A mobile terminal priority cross-terminal collaborative lightweight accounting processing system and method

Abstract

This invention discloses a mobile-first, cross-platform collaborative, lightweight accounting and bookkeeping system and method, belonging to the field of financial data processing and cross-platform collaboration technology. The system includes a mobile input terminal, a PC-based accounting management terminal, and a cloud-based collaborative service platform. The mobile terminal integrates simple document input, invoice image uploading, offline caching storage, and mobile approval modules; the PC terminal provides document review, intelligent voucher generation, ledger query, period-end processing, and hierarchical permission control; the cloud-based platform is equipped with a real-time bidirectional synchronization engine, a data conflict avoidance unit, and an accounting subject rule base. This invention resolves cross-platform data conflicts through an edit-locking mechanism, achieves offline operation capabilities through offline caching and incremental synchronization, and automatically generates compliant accounting vouchers from business documents, realizing mobile-first, real-time cross-platform collaboration, and automated accounting processing, significantly reducing the threshold and cost of enterprise bookkeeping.

Description

Technical Field

[0001] This invention relates to the fields of financial data processing, cloud computing, cross-terminal data collaboration and enterprise information management technology, specifically to a lightweight accounting and bookkeeping system and method that prioritizes mobile devices for accounting entries and supports real-time cross-terminal collaboration and offline operations. Background Technology

[0002] Currently, mainstream accounting software for domestic enterprises is based on a traditional PC-based architecture, which has the following obvious technical defects in actual use: 1. The system is bloated with functions, has a complex menu hierarchy, and cumbersome operation procedures. Non-professional financial personnel cannot independently complete the daily income and expenditure document entry, resulting in a high barrier to entry.

[0003] 2. The mobile app only allows data querying or simple approval, and does not support complete and quick document entry operations. Real-time accounting is not possible in field or remote office scenarios.

[0004] 3. The cross-platform data synchronization mechanism is outdated, mostly relying on passive refresh-based synchronization, resulting in high data latency, poor bidirectional synchronization capabilities, and frequent inconsistencies between PC and mobile data.

[0005] 4. There is a general lack of offline operation capabilities. In the absence of network environment, it is impossible to enter documents, and business data is easily missed.

[0006] Business documents and accounting vouchers are separate, requiring accountants to reorganize them and manually enter the vouchers, resulting in a large amount of repetitive work and a high risk of errors.

[0007] 5. The permission system is cumbersome and cannot achieve lightweight and precise data isolation and operation permission control.

[0008] 6. Existing mobile accounting tools are mostly suitable for personal cash flow accounting, which does not comply with corporate accounting standards and cannot generate standardized accounting vouchers, ledgers and statutory financial statements.

[0009] Therefore, there is an urgent need to design an accounting system and method that takes into account rapid mobile entry, real-time cross-platform collaboration, automated accounting processing, and lightweight and easy operation. Summary of the Invention

[0010] 1. Purpose of the invention To address the aforementioned deficiencies in existing technologies, this invention provides a mobile-first, cross-platform collaborative, lightweight accounting and bookkeeping system and method. This system overcomes the problems of complex operation, lack of mobile data entry, poor cross-platform synchronization, and low accounting processing efficiency of traditional financial software. It achieves lightweight operation, real-time data consistency across platforms, and automatic conversion of business documents into compliant financial vouchers, thereby reducing enterprise bookkeeping costs and manpower investment.

[0011] 2. Technical Solution (1) A mobile-first, cross-platform collaborative, lightweight accounting and bookkeeping system, comprising: Mobile input terminal; PC-based accounting management terminal; Cloud-based collaborative service platform; in: The mobile data entry terminal is at least one of a WeChat mini-program, an Android app, or an iOS app, serving as the core front-end data entry carrier and integrating: Extremely simple data entry module; Ticket image upload module; Offline cache storage module; Mobile approval module; Funds data dashboard module; The extremely simple data entry module only retains the business type, receipt and payment date, counterparty, transaction amount, accounting subject, business summary, and attached image as core entry fields, and has built-in one-click accounting templates for multiple high-frequency businesses, automatically filling in the corresponding accounting subject and standard summary.

