Information processing method, information processing device, and program

Abstract

To simplify exchange of business documents online.SOLUTION: An information processing device executes a process of storing business document data transmitted from a terminal device, an arbitrary code associated with the business document data, and identification information about an issuer of the business document data in association with one another, storing identification information about a receiver of the business document data in association with the stored business document data when receiving the code and the identification information about the receiver, and displaying the details of the business document data on a terminal device which the receiver operates.SELECTED DRAWING: Figure 21

Description

Technical Field

[0001] The present invention relates to an information processing method, an information processing apparatus, and a program.

Background Art

[0002] There is known a technique that enables viewing of business documents (e.g., invoices, etc.) for the entire company or entire corporate group and unified management of the information.

[0003] For example, a first storage unit that stores user information in which user identification information for identifying a user is associated with at least one unique piece of information for each user, a generation unit that generates a code for each user based on a predetermined rule using the unique information and the user identification information stored in the first storage unit, a second storage unit that stores business document information including the user identification information of a first user included in the user information stored in the first storage unit, and when receiving an access request to the business document information from a second user whose user information is stored in the first storage unit, a processing unit that determines whether a first code of the first user and a second code of the second user match, and when the first code and the second code match, grants the second user access authority to the business document information created by the first user stored in the second storage unit. An information processing apparatus including these components is known.

Prior Art Documents

Patent Documents

[0004]

Patent Document 1

Summary of the Invention

Problems to be Solved by the Invention

[0005] There are times when the issuer of a business document knows the recipient's company name or trade name, but not the name of the contact person at the recipient company. For example, if the business document is an invoice, the accounting staff at the issuing company still need to issue an invoice to proceed with their work. For this reason, it has been common practice to issue a paper invoice, address it to the company name and the accounting staff, and mail it to the company's address. After receiving the name and email address from the recipient's accounting staff, the issuer would register this information and then transition to online communication. However, there was a problem in that the accounting staff at the invoice issuer had to go through the trouble of entering the information of the accounting staff at the other party. Furthermore, there's the problem that the accounting staff at the other party often refuse to provide any information other than their address (such as their email address). In one aspect, the present invention aims to simplify the exchange of business documents online. [Means for solving the problem]

[0006] To achieve the above objective, a method for processing disclosed information is provided. This information processing method involves a computer storing business document data transmitted from a terminal device, an arbitrary code associated with the business document data, and the identification information of the issuer of the business document data in association with each other. Upon receiving the code and the identification information of the recipient of the business document data, the computer stores the recipient's identification information in association with the stored business document data and displays the contents of the business document data on a terminal device operated by the recipient. [Effects of the Invention]

[0007] In one embodiment, it is possible to simplify the exchange of business documents online. [Brief explanation of the drawing]

[0008] [Figure 1] This is a diagram showing an invoice management system according to an embodiment. [Figure 2] This diagram illustrates an example of a screen displayed on a terminal device after logging in. [Figure 3] This figure shows the hardware configuration of the invoice management device according to the embodiment. [Figure 4] This is a block diagram showing the functions of the invoice management device according to the embodiment. [Figure 5] This is a diagram illustrating an example of invoice data. [Figure 6] This diagram explains the information displayed in the overview section. [Figure 7] This diagram explains the information displayed in the overview section. [Figure 8] This diagram illustrates the processing of returned invoice data. [Figure 9] This is a diagram illustrating an example of external communication data. [Figure 10] This is a diagram illustrating an example of attached file data. [Figure 11] This diagram illustrates an example of data stored in the history data storage unit. [Figure 12] This diagram illustrates an example of data stored in the history data storage unit. [Figure 13] This figure shows an example of the data displayed on the information display unit when in history display mode. [Figure 14] This is a diagram illustrating an example of memo data. [Figure 15] This figure shows an example of a list of external contacts. [Figure 16] This figure shows an example of a list of external contacts. [Figure 17] This diagram illustrates the management screen used when creating invoice data according to the embodiment. [Figure 18] This is a diagram illustrating the invoice data management table of the embodiment. [Figure 19] This is a diagram illustrating the initial input screen. [Figure 20] This is a diagram illustrating the invoice data management table. [Figure 21] This diagram illustrates the management screen after authentication is complete in the embodiment.

Mode for Carrying Out the Invention

[0009] Hereinafter, the claim management system according to the embodiment will be described in detail with reference to the drawings. <Embodiment> FIG. 1 is a diagram showing the claim management system according to the embodiment.

[0010] In the claim management system 10 according to the embodiment, a claim management device 1 is connected to terminal devices 2a, 2b, and 2c via a network such as the Internet or a dedicated line.

[0011] The terminal device 2a is a device arranged in the accounting department of a different company, such as Company A, the terminal device 2b is Company B, and the terminal device 2c is Company C. Examples of the terminal devices 2a, 2b, and 2c include, for example, desktop PCs, notebook PCs, tablet terminals, smartphones, and the like.

[0012] The claim management device 1 and the terminal devices 2a, 2b, and 2c implement a Web program. The terminal devices 2a, 2b, and 2c exchange claim data related to claims with the claim management device 1 via a Web browser. In this embodiment, the exchange of claim data is exemplified, but a claim is an example of a business document, and the present invention is not limited to the exchange of claims. Other examples of business documents include, for example, estimates, order forms, electronic medical records, prescriptions, blood test result reports, and the like. Hereinafter, the claim management system 10 will be described as being used by the accounting staff of Company A, Company B, and Company C.

[0013] The accounting staff of Company A, Company B, and Company C each perform user registration with the claim management device 1 using their assigned Email addresses or the like, thereby preparing an environment for accessing the claim processing system constructed by the claim management device 1.

