Electronic bookkeeping system and recording medium thereof

Abstract

To solve a problem in which, in electronic transactions, each vendor has its own format, and when there are electronic transactions with many vendors, many separate forms must be processed on the screen during accounting and settlement, which is likely to result in a decrease in work efficiency.SOLUTION: In a system for saving and storing electronic books (evidence) such as electronic receipts that are to be stored on a write-once optical disk or similar write-once medium, the arrangement of items such as the business name, destination, amount, date, and product name written in the electronic books is converted into a unified format before recording.SELECTED DRAWING: Figure 1

Description

[Technical field]

[0001] The present invention relates to a method for storing electronic records such as electromagnetic and electronic invoices, delivery notes, and receipts. About the technology [Background technology]

[0002] With the amendment of the Electronic Bookkeeping Act in fiscal year 2023, electronic invoices, receipts, etc. can be stored for up to 10 years. The preservation of documents will be mandatory. The preservation requirements are authenticity and searchability (readability). The truthfulness is that it cannot be tampered with, and the searchability (readability) is that it can be disclosed / presented according to instructions. The supplementary explanation is that the purpose of the measures is to ensure that the information is quickly and clearly visible in the area.

[0003] In addition, documents subject to the Electronic Bookkeeping Act include national tax-related books: journals, general ledgers, Accounts receivable ledger, accounts payable ledger, cash book, fixed asset ledger, etc. Financial statements: balance sheet, profit and loss statement Transaction documents such as accounting statements, inventory lists, etc.: purchase orders, quotations, contracts, receipts, etc. Regarding the types of documents, if they are created electronically, they may be stored as electronic data. Yes, but if transaction-related documents are exchanged electronically with a business partner, they will be considered electronic transactions. These documents are subject to censorship and are required to be stored electronically. If a document is sent, it must also be stored electronically.

[0004] In addition, paper documents received from business partners, such as contracts, delivery notes, invoices, and receipts, Data such as documents, quotations, purchase orders, and receipts can be scanned and stored electronically.

[0005] In this context, patent document 1, Japanese Patent Publication No. 5465279 (Polar Method), discloses a technology for safely storing original documents on a write-once optical disk. On the other hand, electronic transactions such as online shopping and telephone shopping are on the rise. For example, receipts from various retailers can be viewed and confirmed on the screen, downloaded to a local PC in a specified format such as PDF or JPG, or sent by email. [Prior art documents] [Patent documents]

[0006] Patent Publication 5465279 Patent Publication 2005-309745 [Non-patent literature]

[0007] [Non-Patent Document 1] National Tax Agency website: Requirements for electronic bookkeeping [Non-Patent Document 2] Ministry of Health, Labor and Welfare Guidelines for the Safety Management of Medical Information Systems Summary of the Invention [Problem to be solved by the invention]

[0008] However, as shown in Figure 7, for example, electronic receipts contain common items such as the company name, destination, amount, date, product name, etc., which are necessary for monthly accounting reports and settlements, and although authenticity is maintained by the manufacturer's unique electronic seal, etc., the format is different for each trading company, and when electronic transactions are made with many companies, confirmation takes time, and compared to when paper receipts were used, work efficiency is not improved, and there is a very high possibility that it will worsen. Electronic prescriptions and electronic medical histories also fall into this category.

[0009] Although the Electronic Bookkeeping Act is promoting digital transformation and encouraging paperless management to improve business efficiency, this legal obligation, coupled with the law, could be a matter of life and death for small and medium-sized enterprises and sole proprietors in particular. Furthermore, for medical businesses such as pharmacies, reduced operational efficiency directly leads to a decline in the quality of medical care provided to patients.

[0010] The present invention aims to preserve and store electronic ledgers (evidence) such as electronic receipts, which must be preserved, on a write-once optical disk or similar write-once media by converting the layout of items such as business name, destination, amount, date, and product name into a common format that unifies them, and then sequentially recording and adding to them in the converted format. Furthermore, the purpose is to ensure authenticity (truthfulness) and improve business efficiency by linking one-to-one between the electronic receipt held by the issuer and the receipt in the converted format stored on the write-once media. [Means for solving the problem]

[0011] The present invention is a system for storing and storing electronic ledgers (evidence) such as electronic receipts that must be stored on a write-once optical disk or similar write-once medium, and the system converts the layout of items such as the name of the issuing business, destination, amount, date, and product name written on the electronic ledgers into a unified standard document format before recording.The system and its recording medium.