[0012] The document image upload module supports real-time photo capture or uploading of multiple files from the local album, automatically compresses the image size, and uniquely binds it to the current business document.

[0013] The offline cache storage module is used to locally cache unsynchronized document data when the mobile terminal is offline, and automatically trigger synchronization after the network is restored.

[0014] The PC-based accounting management terminal uses a web-based B / S architecture, requiring no local client installation and integrating: Document approval and management module; Intelligent voucher generation module; Standard ledger query module; End-of-term automated processing module; Financial statement generation and export module; System basic configuration modules; Hierarchical access control module; The cloud-based collaborative service platform is deployed on a cloud server and includes: Real-time bidirectional synchronization engine; Data conflict avoidance unit; Accounting Subject Rules Base; Business template database; Encrypted storage unit; Scheduled automatic backup unit; The data conflict avoidance unit is equipped with a data editing locking mechanism: when the same business document is in editing mode on a single terminal, other terminals are automatically set to read-only mode, prohibiting parallel modification.

[0015] The hierarchical permission control module is configured with at least two roles with different operation permission levels, and data read / write and operation permissions are isolated between different roles.

[0016] (2) A mobile-first, cross-platform collaborative, lightweight accounting and bookkeeping method, comprising the following steps: S01, Basic Data Initialization Administrators can complete the configuration of accounting subjects, file files of business partners, enter funds accounts, create operation accounts and assign permissions through the PC-based accounting management terminal. Basic data is synchronously stored in the cloud collaborative service platform.

[0017] S02, Mobile Quick Order Creation Operators select the business type, fill in the core fields, and upload the invoice image attachment via mobile input terminal, then save it as a draft or submit it directly for review; data is automatically cached locally in offline environments.

[0018] S03, Cross-platform real-time data synchronization The cloud-based collaborative service platform uses a real-time bidirectional synchronization engine to synchronize newly added, modified, or deleted document data from the mobile terminal to the PC-based accounting management terminal in real time, with data latency between terminals controlled within 2 seconds; data cached offline is automatically uploaded incrementally after the network is restored.

[0019] S04, Online Document Review Reviewers can view documents pending review through the PC or mobile approval center, and perform approval or rejection actions. Rejection actions will simultaneously indicate the reason for modification and return the document to the document creator.

[0020] S05, Intelligent Automated Certificate Issuance For business documents that have been verified to be correct, the system automatically generates standardized accounting vouchers that comply with corporate accounting standards, based on the preset accounting subject rule base and debit / credit matching logic.

[0021] S06, Automated accounting processing at the end of the period The PC client automatically generates general ledger, subsidiary ledger, and journal; at the end of the period, it automatically completes profit and loss transfer, accounting period locking, and end-of-period closing.

[0022] S07, Operational Data Output The system automatically generates balance sheets, profit and loss statements, income and expenditure statistics, and accounts receivable / payable statements, supporting online preview, printing, and export in Excel and PDF formats.

[0023] S08, Data Security Retention The cloud automatically backs up all accounting data on a regular schedule, records operation logs throughout the process, and archives invoice images and business documents in a linked manner to form a complete electronic financial archive. 3. Description of the attached drawings Figure 1 This is a schematic diagram of the overall module architecture of the system described in an embodiment of the present invention; Figure 2 This is a schematic diagram of the cross-end data synchronization and conflict handling process described in an embodiment of the present invention; Figure 3 This is a schematic diagram of the mobile terminal rapid order creation and automatic certificate creation process according to an embodiment of the present invention. 4. Detailed Implementation The technical solution of the present invention will now be described in detail with reference to the accompanying drawings.

