Electronic entry voucher generation system based on multi-source data

Abstract

The invention discloses a multi-source data-based electronic entry voucher generation system, which comprises a data integration module, a verification engine module and a file generation module, and is characterized in that the data integration module is used for extracting to-be-entered document information from different systems and sending the to-be-entered document information to the verification engine module; the verification engine module is used for checking and verifying the received document information in sequence, and pushing the updated document information to the verification engine module through the ERP system; and the file generation module is used for receiving the document information updated by the verification engine module, calling a corresponding preset template to generate a corresponding entry file, and combining the entry file into an electronic entry voucher according to a preset sequence. According to the method, manual operation and repeated labor are reduced, extra cost caused by errors is reduced, the invoice prefabrication efficiency is predicted to be improved by 80%, and the economic benefits and the resource utilization efficiency of enterprises are greatly improved.

Description

TECHNICAL FIELD

[0001] The present application relates to the technical field of communication, in particular to a system for generating electronic accounting vouchers based on multi-source data. BACKGROUND

[0002] In the existing invoice pre-preparation process, sorting accounting vouchers is a tedious and important task. The purchaser needs to fill in and paste the single, collect the warehouse clerk's warehouse-in single, collect the supplier's mail invoice package, and copy all the order contracts related to the purchase order. After manual checking, these documents are bound, and the data needs to be re-entered into the ERP system to complete the invoice pre-preparation and connection. This manual operation is inefficient, and the single purchase payment process takes about 2 hours. This highly dependent mode not only consumes a large amount of labor cost, but also seriously affects the efficiency of the enterprise's capital turnover and the stability of the supply chain.

[0003] During the process of manual checking and data entry, problems such as inconsistent amounts, missing vouchers, or associated errors may occur, with an error rate as high as 5%. Not only does this increase the subsequent error correction cost, but it also may lead to financial audit risks, affecting the accuracy and reputation of the enterprise. The data between the supplier, the procurement department, the warehouse department, and the finance department cannot be effectively connected and shared, forming a serious information island. The communication and cooperation between departments are not smooth, leading to an extended payment cycle, and the enterprise is difficult to monitor and manage the whole process of the supply chain in real time, and cannot make accurate decisions in a timely manner. SUMMARY

[0004] (I) Invention purpose

[0005] The purpose of the present application is to provide a system for generating electronic accounting vouchers based on multi-source data, which introduces an intelligent financial accounting voucher integrated generation method to reduce manual operation and repetitive labor, reduce additional costs caused by errors, and improve invoice pre-preparation efficiency by 80%. It is expected to save more than 1 million yuan in labor costs per year, and greatly improve the economic benefits and resource utilization efficiency of the enterprise.

[0006] (II) Technical solution

[0007] To solve the above problems, the present application provides a system for generating electronic accounting vouchers based on multi-source data, which relies on an ERP system for execution. The system includes a data integration module, a verification engine module, and a file generation module, wherein:

[0008] The data integration module is used to extract the information of each document to be accounted for from different systems and send the document information to the verification engine module;

[0009] The verification engine module is used to check and verify the received document information. If the verification passes, the corresponding information is synchronized to the ERP system to update the document information and generate an invoice voucher number. Then, the updated document information is pushed to the verification engine module through the ERP system. At the same time, the file generation module is triggered by the verification engine module.

[0010] The document generation module is used to receive the updated document information from the verification engine module, call the corresponding preset template according to the updated document information type to generate the corresponding accounting file, and then merge the accounting files into electronic accounting vouchers in sequence.

[0011] Preferably, the verification engine module is used to check and verify the received document information sequentially. If the verification passes, the corresponding information is synchronized to the ERP system to update the document information and generate an invoice voucher number, including:

[0012] The system receives various document information through the electronic procurement and payment system and pushes it to the supplier for verification.

[0013] If the verification is correct, the supplier will associate the statement of account and the invoice information in the smart payment system.

[0014] The system automatically verifies the associated information through the electronic payment system. If the verification passes, the associated information is synchronized to the ERP system to update the document information and generate an invoice voucher number.

[0015] The verification engine module includes an electronic payment system, and the documents include warehouse entry slips, account statements, invoice information, and electronic contracts.

