Information processing systems, methods for controlling information processing systems, programs

Abstract

The purpose is to appropriately acquire information with items set for each document type and register it as index data linked to electronic ledgers. [Solution] The system is characterized by having a setting means that accepts the setting of items of information associated with electronic documents for each type of document to be acquired, and a recording means that, when information associated with an electronic document is acquired, records the items as items accepted by the setting means for each electronic document associated with the information.

Description

Technical Field

[0001] The present invention relates to a method for referring to electronically digitized documents.

Background Art

[0002] In correspondence with the electronic bookkeeping method, when storing electromagnetic records related to books, it is required that the "transaction date and other dates", "transaction amount", and "transaction partner" of the book can be set as search conditions.

[0003] In order to enable searching of books stored as electromagnetic records (hereinafter referred to as electronic books), a system is provided that holds index data as data associated with the electronic books, and enables searching of the associated books from the search results of the index data.

[0004] Patent Document 1 discloses an apparatus that can surely record reading information by classifying each file even when a plurality of files are set at once, and can automatically add predetermined index information (index data) to each file.

Prior Art Documents

Patent Documents

[0005]

Patent Document 1

Disclosure of the Invention

Problems to be Solved by the Invention

[0006] However, Patent Document 1 does not consider the case where the index information (index data) to be read differs for each document type.

[0007] For each document type, there may be search criteria other than "transaction date," "transaction amount," and "customer," and the items to be searched may differ depending on the document type. For example, "invoices" may have additional items such as "bank transfer information," and "quotations" may have the "expiration date" of the quotation, and these items are registered as index data for each document type. Patent Document 1 does not consider acquiring these additional items set for each document type using an information processing device and using them as index data.

[0008] The present invention aims to solve the above-mentioned problems by appropriately acquiring information with items set for each document type and registering it as index data linked to an electronic ledger. [Means for solving the problem]

[0009] To solve the above problems, the present invention provides a setting means for receiving the setting of information items associated with electronic documents for each type of document to be acquired, When information related to the aforementioned electronic document is obtained, a recording means records the information for each electronic document associated with the aforementioned information as an item whose setting has been accepted by the setting means. It is characterized by having the following features. [Effects of the Invention]

[0010] The present invention makes it possible to appropriately acquire information with parameters set for each document type and register it as index data linked to an electronic ledger. [Brief explanation of the drawing]

[0011] [Figure 1] This is a diagram showing an example of the general configuration of an information processing system. [Figure 2] This block diagram shows an example of the hardware configuration for the user's terminal, administrator's terminal, and server. [Figure 3] This is a block diagram showing an example of a printing device hardware configuration. [Figure 4]It is a flowchart showing an example of an electronic ledger registration process. [Figure 5] It is a flowchart showing an example of item mapping management. [Figure 6] It is a flowchart showing an example of an upload process. [Figure 7] It is a flowchart showing an example of a split process for an electronic ledger uploaded with a two-dimensional barcode. [Figure 8] It is a flowchart showing an example of a scanner storage requirement check process. [Figure 9] It is a schematic diagram showing an example of a document type selection screen, an item mapping management screen, and a document acquisition method selection screen. [Figure 10] It is a schematic diagram showing an example of a document inquiry screen and a document search screen. [Figure 11] It is a schematic diagram showing an example of data in a database corresponding to a CSV file and a document inquiry screen. [Figure 12] [[ID=2 and 4]]It is a schematic diagram showing an example of a setting screen for attaching an electronic ledger later and data at the time of index first registration and attaching registration. [Figure 13] It is a schematic diagram showing an example of a folder configuration generated for an upload batch execution file and an initial setting file at the time of upload batch execution.

Embodiments for Carrying Out the Invention

[0012] Hereinafter, embodiments of the present invention will be described in detail with reference to the drawings.

[0013] <The Figure 1 is a diagram showing an example of the system configuration of an information processing system in an embodiment of the present invention.

[0014] The information processing system 100 includes a scanner device 102, an administrator's terminal 104, a Web server 105, a database server 106, a batch server 107, an MFP (Multifunction Peripheral) 108, and an operator's terminal 110. The scanner device 102, the MFP 108, and the administrator's terminal 104 are connected so that data can be transmitted and received.

[0015] In the present invention, the Web server 105, the database server 106, and the batch server 107 are virtual servers arranged on the cloud 114. Each server does not necessarily need to be arranged on the cloud 114, and each server may be arranged in one housing, or their functions may be collectively arranged in one or a plurality of housings.

[0016] The administrator's terminal 104, the cloud server group 114, the MFP 108, and the operator's terminal 110 are connected via a network (LAN) 112 so that they can communicate with each other.

[0017] In the information processing system 100, in the scanner device 102 or the MFP 108, a captured document or the like is scanned, and the obtained data (hereinafter referred to as an electronic ledger) is transmitted to the administrator's terminal 104.

[0018] On the administrator's terminal 104, the electronic ledger obtained by scanning with the scanner device 102 or the MFP 108 is displayed on the display, and setting of attribute information (including index data) for the electronic ledger is accepted in various ways, and the electronic ledger and the attribute information are stored in association with each other in the server 106. The attribute information can be obtained, for example, from a two-dimensional barcode recorded in the electronic ledger, or from a CSV file of separate data from the electronic ledger. There is also a method in which the administrator checks the electronic ledger displayed on the display and inputs the attribute information using a keyboard or the like.

[0019] The administrator terminal 104 can search and display the electronic ledgers stored on the server 106, and can also make changes to the electronic ledgers (for example, replacing or deleting pages, rearranging the order of pages, etc.). Similarly, the staff terminal 110 can also search, display, and modify the electronic ledgers.

[0020] MFP108 prints electronic ledgers that have been instructed to print from the administrator terminal 104 or the staff terminal 110.

[0021] Figure 2 is a block diagram showing an example of the hardware configuration of an administrator terminal 104, a web server 105, a database server 106, a batch server 107, and a user terminal 110, as well as other information processing devices, in an embodiment of the present invention.