[0026] Example 1: System Overall Architecture (Keep the original content and make slight additions) like Figure 1 As shown, the mobile-first cross-terminal collaborative lightweight accounting and bookkeeping system provided in this embodiment consists of three parts: a mobile input terminal (100), a PC-based accounting management terminal (200), and a cloud-based collaborative service platform (300).

[0027] The mobile data entry terminal (100) is implemented as a WeChat mini-program, allowing non-professional financial personnel to quickly enter income and expenditure documents in the field or at the office. Its extremely simple data entry module exposes only 7 core fields and enables one-click form filling through built-in high-frequency business templates such as "rent," "utilities," "salary," and "service fees." In addition, the module is also equipped with a dynamic extended field interface: when the user selects a business type such as "material procurement" or "fixed assets," the system automatically expands the seven core fields with extended fields such as quantity, unit price, tax rate, and auxiliary accounting items to ensure complete collection of original business information.

[0028] In the extremely simple data entry module, the one-click accounting template also has dynamic account mapping capabilities: for the same "service fee" business type, if the currently logged-in operator role is a salesperson, the system automatically fills in the accounting subject as "Sales Expenses - Service Fee"; if it is an administrative staff member, it automatically fills in "Administrative Expenses - Service Fee". This mapping rule is preset by the PC-side system basic configuration module.

[0029] The document image upload module supports on-site photo upload and automatically compresses image size. The offline cache storage module stores documents in the local IndexedDB database when there is no network connection, and records the local operation timestamp and document version number. It automatically submits the data once the network is restored.

[0030] The PC-based accounting management terminal (200) adopts a B / S architecture implemented with Vue.js + Element UI. After logging in through a browser, accounting personnel can batch review documents to be approved. The intelligent voucher generation module is further configured with a voucher pre-generation and manual confirmation sub-module: while displaying documents to be approved, the system simultaneously displays a preview of automatically matched debit and credit entries on the right. Accounting personnel can confirm with one click, or manually modify the account or amount before generating. All modification operations are logged with both the original rule-recommended value and the final manual value. The end-of-period automated processing module provides one-click profit and loss transfer, closing, and reversal functions. The hierarchical permission control module has four types of role permissions pre-set.

[0031] The cloud-based collaborative service platform (300) is deployed on Alibaba Cloud ECS and adopts a hybrid communication protocol of WebSocket + HTTPS. The real-time bidirectional synchronization engine tracks the change records of each document based on a version number mechanism. The data conflict avoidance unit implements document-level editing locking through distributed locks. Specifically, this unit is also configured with an offline conflict resolution subunit to handle scenarios where multiple terminals modify the same document offline and then submit it online sequentially.

[0032] Example 2: Cross-device data synchronization and conflict handling (expanded offline conflict resolution section) like Figure 2 As shown, when a user submits a new document on the mobile data entry terminal (100): The mobile device generates a unique local ID and timestamp, and reports the data through the real-time bidirectional synchronization engine of the cloud collaborative service platform (300). The platform records the current version number of the document and pushes it synchronously to the PC-based accounting management terminal (200).

[0033] If user A is editing a document on a mobile device, the data conflict avoidance unit sends a lock signal to all other terminals (including PCs and other mobile devices), switching the document interface to read-only mode and displaying a message "Being edited by XX". After user A completes editing and submits, the central platform releases the lock, and other terminals return to editable status.

[0034] Conflict handling in offline scenarios: Suppose that user B and user C, while offline on two different mobile devices, modify the same document (e.g., document ID D-1001, current cloud version v3): User B modified the transaction amount, and User C modified the name of the trading partner.

[0035] User B first restores their network connection. Their mobile device automatically uploads local changes (carrying the local modification timestamp 2025-03-20 10:00:00, based on v3) to the cloud via incremental synchronization. The cloud verifies that the version number is consistent (both are v3), accepts the modification, updates the document version number to v4, and synchronizes it to other terminals.

