JPH1040318A - Paperless financial accounting system - Google Patents

Abstract

(57) [Summary] [Problem] To enable quick confirmation of a due date or a scheduled date in response to an inquiry regarding a payment slip. SOLUTION: An editing means for collecting approved payment slips for each invoice source, editing information described in the invoice for each invoice source, and using the edited information for each invoice source in the invoice source. And a notifying unit for notifying using an electronic mail.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a paperless financial accounting system using electronic mail.

[0002]

2. Description of the Related Art Conventionally, as shown in the paperless accounting system of Japanese Patent Application Laid-Open No. 4-313154, instead of paper payment slips and billing slips issued in connection with business such as business transactions, each of the sales departments and the like is used. Electronic slips are issued by inputting slip data from a terminal installed in the department, collected on a host computer connected online, and the payment department checks the contents of the collected electronic slips and makes payments. There is a financial accounting system.

[0003]

By the way, in the case of a company or a public organization that has introduced the above-mentioned paperless financial accounting system, if an article is purchased from an external company or organization and the article is delivered, the payment is made. To pay, the person in charge of the ordering department issues an electronic payment slip and forwards it to the accounting department. After receiving the payment slip, the accounting department confirms the contents, approves the payment, performs the payment procedure, and pays the payment via the designated financial institution.

[0004] Therefore, the person in charge of ordering the goods loses the relation with the supplier of the goods at the stage of issuing the payment slip, and thereafter the accounting department becomes involved with the supplier of the goods.

[0005] On the other hand, there is a case where the delivery source who has delivered the goods wants to know the due date of payment.

In such a case, since the person in charge of the delivery source does not know the person in charge of the accounting department, the person in charge of the order is often contacted by telephone or the like.

However, in the conventional financial accounting system, the ordering department is not notified of the payment approval progress.

[0008] Therefore, the person in charge of the orderer opens the inquiry screen or the payment approval progress confirmation screen, and inputs the slip number in the screen to confirm the payment approval progress of the applicable matter. However, there is a problem in that it is necessary to take a troublesome procedure of notifying a person in charge of the delivery date of the payment date or the scheduled payment date, and it is not possible to quickly respond to an inquiry from the delivery source.

An object of the present invention is to provide a paperless financial accounting system capable of promptly confirming a due date or a scheduled date in response to an inquiry regarding a payment slip.

[0010]

In order to achieve the above object, according to the present invention, approved payment slips are grouped for each billing source, and information described in the slip for each billing source is edited. It is characterized by having editing means and notifying means for notifying, by e-mail, the edited information of each drafting source to the drafting source.

[0011]

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS Hereinafter, the present invention will be described in detail with reference to the drawings.

FIG. 1 is a system configuration diagram showing an embodiment of a paperless financial accounting system to which the present invention is applied. A section A terminal apparatus 1 and B section terminal apparatus 2, a mail server 3, a financial accounting server 4, These are connected by a dedicated line or a network line.

The section A terminal device 1 is a terminal installed in a section that performs payment processing (for example, an accounting section or a cashier section).
An external storage device 11, a printer device 12, and a display device 13 are provided.
Is stored.

The section B terminal device 2 is a terminal installed in the section where the payment slip was issued, and includes an external storage device 21 and a display device 22.

The mail server 3 has a reception list 31 and a transmission list 32 of section A, and a reception list 33 and a transmission list 34 of section B.
, An outgoing mail creation file 35, a mail destination address file 36, and an object 37 in which the contents of the mail are stored.

The financial accounting server 4 has a slip database (slip DB) 41 for storing slip data and a master database (master DB) 42.

FIG. 2 shows a section A terminal device 1 for performing payment processing.
FIG. 10 is a diagram showing a display example of a cashier's receipt / acceptance processing screen 200 in which a payment date 201 of a voucher to be approved, an approval mark 202 indicating whether the voucher has been approved, a voucher number 203, and a supervising section of the section that issued the voucher. Name 204, counterparty number 205 indicating the company that pays for this slip, and information 20 indicating the subject
6, a payment amount 207, and a scheduled payment date 208 of this voucher are displayed in a list format. At the bottom of the screen, a batch approval button 209 and a "close" button 210 for instructing to close the screen of FIG. Is displayed.

FIG. 7 is a view showing a display example of a menu screen 700 in the section A terminal device 1 which performs payment processing, wherein a menu item for opening a storage clearing screen and a receipt / receipt used for performing payment processing. A menu item for opening the processing screen 200 is displayed. By selecting “2” as the menu selection number 702, the cashier reception processing screen 200 is displayed.
Is displayed.

The outline of the operation will be described below with reference to FIGS.