[0022] As shown in Figure 2, these information processing devices are connected via a system bus 204 to a CPU (Central Processing Unit) 201, ROM (Read Only Memory) 202, RAM (Random Access Memory) 203, input controller 205, video controller 206, memory controller 207, and communication I / F controller 208.

[0023] CPU201 provides comprehensive control over all devices and controllers connected to the system bus 204.

[0024] ROM202 or external memory211 holds the BIOS (Basic Input / Output System) and OS (Operating System), which are control programs executed by the CPU201, as well as programs that can be read and executed by this information processing device and various necessary data (including data tables).

[0025] RAM203 functions as the main memory, work area, etc., of the CPU201. The CPU201 loads the necessary programs, etc., from ROM202 or external memory211 into RAM203, and then executes the loaded programs to perform various operations.

[0026] The input controller 205 controls input from input devices such as a keyboard 209 or a pointing device such as a mouse (not shown). If the input device is a touch panel, the user can give various instructions by pressing (touching with a finger, etc.) icons, cursors, or buttons displayed on the touch panel.

[0027] Furthermore, the touch panel may be a multi-touch screen or other touch panel capable of detecting the positions of multiple fingers touching it.

[0028] The video controller 206 controls the display to an external output device such as the display 210. The display may include the display of a notebook computer integrated with the main unit. The external output device is not limited to a display; for example, it may be a projector. Furthermore, for the aforementioned touch-enabled device, an input device is also provided.

[0029] The video controller 206 can control the video memory (VRAM) used for display control. It can utilize a portion of the RAM 203 as the video memory area, or it can provide a separate, dedicated video memory.

[0030] The memory controller 207 controls access to the external memory 211. The external memory can include an external storage device (hard disk), a flexible disk (FD), or a CompactFlash® memory connected to a PCMCIA card slot via an adapter, which stores boot programs, various applications, font data, user files, editing files, and other data.

[0031] The communication interface controller 208 connects to and communicates with external devices via a network and performs communication control processing over the network. For example, it can handle communication using TCP / IP, telephone lines such as ISDN, and 3G mobile phone lines.

[0032] Furthermore, the CPU 201 enables display on the display 210 by, for example, performing the process of expanding (rasterizing) outline fonts into the display information area in RAM 203. The CPU 201 also enables user input via a mouse cursor (not shown) on the display 210.

[0033] Next, we will explain the hardware configuration of the printing device 108 shown in Figure 1 using Figure 3.

[0034] Figure 3 is a block diagram showing an example of the hardware configuration of the printing apparatus 108 shown in Figure 1.

[0035] In Figure 3, 316 is a controller unit that connects to the scanner unit 314, which functions as an image input device, and the printer unit 312, which functions as an image output device. It also connects to a LAN (for example, LAN 112 shown in Figure 1) or a public network (WAN) (for example, PSTN or ISDN, etc.) to input and output image data and device information.

[0036] In the controller unit 316, 301 is the CPU, which is the processor that controls the entire system. 302 is RAM, which is the system work memory for the operation of the CPU 301, and also serves as program memory for recording programs and image memory for temporarily recording image data.

[0037] 303 is ROM, which stores the system's boot program and various control programs. 304 is the hard disk drive (HDD), which stores various programs for controlling the system, image data, etc.

[0038] 307 is the control unit interface (control unit I / F), which is the interface unit with the control unit (keyboard) 308. The control unit I / F 307 also transmits key information (for example, pressing the start button) input from the control unit 308 to the CPU 301.

[0039] 305 is a network interface (Network I / F) that connects to the network (LAN) 112. It is also configured for wireless communication, connecting to other devices and performing data input / output using infrared, Bluetooth®, and Wi-Fi®. 306 is a modem that connects to the public telephone line and performs data input / output such as sending and receiving faxes.

[0040] 318 is an external interface (external I / F) that accepts external inputs such as USB, IEEE1394, printer port, and RS-232C. In this embodiment, a card reader 319 for reading the IC card (storage medium) of a mobile terminal required for authentication is connected to the external I / F 318. The CPU 301 controls the reading of information from the IC card of the mobile terminal by the card reader 319 via this external I / F 318 and can acquire the information read from the IC card of the mobile terminal. All of these devices are arranged on the system bus 309.

[0041] 320 is an image bus interface (IMAGE BUS I / F), which connects the system bus 309 and the image bus 315, which transfers image data at high speed, and acts as a bus bridge to convert the data structure.

[0042] Image bus 315 is configured as either a PCI bus or an IEEE 1394. The following devices are located on image bus 315.

[0043] 310 is a raster image processor (RIP) that converts vector data, such as PDL code, into a bitmap image. 311 is a printer interface (printer I / F) that connects the printer unit 312 to the controller unit 316 and performs synchronous / asynchronous conversion of image data. 313 is a scanner interface (scanner I / F) that connects the scanner unit 314 to the controller unit 316 and also performs synchronous / asynchronous conversion of image data.

[0044] The 317 is an image processing unit that performs correction, processing, and editing on input image data, and performs printer correction and resolution conversion on print output image data. In addition, the image processing unit 317 rotates the image data and performs compression and decompression processing such as JPEG for multi-level image data and JBIG, MMR, and MH for binary image data.

[0045] The scanner unit 314 illuminates the image on the paper that will serve as the original document and scans it with a CCD line sensor, converting it into an electrical signal as raster image data. The original paper is placed in the tray of the document feeder, and when the user of the device issues a reading start command from the operation unit 308, the CPU 301 gives instructions to the scanner unit 314, and the feeder feeds the original paper one sheet at a time and performs the reading operation of the original image.

[0046] The printer unit 312 is the part that converts raster image data into an image on paper. This can be done using various methods, including electrophotography using a photosensitive drum or belt, or inkjet printing, which ejects ink from a micro-nozzle array to directly print the image onto the paper. Any method is acceptable. Printing is initiated by an instruction from the CPU 301. The printer unit 312 has multiple paper feed trays and corresponding paper cassettes to allow selection of different paper sizes or orientations.