[0014] Subsequently, for example, an accounting staff member at Company A operates terminal device 2a, causing the invoice management device 1 to display a login screen on the monitor connected to terminal device 2a. The accounting staff member can log in to the services provided by the invoice management device 1 by entering their email address and password on the login screen. The email address is an example of identification information used to identify the accounting staff member.

[0015] After logging in, terminal devices 2a, 2b, and 2c can perform processing on invoice data, which is an electronic version of the original invoice itself, via the invoice management device 1. Examples of processing include creating, sending and receiving, viewing, and editing invoice data.

[0016] For example, when an accounting staff member at Company A issues an invoice to Company B, the accounting staff member at Company A operates terminal device 2a to create an invoice with Company B as the billing recipient on the management screen displayed after logging in. Then, they send the invoice data, specifying the email address of the accounting staff member (recipient) at Company B as the recipient. The transmitted invoice data is stored by the invoice management device 1.

[0017] In other words, instead of directly exchanging invoice data between terminal devices 2a, 2b, and 2c, all invoice data created by terminal devices 2a, 2b, and 2c and sent to the billing party is stored by the invoice management device 1 and treated as shared data. The invoice management device 1 then grants terminal devices 2a, 2b, and 2c the authority to view and edit the invoice data as needed. In this way, the original invoice itself can be digitized and processed electronically. Therefore, the effort of managing and storing paper or PDF invoices can be eliminated.

[0018] As mentioned above, invoice data is not directly exchanged between terminal devices 2a, 2b, and 2c. However, for the sake of clarity, in the following explanation, for example, if invoice data is sent from the accounting staff of company A to the email address of the accounting staff of company B, Similar to the general exchange of invoice data, the expression "the accounting staff receives the invoice data" is sometimes used. Furthermore, when exchanging invoice data between the invoice management device 1 and each terminal device 2a, 2b, and 2c, it is preferable that the invoice data be encrypted. Figure 2 illustrates an example of a screen displayed on the terminal device after login. The management screen 110 shown in Figure 2 is an example of a screen displayed on the terminal device 2a. As shown in Figure 2, accounting staff can create, issue, view, and edit invoice data in a manner similar to email software.

[0019] In the example mentioned above, the accounting staff at Company A cannot rewrite the invoice data once it has been sent. Similarly, the accounting staff at Company B cannot rewrite the invoice data. If there are any errors in the invoice data, a reissue of invoice data with a different version number will be issued. Furthermore, the old version of the invoice data is not discarded but stored by the invoice management device 1 and can be viewed at any time. In addition, the invoice management device 1 also manages the version number of the invoice data, making it easy to search for the new version of the invoice data from the old version, and vice versa. Further details about the administration panel 110 will be provided later. The following provides a more detailed explanation of the disclosure request management system. Figure 3 shows the hardware configuration of the invoice management device according to the embodiment.

[0020] The invoice management device 1 is controlled as a whole by a CPU (Central Processing Unit) 101. The CPU 101 is connected to a RAM (Random Access Memory) 102 and several peripheral devices via a bus 108.

[0021] RAM102 is used as the main memory of the invoice management device 1. At least a portion of the OS program and application programs to be executed by the CPU 101 are temporarily stored in RAM102. In addition, various data used for processing by the CPU 101 are stored in RAM102.

[0022] Bus 108 is connected to a hard disk drive (HDD) 103, a graphics processing unit 104, an input interface 105, a drive device 106, and a communication interface 107.

[0023] The hard disk drive 103 performs magnetic writing and reading of data to and from its internal disk. The hard disk drive 103 is used as the secondary storage device for the invoice management device 1. The hard disk drive 103 stores the OS program, application programs, and various data. Alternatively, semiconductor storage devices such as flash memory can be used as the secondary storage device.

[0024] A monitor 104a is connected to the graphics processing unit 104. The graphics processing unit 104 displays images on the screen of the monitor 104a according to instructions from the CPU 101. Examples of monitors 104a include CRT (Cathode Ray Tube) displays and liquid crystal displays.

[0025] The input interface 105 is connected to a keyboard 105a and a mouse 105b. The input interface 105 transmits signals received from the keyboard 105a and mouse 105b to the CPU 101. Note that the mouse 105b is just one example of a pointing device; other pointing devices can also be used. Other pointing devices include, for example, touch panels, tablets, touchpads, and trackballs.

[0026] The drive device 106 reads data recorded on a portable recording medium such as an optical disc on which data is recorded in a way that makes it readable by light reflection, or a USB (Universal Serial Bus) memory. For example, if the drive device 106 is an optical drive device, it uses laser light or the like to read data recorded on the optical disc 200. Examples of optical discs 200 include Blu-ray (registered trademark), DVD (Digital Versatile Disc), DVD-RAM, CD-ROM (Compact Disc Read Only Memory), and CD-R (Recordable) / RW (ReWritable).

[0027] The communication interface 107 is connected to the network 50. The communication interface 107 sends and receives data to and from other computers or communication devices via the network 50.

[0028] The processing functions of this embodiment can be realized with the hardware configuration described above. Although Figure 3 shows the hardware configuration of the invoice management device 1, other computers such as terminal device 2a can be implemented with a similar hardware configuration. The invoice management device 1, with the hardware configuration shown in Figure 3, includes the following functions: Figure 4 is a block diagram showing the functions of the invoice management device according to the embodiment.

[0029] The invoice management device 1 includes a data processing unit 11, an invoice data storage unit 12, an external contact data storage unit 13, an attachment file data storage unit 14, a history data storage unit 15, and a memo data storage unit 16.

[0030] The data processing unit 11 displays the management screen 110 shown in Figure 2 on the terminal device 2a or the like, in response to the accounting staff's operations. The data processing unit 11 executes processing in response to the exchange of invoice data conducted via the management screen 110. For example, the data processing unit 11 distributes and stores invoice data received by the invoice management device 1, as well as external communications (described later) and memos created by the accounting staff, in their respective storage units.