First, when the payment processing is performed in the section A terminal device 1, the receipt / receipt processing is selected by the menu selection number 702 in FIG. Then, the section A terminal device 1 acquires a list of electronic slips for which a payment request has been made to the accounting room for performing payment processing from the reception book 11 of the section A of the mail server 3 and displays it on the screen of the display 13 as shown in FIG. To be displayed.

Therefore, when the person in charge selects the payment slip to be approved this time and performs an approval operation with the collective approval button 209, the selected payment slip is collectively approved and the slip DB 41 in the financial accounting server 4 is updated. , Section A terminal device 1
, An account transfer notice to the payee's trader is output. The section A terminal device 1 further edits the payment slip approved this time for each section,
It is stored in the section's outgoing book 32 and the receiving party's receiving book, for example, the receiving book 33 of section B.

FIG. 4 is a reception table 3 of the section A of the mail server 3.
FIG. 2 is a diagram showing a record format of an electronic slip stored in the electronic slip 1; Reference numeral 301 denotes a destination mail address ID, 302 denotes a source mail address ID, and 303 denotes a slip number of an electronic slip.

FIG. 5 is a diagram showing a record format of the chit file 14 stored in the external storage device 11 in the section A terminal device 1. As shown in FIG. 401 is a voucher number, 402 is a supervisory section code representing the section that originated the payment voucher, 403 is a subject code representing the code of the subject that originated the payment voucher, and 404 is the name of the company that has a debt to this payment voucher. Corresponding partner name, 405 indicates the subject of the payment slip, 406 indicates a flag indicating whether the payment slip has been approved, 407 indicates the payment amount, 408 indicates the scheduled payment date, and 409 indicates the date on which the payment will be made. ing.

FIG. 6 shows the contents of the destination address file 36 indicating the correspondence between the main section code 501 indicating the section that has issued the payment slip and the mail address ID 502.

FIG. 7 shows a record format of a slip DB 41, which is one of the databases in the financial accounting server 4, wherein 601 is a slip number, 602 is a supervisory section code indicating a section which has issued a payment slip, and 603. Is the subject code indicating the subject that has issued the payment slip, 604 is the name of the counterparty indicating the name of the payee, 605 is the subject of the payment slip, 606 is the payment amount, 607 is the scheduled payment date, 608 is the payment date, 609
Indicates an approved flag indicating whether the payment slip has been approved for payment.

FIG. 8 is a diagram showing a record layout of the outgoing mail creation file 35 for creating a header portion of an e-mail when a notice of account transfer is sent after the payment is approved. Section Email Address I
D and 802 indicate the subject which is the title of the e-mail, and 803 specifically indicates the name of the object in which the contents of the e-mail are stored.

FIG. 9 shows the specific contents of the object 37 in the mail server 3; reference numeral 901 denotes an item number; 902, a slip number; 903, a main section code indicating the section in which the payment slip was issued; Is the subject code representing the subject that originated the payment voucher, 905 is the counterparty name representing the name of the payee, 906 is the subject of the payment voucher, 907 is the amount paid
908 indicates the payment date.

Next, the operation of each unit will be described with reference to the flowchart of FIG.

First, the section B terminal device 2 that issues a payment slip
In step, a payment voucher in which an expenditure order is digitized is issued.
Then, after receiving the settlement in the section B, the section A terminal device 1 for which payment processing is to be performed is designated as a destination and sent by e-mail. The sent payment slip is stored in the reception book 31 of the section A of the mail server 2.

Next, payment processing is performed in the section A. In the section A terminal device 1, the menu item of the receipt / receipt process 701 is selected from the menu screen 700 of FIG. 3 (step 100).
1).

Then, the section A terminal device 1 replaces the menu screen 700 displayed on the display 13 in FIG.
Is displayed. Further, the payment slip stored in the reception book 31 of the section A of the mail server 3 is obtained and stored in the slip file 14, and the detailed contents of each slip are obtained by using the slip number 401 as a key of the financial accounting server 4. Read from the slip DB 41 and read the slip file 14
To be stored. Then, based on the slip file 14, a plurality of payment slips are displayed on the display 13 as a receipt / receipt list as shown in FIG. 2 (step 1002).

Therefore, the person in charge of approval in the section A inputs the payment date 201 on the receipt / reception screen 200, and the expected payment date 208
, And select the payment slip to be approved this time from the list of receipts and payments. Then, the approval stamp 202 of the selected payment slip
Is displayed with a circle.

After confirming that the form to be approved is correct, the person in charge of the approval selects the batch approval button 209 (step 1003).

In response to the batch approval operation, the section A terminal 1
Sets “1” in the approved flag 407 of the voucher file 14 for the currently approved payment voucher, and updates the voucher file 14. Then, only the approved flag 407 is set, sorted by partner name 604 indicating a debtor or the like, the payment amount is totaled, and an account transfer notice is output (step 1004).

