E-commerce enterprise financial bill automatic identification and archiving management system

Abstract

The invention is applied to the technical field of e-commerce finance, and discloses an e-commerce enterprise financial bill automatic identification and archiving management system, which comprises a bill acquisition module, a bill storage module, a bill storage module, a bill storage module and a bill storage module, and is characterized in that the bill acquisition module is used for acquiring images or electronic data of various financial bills of an e-commerce enterprise through scanning equipment, image shooting equipment or an electronic bill receiving interface; acquired data are transmitted to an image preprocessing module in real time, and original materials are provided for subsequent image optimization processing; and the image preprocessing module is directly connected with the bill acquisition module and receives the bill image transmitted by the bill acquisition module. According to the e-commerce enterprise financial bill automatic identification and archiving management system, the system realizes the automatic process of financial bill management, bill collection, image preprocessing, character identification and information classification and verification are all rapidly processed by a computer program, the processing time is greatly shortened, an enterprise can process a large number of financial bills in a short time, and the efficiency of financial bill management is improved. And the financial working efficiency is obviously improved.

Description

Technical Field

[0001] The present invention relates to the technical field of e-commerce finance, and particularly to an automated recognition and archiving management system for financial bills of e-commerce enterprises. Background Art

[0002] In the current era of rapid digital development, the business scale of e-commerce enterprises is constantly expanding, and the number of financial bills has also shown an explosive growth. As an important basis for the financial activities of enterprises, the accuracy, efficiency, and security of the management of financial bills are crucial for the financial health and compliance operation of enterprises. The traditional management method of financial bills in e-commerce enterprises mainly relies on manual operations. In the bill collection link, staff need to manually collect various paper bills and convert them into electronic images through scanning devices. This process not only consumes a large amount of manpower and time, but also easily results in bill omissions or poor scanning quality. In terms of image preprocessing and character recognition, manual processing is inefficient, and the recognition accuracy for complex bills and special fonts is relatively low, resulting in incorrect extraction of key information and affecting the accuracy of subsequent financial data. The information classification and verification links also face challenges. Manually classifying bills is not only slow, but also easily leads to classification errors due to subjective judgment differences. At the same time, relying on manual comparison with the database to verify the authenticity and legality of bill information is difficult to cope with the processing requirements of a large number of bills, and there is a risk of false bills not being recognized due to human negligence. In terms of data storage, traditional methods mostly use simple file storage or basic database storage, lacking effective data encryption and backup mechanisms. Once the storage device fails or is attacked externally, the risk of data loss or leakage is extremely high, bringing huge economic losses and legal risks to enterprises. In addition, during archiving management, manually archiving according to time or business type is cumbersome, and retrieving and querying archives are extremely inconvenient, unable to meet the needs of enterprises to quickly obtain financial information. Summary of the Invention

[0003] The purpose of the present invention is to provide an automated recognition and archiving management system for financial bills of e-commerce enterprises to solve the problems of low efficiency, easy error, poor data security, and inconvenient archiving retrieval in the above-mentioned background art.

[0004] To achieve the above purpose, the present invention provides the following technical solution: An automated recognition and archiving management system for financial bills of e-commerce enterprises, including a bill collection module: used to obtain images or electronic data of various financial bills of e-commerce enterprises through scanning devices, image shooting devices, or electronic bill receiving interfaces, and the obtained data is transmitted to the image preprocessing module in real time to provide raw materials for subsequent image optimization processing;

[0005] Image preprocessing module: It is directly connected to the bill collection module, receives the bill images transmitted by the bill collection module, and performs grayscale conversion, noise reduction, skew correction, and binarization on the collected bill images to improve the image quality for subsequent recognition. The processed image data is output to the character recognition module to provide a high-quality image basis for character recognition;

[0006] Character recognition module: It receives the images processed by the image preprocessing module, and uses optical character recognition (OCR) technology and deep learning algorithms to perform character recognition on the preprocessed bill images, and extracts the key information in the bills, including but not limited to bill numbers, dates, amounts, and transaction party information. The recognized key information is transmitted to the information classification and verification module for bill classification and information verification;