[0012] This is an electronic bookkeeping system and its recording medium, which are characterized in that in the standard document format, a predetermined linking number that can be immediately recognized by the issuer's management number is assigned to enable linking with the original document or a copy of the document held by the issuing business entity, etc., and the linking number is added to the standard document format.

[0013] The electronic ledger storage system and recording medium thereof add the linking number to the file name or metadata when converting into a standard form format and recording the converted data.

[0014] The present invention also relates to an electronic bookkeeping system and a recording medium thereof, characterized in that, when recording to the recording medium, the electronic book is rearranged in order of the issuance date and time of the electronic book and recorded sequentially.

[0015] The recording medium of the present invention is a recording medium according to claim 3, which is any one of a CD-R, a DVD-R, and a BD-R.

[0016] The recording medium of the present invention is a USB memory such as a write-once SSD or a tape medium such as a write-once LTO. Effect of the Invention

[0017] The present invention can ensure the authenticity (truth) of electronic books, improve visibility (readability), and improve business efficiency. [Brief description of the drawings]

[0018] [Figure 1] FIG. 1 is a block diagram illustrating a system configuration according to a first embodiment of the present invention. [Diagram 2] FIG. 1 is a block diagram illustrating a system configuration using a smartphone according to a first embodiment of the present invention. [Diagram 3] 1 is a flow chart showing a method for converting a general receipt into a receipt in a unified report format and storing the same according to an embodiment of the present invention. [Figure 4] FIG. 1 is an external view for explaining a method of converting a general receipt (a) used in the present invention into a receipt in a unified form format (b). [Diagram 5] FIG. 11 is a flow diagram illustrating an original management method according to a second embodiment of the present invention. [Figure 6] 11 is an example of a receipt created by the original management method according to the second embodiment of the present invention. [Figure 7] This is an example of an electronic receipt issued by a typical online retailer. DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS

[0019] (Embodiment 1) A first embodiment of the present invention will be described with reference to Fig. 1 and Fig. 3. Fig. 1 shows a system, including peripheral devices, for converting documents such as general receipts from business partners into a unified document format for a company, which is the present invention. Note that receipts have been used as an example here, but the system can be used for all documents that are subject to the Electronic Bookkeeping Act and are sent by business partners, such as purchase orders, invoices, and delivery notes.

[0020] 103 in FIG. 1(a) is a format conversion PC (or tablet) owned by company W, which is connected to external business partner A via an Internet line or a dedicated line, and is capable of performing ordering and payment operations via the line. For example, when payment for the product is completed, the order management system 101 of business partner A stores accounting documents such as purchase orders and delivery notes in a storage device 102 connected to the order management system 101. In addition, when payment for the product is completed and shipment is completed, the order management system 101 can create a receipt 11 electronically (for example, in PDF) in a format specified by company A based on the product data and customer data. The created receipt 11 of company A is provided to the orderer (company W) by sending it as an attachment to an e-mail via the Internet line, or by downloading it from a dedicated site by entering an ID and password. The format conversion PC 103 of company W imports the receipt 11 of business partner A in PDF format. As shown in FIG. 4(a), the imported receipt 11 has the following items and their contents: title "Receipt" 21, "Issuance date" 16, "Destination" 17, "Amount" 18, and "Issuer" 19. These items match the item requirements of the INVOICE system that will be implemented from October 2023. Therefore, by changing the layout of each item in the form, receipts, invoices, and other ledgers can be created with a unified format and layout. Therefore, ledgers such as receipts 12 converted and created by the format conversion PC 103 into a unified format and layout as shown in FIG. 4(a) to FIG. 4(b) are stored in the tamper-proof write-once medium 105 connected to the format conversion PC 103, and the imported original receipts and other ledgers of each company are stored in the HDD also connected to the format conversion PC 103.

