JP2003242418A - Invoice collation system, and invoice collation method - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To automatically collate a purchase amount on the ordering side with an amount written on an invoice formed on the order receiving side to see if they coincide with each other for reducing work manhours. <P>SOLUTION: The purchase amount on the ordering side is inputted at the time of ordering from an input part 1a of a first terminal device 1 to be stored in a host computer device 3. At the time of delivery of ordered items, an invoice number, an order number, etc., are inputted from an input part 2a of a second terminal device 2, and the invoice number, an amount of invoice, date of payment, terms of payment, etc., are from the input part 1a of the first terminal device 1 to be stored in the host computer device 3. A collation part 3c in the host computer device 3 collates the purchase amount with the invoice amount. When they coincide, a payment schedule is formed by a payment schedule forming function (3d1) in a document forming part 3d. When they do not coincide, a payment schedule is formed by a non-coincidence list forming function (3d2). They are outputted from a print output part 3e. <P>COPYRIGHT: (C)2003,JPO

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to an invoice verification system and an invoice verification method, and more particularly to an invoice verification system which is installed on the ordering side in overseas transactions and the like. ) Automatically matches the amount of money (invoice amount) described in the invoice (invoice) created by the contractor.

[0002]

2. Description of the Related Art Generally, when purchasing parts or goods in Japan, the orderer issues a batch of purchase orders, delivery notes, receipts, etc. with order numbers and the orderer receives parts. It can be centrally managed by attaching a delivery note and receipt when delivering such items. However, in the case of overseas transactions where parts or goods are purchased from overseas, the orderer usually manages the accounts payable (purchase amount) on an inspection basis, but regarding actual payment to the contractor It is performed based on the invoice created by the contractor. For this reason, it is not possible to perform unified management based on the order number and the invoice number, and a difference may occur between the purchase amount and the invoice amount. Therefore, when paying the price to the contractor, it is necessary to match the purchase amount with the invoice amount. On the other hand, the types and quantities of parts or articles ordered overseas are not always single, but a wide variety, and transactions are often continuous. However, in the past, since the above-mentioned collation was performed by a person, a large number of man-hours were required when there were many inspection objects. In addition, the actual payment from the orderer to the contractor is usually made in units of invoices, but a payment schedule for this purpose has conventionally been prepared by a person. For this reason, when the type and quantity of orders are large and transactions are carried out for a long period of time, enormous work man-hours are required to create a payment schedule for each invoice. As described above, the conventional management of accounts payable requires a huge number of man-hours and is complicated.

[0003]

SUMMARY OF THE INVENTION In view of the above problems, the present invention provides an invoice collation system that automates the collation of the purchase amount and the invoice amount and preparation of a payment schedule for each invoice. With the goal.

[0004]

[Means for Solving the Problems] To achieve the above object, the present invention provides a purchase price of an object to be purchased, such as an article, an invoice number and an amount (hereinafter Invoice amount), payment date of the same amount,
An input unit for inputting payment conditions and invoice information of other predetermined matters, a display unit for displaying the input data, a communication control unit for communicating via a network, the input unit, the display unit and the communication control unit. A first terminal device having a control unit for controlling the input data, an input unit for inputting an invoice number, an order number, and other predetermined items described in the invoice, and the input data is displayed. A second terminal device including a display unit, a communication control unit that communicates via the network, and a control unit that controls the input unit, the display unit, and the communication control unit, and the first terminal device via the network. Which is communicatively connected to the terminal device and the second terminal device of the
While storing the input data from the terminal device of
When the input is made from the second terminal device, it is recorded as inventory, and the purchase amount is recorded as accounts payable and stored and managed, and the purchase amount is based on the data in the data management unit. And a host computer device having a matching means for matching the invoice amount with each other, and searching the matching result of the host computer device from the first terminal device or the second terminal device. Provides an invoice verification system that displays the verification result on each of the display units.

Further, the host computer device includes:
When the purchase amount and the invoice amount match in the collating unit, a payment schedule for each invoice number is created based on the data in the data managing unit,
A payment schedule preparation means for printing out is provided.

Further, the host computer device includes
When the purchase amount and the invoice written amount do not match in the collating unit, an inconsistency list creating unit that creates an inconsistency list in which predetermined items are described based on the data in the data managing unit and prints it out is provided. Prepare

When a plurality of the inconsistencies occur in the collating means, all of the plurality of inconsistencies are listed in the inconsistency list.

Further, the host computer device includes
A date and time management unit is provided, and the matching unit performs the matching after the time set for the date and time management unit.

Further, it is preferable that the time is an arbitrary time at night after the completion of the online work.

