Electronic accounting file processing method and system
By extracting electronic accounting documents from various source systems, deduplication and data merging, and associating documents with accounting voucher numbers, the problem of difficult data silos in the existing technology is solved, and efficient and accurate processing of electronic accounting files is achieved.
Patent Information
- Application Number
- CN202411779216.2
- Authority / Receiving Office
- CN · China
- Patent Type
- Applications(China)
- Current Assignee / Owner
- Filing Date
- 2024-12-05
- Publication Date
- 2025-04-04
AI Technical Summary
The existing electronic accounting archive system is difficult to efficiently process data silos, resulting in financial personnel needing to manually scan and upload archives, and they are prone to errors.
By extracting electronic accounting documents from various source systems, deduplication and data merging, and associating documents with accounting voucher numbers, and classifying them by voucher numbers, centralized management and unified governance of data are achieved.
It realizes the accurate and efficient processing of electronic accounting files, reduces manual operation time, improves data accuracy and consistency, and avoids manual upload and manual recording errors.
Smart Images
Figure CN119759851A_ABST
Abstract
Description
Technical Field
[0001] The present application belongs to the field of computer technology, and more specifically, to a method and system for processing electronic accounting files. Background Art
[0002] With the acceleration of financial digital transformation and the promotion of digital invoices, accounting archives have also entered the era of digital management.
[0003] In the era of informatization and digitalization, more and more companies are establishing various information systems to handle production and operation management activities. In fact, the sources of most accounting archives have been digitized. However, in these information systems, files are often scattered in different modules and processes, forming data islands.
[0004] In traditional electronic accounting archive systems, due to technical limitations and management model limitations, it is difficult to obtain electronic accounting files from the above-mentioned data islands, resulting in electronic accounting archive operators often needing to manually scan paper files, upload electronic accounting files, and manually record items one by one. This process is not only time-consuming and labor-intensive, but also prone to errors. How to accurately and efficiently process electronic accounting files is a technical problem that needs to be solved in this field. Summary of the invention
[0005] In view of the defects of the prior art, the purpose of this application is to achieve accurate and efficient processing of electronic accounting files.
[0006] To achieve the above objectives, in a first aspect, the present application provides a method for processing electronic accounting files, the method comprising: Extract electronic accounting files from the source system, where the electronic accounting files are electronic files belonging to accounting data in the source system; De-duplication of duplicate electronic accounting files, and merging of structured and unstructured data belonging to the same electronic accounting file; The electronic accounting files are associated with corresponding accounting voucher numbers and classified according to the accounting voucher numbers, and the preset positions in the accounting voucher numbers are used to represent the corresponding file categories.
[0007] It can be understood that the preset position in the accounting document number can represent the corresponding file category, and then the category to which the associated electronic accounting file belongs can be determined based on the value of the preset position in the accounting document number.
[0008] By extracting electronic accounting files from various source systems, it is possible to aggregate the electronic accounting files generated in various business systems and realize the centralization of accounting data asset management. Furthermore, by deduplicating duplicate electronic accounting files and merging structured data and unstructured data belonging to the same electronic accounting file, it is possible to uniformly manage the electronic accounting files in the process of aggregating the electronic accounting files in various business systems to ensure the accuracy and consistency of the data. Furthermore, by associating the electronic accounting files with the corresponding accounting voucher numbers (all electronic accounting files associated with the accounting voucher numbers can form the electronic accounting files corresponding to the accounting voucher numbers) and classifying the electronic accounting files by accounting voucher numbers, it is possible to assist financial personnel in quickly and accurately obtaining the electronic accounting files corresponding to the accounting vouchers by category, avoiding the financial personnel from manually uploading the electronic accounting files one by one and manually recording the items one by one, thereby realizing accurate and efficient processing of electronic accounting files.
[0009] In a possible implementation, the extracting of electronic accounting documents from the source system includes: Based on the preset extraction configuration (or extraction rule), the source system is queried through the ETL tool to extract the electronic accounting files. The preset extraction configuration is used to indicate the query fields that match the electronic accounting files.
[0010] For example, the preset extraction configuration includes query fields such as creation time range, invoice issuance date, primary key ID, etc. According to the query fields indicated by the preset extraction configuration, the source system can be queried through the ETL tool to extract the corresponding electronic files as electronic accounting files.
[0011] In a possible implementation, the above-mentioned deduplication of duplicate electronic accounting files includes: Determine whether the serial number of the first electronic accounting file currently extracted exists in the target database, the target database is used to store the electronic accounting files extracted in the past; If the number of the first electronic accounting file exists in the target database, comparing the characteristic points of the first electronic accounting file with the characteristic points of the second electronic accounting file, the second electronic accounting file is a file in the target database and the number of the second electronic accounting file is the same as the number of the first electronic accounting file; If each characteristic point of the first electronic accounting file is identical to the corresponding characteristic point of the second electronic accounting file, the first electronic accounting file and the second electronic accounting file are deduplicated in such a manner that the data of the original data source system overwrites the data of the circulation data source system.
[0012] Source systems can be divided into original data source systems and circulating data source systems. If a certain data is generated by system A, then system A is the original data source system of the data. If a certain data in system B is not generated by system B, but is transferred from other systems, then system B is the circulating data source system of the data.