[0047] The operation unit 308 has an LCD display unit on which a touch panel sheet is attached, and displays the system's operation screen. When a key displayed on the LCD is pressed, the position information is transmitted to the CPU 301 via the operation unit I / F 307. The operation unit 308 also includes various operation keys, such as a start key, stop key, ID key, and reset key.

[0048] Furthermore, the display performance of the display unit varies depending on the printing device. The present invention comprises printing devices that can be operated via a touch panel, and printing devices that simply have an LCD screen and display text (displaying the printing status or the name of the document being printed).

[0049] Here, the start key on the control unit 308 is used to initiate the document image scanning operation. The center of the start key has a two-color LED (green and red) that indicates whether the start key is usable. The stop key on the control unit 308 stops the operation while it is running. The ID key on the control unit 308 is used to enter the user's user ID. The reset key is used to reset the settings from the control unit.

[0050] The card reader 319, under control from the CPU 301, reads the information stored in the IC card (which may also be provided as an IC chip within the mobile terminal) and notifies the CPU 301 of the read information via the external I / F 318.

[0051] Furthermore, the card reader 319 supports the NFC communication standard and is configured to read and write to IC cards and the IC chips of mobile devices. When an NFC-compatible mobile device is held over the NFC-compatible card reader, authentication is performed and the mobile device is paired with the printing device.

[0052] Furthermore, it is possible to establish communication (P2P) between the held-up mobile device and the printing device to transmit data. In addition, it is possible to hand over the communication to high-speed communication standards such as Bluetooth® or Wi-Fi®, allowing communication between the mobile device and the printing device.

[0053] For example, by holding a mobile device over a card reader, it becomes possible to transmit images stored on the mobile device to a printing device. Note that the details of the NFC communication standard will be omitted as it is a conventional technology.

[0054] In the aforementioned printing device 108, there is a platform for controlling the printing device 108, and an authentication application for communicating with the authentication server (which may be server 106) runs on this platform. The authentication application is stored on HDD 304. The login context, which stores user information during login, and various configuration information managed by the platform are stored in an area on HDD 304.

[0055] Furthermore, applications that extend the core functions of the printing device 108 are installed and running on the platform. These applications are executed using the platform's API.

[0056] This platform allows for the control of each function of the printing device 108.

[0057] Furthermore, the printing device 108 also has a web browser stored in it, allowing it to interact with a web system. In this case, the screen received from the web application server is displayed using the web browser. Commands issued on the web browser are sent as requests to the web application server, and upon receiving commands from the web application server, the printing device 108 can execute operations (scanning and printing).

[0058] With the above configuration, the printing device 108 can transmit image data read from the scanner unit 314 onto the LAN 112, and print data received from the LAN 112 using the printer unit 312.

[0059] Furthermore, image data read from the scanner unit 314 can be sent as a fax over a public network using the modem 306, and image data received as a fax from a public network can be printed out using the printer unit 312.

[0060] Next, the process of registering an electronic ledger (electronic document) will be explained using the flowchart shown in Figure 4. Although this embodiment uses the term "electronic ledger," it may also refer to an electronic document that generates index data.

[0061] Each step in Figure 4 is a processing step executed by the CPU 201 of the administrator terminal 104 and the batch server 107, respectively.

[0062] Before proceeding to the flowchart in Figure 4, the administrator terminal 104 launches a browser or application and begins communication with the web server 105 or batch server 107. Figure 4 shows an example of communication with the batch server 107.

[0063] In S401, the administrator terminal 104 sends a command to the batch server 107 to perform item mapping management, which sets up document index items and other elements when acquiring index data to link with the electronic ledger acquired in S403. Document index items refer to the items and order of items in the index data that are pre-recorded and linked to the acquired electronic ledger.

[0064] In S402, batch server 107 performs item mapping management processing to obtain item mapping settings for different document index items depending on the method of obtaining index data. See Figure 5(a) for details.

[0065] Figure 5(a) is a flowchart illustrating the process for managing the item mapping of the index data to be acquired in the batch server 107.

[0066] Each step in Figure 5 is a processing step executed by the CPU 201 of the batch server 107.

[0067] In S501, the batch server 107 sends a screen for selecting the configuration document type to the administrator terminal 104. The processing after the screen image sent will be explained with reference to Figure 9.

[0068] Figure 9(a) shows a UI screen image where the type of document index item and item mapping can be set for each document type.

[0069] The document types are displayed as a list in section 904 on the document type list screen 901, and the item types and item mappings described below can be changed depending on the document type.

[0070] When the batch server 107 receives confirmation that the item type button 903 has been pressed (S502), it can add a document index item for "Invoice (Received)". For example, the items that users want to search for differ depending on the document type; for invoices, it might be "Bank Account Number" or "Bank Account Name", for quotations, it might be "Expiration Date", and for contracts, it might be "Contract Number". Therefore, by pressing the item type button 903 and adding the items as described above, document index items related to "Invoice (Received)" can be added as search criteria for the user. Furthermore, by pressing the add button 905, it is possible to add even more document types to 904.

[0071] When the batch server 107 receives confirmation that the item mapping button 902 has been pressed (S502), it sends a selection screen (item mapping management screen) for configuring the item mapping for "Invoice (Received)" to the administrator terminal 104 (S503).

[0072] Figure 9(b) shows a screenshot of the UI for item mapping management.

[0073] The item mapping management screen 911 is an image of the screen displayed on the administrator terminal 104 when the item mapping button 902 corresponding to "Invoice" is pressed.

[0074] Within the item mapping management screen 911, tabs 912, 913, 919-921 allow you to configure item mapping for index data, taking into account the method of acquiring (uploading) index data and the differences in the order in which electronic ledgers and index data are imported. 916 is a list that defines the document index items to be acquired. In the example of 916, the first column of the acquired data is "Transaction Date," the second column is "Customer," the third column is "Transaction Amount," and the fourth column is "Prefecture."