[0010] Further, an order number assigned when purchasing an article or the like, and the purchase amount of the purchase target associated with the order number, the invoice number and the amount (invoice number written in the invoice created by the contractor (Hereinafter, invoice amount), payment date of the same amount, payment conditions and invoice information of other predetermined matters, an input unit, a display unit for displaying the input data, and communication control for communicating via a network. Section, and a first terminal device comprising a control section for controlling the input section, the display section and the communication control section, and an invoice number, an order number and other predetermined items described in the invoice. An input unit for inputting, a display unit for displaying the input data, a communication control unit for communicating via the network, and a control unit for controlling the input unit, the display unit and the communication control unit. And a second terminal device configured to communicate with the first terminal device and the second terminal device via the network, and collectively control the terminal device, and the input from the first terminal device. The stored data is stored, and when the data is input from the second terminal device, the data is stored as inventory, and the purchase amount is recorded as accounts payable and stored and managed. In the host computer device, the first invoice matching system is provided using an invoice matching system configured with a host computer device including matching means for matching the purchase amount and the invoice amount based on data. From the terminal device of
It stores the order data entered by associating the items specifying the purchase target such as quantity and specifications and the purchase price with the order number, and describes it in the invoice created by the contractor when the purchase target is delivered. The invoice number, the order number, and the item for specifying the purchase target are stored in the delivery data input from the second terminal device, and the order data and the delivery data are associated with the order number and the invoice number. Inventories and accounts payable are recorded when the delivery data is input, and data such as the invoice number, the invoice amount, the payment date, and the payment condition described in the invoice from the first terminal device. The invoice number is memorized and the purchase amount and the invoice amount data are checked to see if they match, and if they match, the payment plan is prepared for each invoice number. Form, when they do not match in the verification is to provide an invoice verification method of creating a conflict list.

[0011]

BEST MODE FOR CARRYING OUT THE INVENTION Embodiments of the present invention will be described below with reference to the drawings based on examples. 1 is a block diagram of essential parts showing an embodiment of an invoice matching system according to the present invention, and FIG. 2 is an operation flowchart relating to FIG. 1. In FIG. 1, 1 is a first terminal device and 2 is a second terminal device. Reference numeral 3 is a host computer device, and 4 is a network such as a LAN (local area network) or a public communication line for communicatively connecting the first terminal device 1, the second terminal device 2 and the host computer device 3. In the first terminal device 1, 1a is an input unit, 1b is a display unit, 1c is a communication control unit, and 1d is a control unit that controls the input unit 1a, the display unit 1b, and the communication control unit 1c. In the second terminal device 2, 2a is an input unit, 2b is a display unit, 2c is a communication control unit, 2d is the input unit 2a, the display unit 2b and the communication control unit 2c.
Is a control unit for controlling. In the host computer device 3, 3a is a communication control unit, 3b is a data management unit, and 3c.
Is a collation unit, 3d is a document creation unit, 3e is a print output unit, 3f is a date / time management unit, and 3g is a control unit that controls the above-mentioned items.

The first terminal device 1 is premised on being installed in, for example, a purchasing department which performs an ordering procedure for a purchase target of parts or articles in overseas transactions. The ordering procedure to the contractor is always performed with the order number assigned by the orderer, while the contractor creates the invoice number, amount (invoice amount), payment date, payment The premise of the present invention is to clearly specify the order number together with the conditions and other items (item name, quantity, specifications, etc.) that specify the delivery target. In addition, the second terminal device 2 is premised on being installed in, for example, a receiving department that receives the invoice when the ordered purchase target is delivered with the invoice from the contractor. Further, the host computer device 3 controls the first terminal device 1 and the second terminal device 2, stores various data input from each terminal device, and is based on the data. Manage inventory and accounts payable.

Next, the operation of the present invention will be described. The ST number in parentheses in the following description represents each step in FIG. At the time of placing an order for a purchase target, the first terminal device 1 inputs the items (article name, quantity, specifications, etc.) specifying the purchase target and the purchase price in association with the order number from the input unit 1a. The operation of the same input is displayed on the display unit 1b. The data such as the order number and the purchase price entered above are stored in the communication control unit 1c.
And transmitted to the host computer device 3 via the network 4 and received by the communication control unit 3a of the device 3. The control unit 3g of the host computer device 3 associates the received order number and purchase data with the data, and the data management unit 3b.
Remember. The data management unit 3b includes a accounts payable management unit 3b1 as a function for accounting and managing accounts payable and an inventory accounting management unit 3b2 as a function for accounting and managing inventory. When the ordered purchase object is delivered to the receiving department together with the invoice created by the contractor, the receiving department inputs the invoice number, the order number and the purchase target from the input unit 2a of the second terminal device 2. Enter the items to be specified (article name, quantity, specifications, etc.). The operation of the same input is displayed on the display unit 2b.