[0036] User C subsequently restored their network connection and uploaded local changes to their mobile device (carrying the local modification timestamp 2025-03-20 10:05:00, based on v3). The cloud detected that the current cloud version number was v4, which was inconsistent with the base version v3 uploaded by user C, and determined to be a conflict.

[0037] The offline conflict resolution subunit performs the following operations: Compare the timestamps of the two modifications and accept the one with the larger timestamp (user C's 10:05:00 is later than user B's 10:00:00). However, to avoid data loss due to unconditional overwriting, the system does not overwrite directly, but instead returns a conflict notification and the full text of the document modified by user B to user C's mobile device. User C's mobile device displays a conflict resolution window, showing "Current Cloud Version (v4, including User B's modifications)" and "My Local Modifications (modifications based on v3)," and provides the following options: ① Abandon local modifications and adopt the cloud version; ② Force overwrite (requires a review password); ③ Merge modifications (manually edit and merge before submitting).

[0038] After the user makes a selection, the system submits or abandons the operation according to the final decision and records the decision in the operation log.

[0039] If a terminal generates multiple local documents while offline, the system will use an incremental synchronization mechanism after reconnecting to the network. It will only upload the unique identifier and changed field content of the documents that have been added or modified since the last synchronization timestamp, and will not upload unchanged data or data that has been synchronized and confirmed, thereby reducing bandwidth usage.

[0040] Example 3: The entire process from mobile order creation to automatic voucher generation (expanding dynamic fields, manual confirmation, and modification history feedback) like Figure 3 As shown, taking "paying October rent" as an example: The cashier clicks on "Rent Template" on the mobile data entry terminal (100), and the system automatically fills in the information: Accounting item: Administrative expenses - Rent Business Summary: Paying October rent Borrowing direction: Expenditure The cashier only needs to modify the transaction amount (e.g., 8,000 yuan) and upload a photo of the rental invoice, then submit it for review with one click.

[0041] Let's take the complex scenario of "purchasing office computers" as an example (demonstrating dynamically expanded fields): Procurement personnel access the mobile data entry terminal and select the business type "Fixed Asset Procurement". The system automatically expands the extended fields below the seven core fields: Quantity (2 units), Unit Price (5000 yuan), Tax Rate (13%), Auxiliary Accounting Item (Administrative Department), and Asset Number (currently empty). After the procurement personnel complete the form and submit it, the extended field data is uploaded to the cloud along with the core field data.

[0042] The cloud-based collaborative service platform (300) pushes the documents to the accountant's PC-based accounting management terminal (200).

[0043] During the accounting review, the pre-generated voucher results are automatically displayed in the right sidebar on the PC: Debit: Fixed Assets—Electronic Equipment 10,000 Taxes Payable—Value Added Tax (Input Tax) 1,300 Credit: Bank deposit 11,300 An accounting audit revealed that the computer should actually be recorded under "Fixed Assets - Office Equipment" instead of "Electronic Equipment." The debit entry was manually modified, and the final voucher was generated after confirmation. The system automatically recorded a log entry: "Rule Recommendation: Fixed Assets - Electronic Equipment → Manual Modification: Fixed Assets - Office Equipment," and periodically sends this feedback data to the optimization training interface of the accounting subject rule base for subsequent subject recommendation optimization for similar transactions.

[0044] At the end of the month, the end-of-period automated processing module automatically transfers profit and loss, transferring the balance of management expenses to the current year's profit account.

[0045] In the above steps, all operation logs, image attachments, and voucher data are protected by an encrypted storage unit and backed up daily.

[0046] Example 4: Practical Application Scenarios of Dynamic Subject Mapping A company has two scenarios: "sales department reimbursement of entertainment expenses" and "management department reimbursement of entertainment expenses".