[0075] When the administrator of the administrator terminal 104 makes an operation, the batch server 107 accepts the selection of a tab such as 912, 913, 919-921 (S504), and displays a screen related to the acquisition method (upload method) for the displayed tab in the list section 916. In the case of screen 911, 912 is selected, and the list section 916 displays a list of document index items and their order when acquiring index data using a 2D barcode + document (document + 2D barcode with index data registered within the document: a document like 1023 in Figure 10). If 913 is selected, a list of document index items and their order are displayed when acquiring index data using index data + document (document + uploading index data as CSV data separate from the document), and if 919 is selected, a list of document index items and their order are displayed when acquiring (updating) index data of an already registered electronic ledger as CSV data. If 920 is selected, a list of document index items and their order will be displayed for the electronic ledger upload method, where index data such as CSV data is registered first, and then the index data is associated with the electronic ledger to be registered later. If 921 is selected, a settings screen will be displayed to associate the electronic ledger to be registered later with the index data uploaded as index data set in 920. Details of the 921 screen will be described later in Figure 12.

[0076] In S505, batch server 107 accepts settings for document index items from the administrator via administrator terminal 104. For example, by changing column 914, which is currently "Prefecture" in 911, to "Bank Account Number" (an item added using item type button 903), index data can be obtained with the items in the order of "Transaction Date," "Customer," "Transaction Amount," and "Bank Account Number," matching the index data registered in the 2D barcode. Items can be added to the 5th, 6th, and subsequent rows by pressing the + button 915.

[0077] In S506, when the batch server 107 receives a press of the setting button 917 from the administrator via the administrator terminal 104, it registers the document index item that the administrator set in S505.

[0078] In S507, the batch server 107 determines whether the configuration completion button (not shown) has been pressed. If the configuration completion button is pressed, the process in the flowchart in Figure 5 is terminated, and if another tab such as 912 or 913, or the back button 918, is pressed, the process transitions to S508.

[0079] In S508, batch server 107 determines the processing destination depending on whether the button pressed in S507 is a tab button 912 or 913, or a back button 918. If tab buttons 912 or 913 are pressed, the process transitions to S504, returning to the process that accepts tab selection and repeats the setting of document index items for a different index data upload method. On the other hand, if the back button 918 is pressed, the process transitions to S501, displaying the document type selection screen 901. By transitioning to S501, the administrator can repeatedly set document index items for a different document type that they want to import.

[0080] As described above, the present invention allows for the registration of document index items by changing the settings depending on the method of uploading index data linked to the electronic ledger (for example, differences such as acquisition by a two-dimensional barcode as shown in 1024 of Figure 10 (912) or acquisition of data in CSV format as shown in 1001 of Figure 10 (913)) and the order in which the electronic ledger and index data are acquired (for example, acquiring the electronic ledger and index data at the same time as shown in 912 and 913, acquiring only the electronic ledger first and then acquiring the index data later to associate it as shown in 919, or acquiring the index data first and then acquiring the electronic ledger later to associate it as shown in 920 and 921), and thus the document index items can be set for each method of uploading index data.

[0081] Furthermore, since it is possible to set the document index items for the index data to be retrieved for each document type, the search items (= document index items) can be set differently for each document type. Let's return to the explanation of the flowchart in Figure 4.

[0082] In S403, the administrator terminal 104 performs the process of acquiring the electronic ledger as a file. See Figure 5(b) for details.

[0083] Figure 5(b) is a flowchart illustrating the process of acquiring an electronic ledger as a file on the administrator terminal 104.

[0084] Each step in Figure 5(b) is a step in the process executed by the CPU 201 of the administrator terminal 104.

[0085] In S511, the administrator terminal 104 acquires electronic ledgers as scanned images from the scanner device 102 or MFP 108, or, if they are electronically created files (for example, PDF files attached to emails), acquires them as files.

[0086] In S512, the administrator terminal 104 processes the acquired data separately depending on whether it is electronic transaction data that requires management under the Electronic Bookkeeping Law, scanned images that require scanner storage requirements for management under the Electronic Bookkeeping Law, or other data.

[0087] If the administrator determines that the electronic ledger is electronic transaction data that requires management under the Electronic Bookkeeping Law, the system proceeds to S513, and the administrator terminal 104 saves it as an electronically created PDF file containing index data. The index data may be included as a 2D barcode in the PDF file, or a separate CSV file may be stored in a designated folder and read by S404.

[0088] If the administrator determines that a scanned image requires scanner storage for management purposes under the Electronic Bookkeeping Law, the process transitions to S514, and the administrator terminal 104 saves the scanned image as a file along with information to check whether the scanner storage requirements are met (such as the resolution and grayscale of the scanned image, and the size of the document). The index data may be included as a 2D barcode within the scanned image, or a separate CSV file may be stored in a designated folder and read in S404.

[0089] If the administrator determines that the data is otherwise, the process transitions to S515, and the administrator terminal 104 saves the scanned image or file as a file that does not meet the above conditions. This concludes the explanation of the flowchart in Figure 5(b). Return to the explanation of the flowchart in Figure 4.

[0090] In S404, the administrator terminal 104 processes the uploading of files acquired in S403 to the batch server 107. Detailed processing is explained with reference to Figures 6 and 13 or 9(c).

[0091] Figure 6 is a flowchart illustrating the flow of the file upload process using a batch file executed on the administrator terminal 104.

[0092] Each step in Figure 6 is a process executed by the CPU 201 of the administrator terminal 104.

[0093] Before starting the flowchart in Figure 6, the administrator creates a predetermined folder structure under the folder set by the user and stores the files obtained by S403 in each folder. An example of the folder structure created by the administrator and the files to be stored is explained with reference to Figure 13.

[0094] Figure 13(a) shows an example of the folder structure created on the administrator terminal 104 when the upload batch executable is run. Two main folders ([Batch1](1302) and [Batch2](1305)) are created on 1301, and an upload batch is executed for each folder. The [Batch1] folder (1302) contains the [CSV] folder (1303) and the [DATA] folder (1304). The [CSV] folder (1303) stores the index data used when obtaining index data from CSV data, and the [DATA] folder (1304) stores the electronic ledger obtained on S403.