[0016] Preferably, the step of triggering the file generation module to start via the verification engine module includes:

[0017] The ERP system returns the invoice voucher number to the e-procurement and payment system, and then the e-procurement and payment system triggers the start of the document generation module.

[0018] Preferably, in the file generation module, the process of calling the corresponding preset template based on the updated document information type to generate the corresponding accounting file includes:

[0019] Use the invoice voucher number to retrieve the pasting form template and generate a pasting form file;

[0020] Based on the inbound order, call the inbound order template to generate an inbound order file;

[0021] Insert the electronic contract into the corresponding pre-stored electronic contract to generate an electronic contract file;

[0022] The preset templates include a paste template and an import template.

[0023] Preferably, the system also relies on a contract management system and a tax system for execution. The data integration module extracts information from various documents awaiting accounting from different systems and sends this information to the verification engine module, including:

[0024] Extract the account statement and the warehouse receipt from the ERP system, and then send the account statement and the warehouse receipt to the e-procurement and payment system;

[0025] Retrieve the electronic contract from the contract management system and send the electronic contract to the e-procurement and payment system;

[0026] The invoice information is extracted from the tax system and then sent to the electronic payment system.

[0027] Preferably, the ERP system returns the invoice voucher number information to the e-procurement and payment system via an API interface.

[0028] Preferably, the automatic verification includes: amount consistency verification, invoice header matching verification, and tax rate compliance verification.

[0029] Preferably, the system further includes a printing module for printing the accounting documents and electronic accounting vouchers in the document generation module, wherein the printing module is configured to set the number of copies to be printed and the printing order of various types of documents.

[0030] Preferably, RESTful API technology is used to realize data transmission between different systems. The data transmission formats include JSON and XML, and the interface security authentication adopts Basic Auth and JWT.

[0031] (III) Beneficial Effects

[0032] The above-mentioned technical solution of the present invention has the following beneficial technical effects: The present invention provides a system for generating electronic accounting vouchers based on multi-source data. This generation system includes a data integration module, a verification engine module, and a file generation module. The present invention reduces manual intervention and cumbersome operation steps by setting up an automated process, which significantly shortens the procurement payment cycle and improves the flexibility and competitiveness of the supply chain. In the present invention, the data integration module sends the document information to the verification engine module. The verification engine module checks and verifies the received document information sequentially. If the verification passes, the corresponding information is synchronized to the ERP system to update the document information and generate an invoice voucher number. Then, the updated document information is pushed to the verification engine module through the ERP system. At the same time, the verification engine module triggers the file generation module to start. The present invention monitors the status of various vouchers in the procurement payment process in real time, promptly grasps the dynamic information of each link in the supply chain, so as to quickly respond to and handle potential problems, enhance the transparency and traceability of the supply chain, and optimize the collaborative management of the entire supply chain. Attached Figure Description

[0033] Figure 1 This is a schematic diagram of an electronic accounting voucher generation system based on multi-source data according to the present invention;

[0034] Figure 2 This is a schematic diagram of the system process for generating electronic accounting vouchers based on multi-source data according to a specific embodiment of the present invention;

[0035] Figure 3 This is a schematic diagram of the configuration process of the file generation module (file generator) in a specific embodiment of the present invention. Detailed Implementation

[0036] To make the objectives, technical solutions, and advantages of this invention clearer, the invention will be further described in detail below with reference to specific embodiments and the accompanying drawings. It should be understood that these descriptions are merely exemplary and not intended to limit the scope of the invention. Furthermore, descriptions of well-known structures and techniques are omitted in the following description to avoid unnecessarily obscuring the concept of the invention.