[0021] In addition, as shown in Fig. 1(b), the present invention can also be applied when the customer uses paper receipts. In Fig. 1(b), the same parts as in Fig. 1(a) are given the same numbers, and detailed explanations are omitted.

[0022] Reference numeral 103 in FIG. 1(b) denotes a format conversion PC (or a tablet) owned by company W, the source of the transaction, which uses the present invention; it is not connected to an external business partner B via a network, and business partner B still uses paper forms. In this case, business partner B creates a receipt in company B's format based on product data and customer data created from purchase orders, delivery notes, etc. stored in a storage device 108, outputs it to a printer 09, and mails the paper receipt to company W. Company W scans the mailed paper receipt 13 with a scanner 107 and digitizes it (into PDF), which can then be imported into company W's format conversion PC 103.

[0023] Therefore, in the case of both the electronic receipt in FIG. 1(a) and the receipt in FIG. 1(b), the receipt from the supplier is converted to PDF and imported into the format conversion PC 105 of the company W.

[0024] Next, the flow of the process of converting to a unified form format, which is a main part of the present invention common to Figures 1 and 2, will be described with reference to Figures 3 and 4. The process of converting to this unified form format is supplied as a program to the format conversion PC. As shown in Figure 3, when the format conversion PC acquires a PDF receipt 11 from a business partner (S31), character recognition is performed by an OCR (Optical Character Recognition / Reader) also supplied as a program, and the PDF receipt 14 after character recognition is stored in the HDD 104 connected to the format conversion PC 103. Regarding OCR, since it is a widely used and self-evident technology, we will omit the explanation here.

[0025] Next, when character recognition is performed, as shown in FIG. 4, the positions of the items "Title (receipt)" 21, "Issuance date" 16, "Destination" 17, "Amount" 18, "Issuer" 19, and "No." to which the linking number 20 is added can be recognized, so the coordinates are converted to the specified positions of the receipt in the unified form format (S33), and the letters / numbers are transcribed to the positions of each converted item (S34). Next, in order to link the original receipt of the business partner and the converted receipt in the unified form format, the same unique linking number is assigned (S35). Finally, to ensure authenticity, the electronic signature and timestamp of the person in charge or responsible person who converted the receipt into the unified form format are added (S36), and the receipt is stored in the unalterable write-once medium 105 (S37).

[0026] (Embodiment 2) FIG. 2 is an image diagram for explaining the system configuration of the second embodiment of the present invention. The present invention is configured so that the conversion process to a unified form format, which was executed by the format conversion PC 103 in the first embodiment, is executed by a smartphone 201. The smartphone 201 is equipped with a CPU (shown in the attached figure) with high computing power, and further has a built-in camera (not shown) and monitor 22, so that even paper receipts can be easily digitized into PDF.

[0027] The paper receipt 13 is converted from an image to a PDF by adjusting the shooting distance and angle so that it fits within the monitor frame specified by the conversion processing program to the unified form format and then releasing the shutter. Therefore, once the receipt from the business partner has become a PDF, the subsequent processing is the same as that shown in Figure 3 of the first embodiment, and PDF data of the receipt in the unified form format is generated.

[0028] After generation, the data is transmitted by wireless communication (WIFI, Bluetooth, etc.) to a storage server 21 connected to the write-once media device, and then transferred from the server to the write-once media, thereby realizing the present invention. As a further application, if part of the memory mounted on a smartphone is replaced with a write-once SSD or the like, the configuration of the present invention can be realized with just the smartphone, and the same effect can be easily achieved.

[0029] (Embodiment 3) Next, a third embodiment of the present invention will be described with reference to Fig. 5. The hardware configuration of the third embodiment is the same as that of Fig. 1(a) and Fig. 1(b) of the first embodiment and Fig. 2 of the third embodiment, and can be realized by installing the original designation program of the third embodiment in a PC or a smartphone.

[0030] In addition to the conversion process to the unified form format of the first embodiment, FIG. 5 allows the user to specify whether the PDF of the receipt of each company before conversion is the original or the PDF of the receipt in the unified form format after conversion is the original, and places an original flag as evidence in a part invisible to third parties, thereby enabling secure management of the original.

