How to save electronic invoices?

Saving the original electronic invoice for reimbursement is mainly divided into two contents:

Collection and preservation

The original electronic invoices printed and reimbursed by colleagues need to be collected for collection, and the accountants need to save the collected electronic invoices in different categories, so as to find the corresponding electronic originals when necessary. These two tasks are not easy.

For accountants, it is a problem worth pondering to choose an appropriate method to deal with the original work of electronic invoices. Generally speaking, there are several ways to save the original electronic invoice:

The employee sends the original electronic invoice to the accountant, who files it himself.

When employees print electronic invoices for reimbursement, they will use chat tools to send the original electronic invoices to the unit accountant. When reviewing the electronic invoice for reimbursement, the accountant will check whether the original electronic invoice has been issued through a series of operations such as duplicate checking and authenticity verification. Electronic invoices will be filed one by one after confirmation.

Accounting operation difficulty: 5 stars, employee operation difficulty: 1 star.

Ask employees to rename the electronic invoice and send it to the designated mailbox.

The accountant sets up a special invoice receiving mailbox, requiring employees to download the original electronic invoice to be reimbursed, rename it (the default name of the electronic invoice issued by the general invoicing system is not standardized, so it is impossible to quickly obtain effective invoice information), and then send the electronic invoice to the designated mailbox.

When handling the reimbursement of printed electronic invoices, accountants first check whether the limited company has received the original invoices (and whether the original invoices meet the requirements), and then check whether the original invoices are consistent with the reimbursement invoices one by one; Finally, check the invoice reimbursement and verify the authenticity (if necessary). Finally, the invoice is downloaded to a local or dedicated host for regular archiving.

Accounting operation difficulty: 4 stars, employee operation difficulty: 3 stars.

When using OA to handle the reimbursement process, the reimbursement personnel are required to upload the invoice attachment.

Enterprises handle the reimbursement process through OA system, upload the original electronic invoice, and then print the electronic invoice for reimbursement. The accountant is checking the copy to verify the authenticity of the invoice, and at the same time, he enters the OA system to check and review the uploaded attachments one by one. If necessary, download and archive first.

Accounting operation difficulty: 4 stars, employee operation difficulty: 2 stars.

Using the pre-filling function of the electronic invoice duplicate checking tool, we can complete the duplicate checking, authenticity checking and original invoice filing management in one step.

Employees can upload electronic invoices to the platform at any time through WeChat card package, WeChat chat record or email (three commonly used ways to obtain electronic invoices), and the platform can automatically identify invoice information and perform preliminary duplicate checking function.

Then print the electronic invoice and submit it to the accountant for reimbursement. The accountant scans the printed QR code of the electronic invoice, identifies the invoice letter, and synchronously completes the duplicate check of the invoice and the association of the original invoice (if the invoice authenticity check function is configured, the invoice authenticity verification can also be synchronously completed), and submits and saves with one click.

The accountant can download the invoice reimbursement ledger regularly or directly when necessary. The ledger contains invoice records and original vouchers, and you can directly click to open the corresponding original invoice for viewing.