[0037] like Figure 1 As shown, this invention provides a system for generating electronic accounting vouchers based on multi-source data. This invention reduces manual operations and repetitive labor through multi-system data integration, an intelligent verification engine, templated file generation, and real-time ERP synchronization. Furthermore, it can grasp dynamic information at each stage of the supply chain, improving the flexibility and competitiveness of the supply chain. The system relies on the ERP system for execution and includes: a data integration module 1, a verification engine module 2, and a file generation module 3, wherein:

[0038] The data integration module 1 is used to extract various document information to be recorded from different systems and send the document information to the verification engine module. The system also relies on a contract management system and a tax system for execution. The data integration module's function of extracting various document information to be recorded from different systems and sending the document information to the verification engine module includes:

[0039] (1) Extract the statement of account, the warehouse receipt and the purchase order from the ERP system, and send the statement of account and the warehouse receipt to the e-procurement payment system. The ERP executes the ZMMR92151 (a way of function search in the ERP system, the ERP system needs to input the transaction code to call the function) instruction (the instruction is also called the transaction code) to generate the statement of account and push it to the e-procurement payment system through the interface;

[0040] (2) Extract the signed electronic contracts from the contract management system and send the electronic contracts to the e-procurement and payment system through the interface. The contract management system is, for example, the Qianlian contract system (an electronic contract system).

[0041] (3) Extract invoice information from the tax system and send the invoice information to the electronic payment system. The invoice information includes invoice code, invoice number, amount, tax number, etc.

[0042] The ERP system returns invoice voucher number information to the e-procurement and payment system via an API interface. The e-procurement and payment system then synchronizes invoice pre-production and linking information to the ERP system via an API interface. Tax systems, for example, use the Hangxin input tax platform. Interface method: System data integration is achieved through RESTful API (a lightweight interface specification based on the HTTP protocol). It is based on the RESTful style (representational state transfer), relies on protocols such as HTTP / HTTPS and SOAP, and supports data transmission formats such as JSON and XML, as well as interface security authentication such as Basic Auth and JWT.

[0043] The verification engine module 2 is used to check and verify the received document information sequentially. If the verification passes, an invoice voucher number is generated and synchronized to the ERP system to update the document information. Then, the updated document information is pushed to the verification engine module through the ERP system. Simultaneously, the verification engine module triggers the file generation module to start, such as... Figure 2As shown, specifically, the ERP system returns the invoice voucher number to the e-procurement and payment system. After the ERP system returns the number, the system automatically fills it in, replacing manual entry. Then, the e-procurement and payment system triggers the document generation module (document generator). That is, after the ERP system receives and processes the information, it returns the invoice voucher number to the e-procurement and payment system. The e-procurement and payment system receives the invoice voucher number returned by the ERP system through an interface and triggers the document generator to proceed to the next step. The e-procurement and payment system continuously monitors the posting status of the ERP system to ensure the smooth operation of the financial process and promptly provides feedback to the purchasing department. The verification engine module includes the e-procurement and payment system, and the documents include warehouse receipts, account statements, invoice information, and electronic contracts.

[0044] The verification engine module 2 is used to check and verify the received document information sequentially. If the verification passes, the corresponding information is synchronized to the ERP system to update the document information and generate an invoice voucher number, including:

[0045] (1) Receive various document information through the electronic procurement and payment system and push it to the supplier for verification; the electronic procurement and payment system pushes the statement to each supplier's interface according to the supplier.

[0046] (2) If the verification is correct, the supplier will associate the statement of account and the invoice information in the smart payment system. The supplier will export the statement of account from the system for verification to ensure the accuracy of the information. If the statement of account is correct, the supplier will issue an invoice based on the statement of account amount; if there is an error, the supplier will communicate with the purchasing department, which will then regenerate the statement of account and send it to the supplier. Figure 2 The function of the pre-built module of the data interface (ERP invoice pre-production) is to allow purchasing to create an invoice voucher but not post it to the general ledger immediately. This is equivalent to creating a draft. Then, the finance department will check all the input data (supplier, amount, account, cost center, goods receipt matching, etc.) before the formal accounting. If there are any errors, they can be corrected at any time without leaving a formal erroneous entry.

[0047] (3) The system automatically verifies the associated information through the e-procurement payment system. If the verification passes, the associated information is synchronized to the ERP system to update the document information and generate an invoice voucher number. The automatic verification includes: amount consistency verification, invoice header matching verification, and tax rate compliance verification. After the supplier completes the association and submits, the e-procurement payment system automatically starts the verification engine, verifying the consistency between the invoice amount and the statement amount, the consistency between the invoice company name and tax number and the statement company name and tax number, and the correctness of the tax rate based on the rule base. If the verification passes, submission is allowed; if the verification fails, an error is reported and the supplier is prompted to correct it. The details of each verification are as follows:

[0048] A. Amount Consistency Verification: In the amount consistency verification, the allowable deviation between the invoice amount and the statement amount is ≤1%. The difference between the sum of the statement amount excluding tax and the sum of the selected invoice amount excluding tax is verified. If it is less than or equal to 0.01 yuan, submission is allowed; otherwise, an error message will be displayed.