[0095] In S601, the administrator terminal 104 obtains the initial configuration file. An example of the initial configuration file is explained with reference to Figure 13(b).

[0096] Figure 13(b) is a configuration file pre-generated by the administrator, and is a data file like 1311. 1312, ":Batch1", is the title of the batch file to be executed, and is set as one of the options when executing batch processing. For example, if "UploadData.Exe 1 Batch1" is entered when executing a batch, the information under ":Batch1" will be used when the batch is executed. 1313, "Batch1.mode", corresponds to the IDs of tabs such as 912, 913, 919-921 in Figure 9(b), and sets the method for obtaining (uploading) the index data of the electronic ledger to be imported, and the order in which the electronic ledger and index data will be imported. 1314, "Batch1.dir", is the folder path where the electronic ledger and CSV files acquired in S403 are stored. 1315, "Batch1.doctp", is the document type of the electronic ledger to be uploaded, and has the ID corresponding to 904 in Figure 9(a) entered.

[0097] In S602, the administrator terminal 104 reads the electronic ledger obtained in S403 and the CSV file in the case of uploading using a CSV file, based on the value (folder path) of the initial settings file read in S601.

[0098] In S603, the administrator terminal 104 determines whether the "Batch.mode" in the initial setup file is a setting ID for reading electronic ledgers together with a 2D barcode. If it is a setting ID for reading together with a 2D barcode, the process transitions to S604; otherwise, the process transitions to S606.

[0099] In S604, the administrator terminal 104 reads the 2D barcode registered in the electronic ledger and converts the 2D barcode into CSV data.

[0100] In S605, the administrator terminal 104 sends the data converted to CSV format on S604 to the batch server 107.

[0101] In S620, the administrator terminal 104 sends (uploads) the electronic ledger read in S602 to the batch server 107, completing the processing shown in the flowchart in Figure 6.

[0102] On the other hand, if it is determined in S603 that the setting ID is not one to be read along with the 2D barcode, the process transitions to S606. In S606, the administrator terminal 104 determines whether the "Batch.mode" in the initial setting file is a setting ID for acquiring both CSV data and electronic ledgers. If it is a setting ID for acquiring both CSV data and electronic ledgers, the process transitions to S607. If it is not a setting ID for acquiring both CSV data and electronic ledgers, the process transitions to S608.

[0103] In S607, the administrator terminal 104 sends the CSV file obtained in S602 to the batch server 107.

[0104] In S621, the administrator terminal 104 sends (uploads) the electronic ledger read in S602 to the batch server 107, completing the processing shown in the flowchart in Figure 6.

[0105] Furthermore, if it is determined in S606 that the setting ID is not for acquiring both CSV data and electronic ledgers, the process transitions to S608. In S608, the administrator terminal 104 determines whether the "Batch.mode" setting in the initial configuration file is for updating CSV data only (without uploading electronic ledgers). If it is for updating CSV data only, the process transitions to S609; otherwise, the process transitions to S610.

[0106] In S609, the administrator terminal 104 sends the CSV file obtained in S602 to the batch server 107. The batch server processes the sent CSV file to update the index data as data linked to the electronic ledger already registered in the database server 106.

[0107] In S608, if it is determined that the setting ID is not for updating CSV data only, the process transitions to S610. In S610, the administrator terminal 104 determines whether the "Batch.mode" setting in the initial configuration file is for pre-registering CSV data only (not uploading electronic ledgers). If it is for pre-registering CSV data only, the process transitions to S611. If it is not for pre-registering CSV data only, the process transitions to S612.

[0108] In S611, the administrator terminal 104 sends the CSV file obtained in S602 to the batch server 107. The batch server registers only the index data from the sent CSV file to the database server 106 and records it in conjunction with the electronic ledger that will be registered later. See Figure 12 for further details.

[0109] In S610, if it is determined that the setting ID is not solely for pre-registering CSV data, the process transitions to S612. In S612, the administrator terminal 104 sends the filename of the electronic ledger obtained in S602 to the batch server 107. Subsequently, in S622, the administrator terminal 104 sends (uploads) the electronic ledger read in S602 to the batch server 107, completing the process shown in the flowchart of Figure 6. For further details, please refer to Figure 12 below. Note that although the flowchart in Figure 6 shows that the filename is sent, the data to be sent does not have to be the filename; any other attribute information that is uniquely linked to the CSV data sent in S611 is also acceptable.

[0110] Although the explanations in Figures 6 and 13 describe the process of sending (uploading) the electronic ledger acquired by S602 to the batch server 107, the electronic ledger may also be sent (uploaded) to the database server 106 via the web server 105. An example of uploading the electronic ledger via the web server 105 will be explained with reference to Figure 9(c).

[0111] Figure 9(c) is an image of the web screen displayed in the browser of the administrator terminal 104 when uploading electronic ledgers to the web server 105.

[0112] On the document upload screen 931, the file drag-and-drop field 932 and the file selection field 933 are fields where files can be uploaded using WebDAV technology. The data classification field 934 allows the administrator to select whether the data is a scanned image requiring scanner storage requirements for management under the Electronic Bookkeeping Law, electronic transaction data requiring management under the Electronic Bookkeeping Law, or other data. When uploading from the document upload screen 931, the 2D barcode is read from the position of the 2D barcode on the file image as defined by the QR position button 906 in Figure 9(a), and the data is automatically retrieved as an index within the 2D barcode. The QR splitting execution field 935 is a selection item that allows the administrator to choose whether or not to split the acquired electronic ledger using the 2D barcode. This 2D barcode splitting process is a setting for splitting files using the 2D barcode as a delimiter when registering multiple electronic ledgers at once. See Figure 7 for details, which will be described later. For electronic ledgers that do not have a 2D barcode, the administrator can directly set the index data from the document index input field 936 on the document upload screen. Return to the explanation of the flowchart in Figure 4.