[0007] Information classification and verification module: It obtains the key information from the character recognition module, classifies financial bills according to the extracted key information, such as invoices, receipts, and expense reports, and verifies the accuracy and integrity of the information through preset rules and databases. The verified classification information and related data are sent to the data storage module for storage, and at the same time, it also provides a classification basis for the archiving management module;

[0008] Data storage module:

[0009] Data encryption storage: It uses advanced encryption algorithms to encrypt and store the recognized bill information, classification results, and original bill images from the information classification and verification module to ensure the security of data during storage and prevent data from being illegally stolen or tampered with;

[0010] Multi-copy redundant storage: It uses multi-copy storage technology to redundantly store important data on multiple storage nodes to cope with the risk of data loss caused by a single storage node failure;

[0011] Regular backup and off-site disaster recovery: It establishes a regular backup mechanism, and according to the set time intervals, such as daily, weekly, or monthly, backs up the stored data to off-site storage devices or cloud storage platforms to achieve off-site disaster recovery backup of data. In terms of data recovery, when data loss or damage occurs, it can be quickly recovered from the backup data to ensure the integrity and availability of data;

[0012] Access control: It introduces a strict access control mechanism, based on the role-based access control (RBAC) model, and assigns different operation permissions, such as read-only, read-write, and delete permissions, to different users according to their job responsibilities and needs. Only authorized users can access and operate the corresponding data to prevent data from being accessed without authorization and maliciously tampered with;

[0013] Data verification: Using data verification technology, during the data storage and transmission processes, data verification codes are generated through hash algorithms to regularly verify the integrity of the stored data. Once it is found that the data has been tampered with or damaged, an alarm can be issued in a timely manner and the data can be repaired;

[0014] Real-time monitoring: Deploy a real-time monitoring system to monitor the operating status of data storage devices and data access behaviors in real time. Once abnormal situations are detected, such as a large number of abnormal login attempts and abnormal data access frequencies, corresponding measures are immediately taken, such as restricting access and sending alarm notifications to administrators to ensure data security. By combining structured databases and unstructured file storage, not only can the efficient access of data be ensured, but also the storage requirements of different types of data can be met. At the same time, data support is provided for the archiving management module for the generation and management of archives;

[0015] Archiving management module: Obtain the classification basis from the information classification and verification module, obtain the stored data from the data storage module, and archive the classified bill information and images according to the preset archiving strategy in terms of time and business type dimensions to generate electronic archives, and support the retrieval, query, and export of archives;

[0016] System management module: Interacts with all other modules, is used to set system parameters, manage the permissions of users involved in each module, coordinate data backup and recovery of the data storage module, and record system logs to ensure the stable operation of the system and data security;

[0017] Preferably, the character recognition module further includes an identification optimization algorithm for special fonts and handwritten fonts in bills to improve the recognition accuracy.

[0018] Preferably, the information classification and verification module verifies the authenticity and legality of bill information by comparing data with an external authoritative database.

[0019] Preferably, the archiving management module supports multiple archiving formats, including PDF and XML, to meet different business requirements and regulatory requirements.

[0020] Preferably, the system management module provides a visual operation interface to facilitate system administrators to configure and manage the system.

[0021] Preferably, the management system management process includes the following steps:

[0022] S1. Obtain the financial bill images or electronic data of e-commerce enterprises through the bill collection module;

[0023] S2. Use the image preprocessing module to perform grayscale conversion, noise reduction, skew correction, and binarization processing on the bill images obtained by the bill collection module;

[0024] S3. Use the character recognition module to extract the key information in the bill from the image processed by the image preprocessing module by using OCR technology and deep learning algorithms;

[0025] S4. The information classification and verification module classifies the key information extracted by the character recognition module and verifies the accuracy and integrity of the information;

[0026] S5. Store the recognized bill information and images in the data storage module. During the storage process, encrypt the data, store multiple copies, apply access control and data verification technologies, monitor the data status in real time, and back up the data to off-site or cloud regularly;

[0027] S6. According to the preset archiving policy, the archiving management module archives the classification basis provided by the information classification and verification module and the data stored in the data storage module;

[0028] S7. Use the system management module to set system parameters, manage user permissions, back up and restore data, and record system logs.

[0029] Preferably, in the character recognition step, an optimized recognition algorithm for special fonts and handwritten fonts in bills is adopted.