[0049] B. Header Matching Verification: Verify that the company name and tax number on the invoice match the statement of account; verify that the company name and unified social credit code in the statement of account match the invoice information; verify that the amount and tax amount on the uploaded invoice match.

[0050] C. Tax Rate Compliance Verification: Verify the legality of the invoice tax rate according to the contract terms. Verify the consistency between the tax rate in the account statement and the invoice tax rate.

[0051] The document generation module 3 receives the updated document information from the verification engine module, calls the corresponding preset template according to the updated document information type to generate the corresponding accounting file, and then merges the accounting files into an electronic accounting voucher in a preset order. The file merging process merges four types of vouchers into a single PDF file according to the configured order (e.g., contract → invoice → warehouse receipt → pasting slip). The document generation module 3 is a key component in automating the generation of financial accounting vouchers. Through detailed configuration, the system can generate customized accounting vouchers, ensuring the efficiency and accuracy of the financial process while meeting the personalized needs of different business units within the group, such as… Figure 3 As shown, the specific configuration process is as follows:

[0052] (1) Configure and start the file generation module 3:

[0053] Operation: Enter the Smart Payment System and access the My Configuration module.

[0054] Note: This module manages all configuration items related to document generation, ensuring that the generated documents meet the financial and management requirements of each organization, and then performs the following operations:

[0055] S101. Configure the approval item for pasting forms:

[0056] Operation: Configure the signature field on the pasting form, including the person in charge, the witness, the reviewer, and the approver.

[0057] Note: Sub-units can select according to their own approval requirements and pasting form format requirements.

[0058] S102. Configure the number of pasted forms / tickets:

[0059] Operation: Set the quantity of four types of documents: pasting slip, receiving slip, invoice, and contract.

[0060] Note: Configure the rules for generating the number of documents in the pasting sheet according to the actual needs of the sub-units. For example, only retrieve the number of invoices, or retrieve the number of all vouchers.

[0061] S103. Number of contracts required for configuring the accounting file:

[0062] Operation: Select the required number of contracts, which can be any contract or all contracts.

[0063] Note: Depending on business needs, select whether you need any one contract or all contracts as part of the accounting entry file.

[0064] S104. Configure the quantity of four types of vouchers for posting documents:

[0065] Operation: Set the number of copies of four types of vouchers: pasting slip, receiving slip, invoice, and contract.

[0066] Note: Configure the number of copies for each type of voucher according to actual needs. For example, set the number of invoices to 2 and the number of contracts to 1 to ensure that the generated documents meet financial and management requirements.

[0067] S105. Configure the order of accounting file generation:

[0068] Operation: Define the order in which accounting files are generated; the order can be arbitrary.

[0069] Note: The order in which configuration files are generated depends on the specific needs of the company. For example, the generation order can be set to paste slips, receiving slips, invoices, and contracts to ensure the logical consistency and standardization of the generated documents.

[0070] In the document generation module 3, the corresponding preset template is called according to the updated document information type to generate the corresponding accounting file, including:

[0071] (1) The file generation module calls the pasting form template according to the invoice voucher number, and then fills the pasting form template with data, dynamically filling the purchase order number, amount and supplier information into the template to generate a pasting form file;

[0072] (2) The file generation module calls the entry form template according to the entry form and generates an entry form file;

[0073] (3) Insert the electronic contract into the corresponding pre-stored electronic contract to generate an electronic contract file;

[0074] The preset templates include a paste template and an import template.

[0075] Preferably, the system further includes a printing module for printing the accounting documents and electronic accounting vouchers generated by the document generation module. The printing module allows setting the number of copies and printing order for each type of document. It supports customizable printing numbers (e.g., printing two copies of an invoice, one copy of any contract, or all relevant order contracts) and document order (the order of the four types of vouchers). The user clicks the "Print Accounting" button to trigger the printing operation and complete the printing of the accounting voucher.