[0013] Generally speaking, if a piece of data exists in two source systems, and one of the two source systems is the original data source system of the data and the other is the circulating data source system of the data, then the accuracy of the data stored in the original data source system is higher than the data stored in the circulating data source system.
[0014] Exemplarily, the first electronic accounting file is extracted from the original data source system, and the second electronic accounting file is extracted from the circulation data source system, then the first electronic accounting file is used to overwrite the second electronic accounting file in the target database.
[0015] Exemplarily, the first electronic accounting file is extracted from a circulating data source system, and the second electronic accounting file is extracted from an original data source system, then the second electronic accounting file in the target database is retained and the first electronic accounting file is discarded.
[0016] In a possible implementation, the merging of structured data and unstructured data belonging to the same electronic accounting file includes: Extract structured data from unstructured data by performing content recognition on the extracted unstructured data; If the structured data extracted from the source system matches the structured data extracted from the unstructured data, it is determined that the unstructured data and the structured data extracted from the source system belong to the same electronic accounting file; Combine unstructured data and structured data belonging to the same electronic accounting file into one piece of data.
[0017] Exemplarily, when the unstructured data is image data, OCR processing is performed on the image data to extract OCR recognition data corresponding to the image data (structured data extracted by OCR); the OCR recognition data is matched with the extracted structured data; and when structured data is matched (indicating that the image data and the matched structured data belong to the same electronic accounting file), the image data and the matched structured data are merged.
[0018] Exemplarily, in the case where the unstructured data is conversational audio data, speech recognition and semantic extraction are performed on the conversational audio data to obtain semantic recognition data (extracted structured data) corresponding to the conversational audio data; the semantic recognition data is matched with the extracted structured data; and in the case of matching structured data (indicating that the conversational audio data and the matched structured data belong to the same electronic accounting file), the conversational audio data and the matched structured data are merged.
[0019] In a possible implementation, associating the electronic accounting file with the corresponding accounting voucher number includes: Based on the preset association between the electronic accounting file and the corresponding accounting voucher number, the accounting voucher number is saved as a key field of the corresponding electronic accounting file.
[0020] Exemplarily, the preset association relationship may be the serial number of the related electronic accounting file stored in the accounting voucher data. The preset association relationship may also be that the electronic accounting file is configured with a voucher number association relationship.
[0021] In a possible implementation, the method further includes: In the case where the accounting voucher number is associated with a paper accounting document, determine the correspondence between the accounting voucher number and the box number, and determine the correspondence between the box number and the file rack code; Among them, the box number is set on the file box, the box number is used to uniquely identify the file box, the file box is used to store the paper accounting documents associated with the accounting voucher number corresponding to the box number, the file rack code is set on the file rack, the file rack code is used to uniquely identify the designated area of the file rack (such as a layer on the file rack or a column on the file rack), and the file rack is used to store the corresponding file box.
[0022] It is worth noting that in related technologies, there is often a separation between online electronic accounting archives and offline paper archives, and there is no connection between them. This online and offline separation makes the retrieval, management and use of archives complicated, making it difficult to achieve effective information sharing and use, and also increases the operating costs of enterprises.
[0023] In the above implementation method, by linking online electronic archives and offline paper archives, online and offline integrated management can be achieved, improving the efficiency and accuracy of accounting archive management.
[0024] In a possible implementation, the method further includes: Based on the preset associated (mounted) file quantity and preset associated (mounted) file type corresponding to the accounting voucher number, check whether the electronic accounting files associated with the accounting voucher number are complete; if the check passes, confirm that the archiving of the electronic accounting files corresponding to the accounting voucher number has been completed.
[0025] In a possible implementation, it also includes: if the inspection fails, a prompt message is sent, the prompt message carries missing file information, the missing file information is used to indicate the missing file that is not associated with the accounting voucher number, and the person who prepared the missing file.
[0026] It can be understood that by checking whether the electronic accounting files associated with the accounting voucher number are complete and sending a prompt message if the check fails, missing files can be discovered in time and checked and supplemented, which can effectively improve the efficiency of data management.
[0027] In a second aspect, the present application provides a system for processing electronic accounting files, comprising: The data extraction module is used to extract electronic accounting files from the source system. The electronic accounting files are electronic files belonging to accounting data in the source system. A data governance module for deduplication of duplicate electronic accounting files and merging structured data and unstructured data belonging to the same electronic accounting file; The file sorting module is used to associate electronic accounting files with corresponding accounting voucher numbers and classify electronic accounting files according to accounting voucher numbers. The preset position in the accounting voucher number is used to represent the corresponding file category.
[0028] In a third aspect, the present application provides an electronic device comprising: at least one memory for storing programs; and at least one processor for executing the programs stored in the memory. When the program stored in the memory is executed, the processor is used to execute the method described in the first aspect or any possible implementation of the first aspect.
[0029] It can be understood that the beneficial effects of the second to third aspects mentioned above can be found in the relevant description of the first aspect mentioned above, and will not be repeated here.
[0030] In general, the above technical solutions conceived by this application have the following beneficial effects compared with the prior art: (1) The electronic accounting file extraction system is used, which can extract the required structured and unstructured data of the electronic accounting file files by connecting with the business financial system, thus saving a lot of time for manual file uploading.