[0030] Preferably, in the information classification and verification step, the authenticity and legality of the bill information are verified by comparing the data with an external authoritative database.

[0031] Preferably, in the archiving step, multiple archiving formats are supported, including PDF and XML.

[0032] Preferably, the system management step is performed through a visual operation interface.

[0033] Compared with the prior art, the beneficial effects of the present invention are: The automated recognition and archiving management system for financial bills of e-commerce enterprises:

[0034] 1. The system realizes the automated process of financial bill management. From bill collection, image preprocessing, character recognition to information classification and verification, all are quickly processed by computer programs. Compared with manual operation, the processing time is greatly shortened, enabling enterprises to process a large number of financial bills in a short time and significantly improving the efficiency of financial work;

[0035] 2. By adopting optical character recognition technology and deep learning algorithms, it can effectively improve the recognition accuracy of complex bills and special fonts, accurately extract key information, reduce the deviation of financial data caused by incorrect information extraction, provide a strong guarantee for the authenticity and reliability of enterprise financial data, ensure the accuracy of financial statements, and reduce the financial risks caused by data errors;

[0036] 3. The data storage module applies a variety of security technologies, such as encryption algorithms to prevent data from being stolen or tampered with during storage and transmission, multi-copy storage technology to handle storage node failures and ensure data is not lost, regular backup and off-site disaster recovery mechanisms to enable rapid data recovery even in the event of a severe disaster, and strict access control and real-time monitoring mechanisms to further prevent unauthorized access and malicious attacks, comprehensively safeguarding the security of enterprise financial data;

[0037] 4. The system's preset archiving strategy can automatically archive bill information and images according to time and business type dimensions, generating standardized electronic files. Compared with traditional manual archiving, the operation is more convenient and efficient, and it supports multiple archiving formats to meet different business needs and regulatory requirements. Its powerful retrieval and query functions enable enterprises to quickly locate and obtain the required financial bill information, facilitating the conduct of financial audits and tax declarations, and enhancing the flexibility and response speed of enterprise financial management;

[0038] 5. By comparing data with external authoritative databases to verify the authenticity and legality of bill information, it helps enterprises effectively identify false bills and avoid legal risks caused by using non-compliant bills. The system's automated and standardized management processes also assist enterprises in meeting increasingly strict regulatory requirements, ensuring the compliance of enterprise financial activities, and escorting the stable development of enterprises. Brief Description of the Drawings

[0039] Figure 1 It is a schematic structural diagram of the management system of the present invention;

[0040] Figure 2 It is a schematic flow diagram of the management steps of the management system of the present invention. Detailed Embodiments

[0041] Next, the technical solutions in the embodiments of the present invention will be clearly and completely described in conjunction with the accompanying drawings in the embodiments of the present invention. Obviously, the described embodiments are only a part of the embodiments of the present invention, rather than all of the embodiments. Based on the embodiments of the present invention, all other embodiments obtained by those of ordinary skill in the art without creative efforts shall fall within the protection scope of the present invention.

[0042] Please refer to Figure 1 - Figure 2 , the present invention provides a technical solution: an automated identification and archiving management system for financial bills of e-commerce enterprises.

[0043] Embodiment of the Automated Identification and Archiving Management System for Financial Bills of E-commerce Enterprises

[0044] Embodiment 1: Daily Financial Bill Processing

[0045] Bill collection stage: The e-commerce enterprise receives various financial bills such as invoices from suppliers from all over the place, receipts paid by customers, and expense reports submitted by employees. For paper bills, the staff uses a high-speed scanning device to scan them and convert them into an electronic image format. At the same time, the electronic bill receiving interface automatically receives the electronic bill data from the electronic invoice platform and the online payment platform, and these data are directly transmitted to the image preprocessing module in XML or PDF format;

[0046] Image preprocessing stage: After receiving the bill image, the image preprocessing module immediately starts working. For an image of a scanned supplier invoice, due to uneven light during scanning, there are shadows in some areas, and the overall image is slightly tilted. Grayscale processing converts the color image into a grayscale image, reducing the complexity of the image and improving the efficiency of subsequent processing. Denoising processing uses the Gaussian filtering algorithm to remove the noise points in the image, making the text and patterns clearer. Skew correction rotates the image to the correct direction by detecting the image edge and angle information. Binarization processing converts the grayscale image into a black-and-white binary image, highlighting the text and key information, facilitating subsequent character recognition. The quality of the processed image is significantly improved, and the text is clear and distinguishable;