[0113] In S405, the batch server 107 (Web server 105 in the case of Figure 9(c)) registers the electronic ledger sent from the administrator terminal 104 into the database server 106 and registers the CSV data as index data. The data items and order of items when registering are registered according to the document index items set in the document type and index data upload method set in S506. However, if QR splitting is selected in 935, or if the "Batch1.qrdiv" setting in the initial setting file 1311 is set to "1", then index data is not registered in S405, and index data is registered for each 2D barcode in S406.

[0114] In S406, the batch server 107 performs the process of splitting the acquired electronic ledger for each acquired 2D barcode. The detailed processing flow is explained with reference to Figure 7.

[0115] Figure 7 is a flowchart illustrating the process of splitting the acquired electronic ledger using a 2D barcode.

[0116] Each step in Figure 7 is a processing step executed by the CPU 201 of the batch server 107.

[0117] In S701, the batch server 107 obtains the document type from the information obtained from the administrator terminal 104. If data is obtained from the batch server 107 by executing a batch file, the document type is obtained from the setting value of "Batch1.doctp" in the initial configuration file 1311. If data is obtained from the document upload screen 931 via the web server 105, the document type is obtained from the setting value of the document type field 937.

[0118] In S702, batch server 107 retrieves the files registered in database server 106 in S405.

[0119] In S703, the batch server 107 determines whether or not to execute the process of splitting the acquired file using a 2D barcode. If it is determined that the file should be split using a 2D barcode, the process transitions to S704. If it is determined that the file should not be split using a 2D barcode, the process shown in the flowchart in Figure 7 is terminated. The determination of whether or not a file should be split using a 2D barcode is made by checking whether the setting value 1316 of "Batch1.qrdiv" in the initial setting file 1311 is "1" when data is acquired from the batch server 107 by batch file execution, and by checking whether the check item in the QR splitting execution field 935 is ON when data is acquired from the document upload screen 931 via the web server 105.

[0120] In S704, batch server 107 repeats the processing from S704 to S716 for the number of files obtained in S702.

[0121] In S705, the batch server 107 obtains 2D barcode reading position information for each document type. The 2D barcode reading position information is obtained by obtaining the position of the 2D barcode on the file image as defined by the QR position button 906 in Figure 9(a).

[0122] In S706, batch server 107 reads the image of the acquired file.

[0123] In S707, batch server 107 stores the image of each page of the file in order to identify the location of the 2D barcode on the image of the file acquired in S706.

[0124] In S708, batch server 107 repeats the processing from S708 to S710 for the number of images stored in S707.

[0125] In S709, the batch server 107 reads the 2D barcode at the location defined by the QR position button 906 and stores the pages for which the 2D barcode was read. In the S709 process, no processing is performed on images for which the 2D barcode could not be read.

[0126] In S710, batch server 107 repeats the processing from S708 until the number of images has been processed is complete.

[0127] In S711, batch server 107 repeats the process from S711 to S713 for the number of pages for which a 2D barcode was read in S709.

[0128] In S712, batch server 107 stores the images of each page, divided by the 2D barcode, as files, with the page stored in S709 (the page with the 2D barcode) as the first file, and sends them to database server 106.

[0129] In S713, the batch server 107 repeats the processing from S711 for the number of times that the 2D barcode was read from each page.

[0130] In S714, batch server 107 performs a check to determine if the value read from the 2D barcode read in S709 is appropriate as index data. For example, it checks whether the text type in the "Transaction Amount" field is a number, and whether anything other than a prefecture name is entered in the field for entering a prefecture, as shown in column 914 of Figure 9(b).

[0131] In S715, batch server 107 associates the index data checked in S714 with the file names stored separately in S712, stores them, and sends them to database server 106.

[0132] In S716, batch server 107 repeats the processing from S704 for the number of files obtained in S702.

[0133] As described above, if index data is stored as a 2D barcode within the electronic ledger, multiple electronic ledgers can be uploaded together, and each can be separated into a different file for each 2D barcode. Traditionally, linking electronic ledgers with index data required alternating between registering the index data and scanning the electronic ledgers. However, with the flowchart in Figure 7, if the electronic ledgers have 2D barcodes, the linking process with the index data of the electronic ledgers can be performed all at once. This concludes the explanation of the flowchart in Figure 7. Return to the explanation of the flowchart in Figure 4.

[0134] In S407, batch server 107 processes files that were registered in S405 and must meet scanner storage requirements. See Figure 8 for details.

[0135] Figure 8 is a flowchart illustrating the process for checking scanner storage requirements.

[0136] Each step in Figure 8 is a processing step executed by the CPU 201 of the batch server 107.

[0137] In S801, batch server 107 retrieves files that were split in S405 and S406 and registered in database server 106. Note that the flowchart in Figure 8 repeats the process for each file.

[0138] In S802, the batch server 107 determines whether the file is one that is required to meet the scanner storage requirements. If it is a file that is required to meet the scanner storage requirements, the process proceeds to step S803. If it is not a file that is required to meet the scanner storage requirements, the flowchart in Figure 8 is completed. If the data is obtained from the batch server 107 by executing a batch file, the determination of whether the file is one that is required to meet the scanner storage requirements is made by checking whether the setting value 1317 of "Batch1.datatp" in the initial setup file 1311 has been set to a predetermined ID (in this case, "0") by the administrator. If the data is obtained from the document upload screen 931 via the web server 105, the determination is made by checking whether the data category field 934 is set to scanner storage.

[0139] In S803, batch server 107 obtains information (such as the resolution and grayscale of the scanned image and the size of the document) to check whether the scanner storage requirements obtained in processing S514 are met.

[0140] In S804, batch server 107 determines whether the scanner storage requirement check information obtained in S803 matches the following conditions. • Each page must have one image. • Resolution must be 200 dpi or higher. • The grayscale level is 256. • The color space must be RGB or grayscale. • Image height and width: 1mm or more If the file matches all of the above conditions, the process will proceed to S805. If it does not match all of the above conditions, the process will proceed to S807.

[0141] When the process transitions to S805, batch server 107 determines that the file (electronic ledger) meets the scanner storage requirements, and in S806, it turns on a flag indicating that the timestamp assignment conditions are met.

