the archive group personnel to perform subsequent matching, and then re-archive them, and generate a final archiving report to record the matching status and processing results of all electronic receipts.

[0048] Generate detailed report data of matching results through BI report.

Claims

1. The method for automatically filing indirect electronic receipts is characterized by: The specific steps of this archiving method are as follows: Ⅰ. Download and provide electronic receipt; Ⅱ. Cut and match the electronic receipt and store the cut and matched data; III. Read the stored matching result file and archive it; IV. Perform secondary matching on the electronic receipts that failed to match and re-file them; Ⅴ. Generate detailed report data of matching results through BI report.

2. The method for automatically filing indirect electronic receipts according to claim 1, characterized in that: The specific steps for downloading and providing the electronic receipt described in Step Ⅰ are as follows: S1.1: Log in to the bank's official website or APP manually or automatically using your personal online banking account and password, select the electronic receipt within the required time range through the bank's official website or APP, and download the electronic receipt file according to the bank's requirements; S1.2: Create a corresponding folder structure based on the bank account information contained in each downloaded electronic receipt, name the first-level folder with the current date, name the second-level folder according to each bank account, and then put the electronic receipt of each bank account into the corresponding second-level folder; S1.3: Check whether there are any missing or damaged files in each folder. If so, record the file and re-download the corresponding electronic receipt file to replace it. Then, regularly back up the classified electronic receipt files to the company's cloud storage or external hard drive.

3. The method for automatically filing indirect electronic receipts according to claim 2, characterized in that: The specific steps for electronic receipt cutting and matching described in step II are as follows: S2.1: After the electronic receipt files are classified and placed, the matching program automatically starts at a fixed time every day and reads the first-level folder of the latest date. Then the program traverses the folder of the latest date, opens the second-level folder of each bank account in turn, and reads the electronic receipt files therein; S2.2: Parse the file format and configure scripts for different banks to capture key information that can be used to match bank statements. According to the configured scripts, extract key information from each electronic receipt; S2.3: Match the extracted key information with the transaction records in the capital system, record the matching results, mark the reasons for each matching result according to the situation, and store the matching results in the data warehouse.

4. The method for automatically filing indirect electronic receipts according to claim 3, characterized in that: The key information that can be used to match transactions as described in S2.2 specifically includes the transaction amount, transaction time, payer account information, and payer account information; The matching results stored in the data warehouse described in S2.3 include the matching status, the storage path of the electronic receipt file, and the transaction information corresponding to the electronic receipt, where the matching status specifically includes "matching successful", "matching failed", and "if the corresponding account has not yet imported the transaction information during matching, it will be temporarily deemed as a matching failure".

5. The method for automatically filing indirect electronic receipts according to claim 3, characterized in that: The specific steps of reading and archiving the stored matching result file in step III are as follows: S3.1: When the receipt matching process is completed, the archive system automatically accesses the data warehouse and reads the stored matching result file. According to the matching results, the electronic receipt is divided into matching success, matching failure and manual processing; S3.2: The archive system extracts the storage path and file name corresponding to the successfully matched electronic receipt into the designated archive folder, and then automatically downloads each set of files and puts them into the archive directory; S3.3: Generate a report containing the unmatched electronic receipts and their reasons, and send the report to the staff at the corresponding fund settlement post to remind them to carry out follow-up processing. For the electronic receipts that need to be processed manually, the archive team will manually match them with the corresponding general ledger for archiving, and feed back the manual matching results to the system; S3.4: When all electronic receipts are archived, the archive system generates a corresponding archiving completion report based on the archiving results, and records the number of archived receipts and matching status.

6. The method for automatically filing indirect electronic receipts according to claim 5, characterized in that: The specific steps of the secondary matching described in step IV are as follows: S4.1: The staff organizes the transaction data to be imported based on the received reports, and imports the transaction data into the system in batches according to the rules of the fund system. After the transaction data is successfully imported, the receipt matching program is started again. At the same time, the matching program reads the electronic receipts in the folder with the latest date and matches the newly imported transaction data with each electronic receipt; S4.2: Compare the newly imported transaction records with the electronic receipts to generate new matching results. At the same time, update the status of successfully matched electronic receipts to "matching success" and update the status of unmatched electronic receipts to "matching failure"; S4.3: The new matching results are stored in the data warehouse again, and the corresponding matching report is generated. According to the receipts that still need to be manually processed, a new notification is generated to remind the archive team to perform subsequent matching, and then re-archive and generate a final archiving report to record the matching status and processing results of all electronic receipts.

Images