[0047] Character recognition stage: The character recognition module uses advanced OCR technology and deep learning algorithms to recognize the preprocessed image. For a special VAT invoice, the OCR technology first segments and recognizes the characters in the image, and initially extracts the key information such as the bill number, invoice date, amount, seller and buyer information. The deep learning algorithm then optimizes and corrects the OCR recognition results. For example, when encountering handwritten fonts or special fonts, by learning a large number of labeled samples, the recognition accuracy is improved. Finally, all the key information is accurately extracted and transmitted to the information classification and verification module;

[0048] Information classification and verification stage: After receiving the key information, the information classification and verification module determines that the bill is an invoice according to the preset rules. Then, by comparing with the enterprise's internal financial database, it verifies the accuracy and integrity of the amount and bill number information. At the same time, it conducts data comparison with an external authoritative database (such as the invoice verification platform of the State Taxation Administration) to verify the authenticity and legality of the invoice. If it is found that the invoice code of a certain invoice does not exist in the external database, the system immediately marks the invoice as abnormal and notifies the financial staff for further verification. The invoice information that has been verified without errors is sent to the data storage module;

[0049] Data storage stage: The data storage module uses the AES encryption algorithm to encrypt and store invoice information, classification results, and original bill images to ensure the security of data during storage. At the same time, the multi-copy redundant storage technology is used to store the data on three different storage nodes within the enterprise, and each storage node is located in a different geographical location to prevent data loss caused by a single point of failure. Every day, the system backs up the data of the day to the cloud storage platform according to the regular backup mechanism. During the data storage process, the hash algorithm is used to generate data check codes to regularly verify the integrity of the stored data.

[0050] Archiving management stage: The archiving management module archives the invoice data of the previous day at 10:00 am every day according to the preset archiving strategy by time and business type. For example, all supplier invoices are classified according to the invoice date and supplier name to generate electronic files and stored in PDF format. Financial personnel can quickly query the required invoice information by entering keywords such as invoice number, invoice date, and supplier name through the retrieval function. In addition, the archiving management module also supports exporting the files as XML format for convenient data interaction with other financial systems.

[0051] System management stage: The system administrator can monitor the running status of the system in real time through the visual operation interface. In daily work, the administrator can view the running logs of each module to understand the operation records and abnormal situations of the system. When a new employee joins the finance department, the administrator assigns corresponding user permissions to them through the visual interface, such as the read-only permission to view specific types of bills. When an employee's position changes, their permissions are adjusted in a timely manner. At the same time, the administrator can also set system parameters through the visual interface, such as adjusting the recognition accuracy parameters of the character recognition module to meet the recognition needs of different types of bills.

[0052] Embodiment 2: Responding to storage device failures

[0053] Fault occurrence stage: A hardware failure suddenly occurs in one of the storage nodes of the data storage module, resulting in the inability to normally read some of the financial bill data stored on the same day. The real-time monitoring module of the system immediately detects this abnormal situation and finds that there are a large number of errors in the data access requests of this storage node, and the temperature and load of the storage device increase abnormally.

[0054] Data recovery phase: Since the system adopts the multi-copy redundant storage technology, the data copies stored in the other two storage nodes (one in the disaster recovery center of the enterprise in a different location and the other in the cloud storage platform) are still available. After the system management module detects a fault, it automatically starts the data recovery process, obtains the latest data copy from the storage node in the disaster recovery center in a different location, and synchronizes it to the storage area where the faulty storage node is located. At the same time, the system notifies the administrator of the fault situation and provides a detailed fault report, including the time when the fault occurred and possible cause information;

[0055] Subsequent processing phase: The system administrator timely learns about the fault situation through the visual interface and arranges professional technicians to repair the faulty storage node. The technicians perform hardware replacement and data recovery operations on the faulty storage node. After the repair is completed, the system incorporates it back into the storage system and conducts a comprehensive data verification on the recovered data to ensure the accuracy and integrity of the data. At the same time, the system management module records this fault in detail, including the fault handling process and data recovery situation, for subsequent system optimization and risk assessment.