[0031] (2) Through data governance (deduplicate removal, merging) and data organization (association, classification) of electronic accounting archives, deduplication, merging, association processing and classification of data from multiple data sources are achieved, thereby ensuring the accuracy of electronic accounting archives and improving the efficiency of electronic accounting archive organization.
[0032] (3) Due to the adoption of paper accounting archive archiving and accounting archive room management, the relationship between electronic accounting archives and paper archives has been established. The physical location of the corresponding physical paper archives can be found from the electronic accounting archives, realizing integrated online and offline management, and improving the management quality and search efficiency of paper archives. BRIEF DESCRIPTION OF THE DRAWINGS
[0033] Figure 1 This is one of the flowcharts of the method for processing electronic accounting files provided in the embodiment of the present application; Figure 2 It is a schematic diagram of the process of extracting electronic accounting files provided in the embodiment of the present application; Figure 3 It is a schematic diagram of the process of deduplication in electronic accounting file management provided by the embodiment of the present application; Figure 4 It is a schematic diagram of the process of merging in the electronic accounting file management provided by the embodiment of the present application; Figure 5 It is a flowchart of automatic association and manual association in the electronic accounting file arrangement provided by the embodiment of the present application; Figure 6 It is a schematic diagram of the process of filing paper accounting files provided in the embodiment of the present application; Figure 7 It is a flowchart of accounting archives management provided by the embodiment of the present application; Figure 8 It is a schematic diagram of the process of electronic accounting file archiving provided by the embodiment of the present application; Fig. 9 This is the second flow chart of the method for processing electronic accounting files provided in the embodiment of the present application; Fig.10 It is a schematic diagram of the structure of an electronic device provided in an embodiment of the present application. DETAILED DESCRIPTION
[0034] In order to make the purpose, technical solution and advantages of the present application more clearly understood, the present application is further described in detail below in conjunction with the accompanying drawings and embodiments. It should be understood that the specific embodiments described herein are only used to explain the present application and are not used to limit the present application.
[0035] In the embodiments of the present application, words such as "exemplary" or "for example" are used to indicate examples, illustrations or descriptions. Any embodiment or design described as "exemplary" or "for example" in the embodiments of the present application should not be interpreted as being more preferred or more advantageous than other embodiments or designs. Specifically, the use of words such as "exemplary" or "for example" is intended to present related concepts in a specific way.
[0036] In the description of the embodiments of the present application, unless otherwise specified, "multiple" means two or more than two. For example, multiple processing units refer to two or more processing units, etc.; multiple elements refer to two or more elements, etc.
[0037] The embodiments of the present application are described below in conjunction with the drawings in the embodiments of the present application.
[0038] Figure 1 This is one of the flow charts of the method for processing electronic accounting files provided in the embodiment of the present application, such as Figure 1 As shown, the method includes the following steps S101, S102 and S103.
[0039] Step S101, extracting electronic accounting files from the source system, where the electronic accounting files are electronic files belonging to accounting data in the source system; Step S102, deduplication of duplicate electronic accounting files, and merging structured data and unstructured data belonging to the same electronic accounting file; Step S103, associating the electronic accounting file with the corresponding accounting voucher number, and classifying the electronic accounting file according to the accounting voucher number, wherein the preset position in the accounting voucher number is used to represent the corresponding file category.
[0040] It can be understood that the preset position in the accounting document number can represent the corresponding file category, and then the category to which the associated electronic accounting file belongs can be determined based on the value of the preset position in the accounting document number.
[0041] By extracting electronic accounting files from various source systems, it is possible to aggregate the electronic accounting files generated in various business systems and realize the centralization of accounting data asset management. Furthermore, by deduplicating duplicate electronic accounting files and merging structured data and unstructured data belonging to the same electronic accounting file, it is possible to uniformly manage the electronic accounting files in the process of aggregating the electronic accounting files in various business systems to ensure the accuracy and consistency of the data. Furthermore, by associating the electronic accounting files with the corresponding accounting voucher numbers (all electronic accounting files associated with the accounting voucher numbers can form the electronic accounting files corresponding to the accounting voucher numbers) and classifying the electronic accounting files by accounting voucher numbers, it is possible to assist financial personnel in quickly and accurately obtaining the electronic accounting files corresponding to the accounting vouchers by category, avoiding the financial personnel from manually uploading the electronic accounting files one by one and manually recording the items one by one, thereby realizing accurate and efficient processing of electronic accounting files.
[0042] The following is an illustrative description of the method for processing electronic accounting files provided by this application through several examples.
[0043] Optionally, the method for processing electronic accounting archives provided in this application includes the following steps: (1) extraction of electronic accounting archives; (2) management of electronic accounting archives; (3) organization of electronic accounting archives; (4) archiving of paper accounting archives; (5) management of accounting archives room; and (6) archiving of electronic accounting archives.
[0044] (1) Extraction of electronic accounting files, Figure 2 Schematic diagram of the process of extracting electronic accounting files provided by the embodiment of the present application, such as Figure 2 As shown, the extraction of electronic accounting files includes the following steps.
[0045] (1-1) Sort out the structured and unstructured data related to electronic accounting records in various source systems.
[0046] The source system can be a business system that can obtain accounting information, such as a sales system, invoicing system, capital system, cost control system, procurement system, etc.