[0076] The present invention will now be described in detail with reference to specific embodiments.

[0077] Typical Example 1:

[0078] Taking a medium-sized electrical equipment manufacturing enterprise (Fuzhou Electric Co., Ltd.) as an example, after introducing the integrated production method and device described in this invention, the enterprise's procurement and payment process has undergone significant changes, as detailed below:

[0079] Statement Generation and Push: After enterprise purchasing personnel generate statement details in the ERP system based on the actual purchase order receipts, they automatically and accurately send the statement to multiple suppliers through the statement push function of the e-procurement and payment system. This process takes only a few seconds, improving efficiency by approximately 90% compared to the previous method of manually transmitting statement details.

[0080] Invoice Pre-processing and Verification: After receiving the statement of account, suppliers can query the statement details in the invoice pre-processing module of the e-procurement and payment system, and select the details of the issued invoices to pre-process. When suppliers add invoice information, the system automatically verifies the consistency between the entered invoice information and the statement amount. For example, if a supplier makes a typo when entering the invoice amount, the system immediately provides a prompt, avoiding the generation of erroneous invoices and the subsequent cumbersome correction process, ensuring data accuracy.

[0081] Pre-made Invoice Synchronization and Document Generation: Purchasing staff view the pre-made invoices submitted by suppliers in the e-procurement payment system and click the "Synchronize to ERP" button to synchronize the relevant data from the pre-made invoices to the ERP system. After processing, the ERP system returns the invoice voucher number. Upon receiving this voucher number, the e-procurement payment system automatically initiates the document pre-production function, integrating the pre-designed invoice pasting template, the invoice file uploaded by the supplier, the electronic contract text, and the warehouse receipt text to generate a complete and standardized PDF format financial accounting voucher document. The entire document pre-production process takes only a few minutes, whereas previously, manually compiling and printing related vouchers would take at least 2-3 hours.

[0082] Printing and Posting Monitoring: After receiving notification that the pre-made document is complete, the purchasing staff clicks the "Print" button, and the system generates a printable document for posting. The purchasing staff submits the printed document to their supervisor for approval. Once approved, the document is forwarded to the finance department. Finance personnel review the document content and actual situation, and after confirming its accuracy, perform the posting operation in the financial system to create accounts payable. Throughout this process, the posting monitoring function of the e-procurement and payment system tracks the progress of the financial posting in real time and promptly feeds relevant information back to the purchasing staff. For example, when the finance department approves an accounts payable, the purchasing staff receives a notification in real time, allowing them to understand the processing progress and ensuring the smooth operation of the entire procurement and payment process.

[0083] This invention provides a system for generating electronic accounting vouchers based on multi-source data. By automating processes, it reduces manual intervention and cumbersome operations, minimizing repetitive labor and lowering additional costs due to errors. It is projected to improve invoice pre-production efficiency by 80%, saving over 1 million yuan in labor costs annually, thereby enhancing the company's economic benefits and resource utilization efficiency. Simultaneously, it significantly shortens the procurement payment cycle, with an estimated 40% improvement in demand response speed, accelerating capital turnover and enhancing supply chain flexibility and competitiveness. Real-time monitoring of the status of various vouchers during the procurement payment process allows for timely access to dynamic information at each stage of the supply chain, enabling rapid response and handling of potential problems, enhancing supply chain transparency and traceability, and optimizing collaborative management across the entire supply chain.