[0056] Embodiment 3: Financial audit scenario

[0057] Audit requirement phase: During the annual financial audit, the external audit agency hired by the enterprise needs to view all the purchase invoices of the enterprise in the past year to verify the authenticity and compliance of financial expenditures. The auditors put forward audit requirements to the enterprise's financial department, asking for detailed purchase invoice information, including invoice number, invoicing date, amount, and seller information, and being able to verify the authenticity of the invoices;

[0058] System response phase: The financial staff uses the retrieval function through the archiving management module, enters "purchase invoice" and the time range "the past year" in the system. The system quickly filters out all eligible invoice electronic files within seconds. These files support multiple formats. To facilitate the auditors' data analysis and comparison, the financial staff chooses to export the data in XML format and provide it to the auditors. At the same time, the financial staff can also generate a detailed invoice list report for the auditors through the visual operation interface of the system, including the basic information and classification of the invoices;

[0059] Audit process stage: With the data provided by the system, the auditor conducts a detailed review of the invoice information. During the review process, the auditor uses specialized audit software to analyze and compare the invoice data in XML format. For example, through statistical analysis of the invoice amounts, it is found that the invoice amounts of a certain supplier show abnormal fluctuations over a period of time. The auditor further checks the detailed information of the relevant invoices and, through the retrieval function of the system, consults other invoices and relevant business records of the supplier. At the same time, the auditor uses the connection function between the system and external authoritative databases to verify the authenticity of each invoice. If a difference is found in the comparison of the information of a certain invoice with the external authoritative database, the system management module will record this abnormal situation and notify the financial personnel and the auditor for further verification. After verification, the invoice is a false bill, and the enterprise promptly takes measures such as communicating with the supplier and adjusting the financial accounts to avoid potential legal risks. During the audit process, the auditor can also view the original image of the invoice and the processing record through the visual operation interface of the system to better understand the authenticity and compliance of the invoice.

[0060] The above specific embodiments have further elaborated in detail the purpose, technical solutions, and beneficial effects of the present invention. It should be understood that the above are only specific embodiments of the present invention and do not limit the present invention. Any modifications, equivalent replacements, and improvements made within the spirit and principles of the present invention are all included within the protection scope of the present invention.

Claims

1. An automated recognition and archiving management system for financial bills of e-commerce enterprises, characterized in that: Including: Bill collection module: It is used to obtain the images or electronic data of various financial bills of e-commerce enterprises through scanning devices, image shooting devices or electronic bill receiving interfaces. The acquired data is transmitted to the image preprocessing module in real time to provide raw materials for subsequent image optimization processing; Image preprocessing module: It is directly connected to the bill collection module, receives the bill images transmitted from the bill collection module, and performs grayscale conversion, noise reduction, skew correction and binarization processing on the collected bill images to improve the image quality and facilitate subsequent recognition. The processed image data is output to the character recognition module to provide a high-quality image basis for character recognition; Character recognition module: It receives the images processed by the image preprocessing module, and uses optical character recognition (OCR) technology and deep learning algorithms to perform character recognition on the preprocessed bill images, and extracts the key information in the bills, including but not limited to bill numbers, dates, amounts, information of both trading parties. The identified key information is transmitted to the information classification and verification module for bill classification and information verification; Information classification and verification module: It obtains the key information from the character recognition module, classifies the financial bills according to the extracted key information, such as invoices, receipts, reimbursement forms, and verifies the accuracy and integrity of the information through preset rules and databases. The verified classification information and related data are sent to the data storage module for storage, and at the same time, it also provides a classification basis for the archiving management module; Data storage module: Data encrypted storage: It uses advanced encryption algorithms to encrypt and store the recognized bill information, classification results and original bill images from the information classification and verification module to ensure the security of data during storage and prevent data from being illegally stolen or tampered with; Multi-copy redundant storage: It uses multi-copy storage technology to redundantly store important data on multiple storage nodes to cope with the risk of data loss caused by the failure of a single storage node; Regular backup and off-site disaster recovery: It establishes a regular backup mechanism, and according to the set time intervals, such as daily, weekly or monthly, backs up the stored data to off-site storage devices or cloud storage platforms to achieve off-site disaster recovery backup of data. In terms of data recovery, when data loss or damage occurs, it can be quickly recovered from the backup data to ensure the integrity and availability of data; Access control: It introduces a strict access control mechanism, based on the role-based access control (RBAC) model, and assigns different operation permissions, such as read-only, read-write, delete permissions, according to the job responsibilities and needs of different users. Only authorized users can access and operate the corresponding data to prevent data from being accessed without authorization and maliciously tampered with; Data verification: It uses data verification technology to generate data verification codes through hash algorithms during data storage and transmission, and regularly verifies the integrity of the stored data. Once it is found that the data has been tampered with or damaged, it can issue an alarm in time and repair it; Real-time monitoring: Deploy a real-time monitoring system to monitor the operating status of data storage devices and data access behaviors in real time. Once abnormal situations are detected, such as a large number of abnormal login attempts or abnormal data access frequencies, corresponding measures should be taken immediately, such as restricting access and sending alarm notifications to administrators to ensure data security. By combining structured databases and unstructured file storage, it not only ensures efficient access to data but also meets the storage requirements of different types of data. At the same time, it provides data support for the archiving management module for the generation and management of archives; Archiving management module: Obtain the classification basis from the information classification and verification module, obtain the stored data from the data storage module, and archive the classified bill information and images according to the preset archiving strategy in terms of time and business type dimensions to generate electronic archives, and support the retrieval, query, and export of archives; System management module: Interacts with all other modules, used to set system parameters, manage the permissions of users involved in each module, coordinate data backup and recovery of the data storage module, and record system logs to ensure the stable operation of the system and data security.