[0047] Accounting information may include sales contracts, purchase contracts, output invoices, input invoices, receipts, payment receipts, and collection receipts.
[0048] Source systems can be divided into original data source systems and circulating data source systems. If a certain data is generated by system A, then system A is the original data source system of the data. If a certain data in system B is not generated by system B, but is transferred from other systems, then system B is the circulating data source system of the data.
[0049] (1-2) Create a corresponding database for the source system and design data table structures for different types of files.
[0050] (1-3) Configure data source connections on the ETL tool, such as relational databases (such as MySQL, Oracle, etc.), file systems (such as CSV, Excel, etc.), and big data platforms (such as Hadoop, Spark, etc.).
[0051] ETL (Extract, Transform, Load) tools are tools used for data integration. They are mainly used to extract data from multiple data sources, transform it, and then load it into the target data warehouse or database.
[0052] (1-4) Define detailed extraction rules (such as creation time range, invoice issuance date, primary key ID, etc.) and program query process functions as individual tasks.
[0053] (1-5) Use ETL tools to extract all structured and unstructured data from relevant documents for the first time.
[0054] (1-5) Use ETL tools to set up an automatic trigger mechanism for daily scheduled tasks to automate incremental data extraction and synchronization.
[0055] (2) Management of electronic accounting records.
[0056] Case 1: Deduplication. Figure 3 : is a schematic diagram of the process of deduplication in electronic accounting file management provided by the embodiment of the present application, such as Figure 3 As shown, when system A has a certain file structured data and unstructured data, and system B also has the same file structured data and unstructured data, deduplication needs to be performed. The deduplication process includes the following steps.
[0057] (2-1-1) Extract source system data.
[0058] (2-1-2) For the extracted electronic file, if the electronic file ID (electronic file number) does not exist in the specified database, an insert operation is performed to add the new data to the index.
[0059] The electronic files extracted in the past will be stored in the specified database. For the electronic files currently extracted, the ID corresponding to the currently extracted file will be compared with the ID of the file in the specified database to determine whether the ID of the currently extracted file exists in the specified database. If the ID of the currently extracted file does not exist in the specified database, the currently extracted file can be considered as new data, and the new data will be added to the index. If the ID of the currently extracted file exists in the specified database, it means that the ID of a file in the specified database is the same as the ID of the currently extracted file. Two files with the same ID may be duplicate files, and further feature point recognition and data comparison analysis are required. If the two files are determined to be duplicate files, deduplication processing is performed.
[0060] (2-1-3) For the extracted electronic files, if the electronic file ID already exists in the specified database, feature point recognition, data comparison analysis and deduplication are performed.
[0061] (2-1-4) Feature point identification: Based on comparative analysis, the feature points of the data are identified. These feature points are the key factors to distinguish whether two data records are duplicates. For example, invoice number and invoice code are the key dimensions to identify financial invoice data.
[0062] (2-1-5) Data comparison and analysis: Perform detailed comparative analysis of data from different source systems through programming. This step involves identifying the differences between the data in the two systems, including but not limited to the values of data fields, data formats, data source systems, and data integrity.
[0063] For two files to be compared, if the feature points in one file are different from the corresponding feature points in the other file, the feature points are used as the difference points between the two files. If the feature points in one file are the same as the corresponding feature points in the other file, it is confirmed that the contents of the two files have a high degree of duplication and the two files need to be deduplicated.
[0064] (2-1-6) Deduplication through programming: Through programming technology, an automated deduplication process is implemented. If the feature points of two files are exactly the same, the data of the original data source system is allowed to overwrite the data of the circulating data source system according to the data priority rule of the original data source system, ensuring that the data of the original data source system has a higher priority in the deduplication process, ensuring the accuracy and consistency of the data.
[0065] In addition, if the feature points of two files are not exactly the same, different judgment rules are adapted according to the file type to decide which data to use as the main one.
[0066] Case 2: Merger. Figure 4 This is a schematic diagram of the combined process in the electronic accounting file management provided by the embodiment of the present application, such as Figure 4 As shown, when system A has only structured data of a certain file and system B has only unstructured data of the file or unstructured data uploaded manually, they need to be merged. The merging process includes the following steps.
[0067] (2-2-1) When extracting system A, it was found that there was structured data but no unstructured data. (2-2-2) Case 1: Through programming, a specified server directory is monitored in real time. When files (such as PDF, JPG, etc.) manually scanned and uploaded by users are detected, the system will automatically trigger the processing flow.
[0068] Case 2: System B has unstructured data.
[0069] (2-2-3) Using optical character recognition (OCR) technology, the system automatically recognizes and extracts text data from manually scanned documents. OCR technology can convert text information in images into editable and searchable structured data.
[0070] It is understandable that by parsing unstructured document files through multiple OCR APIs, structured data can be extracted, thereby improving the efficiency of electronic archive archiving and cataloging.
[0071] (2-2-4) Extract structured data: After OCR processing, the extracted structured data is stored in the database together with the original unstructured file. This step ensures the integrity and traceability of the data.
[0072] (2-2-5) According to the file type, the key matching field is selected. According to the key matching field, the extracted structured data is matched with the original structured data to determine whether they are the structured data and unstructured data of the same file.
[0073] (2-2-6) If they are the same file, the structured data and unstructured data are saved as one complete piece of data.
[0074] (3) Organization of electronic accounting files: association and classification.