[0031] The invoice data storage unit 12 stores the invoice data received by the invoice management device 1, organized by accounting staff (specifically, by the email address of each accounting staff member). The invoice data received by the invoice management device 1 includes the contents of invoices sent by the accounting staff of the billing company to the accounting staff of the billing company, and the contents of invoices created as drafts by the accounting staff (issuer) of the billing company. Figure 5 illustrates an example of invoice data. In this embodiment, the data is stored in a table format.

[0032] The invoice data management table T1 contains fields for invoice ID, send / receive, send / receive date and time, assignee status, recipient status, assignee address, assignee name, and recipient address. The information arranged horizontally is interconnected.

[0033] The invoice ID field stores a unique ID for managing invoice data. This invoice ID is assigned to the invoice data by the data processing unit 11 when the invoice management device 1 receives the invoice data.

[0034] The "Send / Receive" column indicates whether the invoice data is received or sent from the perspective of the accounting staff member. Specifically, "Received" is set for received invoice data, and "Sent" is set for sent invoice data. The "Send / Receive Date and Time" field stores the most recent date and time among the dates and times when the invoice data was sent or received. The "Responsible Person Status" column displays the status of the invoice data (processing progress) from the perspective of the accounting person in question. The "Recipient Status" field displays the status of the invoice data from the perspective of the accounting staff at the party with whom the invoice data is being exchanged.

[0035] The statuses set in the "Responsible Person Status" and "Recipient Status" fields include "Unopened," "Returning," "Discarded by Recipient," "Confirmed," "Paid," "Storage Box," "Sent," "Returned," "Discarded," and "Received." The details of each status will be explained later. The field for "Contact Person's Address" will store the email address of the accounting staff member in question. The "Name of Person in Charge" field will store the department and name of the accounting person in question. The recipient address field will contain the email address of the accounting representative of the party with whom the invoice data will be exchanged.

[0036] In addition to the information shown in the diagram, the information stored in the invoice data management table may also include the company name of the accounting officer, the company name of the accounting officer of the party exchanging the invoice data, the postal code, address, and department of each company. <Management screen> The data processing unit 11 displays the management screen 110 shown in Figure 2 on the terminal device 2a or the like, in response to the operations of the accounting staff.

[0037] The management screen 110 displays a user information display section 111, a status display section 112, an overview display section 113, an invoice display section 114, an external contact button 115, an attachment button 116, a history button 117, a memo button 118, an external contact list display button 119, a memo list display button 120, an information display section 121, and an information input section 122.

[0038] The user information display unit 111 displays information (user information) about the accounting staff member logged into the invoice management system. As an example, Figure 2 shows the company name, department name, last name, and email address of the accounting staff member. The status display unit 112 shows the number of invoice data items handled by accounting personnel logged into the invoice management system for each status. Broadly speaking, the status display unit 112 has sections for the Receive Box, Drafts, Send Box, and Send / Receive Box. The data processing unit 11 allocates the invoice data addressed to the accounting staff member's email address to the inbox.

[0039] When the accounting staff member selects the inbox, the data processing unit 11 refers to the invoice data management table T1. Then, it displays an overview of the invoice data where the staff member's address matches "bbb@xxmail.co.jp" and the "Received" column is "Received" in the overview display unit 113.

[0040] As shown in Figure 2, the status breakdown of invoice data assigned to the inbox includes "Unopened," "Returning," "Discarded by Recipient," "Confirmed," "Paid," and "Storage Box."

[0041] The "Unopened" status is assigned by the data processing unit 11 to invoice data that has been placed in the inbox but has not yet been reviewed by the accounting staff.

[0042] The "Returning" status is assigned by the data processing unit 11 to invoice data that has been sent back to the accounting department of the invoicer by the accounting department of the invoicer, from among the invoice data allocated to the inbox.

[0043] The "Discarded by the recipient" status is assigned by the data processing unit 11 to invoice data that has been sent back to the invoice provider's accounting department after being placed in the inbox, and which has been discarded by the invoice provider's accounting department.

[0044] The "Confirmed" status is assigned by the data processing unit 11 to invoice data that has been placed in the inbox, viewed by an accounting staff member, and for which the confirmation button (described later) has been selected.

[0045] The "Paid" status is assigned by the data processing unit 11 to invoice data that has been allocated to the inbox, for which the accounting staff has made a payment and selected the payment button (described later). Accounting staff can track incoming payments by aggregating invoice data with a paid status.

[0046] The "Storage Box" status is assigned by the data processing unit 11 to invoice data whose status is "Paid" and which has been moved to the storage box by the accounting staff at any time. The numbers displayed in the status display unit 112 indicate the number of statuses that have been assigned to each unit. For example, the "Unopened" column in the status display unit 112 shows the number of invoices that have been received but have not yet been reviewed by the accounting staff. Note that no numbers are displayed in the storage box column of the status display unit 112.

[0047] To view the contents of invoice data assigned to each of the following boxes: "Unopened," "Returning," "Discarded by Recipient," "Confirmed," "Paid," and "Storage Box," accounting staff should select the corresponding section in the status display unit 112.

[0048] For example, when an accounting staff member selects the Inbox, the data processing unit 11 refers to the invoice data management table T1. The data processing unit 11 then displays an overview of the invoice data where the staff member's address matches "bbb@xxmail.co.jp" and the staff member's status is "unopened" on the overview display unit 113. The data processing unit 11 assigns invoice data that has been created and saved by an accounting staff member but has not yet been sent to the recipient accounting staff member to the drafts. The data processing unit 11 allocates the invoice data sent by the accounting staff to the outbox.

[0049] When the accounting staff member selects the Outbox, the data processing unit 11 refers to the invoice data management table T1. Then, it displays an overview of the invoice data where the staff member's address matches "bbb@xxmail.co.jp" and the "Sent / Received" column is set to "Sent" in the overview display unit 113.