[0084] It should be understood that the specific embodiments described above are merely illustrative or explanatory of the principles of the present invention and do not constitute a limitation thereof. Therefore, any modifications, equivalent substitutions, improvements, etc., made without departing from the spirit and scope of the present invention should be included within the protection scope of the present invention. Those skilled in the art should understand that embodiments of the present invention can be provided as methods, systems, or computer program products. Therefore, the present invention can take the form of a completely hardware embodiment, a completely software embodiment, or an embodiment combining software and hardware aspects. Furthermore, the present invention can take the form of a computer program product embodied on one or more computer-usable storage media (including but not limited to disk storage, CD-ROM, optical storage, etc.) containing computer-usable program code. The present invention is described with reference to flowchart illustrations and / or block diagrams of methods, apparatus (systems), and computer program products according to embodiments of the present invention. These computer program instructions can also be loaded onto a computer or other programmable data processing apparatus to cause a series of operational steps to be performed on the computer or other programmable apparatus to produce a computer-implemented process, thereby providing instructions that execute on the computer or other programmable apparatus for implementing the process. Figure 1 One or more processes and / or boxes Figure 1The steps of the functions specified in one or more boxes. The steps in the method of this embodiment can be adjusted, merged, and deleted according to actual needs. The modules in the system of this embodiment can be merged, divided, and deleted according to actual needs.

Claims

1. A system for generating electronic accounting vouchers based on multi-source data, characterized in that, The system runs on top of an ERP system and includes: a data integration module, a verification engine module, and a document generation module, wherein: The data integration module is used to extract various document information to be entered into the system from different systems and send the document information to the verification engine module. The verification engine module is used to check and verify the received document information. If the verification passes, the corresponding information is synchronized to the ERP system to update the document information and generate an invoice voucher number. Then, the updated document information is pushed to the verification engine module through the ERP system. At the same time, the file generation module is triggered by the verification engine module. The document generation module is used to receive the updated document information from the verification engine module, call the corresponding preset template according to the updated document information type to generate the corresponding accounting file, and then merge the accounting files into electronic accounting vouchers in sequence.

2. The electronic accounting voucher generation system based on multi-source data according to claim 1, characterized in that, The verification engine module is used to check and verify the received document information sequentially. If the verification passes, the corresponding information is synchronized to the ERP system to update the document information and generate an invoice voucher number, including: The system receives various document information through the electronic procurement and payment system and pushes it to the supplier for verification. If the verification is correct, the supplier will associate the statement of account and the invoice information in the smart payment system. The electronic payment system automatically verifies the associated information. If the verification passes, the associated information is synchronized to the ERP system to update the document information and generate an invoice voucher number. The verification engine module includes an electronic payment system, and the documents include warehouse entry slips, account statements, invoice information, and electronic contracts.

3. The electronic accounting voucher generation system based on multi-source data according to claim 2, characterized in that, The step of triggering the file generation module to start via the verification engine module includes: The ERP system returns the invoice voucher number to the e-procurement and payment system, and then the e-procurement and payment system triggers the start of the document generation module.

4. The electronic accounting voucher generation system based on multi-source data according to claim 1, characterized in that, In the document generation module, the corresponding preset template is called according to the updated document information type to generate the corresponding accounting file, including: Insert the electronic contract into the corresponding pre-stored electronic contract to generate an electronic contract file; Use the invoice voucher number to retrieve the pasting form template and generate a pasting form file; Based on the inbound order, call the inbound order template to generate an inbound order file; The preset templates include a paste template and an import template.

5. The electronic accounting voucher generation system based on multi-source data according to claim 2, characterized in that, The system also relies on the contract management system and tax system for execution. In the data integration module, extracting various document information to be recorded from different systems and sending the document information to the verification engine module includes: extracting the account statement and the warehouse entry order from the ERP system and sending the account statement and the warehouse entry order to the electronic procurement and payment system. Retrieve the electronic contract from the contract management system and send the electronic contract to the e-procurement and payment system; The invoice information is extracted from the tax system and then sent to the electronic payment system.

6. The electronic accounting voucher generation system based on multi-source data according to claim 1, characterized in that, The ERP system returns the invoice voucher number to the e-procurement and payment system via an API interface.

7. The electronic accounting voucher generation system based on multi-source data according to claim 1, characterized in that, The automatic verification includes: amount consistency verification, invoice header matching verification, and tax rate compliance verification.

8. The electronic accounting voucher generation system based on multi-source data according to claim 1, characterized in that, The system also includes a printing module for printing the accounting documents and electronic accounting vouchers generated by the document generation module.

9. The electronic accounting voucher generation system based on multi-source data according to claim 1, characterized in that, RESTful API technology is used to realize data transmission between different systems. The data transmission formats include JSON and XML, and the interface security authentication adopts Basic Auth and JWT.

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