[0075] Figure 5 Schematic diagram of the process of automatic association and manual association in the electronic accounting file arrangement provided by the embodiment of the present application, such as Figure 5 As shown, automatic association and manual association include the following steps.
[0076] (3-1-1) If there is a related electronic file number in the ERP's accounting voucher data (such as the data of the original voucher or the data of the accounting voucher), use Elasticsearch (an extensible open source full-text search and analysis engine) to quickly and accurately query the corresponding electronic file. If it exists, mount (associate) the corresponding electronic file, assign the accounting voucher number (the number corresponding to the accounting voucher data) to the electronic file, and save it as the key field of the electronic file. If it does not exist, manually associate it, manually upload the electronic file, and assign the voucher number to the file.
[0077] (3-1-2) Determine whether there is a voucher number association relationship in the electronic file structured data. If so, mount the corresponding file, assign the voucher number to the electronic file, and save it as the key field of the electronic file. If not, manually associate the electronic file with the voucher number and assign the voucher number to the file.
[0078] The following introduces the classification process in the organization of electronic accounting files.
[0079] (3-2-1) Divide the files into five types: AR invoice (accounts receivable invoice), AR collection (accounts receivable collection), AP invoice (accounts payable invoice), AP payment (accounts payable payment), and GL (general ledger).
[0080] (3-2-2) Define the programming function as a scheduled task, and then use the scheduled task to automatically classify files into corresponding categories on a daily basis.
[0081] By classifying electronic files, on the one hand, it is convenient for operators with different functions to quickly find the required files according to the file category, and on the other hand, it is convenient to archive them efficiently according to the file category.
[0082] (4) Archiving of paper accounting records, Figure 6Schematic diagram of the process of filing paper accounting files provided in the embodiment of the present application, such as Figure 6 As shown, the archiving of paper accounting files includes the following steps.
[0083] (4-1) Manually confirm which documents include paper entities. If marked as included entities, assign the corresponding identification field (inclusion_entity) in the data table the value corresponding to the included entity.
[0084] (4-2) Manually create the correspondence between multiple vouchers and a single box, or a single voucher and multiple boxes.
[0085] Packing is done on demand. Depending on the thickness of the paper vouchers, you can select multiple vouchers to be packed into one file box, or you can pack one voucher into multiple boxes. The system will generate a box number for the file box.
[0086] (4-3) A unique box code is automatically generated based on the accounting time of the user's paper filing voucher number, the category corresponding to the filing voucher number, and the company organization ID to which the filing voucher number belongs (the user can also manually modify the box code).
[0087] (4-4) Check the box code you want to print and click Print Label. The printer will then print a label containing the QR code and the starting voucher number. Stick the label on the file box and you can scan the code using the mini program to view the specific information.
[0088] (5) Accounting archives management, Figure 7 It is a flowchart of the accounting archive room management provided by the embodiment of the present application, such as Figure 7 As shown, accounting archive room management includes the following aspects.
[0089] (5-1) According to the structure of the archive room, fill in the location, select the number of cabinets, sides, columns and layers, and create the archive room. According to the automatic naming rules of the archive rack code, generate the corresponding archive rack code, print out the archive rack barcode, and stick the barcode to the corresponding position to facilitate personnel to find and store.
[0090] (5-2) Place the file box in the corresponding file rack. Place the file box in the file rack according to the voucher month or other rules, and scan the code through the mini program (first scan the file rack code, then scan the box code) to bind the box code and the file rack code.
[0091] (5-3) Through the above-mentioned paper accounting file archiving, the association between the file box and the voucher number is realized. Through the above-mentioned electronic accounting file sorting, the association between the voucher number and the electronic file is realized. Therefore, here the association with the specific physical location of the voucher electronic file can be realized, and reversely by scanning the cabinet code to query which vouchers and corresponding electronic files are stored in the file rack, which effectively improves the efficiency and accuracy of accounting file management.
[0092] (6) Archiving of electronic accounting records, Figure 8 Schematic diagram of the process of electronic accounting file archiving provided by the embodiment of the present application, such as Figure 8 As shown, the archiving of electronic accounting files includes the following steps.
[0093] (6-1) Implement a function through coding. This function is responsible for querying the accounting voucher records of each month in the database, checking the number of files mounted by the voucher number, and checking whether the number of files is 0. If it is 0, the verification fails.
[0094] (6-2) If it is not 0, then check whether all file types are available according to the file types required by the file classification rules. If not, the check fails; otherwise, the check passes.
[0095] (6-3) For voucher numbers that fail verification, the corresponding document creator information will be further retrieved to prepare for the next notification. This reflects the refined management of the process and ensures timely feedback of information.
[0096] (6-4) Email notification function: Once the voucher number of the missing document and its maker are determined, the encoding function will trigger the email sending mechanism to send a reminder email to the relevant responsible person. The email content will contain detailed information about the missing document, prompting the maker to check or supplement the document.
[0097] (6-5) Scheduled task integration: In order to achieve regular automated reminders, the coding function is integrated into the scheduled task framework. By configuring the scheduled task, the system will automatically execute data query and email sending operations according to the set time frequency to achieve automated process realization.
[0098] (6-6) Complete verification and electronically archive with one click.