[0050] As shown in Figure 2, the status breakdown of invoice data assigned to the Outbox includes "Sent," "Returned," "Discarded," "Received," and "Storage."

[0051] The "Sent" status is assigned by the data processing unit 11 to invoice data that has been placed in the outbox but has not yet been processed for payment by the accounting staff of the billing company.

[0052] The "Returned" status is assigned by the data processing unit 11 to invoice data that has been returned from the client's accounting department after being sent to the outbox. The accounting department can then process the returned invoice data.

[0053] The "Discarded" status is assigned by the data processing unit 11 to invoice data that has been returned from the accounting department of the billing company and has been discarded by the accounting department of the billing company.

[0054] The "Paid" status is assigned by the data processing unit 11 to invoice data that has been sent to the outbox, and whose payment has been confirmed by the accounting staff of the invoicing company, and who have selected the payment button (described later).

[0055] The "Storage Box" status is assigned by the data processing unit 11 to invoice data whose status is "Paid" and which has been moved to the storage box by the accounting staff at any time. No numbers are displayed in the storage box column of the status display unit 112.

[0056] To view the contents of invoice data in each of the following boxes: "Sent," "Returned," "Discarded," "Received," and "Storage Box," simply select the appropriate box.

[0057] As mentioned above, the summary display unit 113 displays an overview of the invoice data corresponding to the status selected by the accounting staff member in the status display unit 112. For received invoice data, the overview displays the name of the invoicing company, the subject, the payment date and time, and the status of both the sender and the recipient. These statuses will be displayed identically on the management screens of both accounting personnel who sent and received the invoice data. Figure 6 is a diagram illustrating the information displayed in the overview display section.

[0058] Figure 6 illustrates the overview 113a of the invoice data displayed in the overview display section 113 of the management screen 110 viewed by the accounting staff of the billing company, and the overview 113b displayed in the overview display section 113 of the management screen 110 viewed by the accounting staff of the billing company.

[0059] In other words, for invoice data D1, where the billing party is ABC Corporation as shown in Figure 6 and the subject is ○○work, it is listed as "Sent" in the status display section of the management screen of the terminal device operated by the accounting staff of the billing party. When the accounting staff of the billing party selects "Sent" in the status display section, the summary display section 113 shows that for invoice data D1, the recipient is □□ Corporation, the subject is ○○work, the status of the accounting staff of the billing party is "Sent," and the status of the accounting staff of the recipient is "Unopened."

[0060] Furthermore, by checking the status transitions, the accounting staff at the billing company can easily check the processing progress of the accounting staff at the billing company. Therefore, both sets of accounting staff can check the current status of each invoice data in real time. The summaries 113c, 113d, and 113e shown in Figure 7(a) all illustrate the summary of invoice data D2.

[0061] When the accounting staff of the billing company views the invoice data D2 and selects the confirmation button (described later), the data processing unit 11 changes the information displayed on the summary display unit 113 of the management screen 110 of the terminal device operated by the accounting staff of the billing company from summary 113c to summary 113d.

[0062] Subsequently, when the accounting staff of the billing company processes the payment for invoice data D2 and selects the "Paid" button (described later), the data processing unit 11 changes the information displayed on the summary display unit 113 of the management screen 110 of the terminal device operated by the accounting staff of the billing company from summary 113d to summary 113e. As another example, summaries 113f and 113g shown in Figure 7(b) both illustrate summaries of invoice data D3.

[0063] When the accounting staff of the billing company views the invoice data D3 and selects the return button (described later), the data processing unit 11 changes the information displayed on the summary display unit 113 of the management screen of the terminal device operated by the accounting staff of the billing company from summary 113f to summary 113g. Let's go back to Figure 2 and explain.

[0064] When an accounting staff member selects an overview of the invoice data displayed on the overview display unit 113, the data processing unit 11 displays the details of the invoice data on the invoice display unit 114. The content of the invoice displayed on the invoice display unit 114 is the same as an existing (paper or PDF-based) invoice, except for the address display unit 114a and the various buttons described later.

[0065] When an accounting staff member views invoice data assigned to their inbox, the data processing unit 11 displays the email address of the sending accounting staff member (from) in the address display unit 114a.

[0066] Furthermore, when an accounting staff member views invoice data that has been assigned to the drafts or outbox, the data processing unit 11 displays the email address of the accounting staff member to whom the invoice was sent. The data processing unit 11 may also display the invoice ID of the invoice data on the invoice display unit 114. Accounting staff can process invoices displayed in the invoice display section 114 on the management screen 110. Specifically, depending on the status of the invoice data, buttons for processing the invoice are displayed on the invoice display unit 114. Figure 2 shows the buttons that appear when you select an invoice data with the status "unopened". The invoice display unit 114 is equipped with a confirmation button 114b, a return button 114c, and a copy button 114d.

[0067] When the accounting staff selects the confirmation button 114b, the data processing unit 11 refers to the invoice data management table T1. Then, it changes the staff status of the invoice data displayed on the invoice display unit 114 to "Confirmed". In addition, the data processing unit 11 decreases the number for "Unopened" on the status display unit 112 by one and increases the number for "Confirmed" by one.

[0068] When the accounting staff selects the return button 114c, the data processing unit 11 refers to the invoice data management table T1. It then changes the status of the person in charge of the invoice data displayed on the invoice display unit 114 to "In transit" and changes the status of the recipient to "Returned." The data processing unit 11 also decreases the number for "Unopened" on the status display unit 112 by one and increases the number for "In transit" by one. On the management screen of the accounting staff member who received the returned invoice data, the number in the status display section for "returned" is incremented by one.

