JP2022134059A - Integrated management/operational system for electronic slip - Google Patents

Abstract

To provide an integrated management/operational system for an electronic slip, enabling integrated operation, such as confirmation of a slip, creation of a slip and a request decision function, anywhere and from any place by achieving automation for having an overview of all operations, substantially reducing business operation/management costs, and increasing a speed of business processing.SOLUTION: An integrated management/operational system for an electronic slip, supports to prepare a slip having an original slip format of the company, and concurrently delivers the slip to a plurality of destinations at the same time as registration of slip data and automatically collects the slip for each transmission destination to manage circulation of the slip to store the slip.SELECTED DRAWING: Figure 2

Description

I have been engaged in distribution consulting activities for nearly 40 years, focusing on revitalizing sales. We have received requests from major data centers for business improvement proposals and data analysis using PCs, and have also provided analysis support for sales data. In the interview items for proposing improvement points along with sales analysis, it was found that many companies have problems with slip creation and management.
Even if slips are digitized only by the company, it cannot be operated without the approval of the other party. If a large company were to unilaterally say that they would start digitizing from next month, they would not be able to comply, but for local small and medium-sized companies, it was a heavy burden.
With the support of the Electronic Document Storage Law and the e-grammar, the digitization of invoices is beginning to spread. We believe that this will not lead to an improvement in business operations.

For nearly 10 years, we have been supporting the introduction of ERP (Enterprise Resource Planning = Integrated Operation Management System) for small and medium-sized enterprises. Under such circumstances, I realized that Japanese small and medium-sized enterprises did not have appropriate ERP software. Most of them are in-house enhancement type, mainly accounting software.
The main purpose of digitization of most small and medium-sized enterprises is to digitize paper-based work, and they do not assume system cooperation and operation that assumes cooperation with the outside.
As a result, it was found that it was an obstacle to the spread of "digitization of slips", which requires external and internal data communication.

Japanese Patent Laid-Open No. 10-289081 JP 2006-172309 JP 2003-030571 Japanese Patent Application Laid-Open No. 2002-011904

The 2020 Electronic Document Storage Law and the 2016 e-Text Law have been revised, making it possible to digitize and electronically store various slips and forms. However, paper-based slips are still the mainstream in commercial activities. This is because digitization has been thought to require the introduction of a system that has the same functions for both sides of the transaction.
Companies that are mainly subcontractors of large companies borrow and operate part of the system of large companies, but in the small and medium-sized distribution industry, complex transactions (from major trading companies to farmers) are carried out. The environment is such that we are not freed from paper-based business transactions. This also hinders work simplification and labor saving, including telework.

Companies that have introduced integrated management systems such as ERP can easily digitize slips, but for small and medium-sized companies, it is difficult to digitize slips, and digitization of only single functions such as invoices is progressing. However, in such fragmentary digitization,
1) Duplication of data input for creating invoices (separately, the same data must be entered twice or three times for the accounts receivable ledger, reconciliation processing after payment, etc.).
2) Inputting separately while confirming the slip data = 1 An input error occurs (there is also work to confirm the person in charge), and the person who performs the secondary processing has to wait until the preprocessing is completed. 3 Aggregation time difference occurs. 4 There are hidden issues such as being forced to work overtime when the closing date is approaching. As a result, mid-career veteran employees are preserved, and the environment is one in which young people are not nurtured.
3) Since paper slips cannot be viewed from outside the company, employees are forced to come to work on holidays or work overtime just to check the slips.

Invoice trends are not limited to external sales activities, but are also involved in a wide range of operations, from sales administration to accounting operations to distribution centers. .
However, the current situation is that system development is centered on the digitization of paper documents, and software development has not yet reached the level of operational support measures. (See Figure 2)
4) What part of slip management do you spend most of your time on? 5) How many same tasks (work) are there? How are you involved in the issuance and acceptance of slips, from approval to decision settlement?
7) Balance with nature of work and form of service = Is it necessary to issue slips and is it possible to simplify? , Considered slip issuance function is required. (See Figure 3)