The input invoice number and order number data are received by the communication control unit 3a of the host computer device 3 via the communication control unit 2c and the network 4.
The control unit 3g of the host computer device 3 receives the received invoice number and order number data, and the data management unit.
The order number data already stored in 3b is associated with the associated purchase amount data based on the order number data. As a result, the data including the order number, the invoice number, the purchase amount, and the items (item name, quantity, specifications, etc.) for specifying the purchase target, which are stored in the data management unit 3b, are integrated. At this point, inventory and accounts payable have been recorded. In this way, the inventory and the accounts payable are accounted for by the above-mentioned input from the second terminal device 2 installed in the receiving department. In addition, in the first terminal device 1, data such as an invoice number, an invoice amount, a payment date, a payment condition, and the like, which are described in the invoice forwarded from the receiving department, are input from the input unit 1a. The same input data is transmitted to the host computer device 3 in the same manner as described above, and the data management unit
Remembered in 3b.

After the above-mentioned inputs are made to each of the first terminal device 1 and the second terminal device 2 (ST1), the collation described below is performed. The collation unit 3c collates with the invoice number as a key to determine whether the invoice amount data stored in the data management unit 3b and the purchase amount data match (ST2). However, avoid the above collation during the day when the host computer device 3 is operating online,
It's a good idea to do it at night when your online work is done. However, matching in other time zones is optional. Therefore, the host computer device 3 is provided with a date / time management unit 3f to manage the year / month / day and the time and preset the time zone in which the above-mentioned matching process is performed. The control unit 3g causes the collation unit 3c to perform the collation at a preset time, for example, at night time based on the time measured by the date / time management unit 3f.

When the two match in the above collation (ST3-
Y), the control unit 3g causes the payment schedule preparation function (3d1) of the document preparation unit 3d to prepare a payment schedule for each invoice number based on the data of the data management unit 3b (ST4). The payment schedule describes the payment date of payment for the purchased object, payment conditions, and other predetermined items. The created payment schedule is printed out by the print output unit 3e. On the other hand, in the case where the invoice amount data and the purchase amount data do not match each other in the above collation (ST3-
N), the control unit 3g causes the inconsistency list creation function (3d2) of the document creation unit 3d to create an inconsistency list based on the data in the data management unit 3b (ST5). In the disagreement list, an order number, an invoice number, a purchase amount, an invoice amount, and other predetermined items are described. The created mismatch list is printed out by the print output unit 3e.
Collation is performed on a plurality of invoices in the inconsistency list, and when a plurality of inconsistencies in collation occur, they are created (listed) in a batch (ST5) and printed out.

As described above, the host computer device 3 of the present system inputs the items specifying the purchase target such as the article name, the quantity, and the specification and the purchase price from the first terminal device in association with the order number. The invoice number, the order number, and the item for specifying the purchase target, which are stored in the invoice created by the contractor when the purchase target is delivered, are stored in the second terminal. The delivery data input from the device is stored, the order number and the invoice number are associated with the order data and the delivery data, and inventory and accounts payable are recorded when the delivery data is input. The terminal 1 stores the invoice number, invoice amount, payment date, payment condition, and other data described in the invoice, and the purchase amount is calculated from the invoice number. The function as an invoice matching method that checks whether the data of the invoice amount matches, creates a payment schedule for each invoice number when the data match, and creates a mismatch list when the data does not match in the above matching. Have.

As described above, the determination of the match between the invoice amount and the purchase amount, the preparation of the payment schedule corresponding to the determination, or the preparation of the inconsistency list are automatically processed, and the work man-hour is reduced as compared with the conventional method. It will be possible. In addition, as a result of the collation in the host computer device 3, the payment schedule, the inconsistency list, and the like are searched by operating the input units 1a and 2a of the terminal devices 1 and 2 and displayed on the display units 1b and 2b. can do. Also,
If the collation does not match, it is also possible to transmit the message of non-coincidence to each of the terminal devices 1 and 2. It should be noted that, in the case where the collation does not match, pursuit of the cause and handling thereof are performed by human processing. That is, the first cause of the mismatch is the first.
There is a mistake in the input of the terminal device 1 or the second terminal device or a mistake in the description of the invoice, but it is clarified what is the cause, and the entered data or invoice is Amended and changed. As a result, management by the system of FIG. 1 is optimized.