[0099] Optionally, Fig. 9 This is a second flow chart of the method for processing electronic accounting files provided in the embodiment of the present application, such as Fig. 9 As shown, the process includes the following steps S201 to S208.
[0100] Step S201, extract structured and unstructured data of relevant files of various systems such as sales system, invoicing system, capital system, cost control system, and procurement system through ETL. The files involved include sales contracts, procurement contracts, sales invoices, input invoices, receipts, payment receipts, and payment receipts.
[0101] Step S202: Manage and remove duplicates from the extracted files. For example, if a user uploads an electronic file of a general VAT invoice in the expense control system, and a general VAT invoice is also pulled from the invoicing system, and the invoice numbers are the same, they are merged into one file, with the invoicing system as the main one. Manage and merge the extracted files. For example, if there is only structured data of special VAT invoices in the invoicing system, and there is only scanned copies of special VAT invoices in the sales system, perform OCR on the scanned copies of special VAT invoices in the sales system, extract the structured invoice number information, and compare them to the same file, then merge the scanned copies of special VAT invoices in the sales system and the structured data of the invoice in the invoicing system into a complete data.
[0102] Step S203, compare the associated fields of the voucher header information of the ERP system with the unique identifier of each electronic file, and associate the file with the corresponding voucher number. If there is no automatic association, manually associate the voucher number.
[0103] Step S204, parse the fifth digit of the voucher number, 3 is AR invoice, 4 is AR collection, 5 is AP invoice, 6 is AP payment, 1 is GL (general ledger). The files are divided into five types: AR invoice (receivable invoice), AR collection (receivable collection), AP invoice (payable invoice), AP payment (payable payment), and GL.
[0104] Step S205, determine whether the voucher is marked as an entity. If it is an entity, the boxing operation can be performed to establish a correspondence between multiple vouchers and a single box, or a single voucher and multiple boxes. The system automatically generates a box number. The box number coding rule is: company number-year-month-model-book number-special mark, such as 001-202401-GL-001, 001 is the company code, 202401 is the accounting time, Gl is the accounting category, and 001 is the first box code number of the month. Print the box number QR code and stick it on the corresponding file box.
[0105] Step S206, add a physical archive room to the system. The archive rack code generation rule is archive room number-cabinet number G-left L / R right cabinet-column number L-layer number C. When putting the archive box on the corresponding archive rack code, scan the archive box code and archive rack code in sequence to establish the correspondence between the physical archive box and the archive rack. Combined with the above-mentioned correspondence between the voucher and the archive box, the physical correspondence between the voucher number-archive box-archive rack can be formed.
[0106] Step S207, check according to the file filing rules, such as AR invoice includes sales contract, sales invoice, receipt, AR collection includes receipt, AP invoice includes reimbursement approval form, purchase contract, input invoice, receipt, AP payment includes payment receipt, GL includes reimbursement approval form, invoice, purchase contract or payment receipt or receipt. If the integrity check fails, it cannot be filed and the electronic accounting file needs to be supplemented manually.
[0107] Step S208: The electronic accounting files that have passed the verification can be electronically archived according to the accounting period.
[0108] The electronic accounting file processing system provided by the present application is described below. The electronic accounting file processing system described below and the electronic accounting file processing method described above can be referenced to each other.
[0109] The electronic accounting archive processing system provided in this application includes: a data extraction module, a data management module and an archive organization module.
[0110] A data extraction module is used to extract electronic accounting files from a source system, wherein the electronic accounting files are electronic files belonging to accounting data in the source system; A data governance module for deduplication of duplicate electronic accounting files and merging structured data and unstructured data belonging to the same electronic accounting file; The file sorting module is used to associate electronic accounting files with corresponding accounting voucher numbers and classify electronic accounting files according to accounting voucher numbers, wherein a preset position in the accounting voucher number is used to represent the corresponding file category.
[0111] The following is an example to illustrate the electronic accounting file processing system provided by this application.
[0112] Optionally, the electronic accounting archive processing system provided by the present application includes: (1) data extraction module; (2) data governance module; (3) archive organization module; (4) bill pool module; (5) paper boxing module; (6) archive room management module; (7) paper filing module; (8) electronic filing module.
[0113] (1) Data extraction module; The structured and unstructured data of relevant documents are fully extracted or periodically incrementally extracted through ETL. The systems involved are peripheral systems such as sales system, invoicing system, capital system, cost control system, procurement system, etc. The relevant documents include sales contracts, sales invoices, receipts, input invoices, payment receipts, collection receipts, reimbursement approval forms, invoices, procurement contracts, input contracts, etc.
[0114] (2) Data governance module; Govern the extracted files. The data extracted from different systems have a flow relationship, so it is necessary to govern the data extracted from each system. Governance includes deduplication and merging.
[0115] (3) Archives organization module; The system mounts the files to the corresponding voucher number according to the association relationship, and divides them into five archiving modules according to the file classification rules: AR invoice (receivable invoice), AR collection (receivable collection), AP invoice (payable invoice), AP payment (payable payment), and GL. Financial personnel can check and supplement the electronic accounting files here.
[0116] (4) Ticket pool module; If you find that there are many missing files when organizing the files, you can use the bill pool module to upload files in batches. After the files are uploaded, OCR is automatically performed to extract structured data, so that the files are associated with the corresponding voucher numbers. If there are no files that are automatically associated, you can manually select the voucher number to associate.