[0047] Salesperson Zhang San entered a "Business Entertainment Expense" template via mobile device, and the system automatically mapped it based on his role as "Salesperson": Accounting Subject: Sales Expenses - Business Entertainment Expenses Administrative staff member Li Si entered the information using the same template, and the system automatically mapped it based on his role as "administrative staff member": Accounting Subject: Administrative Expenses - Business Entertainment Expenses After both are submitted, the cloud-based collaborative service platform synchronizes them to the PC, eliminating the need for manual modification of accounts during accounting review. This mapping rule is pre-set by the administrator in the system basic configuration module of the PC-based accounting management terminal (200) through the three-dimensional mapping table of "role-business type-target account".

[0048] 5. Beneficial effects Compared with the prior art, the present invention has the following beneficial effects: Lightweight operation: Mobile-first design, simplified input fields, built-in business templates, allowing non-professional finance personnel to quickly complete document entry.

[0049] Strong cross-platform collaboration capabilities: The real-time bidirectional synchronization engine, combined with the editing locking mechanism, ensures real-time data consistency between mobile phones and computers, supporting field work and remote office work.

[0050] Offline operation capability: It has the ability to cache data entry offline and automatically re-upload data online, adapting to operation scenarios without network access.

[0051] High degree of accounting automation: Business documents automatically generate accounting vouchers, automatically close accounts, and automatically generate reports, reducing manual operations and errors.

[0052] Precise access control: Hierarchical access control and separation of different roles and responsibilities enhance data security.

[0053] Strong compliance: It complies with corporate accounting standards, and vouchers, ledgers, reports, and image attachments are retained throughout the entire process.

[0054] Low deployment cost: The cloud-based SaaS architecture, combined with a PC web interface, eliminates the need for local deployment and reduces maintenance costs.

[0055] The above description is merely a specific embodiment of the present invention, but the scope of protection of the present invention is not limited thereto. Any variations or substitutions that can be easily conceived by those skilled in the art within the scope of the technology disclosed in the present invention should be included within the scope of protection of the present invention.

Claims

1. A mobile-first, cross-platform collaborative, lightweight accounting and bookkeeping system, characterized in that, include: The mobile data entry terminal, as the core accounting platform, integrates: Extremely simple data entry module: It only exposes seven core fields: business type, receipt and payment date, counterparty, transaction amount, accounting subject, business summary, and attached image. It also has a built-in one-click accounting template, which automatically fills in the accounting subject and standard summary according to the preset business scenario. Invoice Image Upload Module: Supports real-time photo capture or album upload, automatically compresses image size and uniquely binds it to the current business document; Offline cache storage module: When the network is disconnected, the data of the order entered by the user and the operation timestamp are stored in the local database of the mobile terminal, and incremental synchronization is automatically triggered after the network is restored; PC-based accounting management terminal, integrating: Document approval and management module; Intelligent voucher generation module: Based on the preset accounting subject rule base and debit / credit matching logic, it automatically converts approved business documents into accounting vouchers; End-of-term automated processing module; Hierarchical access control module: Configure at least two roles with different operation permission levels, and isolate data read / write and operation permissions between different roles; The cloud-based collaborative service platform is equipped with: Real-time bidirectional synchronization engine: tracks the change record of each document based on version number or timestamp mechanism; Data conflict avoidance unit: It is equipped with a distributed lock or edit locking mechanism. When the same business document is in edit mode on any terminal, the other terminals automatically switch to read-only mode. Offline Conflict Resolution Subunit: When two or more terminals modify the same document while offline and submit it to the network one after another, the cloud rejects the submission with the latest version based on the principle of the last submission being valid or the version number comparison, and returns a conflict prompt and manual resolution interface to the terminal. Accounting Subject Rules Base; Encrypted storage unit.

2. The system according to claim 1, characterized in that, The mobile input terminal also integrates a financial data dashboard module, which displays the current account balance and recent income and expenditure trend chart in real time. The data in the trend chart comes from the aggregated calculation results synchronized from the cloud.

3. The system according to claim 1, characterized in that, The extremely simple data entry module also has a dynamic extended field interface: when the business type selected by the user belongs to a preset complex scenario, the system automatically expands at least one extended field under the seven core fields. The extended fields include, but are not limited to: quantity, unit price, tax rate, auxiliary accounting items, and invoice number. The data in the extended fields is submitted together with the core fields and participates in the subsequent accounting voucher generation logic.