As a preparation, basic information is registered in the database for each issuer,
1) Issuance conditions = No need for receipt of goods at the same time as the delivery note, whether the invoice should be total, whether it is necessary to include a detailed statement, payment conditions, closing date and settlement date, etc. Register operation details according to the prior contract increase.
2) Two types of slips (delivery slip and invoice, etc.) and three types (delivery slip, invoice, receipt, etc.) are issued at the same time.
3) Is it necessary to issue an address by the name of the person in charge, or is it okay to use a corporate address? By pre-registering the dictionary function (pieces, dozens, boxes, etc.), slip issuance can be processed in a short time.
6) When issuing an invoice, billing characteristics can be divided into 4 categories: 1 fixed amount, 2 irregular fixed amount, 3 irregular fixed amount, and 4 irregular irregular amount, and can be sorted and automatically aggregated. (See Fig. 12)
Next, as a slip issuance/operation function, the issuance attributes of business slips are as follows (see Fig. 9):
1) Quotation 2) Purchase order 3) Order confirmation (receipt)
4) Delivery note 5) Goods receipt 6) Invoice 7) Sales (purchase) ledger There are various attributes. All slips currently in use can be registered.
If you try to decompose the content items of the slip, you can decompose any slip into three elements.
a) Header = Addressee, issuer company name, person in charge, some slip conditions and date and time b) Body = Product list, selling price and quantity (unit price and total amount notation, consumption tax rate)
c) Footer = It can be broken down into three major categories: memos, special notes, and messages.
Among them, the same body information is used repeatedly from 2) to 7) for the information at the stage of receiving the quotation 1). Eliminating the wastefulness of entering twice or three times will lead to a significant reduction in clerical costs and time.
When you receive an electronic slip, the slip contents are automatically broken down into a) b) c) and saved. In particular, body information is broken down into individual items and saved. If you change the header element of the received slip to the reverse addressee company to the issuing company and change the slip title, you can issue a new slip immediately. Of course, adding new constants is also possible. It takes only 1 minute to create and issue slips, which used to take more than 20 minutes. (See Fig. 13)
Even in the case of paper slips, if they are digitized with a scanner and the OCR function is used to decompose the slip data, almost complete digitization can be achieved.
In addition, all digitized slip data is linked by a code system (issuing company, issued slip, date and time of issue), so you can easily check from which slip the origin of the slip was issued. = Traceability function and dummy slip issuance prevention function.
For slip issuance, a code number that is automatically assigned to each introducing company is used. is operated by The same code cannot be reissued as a permanently retired code. If the effective date on the slip is different from that on the computer, the date and time on the computer takes precedence in slip management. Vouchers with unused numbers are automatically recognized as fake vouchers and rejected.
Past data can be searched and displayed at any time using only the slip number.
As an aggregation and complementary function,
1) Automated sales (purchasing) ledger registration (daily/monthly sum total method) simultaneous support for consumption tax calculation 2) Automatic creation of invoice data (automatic summation according to customer closing date)
3) It is not necessary to check the invoice against the statement of delivery. Simplification of slip verification function 4) Automatic aggregation of payment data 5) Schedule list for each item of deposit data (cash transfer, bill, credit card, electronic payment = different scheduled deposit dates) 6) Deposit / remittance reconciliation = deposit An electronic receipt can be issued at the same time as registration. However, electronic receipts cannot be issued independently. Multiple issuance is not possible.
7) Export function to accounting data (see Figure 4)
We will semi-automate various tasks associated with issuing and receiving slips up to. Aggregation by item is automatically aggregated and totaled in late-night batch processing, so you can view the latest result data you want to see the next morning.
However, data viewing is authorized for each item, and the area that can be viewed is limited by department or person in charge. In addition to browsing, you can set restrictions on 1 printing, 2 downloading to external devices such as USB.

Once the function for simplifying slip issuance and totalization is completed, it will no longer be an in-house exclusive business, and it will be possible to accept new slips and create and issue new slips from a smartphone or tablet while away from home. If a request for approval is required, the person in charge will send a request for approval email to the superior's smartphone at the same time as registration, and a system will be created to receive an immediate settlement response. Since it is an auto-relation function by e-mail, you can receive approval settlement even if your superior is away from the desk, during an important meeting, or out of the office. Until now, internal and external work were separated, but since internal information can be integrated with smartphones, we can build a system that allows us to actively concentrate on external activities.