[0117] (5) Paper box packing module; (5-1) Open the entity tag for the voucher that contains the paper entity. You can also open the tags containing the paper entity in batches through Excel; (5-2) On-demand boxing: Based on the thickness of paper vouchers, you can select multiple vouchers to be packed into one file box, or you can pack one voucher into multiple boxes. The system will generate a box number for the file box. (5-3) Print the box code and stick it on the physical file box.
[0118] At this point, a correspondence between the file box and the voucher file has been formed in the system.
[0119] (6) Archives management module; In the archive room management module, you can add an archive room and select the archive room configuration, such as how many cabinets there are, whether each cabinet is single-sided or double-sided, how many rows there are in the cabinet, and how many columns there are in each row. After confirmation, a one-dimensional code for each minimum unit is generated and affixed to the archive room cabinet to complete the addition of the archive room.
[0120] (7) Paper filing module; The file box is put on the file shelf in the archive room to complete the paper filing. When the file box is put on the shelf, use the applet to scan the file shelf code and box code in turn to complete the file box shelving. At this time, there is a relationship between the file shelf and the file box, and the file box and the voucher number are associated through the above-mentioned paper boxing module, and the voucher number and the electronic file are associated through the above-mentioned file sorting module. At this time, the corresponding relationship of the archive room-file shelf-left / right-row-column-file box-voucher-electronic file is formed in the system. The physical storage location of the paper file of a certain file can be quickly found.
[0121] (8) Electronic archiving module; The integrity of the electronic accounting files is checked according to the accounting period and voucher number. If the electronic accounting file is incomplete, it can be supplemented manually. Manually uploaded files can be OCRed to facilitate the rapid recording of structured information. After the upload is completed, it is manually mounted on the ERP voucher number for association. Finally, the system archives the electronic accounting files of this accounting period with one click, and the archived files cannot be modified.
[0122] It can be understood that the detailed functional implementation of each of the above-mentioned units / modules can be found in the introduction of the aforementioned method embodiment, and will not be repeated here.
[0123] It should be understood that the above-mentioned system is used to execute the methods in the above-mentioned embodiments. The implementation principles and technical effects of the corresponding program modules in the system are similar to those described in the above-mentioned methods. The working process of the system can refer to the corresponding process in the above-mentioned method and will not be repeated here.
[0124] Based on the method in the above embodiment, an embodiment of the present application provides an electronic device, Fig.10 is a schematic diagram of the structure of an electronic device provided in an embodiment of the present application, such as Fig.10 As shown, the electronic device may include: a processor (Processor) 810, a communication interface (Communications Interface) 820, a memory (Memory) 830 and a communication bus 840, wherein the processor 810, the communication interface 820, and the memory 830 communicate with each other through the communication bus 840. The processor 810 can call the logic instructions in the memory 830 to execute the method in the above embodiment.
[0125] In addition, the logic instructions in the above-mentioned memory 830 can be implemented in the form of software functional units and can be stored in a computer-readable storage medium when sold or used as an independent product. Based on this understanding, the technical solution of the present application, or the part that contributes to the prior art, or the part of the technical solution, can be embodied in the form of a software product, which is stored in a storage medium and includes a number of instructions for a computer device (which can be a personal computer, a server, or a network device, etc.) to perform all or part of the steps of the method described in each embodiment of the present application.
[0126] Based on the method in the above embodiment, an embodiment of the present application provides a computer-readable storage medium, which stores a computer program. When the computer program runs on a processor, the processor executes the method in the above embodiment.
[0127] Based on the method in the above embodiment, an embodiment of the present application provides a computer program product. When the computer program product runs on a processor, the processor executes the method in the above embodiment.
[0128] It is understandable that the processor in the embodiment of the present application may be a central processing unit (CPU), or other general-purpose processors, digital signal processors (DSP), application-specific integrated circuits (ASIC), field programmable gate arrays (FPGA) or other programmable logic devices, transistor logic devices, hardware components or any combination thereof. The general-purpose processor may be a microprocessor or any conventional processor.
[0129] The method steps in the embodiments of the present application can be implemented by hardware or by a processor executing software instructions. The software instructions can be composed of corresponding software modules, and the software modules can be stored in random access memory (RAM), flash memory, read-only memory (ROM), programmable read-only memory (PROM), erasable programmable read-only memory (EPROM), electrically erasable programmable read-only memory (EEPROM), registers, hard disks, mobile hard disks, CD-ROMs, or any other form of storage medium known in the art. An exemplary storage medium is coupled to the processor so that the processor can read information from the storage medium and write information to the storage medium. Of course, the storage medium can also be a component of the processor. The processor and the storage medium can be located in an ASIC.
[0130] In the above embodiments, it can be implemented in whole or in part by software, hardware, firmware or any combination thereof. When implemented by software, it can be implemented in whole or in part in the form of a computer program product. The computer program product includes one or more computer instructions. When the computer program instructions are loaded and executed on a computer, the process or function described in the embodiment of the present application is generated in whole or in part. The computer may be a general-purpose computer, a special-purpose computer, a computer network, or other programmable device. The computer instructions may be stored in a computer-readable storage medium or transmitted through the computer-readable storage medium. The computer instructions may be transmitted from a website site, computer, server or data center to another website site, computer, server or data center by wired (e.g., coaxial cable, optical fiber, digital subscriber line (DSL)) or wireless (e.g., infrared, wireless, microwave, etc.) means. The computer-readable storage medium may be any available medium that a computer can access or a data storage device such as a server or data center that includes one or more available media integrated. The available medium may be a magnetic medium (e.g., a floppy disk, a hard disk, a tape), an optical medium (e.g., a DVD), or a semiconductor medium (e.g., a solid-state drive (SSD)), etc.