[0142] When the process transitions to S807, batch server 107 determines that the file (electronic ledger) does not meet the scanner storage requirements, and in S808, the flag indicating that the timestamp assignment conditions are met is set to an error. This concludes the explanation of the flowchart in Figure 8. Return to the explanation of the flowchart in Figure 4.

[0143] In S408, batch server 107 sends a timestamp generation request to the timestamp server (TSA) for files whose flag indicating that the timestamp assignment conditions are met in S407 is turned ON, and receives a timestamp token from the timestamp server. Assigning a timestamp proves that the electronic document existed before the time stamped in the timestamp and has not been tampered with.

[0144] Through the above process, in order to ensure the search function of electronic ledgers, index data is registered in the database server, and by linking the index data with the electronic ledgers, the linked electronic ledgers can be searched from the search results of the index data. Furthermore, if it is desired to change the index data assigned to the electronic ledgers for each document type, the index data can be changed so that the user transitions from the document type selection screen in Figure 9(a) to Figure 9(b), and the search items can be set by the administrator.

[0145] Furthermore, even if the order of data items in the index data differs for the same document type due to differences in how the index data is provided, the order of data items in the index data can be appropriately imported for each provision method using the selection screen, such as options 912, 913, 919, and 920 in Figure 9(b).

[0146] Referring to Figure 10, we will explain the CSV data, the data registered in the database server 106, and the image of the registered data displayed on the administrator terminal 104 and the staff terminal 110.

[0147] Figure 10(a) shows an example of CSV data, where the content of 1001 is symbolized and embedded as a two-dimensional barcode like 1024 in Figure 10(c). When data is registered as a two-dimensional barcode without item names entered, as in this case, it is necessary to appropriately set the corresponding index data. Index data that does not contain item name information, as in the data for 1001 in this embodiment, may be sent from the electronic ledger issuer, and since the relationship between each value and the item is unknown, it becomes necessary to identify the relationship between the index data and the item name (the column name of 1011). For this purpose, in 911 of Figure 9(b), a process is performed to link the data (1001) embedded in the two-dimensional barcode with the item name.

[0148] Figure 10(b) shows an example of data where data 1001 is registered in the database. In data example 1011, data 1001 is retrieved as index data set in 1022 in Figure 10(c). The file name associated with the index data is also registered as a file name like 1023, such as "Contract_20221014.pdf".

[0149] Figure 10(c) shows an example of a document inquiry screen displayed on the administrator terminal 104 and the staff terminal 110. The browser 1021 displays a screen reflecting the data example 1011, and the acquired electronic ledger is displayed in the document display field 1023. Index data obtained from the 2D barcode 1024 is acquired using the document index items set on a screen like 911 in Figure 9(b), and each index data is reflected as shown in 1022. The link to the electronic ledger is registered in the document name field 1025 by the file name. Clicking the file name in the document name field 1025 with the mouse will open the corresponding file, "Contract_20221014.pdf".

[0150] Refer to Figure 11 to explain the image of the document search screen.

[0151] Figure 11, item 1101, shows an example of a document search screen. The text input area 1102 is where search criteria are entered when searching for electronic ledgers, and the search criteria input field 1103 corresponds to the document index items set by the administrator on a screen like 911 in Figure 9(b). In the case of the search criteria input field 1103, in addition to the default settings of "Customer," "Transaction Amount," and "Transaction Date," an index data called "Unit Price" is specified in 911. The search results are displayed in the results display field 1104. When the details button 1105 is pressed by the administrator or user, a document inquiry screen like 1021 in Figure 10(c) is displayed.

[0152] As described above, if an administrator sets the index data for the document index items on a screen like 911 in Figure 9(b), it can be set as a search item in the search criteria input field 1103 on the document search screen.

[0153] Referring to Figure 12, the processes of pre-registration of index data and post-registration of files (electronic ledgers) will be explained.

[0154] Figure 12(a) shows the screen image when the Document (Post-Registration) tab 921 is selected on screen 911. When the Document (Post-Registration) tab 921 is selected, unlike other tabs, the list section 916 does not display a list of document index items, but instead displays a screen for setting information to link with pre-registered index data. Note that when performing post-registration of documents, it is assumed that the index data for the document index items set by the Index Only (Pre-Registration) tab 920 has been registered.

[0155] Figure 12(b) shows an example of pre-registered index data. In index pre-registration example 1221, the associated document name field 1223 does not yet have a document name registered.

[0156] In the list section 916 of Figure 12(a), parameters are set to link the file name to previously registered index data using the file name as the key.

[0157] The separator field 1203 specifies the delimiter symbol used to separate filenames. The key item specification position 1204 sets which word in the filename separated by the separator field 1203 will be used as the key item. The key item specification 1205 specifies which data from the previously registered index data will be used as the key for the word specified in the key item specification position 1204. In the example in the list section 916, the key item specification position 1204 is "2" and the key item specification 1205 is "Customer". For example, in the filename example 1211 shown in Figure 12(c), the second value separated by the separator "_ (underscore)", such as "Company A" or "Company B", will be the key item.

[0158] Based on the settings in the list section 916 and the example file name 1211 in Figure 12(a), the data in the index pre-registration example 1221 in Figure 12(b) links customer 1222 with the file name example 1211, and links the file as shown in the index after post-registration example 1231 in Figure 12(d). The document name field 1233 corresponding to the data of customer 1232 has the corresponding file name registered, and the file is registered afterwards in the pre-registered index data (1221).

[0159] Furthermore, index data with files added later may be displayed in a way that allows for differentiation between index data with files not yet added.

[0160] In this way, it becomes possible to receive only the index data first and then link it to the electronic ledgers that will be received later. This makes it possible to pre-register the index data even when electronic documents arrive late, such as invoice information from overseas. In the example in Figure 12, the key item is extracted from the file name, but the key item does not have to be the file name; it can also be data embedded in the properties of the file.