2. The automated recognition and archiving management system for financial bills of an e-commerce enterprise according to claim 1, wherein: The character recognition module also includes an optimized recognition algorithm for special fonts and handwritten scripts in bills to improve the recognition accuracy.

3. An automated recognition and archiving management system for financial bills of e-commerce enterprises according to claim 1, characterized in that: The information classification and verification module verifies the authenticity and legality of bill information by comparing data with an external authoritative database.

4. The automated recognition and archiving management system for financial bills of an e-commerce enterprise according to claim 1, wherein: The archiving management module supports multiple archiving formats, including PDF and XML, to meet different business needs and regulatory requirements.

5. An automated recognition and archiving management system for financial bills of e-commerce enterprises according to claim 1, characterized in that: The system management module provides a visual operation interface to facilitate system configuration and management by system administrators.

6. The automated recognition and archiving management system for financial bills of an e-commerce enterprise according to claim 1, wherein: The management process of the management system includes the following steps: S1. Obtain the financial bill images or electronic data of e-commerce enterprises through the bill collection module; S2. Use the image preprocessing module to perform grayscale conversion, noise reduction, skew correction, and binarization processing on the bill images obtained by the bill collection module; S3. Use the character recognition module to extract the key information in the bill from the images processed by the image preprocessing module by using OCR technology and deep learning algorithms; S4. The information classification and verification module classifies the key information extracted by the character recognition module and verifies the accuracy and integrity of the information; S5. Store the recognized bill information and images in the data storage module, encrypt the data and store multiple copies during the storage process, apply access control and data verification technologies, monitor the data status in real time, and regularly back up to off-site or the cloud; S6. According to the preset archiving strategy, archive the classification basis provided by the information classification and verification module and the data stored in the data storage module through the archiving management module; S7. Use the system management module to set system parameters, manage user permissions, perform data backup and recovery, and record system logs.

7. An automated recognition and filing management system for financial bills of e-commerce enterprises according to claim 6, characterized in that: In the character recognition step, an optimized recognition algorithm for special fonts and handwritten scripts in bills is adopted.

8. An automated recognition and archiving management system for financial bills of e-commerce enterprises according to claim 6, characterized in that: In the information classification and verification step, the authenticity and legality of bill information are verified by comparing data with an external authoritative database.

9. The automated recognition and archiving management system for financial bills of an e-commerce enterprise according to claim 6, characterized in that: In the archiving step, generation of multiple archiving formats is supported, including PDF and XML.

10. An automated recognition and archiving management system for financial bills of e-commerce enterprises according to claim 6, characterized in that: The system management step is carried out through a visual operation interface.

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