Next, an electronic mail for notifying the section B which has issued the payment slip is created and sent (step 100).
5). Here, it is assumed that there are N payment slips approved this time, and there is a section that notifies the same section. First, for the first record of the approved payment voucher in the voucher file 14, first, the header part of the transmitted mail is edited using the transmitted mail creation file 35. The destination address ID 502 of the destination address file 36 is obtained based on the supervisory section code 402 of the slip file 14, and the destination address ID 80
Write to 1.

Next, based on the payment date 409 of the voucher file 14, the subject 802 enters the title “X
X month XX day payment ". Then, the object name stored in the object 37 is determined as the object name 803.

Next, the slip number 902 and the supervisory section code 903 are edited from the slip file 14 as shown in FIG. 9, and the edited object name is pasted on the outgoing mail creation file 35 and stored in the object 36.

Next, the second record of the approved payment slip is processed. Here, it is determined whether the destination address ID 801 of the header part of the already created outgoing mail is the same, and if the header part of the outgoing mail is created, the item number 901 in the second line of the object of the mail
Edit to However, if the header portion of the sent mail has not been created, the object is edited as described above and then the object as shown in FIG. 9 is created.

Thereafter, the record N for which payment has been approved
The sending mail creation file 35 and its object 37 are edited for the matter.

When the sending mails of the N approved payment slips are created, they are stored in the transmission book 32 of the section A and the reception book 34 of the section B of the notification partner. Finally, the record of the slip for which payment has been approved by the current batch approval operation is deleted from the reception book 31 and the slip file 14 of the section A.

On the other hand, the section B terminal device 2 periodically retrieves mail addressed to section B from the reception book 33 of section B and stores it in the external storage device 21.

In this state, if there is an inquiry about the payment date from the payee company or the like, the section B terminal device 2 follows the list display operation of the person in charge of section B from the external storage device 21 to confirm the payment approved. Read the list of slips and display 22
To be displayed.

Thus, the person in charge of the section B receiving the inquiry can immediately reply with the payment date.

Although the payment processing has been described in the above embodiment, the present invention can be applied not only to payment processing but also to budget diversion approval performed by the finance section. In the budget diversion approval, an email is edited and sent to both the budget diversion source section and the budget diversion destination section for the approved slip.
In this manner, one approved slip can be automatically sent to a plurality of sections at the same time.

It is also possible to notify not only the payment date but also the scheduled payment date.

[0046]

As described above, according to the present invention, when a plurality of payment slips are collectively approved, the approved payment slips are grouped for each invoice source, and a payment notice is sent in an e-mail format. Since it is sent to the invoice source, the invoice source of the payment voucher can immediately know the payment date etc. only by displaying the list of payment notices, and immediately respond to the matching from the payee etc. It will be possible to answer.

Further, the issuer of the payment notice eliminates the trouble of notifying the issuer of the payment voucher, thereby improving the working efficiency.

[Brief description of the drawings]

FIG. 1 is a system configuration diagram showing an embodiment of a paperless financial accounting system to which the present invention has been applied.

FIG. 2 is an explanatory diagram showing an example of a cashier reception screen.

FIG. 3 is an explanatory diagram showing an example of a menu screen of a department that performs payment processing.

FIG. 4 is a diagram showing a record structure of a slip stored in a reception list of a department that performs payment processing.

FIG. 5 is a diagram showing a record structure of a slip stored in an external storage device of each department.

FIG. 6 is a diagram showing a record structure of a destination address file.

FIG. 7 is a diagram showing a record structure of a slip database.

FIG. 8 is a diagram showing a record structure of a sending mail creation file.

FIG. 9 is a diagram showing the contents of an object file.

FIG. 10 is a flowchart showing a payment processing procedure in a payment approval section.

[Explanation of symbols]

DESCRIPTION OF SYMBOLS 1 ... Section A terminal device, 2 ... Section B terminal device, 3 ... mail server, 4 ... financial accounting server, 11 ... external storage device, 12 ...
Printer device, 13 display device, 21 external storage device, 22 display device, 31 section A reception list, 32 section A transmission list, 33 section B reception list, 34 section
Lesson B's transmission list, 35 ... E-mail creation file, 36 ...
Destination address file, 37 ... object, 41 ... slip database.

Claims (1)

[Claims] Claims: 1. In a paperless financial accounting system in which a payment voucher is created as an electronic voucher and sent to an approval department using an e-mail to make a decision, the approved payment vouchers are grouped for each voucher, and the voucher is generated. Paperless financial accounting comprising editing means for editing information described in a voucher for each source, and notification means for notifying the edited voucher information by e-mail to the voucher source. system.