4. The system according to claim 1, characterized in that, The intelligent voucher generation module is also equipped with a voucher pre-generation and manual confirmation sub-module: when the auditor reviews the document through the PC or mobile terminal, the system simultaneously displays an automatically matched debit and credit entry preview, and the auditor can choose "confirm generation", "generate after modification" or "reject the document creator"; The modified operation log retains both the original rules and the manual modifications.

5. A mobile-first, cross-platform collaborative, lightweight accounting and bookkeeping method based on the system described in any one of claims 1 to 4, characterized in that, Includes the following steps: S01. Basic Data Initialization: Administrators complete the configuration of accounting subjects, the filing of business partners, the creation of operation accounts and the allocation of permissions through the PC-based accounting management terminal. Basic data is synchronously stored in the cloud collaborative service platform. S02. Mobile Quick Order Creation: Operators select the business type, fill in the core fields, and upload the invoice image attachment via a mobile input terminal, then save it as a draft or submit it directly for review; when in an offline environment, the document data and local timestamp are stored in the offline cache storage module. S03, Cross-device real-time data synchronization: The cloud-based collaborative service platform uses a real-time bidirectional synchronization engine to synchronize data from newly added, modified, or deleted documents on the mobile device to the PC-based accounting management terminal in real time; data cached offline is automatically uploaded incrementally after the network is restored, carrying locally generated operation timestamps. S04, Offline Conflict Detection and Resolution: When the cloud receives two or more offline submissions for the same business document that conflict in version number or timestamp, the offline conflict resolution subunit in the data conflict avoidance unit performs the following operations: Compare the version numbers or last modified timestamps of each submission and accept the one with the largest value; Return a conflict notification and the rejected modification details to the rejected terminal with the lower version; A conflict resolution window pops up in the user interface of the rejected terminal, allowing the user to choose "Discard local modifications" or "Force overwrite (manual authorization required)"; S05. Online document review: Reviewers can view documents to be reviewed through the PC or mobile approval center, and perform approval or rejection operations. Rejection operations will simultaneously indicate the reason for modification and return the document to the creator. S06. Intelligent Assisted Voucher Production: The system generates accounting voucher previews based on the preset accounting subject rule library for approved business documents. After the reviewers confirm or modify the documents, standardized accounting vouchers that comply with the enterprise's accounting standards are finally generated. S07. Automated accounting processing at the end of the period: Automatically generates general ledger, subsidiary ledger, and journal on PC; automatically completes profit and loss transfer, accounting period locking, and end-of-period closing at the end of the period. S08. Operating Data Output: The system automatically generates balance sheets, profit and loss statements, and income and expenditure statistics tables, supporting online preview, printing, and export in Excel and PDF formats. S09. Data Security and Retention: The cloud automatically backs up all accounting data on a regular schedule, and archives invoice images and business documents in association to form a complete electronic financial archive.

6. The method according to claim 5, characterized in that, In step S02, when the user selects the preset one-click accounting template, the accounting subjects automatically filled in by the system are dynamically mapped according to the current operator's permission role and the type of business partner: the same business type (such as "service fee") is mapped to "sales expenses - service fee" for sales personnel and "management expenses - service fee" for administrative personnel.

7. The method according to claim 5, characterized in that, During the incremental synchronization process in step S03, the mobile device only uploads the unique identifiers and changed field contents of documents that have undergone addition or modification operations since the last synchronization timestamp in the local database, and does not upload unchanged data or data that has been synchronized and confirmed.

8. The method according to claim 5, characterized in that, In step S06, the system also records the voucher modification history: when the auditor manually modifies the automatically generated debit or credit account, a separate record of "rule recommended value vs. manual final value" is stored in the cloud, and this record is periodically fed back to the optimization training interface of the accounting subject rule base.

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