[0019]

As described above, according to the present invention, the order number and the invoice are associated with each other, the purchase amount on the ordering side and the invoice amount on the ordering side are automatically checked every day, and the payment is made. The schedule and the inconsistency list are also automatically created every day, which makes it possible to reduce the number of man-hours as compared with the case where the work is conventionally handled by human processing.

[Brief description of drawings]

FIG. 1 is a block diagram of essential parts showing an embodiment of an invoice matching system according to the present invention.

FIG. 2 is an operation flowchart related to FIG.

[Explanation of symbols]

1 First terminal device 1a Input section 1b Display 1c Communication controller 1d control unit 2 Second terminal device 2a Input section 2b Display 2c Communication controller 2d controller 3 Host computer device 3a Communication control unit 3b Data management unit 3c collating unit 3d document creation department 3e Print output section 3f Date / Time Management Department 3g control 4 network

Claims (7)

[Claims] 1. An order number assigned when an article or the like is purchased, the purchase amount of the purchase target associated with the order number, and the invoice number and the amount (invoice number written in the invoice created by the contractor. (Hereinafter, invoice amount), payment date of the same amount, payment conditions and invoice information of other predetermined matters, an input unit, a display unit for displaying the input data, and communication control for communicating via a network. Section, and a first terminal device comprising a control section for controlling the input section, the display section and the communication control section, and an invoice number, an order number and other predetermined items described in the invoice. An input unit for inputting, a display unit for displaying the input data, a communication control unit for communicating via the network, and a control unit for controlling the input unit, the display unit and the communication control unit. And a second terminal device that is communicatively connected to the first terminal device and the second terminal device via the network, and that controls these terminal devices, and receives the input from the first terminal device. Data is stored on the other hand, the data is stored as inventory when the data is input from the second terminal device, and the purchase amount is recorded as accounts payable and stored and managed, and data in the data management unit. And a host computer device having a matching means for matching the purchase amount and the invoice amount on the basis of the host computer device from the first terminal device or the second terminal device. The invoice matching system, wherein the matching result is displayed on each of the display units by searching the matching result. 2. The host computer device creates a payment schedule for each invoice number based on the data in the data managing means when the purchase amount and the invoice amount match in the collating means. The invoice collation system according to claim 1, further comprising a payment schedule preparation means for printing out. 3. The inconsistency list in the host computer device, in which predetermined items are described based on the data in the data management means when the purchase amount and the invoice written amount are inconsistent in the collating unit. 2. The invoice matching system according to claim 1, further comprising: a mismatch list creating means for creating and printing out. 4. The invoice matching system according to claim 3, wherein when the plurality of mismatches occur in the matching means, all of the plurality of mismatches are collectively listed in the mismatch list. 5. The invoice collation according to claim 1, wherein the host computer device is provided with date and time management means, and the collation means performs collation after a time set for the date and time management means. system. 6. The invoice collation system according to claim 5, wherein the time is an arbitrary time at night after the completion of online business. 7. An order number assigned when an article or the like is purchased, the purchase amount of the purchase target associated with the order number, and the invoice number and the amount of money written in the invoice created by the contractor ( (Hereinafter, invoice amount), payment date of the same amount, payment conditions and invoice information of other predetermined matters, an input unit, a display unit for displaying the input data, and communication control for communicating via a network. Section, and a first terminal device comprising a control section for controlling the input section, the display section and the communication control section, and an invoice number, an order number and other predetermined items described in the invoice. An input unit for inputting, a display unit for displaying the input data, a communication control unit for communicating via the network, and a control unit for controlling the input unit, the display unit and the communication control unit. And a second terminal device that is communicatively connected to the first terminal device and the second terminal device via the network, and that controls these terminal devices, and receives the input from the first terminal device. Data is stored on the other hand, the data is stored as inventory when the data is input from the second terminal device, and the purchase amount is recorded as accounts payable and stored and managed, and data in the data management unit. In the host computer device, an invoice matching system is used, which comprises a host computer device that includes matching means for matching the purchase amount and the invoice amount based on An order entered from the terminal device by associating the item name, quantity, specifications, and other items that specify the purchase target and the purchase price with the order number. Data from the second terminal device, which stores the data and specifies the invoice number, the order number, and the purchase target described in the invoice created by the contractor when the purchase target is delivered. The input delivery data is stored, the order number and the invoice number are associated with the order data and the delivery data, and inventory and accounts payable are recorded when the delivery data is input, and the first The terminal device stores the invoice number, invoice amount, payment date, payment condition, and other data described in the invoice, and the invoice number is used to check whether the purchase amount and invoice amount data match. , The invoice reference document is created for each invoice number when they match, and the mismatch list is created when they do not match. Method.