Receiving slips is considered to generate new work, and as reporting and contact work for multiple parties, the relationship function by e-mail can be used not only for approval settlement (see Fig. 5).
1) Result (Order) Report: Shipping Instructions, Order Confirmation, Compilation of Department Results 3) Purchasing on business trips: Notification of delivery schedules to distribution centers and stores (you can start accepting reservations as soon as possible)
4) The most troublesome thing for sales, such as checking inventory information on the go, can be fatal for sales, even if the inventory management system is systemized, even if the arrival process is delayed. increase. Promptly, sales support measures differ greatly depending on whether or not it is known in advance just by reporting "Completion of arrival from ** company". In-house, it is possible to automate most of the reporting, communication, and consultation work that has been ruled.
5) It is possible to automate external slips, internal instructions and reports, such as temporary holding of inventory and instructions to change delivery destinations. All the work of calling the person in charge and checking the trends will be gone.

Although it is easy to digitize internal systems, there are many small and medium-sized business owners who are hesitant to introduce it, judging that it is difficult to involve the outside world. We aimed to build a system that can fully respond to such fears.
<Invoice communication process>
1) Create a slip … Register it on the cloud 2) Create a slip and send an email to the issuer to confirm that it has been registered on the cloud.
3) When the recipient clicks on the URL written in the text of the e-mail, the recipient will see a screen for disclosing the slip data. Save by printing or data download.
●If the other party has a contract with the same system, you can view it on your company's PWD at any time.
4) Data disclosure = slip receipt information, and the sender is automatically notified as "opening information".
5) Email reception and disclosure operations can also be performed on smartphones If the above workflow is executed, it can be used even if small and medium-sized enterprises independently introduce it. (See Figure 1)
In addition, by registering past slip data with a scanner, the company's back No. You can build a slip database, and you can freely check and verify the data you want wherever you are. Important customer's back No. If you register even just a slip, I think it will be more convenient. In addition, it is easy to take over when the person in charge of the customer changes.

The system construction includes not only the email notification function, but also (see Figures 6 and 7).
1) Auto-relation function [0009] can be set in multiple scenes 2) Aggregation function has multiple functions and RPA (robot process automation), aiming for automatic aggregation in late-night batch processing.
a Aggregation by title of various slips = by person in charge, branch, sales office, product b Automatic aggregation of sales (buying) ledger = Categorized aggregation by sales attribute (allowing for sales analysis)
c Sales activity analysis (SFA = sales force automation) function from slips d Semi-automatic creation function of slips This eliminates the need to check the content of collection data by attribute (collection, transfer, credit card, electronic payment, promissory notes, etc.). You can clarify the time difference payment status.
ｇAutomatic issuance of electronic receipts (receipts cannot be issued independently)
hAutomation of remittance/receipt reconciliation processing kExport of accumulated data to accounting software (export as CSV file) function = linking function with external data 3) Linking and accumulation of external data and internal data in the cloud・Aggregation, comparison, saving, etc. are possible. It can also be used to prevent the entry of fake slips.

Digitization of slips for internal use. (See Fig. 10)
1) Documents linked to external documents = Create automatic instructions such as shipping instructions and temporary inventory holding instructions when a purchase order arrives 2) Sales = business trip report, petty cash settlement sheet, temporary payment settlement sheet, inventory Temporary holding, etc. 3) General affairs = Paid leave application form, maternity leave application form, conference room reservation, employee loan items, etc. 4) Accounting = Year-end adjustment application form, petty cash receipts and payments report, pay slips, etc. 5) Distribution center = Arrival report, Shipment report, inspection report, etc. (see Figure 11)
6) Inside the factory = There are an average of more than 100 types of various slips that are required for internal work regardless of external sources, such as progress reports, parts/parts arrival reports, and missing item reports. Once the digitization of external slips is complete, we will promote the digitization of internal slips at the same time. A program for creating new slips is provided in the system, so new creations and partial revisions can be freely managed.