[0069] When the accounting staff selects the copy button 114d, the data processing unit 11 creates new invoice data in which the names and addresses of the invoicer and recipient of the invoice data are swapped. The data processing unit 11 then stores information about the created invoice data in the invoice data management table T1. At this time, the status of the person in charge of the invoice data is set to "draft," and the status of the recipient is left blank. <Return Processing> Figure 8 illustrates the processing of returned invoice data. The accounting staff selected the status as returned, and the invoice displayed in the summary display unit 113

[0070] When an overview is selected, the data processing unit 11 displays the invoice data corresponding to the selected invoice overview on the invoice display unit 114. In this case, the address display unit 114a displays the email address of the accounting person at the billing destination. The invoice display unit 114 is provided with a correction button 114e and a discard button 114f.

[0071] When the accounting staff selects the correction button 114e, the data processing unit 11 changes the status of the invoice data displayed on the invoice display unit 114 to "Discarded". The data processing unit 11 also decreases the number for "Returned" on the status display unit 112 by one. In addition, history information is added.

[0072] When the accounting staff selects the discard button 114f, the data processing unit 11 changes the status of the invoice data displayed on the invoice display unit 114 to "Discarded". As a result, the numbers for "Sent Box" and "Returned" on the status display unit 112 decrease by one. Furthermore, the accounting staff of both the invoicing company and the invoiced company can still view the discarded invoice data even after it has been destroyed.

[0073] Specifically, the accounting staff of the invoicer can view the discarded invoice data by selecting "Discarded" in the status display unit 112. Similarly, the accounting staff of the recipient can view the discarded invoice data by selecting "Discarded by recipient" in the status display unit 112. Let's go back to Figure 2 and explain.

[0074] The Send / Receive Box contains all invoice data from the Inbox and Send Box, excluding discarded invoice data, invoice data assigned to the Storage Box, and invoice data assigned to the Drafts Box. <External Contact Button>

[0075] When the accounting staff selects the external contact button 115, the data processing unit 11 switches the management screen 110 to external contact input mode. In this external contact input mode, the data processing unit 11 stores the document (text data) entered into the information input unit 122 and confirmed by pressing the Enter key on the keyboard, etc., as an external contact in the external contact data storage unit 13, associating it with the email address of the accounting staff member and the invoice data displayed on the invoice display unit 114. Figure 9 illustrates an example of external communication data. In this embodiment, external communication data is stored in a table format. Table T2, which manages external communication data, has columns for ID, time, and text. The information arranged horizontally is interconnected.

[0076] The ID field stores the invoice ID of the invoice data (invoice data associated with the external contact data) that was displayed in the invoice display unit 114 when the accounting staff created the external contact data. The "Contact Address" field contains the email address of the creator who made the external contact data in question. The time column stores the date and time the external communication data was created. The text field contains the content of external communications.

[0077] In addition, in external contact input mode, the data processing unit 11 refers to the external contact data management table T2 with respect to the invoice data displayed on the invoice display unit 114 and displays the external contacts entered so far in chronological order along with the confirmed date and time on the information display unit 121.

[0078] The information display unit 121 displays external communications entered by the accounting personnel of both the sender and recipient of the invoice data. Therefore, by using this external communication input mode, the accounting personnel of both parties can communicate in a chat-like manner.

[0079] Furthermore, any other actions taken by the accounting staff regarding the invoice data displayed in the invoice data display unit 114 (such as downloading or converting to PDF) may also be displayed in the information display unit 121, along with the date and time when those actions were performed. This allows both accounting staff to track the history of their actions. <Attachment button>

[0080] When the accounting staff selects the attachment button 116, the data processing unit 11 switches the management screen 110 to attachment mode. In this attachment mode, the data processing unit 11 stores the attachment data in the attachment data storage unit 14, associating it with the accounting staff's email address and the invoice data displayed on the invoice display unit 114, after the attachment data has been dragged and dropped onto the information input unit 122 and confirmed by pressing the Enter key on the keyboard, etc. Attachment data can include images, media, documents, contact information, etc. Figure 10 illustrates an example of attached file data. In this embodiment, the attached file data is stored in a table format. The attachment data management table T3 has columns for ID, time, and attachment data. The information arranged horizontally is related to each other. The ID field stores the invoice ID of the invoice data (the invoice data to which the attached data is associated) that was displayed on the screen when the attached data was attached. The time column contains the date and time the attached data was attached. The attached data field contains the name of the attached data.

[0081] In addition, in file mode, the data processing unit 11 refers to the attachment data management table T3 with respect to the invoice data displayed on the invoice display unit 114 and displays information about attachments that have been attached so far in chronological order on the information display unit 121. <History button> The data processing unit 11 stores the operation history of both accounting personnel up to that point in the history data storage unit 15. Figures 11 and 12 illustrate an example of data stored in the history data storage unit. In this embodiment, the data is stored in a table format. The data processing unit 11 creates a history data management table T4 for each invoice data entry. If the version number is different, the history data management table T4 will be different.

[0082] The history data management table T4 contains fields for invoice ID, operation, send / receive date and time, person in charge status, recipient status, person in charge address, and recipient address. The information arranged horizontally is interconnected.

[0083] The "Operation" column contains the operations performed by the accounting staff. The contents of the other columns are the same as those in the invoice data management table T1, so we will omit the explanation.

[0084] As shown in Figure 12, the version data management table T5 has columns for 1st version ID, 2nd version ID, and 3rd version ID. The information arranged horizontally is related to each other.

[0085] The "First Edition ID" field stores the invoice ID assigned by the data processing unit 11 when the accounting staff creates the invoice data and selects the save button (not shown) displayed on the management screen 110.

[0086] The "Second Version ID" field stores the invoice ID assigned by the data processing unit 11 when a second version of the invoice data to which the first version ID was assigned is created and the save button (not shown) displayed on the management screen 110 is selected.