[0031] As shown in the flow of Figure 5, when the format conversion PC acquires a PDF of a receipt from a business partner (S61), character recognition is performed by an OCR (Optical Character Recognition / Reader) also supplied as a program, and the PDF after character recognition is stored in HDD 104 connected to the format conversion PC 103.

[0032] Next, character recognition is performed, and as with Figure 4 in embodiment 1, the positions of the items on the receipt, "Title (receipt)" 21, "Date of issue" 16, "Destination" 17, "Amount" 18, "Issued by" 19, and "No." to which the linking number 20 is added, can be recognized. The coordinates are then converted to the specified positions on the receipt in the unified report format (S63), and letters / numbers are transcribed into the position of each converted item (S64). Next, the same unique number 20 is assigned to link the original receipt from the business partner with the converted receipt in the unified report format (S65).

[0033] When this unique number is assigned and the converted unified receipt is used as the original, For example, by setting a flag in the meta information of the PDF and setting the flag to "1 (ON)", it is possible to determine that this is the original (S66, S67), and when the fact that it is an original is indicated on the document, the word "original" can be added to the specified position of the unified form format in Figure 6 (S69). After this, the unified form format can be updated as necessary. The receipt is then converted, and the person in charge or responsible for making it the original is given a digital signature and a timestamp (S70), and it is then stored on a write-once medium (S71), making it impossible to tamper with and ensuring its authenticity. In addition, it is advisable to discard (erase) the original receipt based on the organization's operating regulations (S72).

[0034] The present invention is not limited to the above-mentioned embodiments 1 to 3, and does not necessarily have to be physically configured as shown in the drawings. In addition, the present invention can be configured by functionally or physically dividing, integrating, replacing, modifying, or deleting all or part of the components described in the embodiments in any unit according to various loads, usage conditions, etc. [Explanation of symbols]

[0035] 11 Company A receipt (PDF) 12 Converted receipts 13 Paper receipt from Company B 14 Recognized PDF receipt 15 Format conversion PC 20 Linking Number 21 Title (Receipt) 22 Smartphone monitor 23 Storage Server 101 Order Management System 102 Storage device 103 Format conversion PC 104 HDD 105 Add Media 107 Scanner 108 Storage Device 109 Printer 201 Smartphone

Claims

1. An electronic ledger storage system and its recording medium, which is a system for storing and storing electronic ledgers, etc., or similar evidence that must be stored, such as electronic receipts, on a write-once optical disk or similar write-once medium, and which converts the layout of items such as the name of the issuing business entity, etc., listed in the electronic ledger, such as the destination, amount, date, and product name, into a unified standard form format and records the converted items.

2. The electronic bookkeeping system and its recording medium as described in claim 1, characterized in that in the standard document format, a predetermined linking number that can be immediately recognized as the issuer's management number is assigned to enable linking with the original document or a copy of the document held by the issuing business operator, etc., and the linking number is added to the standard document format.

3. 3. The electronic bookkeeping system and recording medium according to claim 2, wherein, when converting into a standard form format and recording the converted format, the linking number is added to the file name or metadata.

4. 2. The electronic ledger storage system and its recording medium according to claim 1, characterized in that, when recording to the recording medium, the electronic ledger is rearranged in order of the issuance date and time of the electronic ledger and recorded sequentially.

5. 4. The electronic bookkeeping system and its recording medium according to claim 3, wherein the recording medium is any one of a CD-R, a DVD-R, and a BD-R.

6. 4. The electronic ledger storage system and its recording medium according to claim 3, wherein the recording medium is a semiconductor memory such as a write-once type SSD or a tape medium such as a write-once type LTO.

7. A system for storing and storing electronic books, etc., or similar evidence, such as electronic receipts and prescriptions, which are required to be stored, on a write-once optical disk or a similar write-once medium, characterized in that, after converting the layout of items such as the business name, destination, amount, date, and product name written in the electronic books into a unified format, the system is configured to allow the user to select and specify whether to use the original before conversion as the original or the electronic books, etc., in the unified document format after conversion as the original when recording.

8. The electronic bookkeeping system and its recording medium according to claim 7, characterized in that, when the document is designated as the original, the fact that the document is the original or a copy of the original is electronically indicated or indicated when printed.

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