[0131] It should be understood that the various numerical numbers involved in the embodiments of the present application are only used for the convenience of description and are not used to limit the scope of the embodiments of the present application.
[0132] It will be easily understood by those skilled in the art that the above description is only a preferred embodiment of the present application and is not intended to limit the present application. Any modifications, equivalent substitutions and improvements made within the spirit and principles of the present application shall be included in the scope of protection of the present application.
Claims
1. A method for processing electronic accounting files, characterized in that: include: Extracting electronic accounting files from a source system, wherein the electronic accounting files are electronic files belonging to accounting data in the source system; De-duplication of duplicate electronic accounting files, and merging of structured and unstructured data belonging to the same electronic accounting file; The electronic accounting files are associated with corresponding accounting voucher numbers, and the electronic accounting files are classified according to the accounting voucher numbers, wherein a preset position in the accounting voucher number is used to represent the corresponding file category.
2. The method for processing electronic accounting files according to claim 1, characterized in that: The step of extracting electronic accounting documents from the source system includes: Based on a preset extraction configuration, the source system is queried through the ETL tool to extract the electronic accounting file, wherein the preset extraction configuration is used to indicate the query fields that match the electronic accounting file.
3. The method for processing electronic accounting files according to claim 1, characterized in that: The deduplication of duplicate electronic accounting files includes: Determine whether the serial number of the first electronic accounting file currently extracted exists in the target database, the target database is used to store the electronic accounting files extracted in the past; If the number of the first electronic accounting file exists in the target database, comparing the characteristic points of the first electronic accounting file with the characteristic points of a second electronic accounting file, the second electronic accounting file being a file in the target database and the number of the second electronic accounting file being the same as the number of the first electronic accounting file; If each feature point of the first electronic accounting file is identical to the corresponding feature point of the second electronic accounting file, the first electronic accounting file and the second electronic accounting file are deduplicated in such a manner that the data of the original data source system overwrites the data of the circulation data source system.
4. The method for processing electronic accounting files according to claim 1, characterized in that: The merging of structured data and unstructured data belonging to the same electronic accounting file includes: Extract structured data from unstructured data by performing content recognition on the extracted unstructured data; If the structured data extracted from the source system matches the structured data extracted from the unstructured data, it is determined that the unstructured data and the structured data extracted from the source system belong to the same electronic accounting file; Combine unstructured data and structured data belonging to the same electronic accounting file into one piece of data.
5. The method for processing electronic accounting files according to claim 1, characterized in that: The step of associating the electronic accounting file with the corresponding accounting voucher number includes: Based on the preset association between the electronic accounting file and the corresponding accounting voucher number, the accounting voucher number is saved as a key field of the corresponding electronic accounting file.
6. The method for processing electronic accounting files according to any one of claims 1 to 5, characterized in that: Also includes: In the case where the accounting voucher number is associated with a paper accounting document, determine the correspondence between the accounting voucher number and the box number, and determine the correspondence between the box number and the file rack code; Among them, the box number is set on the file box, the box number is used to uniquely identify the file box, the file box is used to store paper accounting documents associated with the accounting voucher number corresponding to the box number, the file rack code is set on the file rack, the file rack code is used to uniquely identify the designated area of the file rack, and the file rack is used to store the corresponding file box.
7. The method for processing electronic accounting files according to any one of claims 1 to 5, characterized in that: After associating the electronic accounting files with the corresponding accounting document numbers and classifying the electronic accounting files by accounting document numbers, it also includes: Based on the preset number of associated files and preset associated file types corresponding to the accounting voucher number, check whether the electronic accounting files associated with the accounting voucher number are complete; If the inspection is passed, confirm that the archiving of the electronic accounting file corresponding to the accounting voucher number has been completed.
8. The method for processing electronic accounting files according to claim 7, characterized in that: After verifying whether the electronic accounting documents associated with the accounting voucher number are complete, it also includes: If the inspection fails, a prompt message is sent, which carries missing file information. The missing file information is used to indicate the missing file that is not associated with the accounting voucher number, and the person who prepared the missing file.
9. An electronic accounting file processing system, characterized in that: include: A data extraction module is used to extract electronic accounting files from a source system, wherein the electronic accounting files are electronic files belonging to accounting data in the source system; A data governance module for deduplication of duplicate electronic accounting files and merging structured data and unstructured data belonging to the same electronic accounting file; The file sorting module is used to associate electronic accounting files with corresponding accounting voucher numbers and classify electronic accounting files according to accounting voucher numbers, wherein a preset position in the accounting voucher number is used to represent the corresponding file category.
10. An electronic device, characterized in that: include: at least one memory for storing a computer program; At least one processor is used to execute the program stored in the memory. When the program stored in the memory is executed, the processor is used to execute the method according to any one of claims 1 to 8.