[0087] The "Third Version ID" field stores the invoice ID assigned by the data processing unit 11 when the third version of the invoice data to which the second version ID was assigned is created and the save button (not shown) displayed on the management screen 110 is selected.

[0088] Note that Figure 12 shows the columns up to the third edition. When the fourth edition of the invoice data is created, the data processing unit 11 adds the invoice ID of the newly created invoice data to the column in the edition data management table T5. The same applies to the fifth edition and beyond.

[0089] Then, when the accounting staff selects the history button 117, the data processing unit 11 switches the management screen 110 to history display mode. Specifically, the data processing unit 11 refers to the history data management table T4 and the version data management table T5 and displays the history of the exchange of invoice data displayed on the invoice display unit 114 in chronological order on the information display unit 121. Figure 13 shows an example of the data displayed on the information display unit when in history display mode.

[0090] The information display unit 121 displays a version number display unit 121a that shows the version number of the invoice data, and a history display unit 121b that shows the history of the exchange of invoice data.

[0091] The data processing unit 11 refers to the history data management table T4 and displays the exchange of invoice data in chronological order on the history display unit 121b. In the example shown in Figure 13(a), the invoice display unit 114 shows that the invoice data displayed was created and sent by Mr. Saito, the accounting staff member at the sending end; that the invoice data was returned by Mr. Teshima, the accounting staff member at the receiving end; that Mr. Saito corrected the invoice data and created a second version of the invoice data; and that Mr. Saito discarded the first version of the invoice data.

[0092] Furthermore, if the accounting staff selects a different version, the data processing unit 11 refers to the version data management table T5 and identifies the corresponding invoice data. In the example shown in Figure 12, for example, if the invoice ID of the first version of the invoice data is "001", then when the accounting staff selects the second version of the invoice data, the data processing unit 11 identifies the invoice data with invoice ID "015". Then, it refers to the history data management table T4 and displays the exchange of invoice data in chronological order on the history display unit 121b. In the example shown in Figure 13(b), it is noted that the second version of the invoice data created by Mr. Saito is in the draft stage. <Memo button>

[0093] When the accounting staff selects the memo button 118, the data processing unit 11 switches the management screen 110 to memo input mode. In this memo input mode, the data processing unit 11 stores as a memo the characters entered into the information input unit 122 and confirmed by pressing the Enter key on the keyboard, or attached data attached to the information input unit 122 by drag and drop, etc., in the memo data storage unit 16, associating it with the email address of the accounting staff member and the invoice data displayed on the invoice display unit 114. This memo can only be viewed by the person who created it. Figure 14 illustrates an example of memo data. In this embodiment, memo data is stored in a table format.

[0094] The memo data management table T6 has columns for ID, time, text, attached data, and address. The information arranged horizontally is related to each other. The ID field stores the invoice ID of the invoice data (the invoice data associated with the memo) that was displayed on the screen when the accounting staff created the memo. The time column stores the date and time the memo data was created. The text field contains the content of the memo associated with the invoice data. The "Attachments" column contains attachments associated with the invoice data.

[0095] The address field stores the email address of the accounting staff member who created the text or attached the data. In other words, memo data is managed for each accounting staff member in the memo data management table T6.

[0096] In addition, in memo input mode, the data processing unit 11 refers to the memo data storage unit 16 and displays the memos entered so far in chronological order on the information display unit 121 with respect to the invoice data displayed on the invoice display unit 114. <View external contact list button>

[0097] When the accounting staff member selects the "Display External Contact List" button 119, the data processing unit 11 refers to the external contact data storage unit 13, which stores data related to external contacts, and displays a list of external contacts related to invoices handled by that accounting staff member (external contact list screen) on the management screen 110 in chronological order. Figures 15 and 16 show an example of an external contact list.

[0098] As shown in Figure 15, assume that accounting staff member X communicated with accounting staff member Y regarding invoice data α at 10:00, 11:00, and 12:00 on the same day, and accounting staff member X communicated with accounting staff member Z regarding invoice data β at 10:30, 11:30, and 12:30 on the same day.

[0099] In this case, the external contact list screen 119a, as shown in Figure 17, is displayed on the management screen of the terminal device operated by accounting staff member X. This external contact list screen 119a displays records of external communications exchanged with other accounting staff members on a chronological basis, rather than on an invoice data basis.

[0100] This external contact list screen 119a is equipped with a search input section 119b. When accounting staff member X enters a search term and presses the Enter key (search request), the data processing unit 11 identifies external contacts containing matching documents.

[0101] For example, as shown in Figure 16, when accounting staff member X enters "thank you" into the search input unit 119b and presses the Enter key, the data processing unit 11 displays "Thank you very much" at 12:00 and "Thank you very much" at 12:30 as search results. When accounting staff member X selects and clicks "Thank you very much" at 12:00, the data processing unit 11 displays the contents of the invoice data α associated with the external communication data containing that phrase in the invoice display unit 114. This makes it easy to find invoice data based on the terminology used in external communications.

[0102] Furthermore, accounting staff may choose to click directly on the relevant text found on the external contact list screen 119a, even without entering a search term in the search input unit 119b. This action will also cause the data processing unit 11 to display the contents of the invoice data associated with the external contact data containing the relevant text on the invoice display unit 114. Next, we will explain the process for new user registration.

[0103] For example, if the email address of the accounting person at the billing company is unknown, the accounting person at the billing company will create invoice data associated with a unique code in the management screen 110. Figure 17 illustrates the management screen used when creating invoice data in this embodiment.

[0104] In the management screen 110 shown in Figure 17, it is assumed that Mr. Suzuki, the accounting person at the billing company (the sender of the invoice), does not know the name or email address of the accounting person at the billing company, X Corporation.