[0161] As described above, even when different indexes are assigned to each document type, or when the order of index items differs depending on the method of obtaining the index data, the index data can be obtained appropriately. Furthermore, while conventional methods required alternating between registering index data and scanning electronic ledgers, this process allows for the separate registration of index data and scanning of electronic documents.

[0162] Although embodiments of the present invention have been described above, the present invention can take the form of, for example, a system, apparatus, method, program, or recording medium. Specifically, it may be applied to a system consisting of multiple devices, or to an apparatus consisting of a single device.

[0163] Furthermore, the program in this invention is a program that a computer can execute the processing methods shown in the flowcharts in Figures 4 to 8, and the storage medium of this invention stores a program that a computer can execute the processing methods shown in Figures 4 to 8. Note that the program in this invention may also be a program for each processing method of each device shown in Figures 4 to 8.

[0164] As described above, it goes without saying that the object of the present invention can also be achieved by supplying a recording medium containing a program that realizes the functions of the embodiments described above to a system or device, and by having the computer (or CPU or MPU) of that system or device read and execute the program stored on the recording medium.

[0165] In this case, the program read from the recording medium itself realizes the novel function of the present invention, and the recording medium on which that program is recorded constitutes the present invention.

[0166] For recording media used to supply programs, examples include flexible disks, hard disks, optical disks, magneto-optical disks, CD-ROMs, CD-Rs, DVD-ROMs, magnetic tapes, non-volatile memory cards, ROMs, EEPROMs, silicon disks, and the like.

[0167] Furthermore, it goes without saying that the functions of the aforementioned embodiments are realized not only by the computer executing the program it has read, but also by the operating system (OS) running on the computer performing some or all of the actual processing based on the instructions of that program, thereby realizing the functions of the aforementioned embodiments.

[0168] Furthermore, it goes without saying that this also includes cases where, after a program read from a recording medium is written to the memory of a function expansion board inserted into a computer or a function expansion unit connected to a computer, the CPU or other components of the function expansion board or function expansion unit perform some or all of the actual processing based on the instructions of the program code, and the functions of the aforementioned embodiments are realized through that processing.

[0169] Furthermore, the present invention may be applied to a system consisting of multiple devices or to a device consisting of a single device. It goes without saying that the present invention can also be applied when the results are achieved by supplying a program to a system or device. In this case, by reading a recording medium containing a program for achieving the present invention into the system or device, the system or device can enjoy the effects of the present invention.

[0170] Furthermore, by downloading and reading the program for achieving the present invention from a server, database, etc. on a network using a communication program, the system or device can enjoy the effects of the present invention. It should be noted that configurations combining the above-described embodiments and their variations are all included in the present invention. [Explanation of Symbols]

[0171] 100 Information Processing Systems 102 Scanner device 104 Administrator terminal 105 Web Server 106 Database Server 107 Batch Server 108 MFP 110 Terminal for staff member 112 Internet connection 114 Cloud Environment

Claims

1. A receiving means for receiving a specification of which location of data related to a document should be used to manage data for which index item managed in the database, A management control means controls the management of data acquired from a location specified by the reception means as data for the index item specified by the reception means, An information processing system characterized by comprising the following features.

2. Display control means that controls the display to show a screen that accepts a specification of which index item the data acquired from which location in the aforementioned document should be managed as data for each location of the data in the aforementioned document. Furthermore, The receiving means accepts, via the screen, a specification of which location the data acquired from which location should be managed as data for which index item. The information processing system according to claim 1, characterized by the following:

3. The display control means controls the display of the screen for each type of document to be classified according to the document. The information processing system according to claim 2, characterized by the following:

4. The receiving means receives a specification of which data obtained from which location in the data relating to the document shall be managed as data for which index item, for each type of document that is classified relating to the document. The information processing system according to claim 3, characterized by the following:

5. The data relating to the document is data stored by arranging a plurality of data in order, The aforementioned receiving means accepts a specification of which data to manage as data for which index item, from which location the data to be retrieved should be managed among multiple data stored sequentially as data related to the document. The information processing system according to claim 1, characterized by the following:

6. A document type management means for managing a plurality of document types, The display control means controls the display of a first reception unit for displaying the screen corresponding to each of the multiple document types managed by the document type management means. The display control means, upon receiving an operation to the first reception unit, controls the display to show the screen corresponding to the document type related to the first reception unit that received the operation. The information processing system according to claim 3, characterized by the following:

7. The receiving means receives a specification on the screen corresponding to the document type, which of the items that are candidates for index items that have been set in advance should be set as an index item. The information processing system according to claim 6, characterized by the following:

8. A document type management means for managing a plurality of document types, The display control means controls the display of a second reception unit for displaying a screen that accepts the setting of candidate items for index items for each of the multiple document types managed by the document type management means. When an operation is received by the second reception unit, control the system to display a screen that accepts the setting of candidate items for the index item corresponding to the document type related to the second reception unit that received the operation. The information processing system according to claim 3, characterized by the following:

9. A document type management means for managing a plurality of document types, The display control means controls the display of a third reception unit that accepts a specification relating to the position of a two-dimensional code in an electronic document corresponding to a plurality of document types managed by the document type management means. When the receiving means receives an operation to the third receiving unit, it receives a specification regarding the location of the two-dimensional code in the electronic document corresponding to the document type related to the third receiving unit that received the operation. The information processing system according to claim 3, characterized by the following:

10. Further comprising a search means for searching a database for documents corresponding to the data relating to the documents, The management control means controls the index items to be managed as candidates for search conditions for searching the documents by the search means, The receiving means accepts the specification of the index item as a search condition for searching the document using the search means. The information processing system according to claim 1, characterized by the following:

11. The receiving means of the information processing system is A receiving process that accepts requests for which location of data related to a document should be used to manage data for which index item in the database, and The management and control means of the information processing system, A management control step that controls the data acquired from the location specified by the reception means to be managed as data for the index item specified by the reception means, An information processing method characterized by comprising:

12. A program for causing at least one computer to function as each of the means of the information processing system described in any one of claims 1 to 10.

Images