[0105] Mr. Suzuki enters the arbitrarily chosen code (hereinafter referred to as the authentication code) "Xcorporation keiri" into the address display unit 114a. The authentication code may include numbers and symbols, and can be determined by anyone. It can also be automatically generated by a computer. It may also be a business partner code, a payee code, etc.

[0106] The invoice display unit 114 is equipped with a send button 114g, a delete button 114h, and a copy button 114d. When Mr. Suzuki selects the send button 114g, the data processing unit 11 stores the entered information in the invoice data management table T1. When Mr. Suzuki selects the delete button 114h, the data processing unit 11 deletes the draft without storing the entered information in the invoice data management table T1. Figure 18 is a diagram illustrating the invoice data management table of the embodiment.

[0107] In the invoice data management table T1 shown in Figure 18, the contact person's address field is set to Mr. Suzuki's email address. The contact person's name field is set to Mr. Suzuki's full name. The recipient's address and recipient's name fields are left blank. The authentication code field is set to the authentication code.

[0108] Afterward, Ms. Suzuki can mail a paper invoice to the accounting department of X Corporation. Sending a paper invoice is optional. When mailing the invoice, Ms. Suzuki should include a document containing the URL and authentication code for the initial screen of the invoice management system (the screen used for initial registration). Note that the timing of mailing the URL and authentication code is optional, and it is not required to include them.

[0109] Furthermore, the method of notifying the accounting staff of X Corporation of the URL and authentication code is not limited to postal mail; various notification methods are available, including telephone, fax, and the inquiry form on X Corporation's website. Hereafter, these will be collectively referred to as "notification."

[0110] Upon receiving the notification, Ms. Sato, the accounting staff member (recipient of the invoice) at X Corporation, opens her browser and enters the URL for the initial input screen of the invoice management system. Figure 19 is a diagram illustrating the initial input screen. The initial input screen 130 includes an email address input section 131, an authentication code input section 132, and a new registration button 133.

[0111] Mr. Sato enters the company email address assigned to him into the email address input field 131. He also enters the authentication code he received into the authentication code input field 132. After that, he presses the new registration button 133. The data processing unit 11 refers to the invoice data management table T1 and searches for invoice data that has an authentication code set that matches the entered authentication code. Figure 20 is a diagram illustrating the invoice data management table.

[0112] When the data processing unit 11 finds invoice data with a matching authentication code, it displays the found invoice data on the monitor of the terminal device operated by Mr. Sato. The data processing unit 11 also sets the email address entered in the email address input field in the recipient address column of the invoice data management table T1. Figure 21 is a diagram illustrating the management screen after authentication is complete in the embodiment.

[0113] The management screen 110, which is accessible to Mr. Sato, displays an "unopened" invoice issued by Mr. Suzuki. By selecting the summary display section 113, Mr. Sato can view the contents of the invoice data in the invoice display section 114.

[0114] Furthermore, Mr. Sato can enter user information such as company name and department name at any time via the management screen 110, and this information will be stored in the fields for recipient name, department, etc., in the invoice data management table T1.

[0115] As described above, according to the invoice management system 10, the invoice management device 1 stores the invoice data transmitted from the terminal device 2a, the authentication code associated with the invoice data, and the identification information of the issuer of the invoice data in association with each other. When it receives the authentication code and the identification information of the recipient of the invoice data, it stores the recipient's identification information in association with the stored invoice data and executes a process to display the contents of the invoice data on the terminal device operated by the recipient.

[0116] This means that after sending the invoice data, Ms. Suzuki only needs to transmit the URL and authentication code, freeing her from subsequent cumbersome procedures. In other words, when Ms. Sato receives the URL and authentication code, she enters her own information into the invoice management system 10, saving Ms. Suzuki the trouble of entering Ms. Sato's information. Furthermore, Ms. Suzuki can easily determine whether Ms. Sato of X Corporation has completed the procedure simply by checking the status of the sent invoice. In addition, Ms. Sato can indicate to Ms. Suzuki that she has received the invoice data without having to send a confirmation email or anything similar.

[0117] Furthermore, even without Ms. Sato providing her with her email address, Ms. Suzuki will be able to exchange invoice data with Ms. Sato by registering a new account on the initial input screen 130. Therefore, it becomes possible to simplify the exchange of business documents online.

[0118] Alternatively, if Mr. Suzuki enters the company name "X Corporation" when entering the authentication code into the address display unit 114a, the data processing unit 11 may display the previously set authentication code "Xcorporation keiri" in the address display unit 114a. This allows the system to send invoice data to a company with multiple accounting staff. If the email address of the accounting staff at the billing destination is known, the system can create an invoice addressed to that email address. If the email address of the accounting staff at the billing destination is unknown, the system can create an invoice by entering an authentication code, and the invoice data will be automatically assigned to the company.

[0119] Furthermore, Mr. Sato and other accounting staff at X Corporation may easily view all invoices issued by Mr. Suzuki to X Corporation using the authentication code "Xcorporation keiri" by entering "Xcorporation keiri" in the address display section 114a. In this case, the data processing unit 11 refers to the invoice data management table T1 and displays all invoice data where "Xcorporation keiri" is set in the authentication code column on the management screen 110. This allows accounting staff at X Corporation to share invoice data with other accounting staff at X Corporation, provided they know the authentication code.

[0120] Alternatively, once Sato can view the invoice data issued by Suzuki by entering his email address and authentication code on the initial input screen 130, he can use the invitation email function of the invoice management system 10 to send invitation emails to the email addresses of n accounting staff members within X Corporation, allowing them to join the group and share the invoice data issued by Suzuki among the n people.

[0121] Furthermore, accounting staff at ABC Corporation can also share invoice data issued by accounting staff at ABC Corporation with each other by, for example, assigning a certain regularity to the authentication code information (for example, using "Ycorporation keiri" for the authentication code of Y Corporation) or by sharing authentication codes with other accounting staff.

[0122] Alternatively, after sending the invoice addressed to X Corporation (even before Sato enters the email address and verification code), Suzuki may use the invitation email function of the invoice management system 10 to send invitation emails to the email addresses of x accounting staff members at ABC Corporation, allowing them to join the group and share the invoice data addressed to X Corporation.

[0123] Furthermore, even after the sender of the invoice (Mr. Suzuki) has confirmed the recipient's (Mr. Sato's) email address, they may also use an authentication code (by entering the authentication code in the address display section 114a) to create and send invoice data addressed to X Corporation.

[0124] This means that, for example, Mr. Suzuki will not be affected even if Mr. Sato's email address changes, the company name of X Corporation changes, or there is a company merger. In other words, by continuously sending invoice data using the authentication code "Xcorporation keiri," Mr. Sato will be able to continue receiving invoice data even after a company name change or merger.

[0125] Furthermore, by, for example, devising an authentication code, the scope of sharing invoice data can be set to any desired range, such as the entire company, within a department, or within a specific person (common to both issuers and recipients).

[0126] Furthermore, instead of directly exchanging invoice data between terminal devices 2a, 2b, and 2c, all invoice data created by terminal devices 2a, 2b, and 2c and sent to the billing recipient is stored by the invoice management device 1 and treated as shared data. Therefore, the accounting staff at the billing recipient can obtain the original invoice by printing out the invoice data. Furthermore, since there is no need to apply electronic signatures or timestamps, it can reduce the effort required to convert paper invoices to PDFs for tax audits. Furthermore, by providing a memo button 118, it becomes possible to centrally manage and associate accounting staff-specific memos and attached data with common invoice data.

[0127] Furthermore, the information display unit 121 displays external communications entered by the accounting personnel of both the sender and recipient of the invoice data. Therefore, by using this external communication input mode, the accounting personnel of both parties can communicate in a chat-like manner.

[0128] When invoice data is sent, the information is stored in the invoice data management table T1, and the status of subsequent communications is managed on this table. Therefore, accounting staff are freed from the task of manually re-entering invoices into datasheets. Furthermore, the processing performed by the invoice management device 1 may be distributed and processed by multiple devices.

[0129] Furthermore, in this embodiment, the invoice management device 1 is configured to include various storage units such as the invoice data storage unit 13. However, the device is not limited to this configuration, and each storage unit may be cloud-based and located in a separate location from the data processing unit 11.

[0130] Although the information processing apparatus, information processing method, and program of the present invention have been described above based on the illustrated embodiments, the present invention is not limited thereto, and the configuration of each part can be replaced with any configuration having a similar function. Furthermore, other arbitrary components or processes may be added to the present invention.

[0131] The above processing functions can be implemented by a computer. In this case, a program describing the processing details of the functions of the invoice management devices 1 and 1a is provided. By executing this program on a computer, the above processing functions are implemented on the computer. The program describing the processing details can be recorded on a computer-readable recording medium. Examples of computer-readable recording media include magnetic storage devices, optical discs, magneto-optical recording media, and semiconductor memory. Examples of magnetic storage devices include hard disk drives, flexible disks (FDs), and magnetic tapes. Examples of optical discs include DVDs, DVD-RAMs, and CD-ROMs / RWs. Examples of magneto-optical recording media include MOs (Magneto-Optical disks).

[0132] When distributing a program, portable recording media such as DVDs or CD-ROMs containing the program are sold. Alternatively, the program can be stored on the storage device of a server computer and transferred from the server computer to other computers via a network.

[0133] A computer executing a program stores programs, for example, those recorded on a portable storage medium or transferred from a server computer, in its own memory. The computer then reads the program from its memory and executes the processing according to the program. Alternatively, the computer can directly read the program from the portable storage medium and execute the processing according to that program. Furthermore, the computer can sequentially execute the processing according to the programs received from a server computer connected via a network, each time a program is transferred.

[0134] Furthermore, at least some of the above processing functions can be implemented using electronic circuits such as DSPs (Digital Signal Processors), ASICs (Application Specific Integrated Circuits), and PLDs (Programmable Logic Devices). [Explanation of Symbols]

[0135] 1 Bill management device 2a, 2b, 2c Terminal devices 10. Invoice Management System 11 Data Processing Unit 12 Invoice Data Storage Unit 13 External Communication Data Storage Unit 14. Attachment file data storage unit 15. History data storage unit 16 Memo data storage unit 130 Initial Input Screen 131 Email Address Input Section 132 Authentication code input section 133 New Registration Button T1 Invoice Data Management Table T2 External Communication Data Management Table T3 Attachment Data Management Table T4 History Data Management Table T5 Version Data Management Table T6 Memo Data Management Table

Claims

1. Computers It is responsible for the function of a system that manages business document data transmitted from terminal devices. When the issuer of business document data creates business document data using a terminal device, they enter an arbitrary code instead of the recipient's identification information for the said business document data. The business document data transmitted from the terminal device, the code, and the issuer's identification information are stored in association with each other. Upon receiving the aforementioned code and the recipient's identification information for the business document data, the system associates the recipient's identification information with the stored business document data and displays the contents of the business document data on the terminal device operated by the recipient, thereby enabling the recipient to access the business document data using their identification information for subsequent accesses. An information processing method characterized by performing a process.

2. A storage unit that stores in association the following: business document data transmitted from a terminal device operated by the issuer of the business document data; an arbitrary code entered by the issuer in place of the recipient's identification information when creating the business document data using the terminal device; and the issuer's identification information of the business document data. Upon receiving the aforementioned code and the recipient identification information of the business document data, the control unit associates the recipient identification information with the business document data stored in the storage unit and displays the contents of the business document data on a terminal device operated by the recipient, thereby enabling the recipient to access the business document data using the recipient identification information for subsequent accesses. An information processing device characterized by having the following features.

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