100% electronic exchange of invoices between overseas business operators Exchange of invoices in business with overseas businesses is progressing faster than in Japan. It is a specification that can also be used for data relation functions with different languages and server environments overseas. Even when trying to exchange data with overseas data centers, it is possible to develop new services without changing the functions of the existing system. Existing software for data exchange for overseas uses blockchain technology, aiming for a system configuration with enhanced security. (See Figure 8)

100% digitization of slips enables time reduction and simplification of more than 80% of clerical work, realizing significant cost reduction.
In particular, it is said that 100 to 120 yen is required for the actual cost of mailing slips. Furthermore, I do not know how much it will cost per copy when calculating the operation and management cost. If you calculate the labor costs involved beyond that, it will be a ridiculous number.
<Effect of digitization of slips>
1) Reduce the time required to issue new slips to 1/100 or less.
2) Reduce the cost of sending slips to 1/1000 or less 3) Reduce the time required for tallying slips to 1/1000 or less 4) Reduce the work related to storing slips to 1/1000 or less 5) Invoice viewing function , 100 times faster than existing.
6) Reduce the total check of invoices to 1/100 or less. 9) You can manage and monitor the evolution process from quote to invoice. By grasping the slip trends of each salesperson, it is possible to greatly change the way salespeople perceive the operation management system.
10) Most of the reporting and communication work can be automated, and the openness of internal work will be improved.
11) Additional equipment investment is unnecessary. Existing equipment can be used as is.
12) You can tabulate and understand the contribution and importance of each company to your company from the number and number of slips issued by month and the amount. It can also be used as basic data for building a sales system that is conscious of the importance of each corporation.
13) By analyzing the contents of slips, it is possible to analyze recent product trends, etc., so it can be used as an opportunity to indicate the direction of future sales policies.
14) We will also automatically tally the consumption tax that will be required at a later date. Of course, we also support reduced tax rates.
15) If we can digitize slips for internal use, we can expect a significant reduction in operation and management costs.
16) It can also be introduced to exchange invoice data between overseas headquarters and branch offices, including third countries such as external business operators. Data communication, collection, aggregation, and analysis between different servers are also possible at the same time. This is an electronic slip issuance support program that goes beyond the mere digitization of paper slips.
17) Among the digitization of slips, the only slips that cannot be digitized are the slips with names such as delivery details (goods details) and delivery guides, which are packed together with the products. It is possible to send it as an electronic slip, but in consideration of the case where there is a distance between the package to be inspected and the PC to which the data is disclosed, we left the analog correspondence. (See Fig. 14)

Slip generator work follow Function list of slip generator Internal structure diagram of slip generator Invoice generator flow chart Introducing the autorelation function Introduction of slip SFA function Slip analysis items, summary slips Network related diagram for overseas transactions Transition diagram of body data Overview of slip items for each department for internal use List of documents required at the distribution center Aggregate accounts receivable data by 4 categories Automatic decomposition of slip data and copy & paste function

"Electronic slip generator with aggregation function" is operated and managed on the cloud. The introducing company provides an environment that can be used immediately with existing equipment. In addition, if it is on the cloud, we believe that remote support is possible for building a support system for dealing with troubles during system operation, operational instability, and errors.
In addition, by transferring the storage location of accumulated ledger data to DVD etc. on a monthly basis, there is also the effect of reducing cloud usage fees.
<Usage procedure>
1) When the application for use is accepted and the terms of use are approved, a dedicated ID + PWD will be issued. Separate IDs are given for administrators and operators.
・Browsing range settings differ depending on the ID.
・When an employee quits, it will be forced to suspend, and the ID will not be reused at all.
2) Register company information, customer information, employee email addresses, etc.
Customer information can be uploaded as it is if existing information can be converted to CSV. In addition, customer information may be registered for each use.
●In order to eliminate entry errors, the slip style can be customized to the same style as existing slips. You can also pre-register the dictionary function by quantity (Kg, dozen, box, etc.).
3) Set and register entry restrictions for each employee. From the control screen, set the disclosure button for each ID.
4) We will hold a briefing session for internal users.
5) We will also hold briefings for external parties. We will make changes as soon as possible from the company.
●We will encourage our business partners to use the same service.
6) Repeat the test call and shift to the actual work.
7) Prepare new terms of use for new customers.
8) It will be easier to use if a dedicated scanner for paper slips is installed.
9) At the same time, discuss rules for data communication with accounting firms.
Proposal 1: Export data from the cloud as needed.
Plan 2 Link with accounting software, import as external data, and aggregate in the cloud. ＝Automatic aggregation 3 proposals Issue related IDs to accounting firms, ask them to download the necessary data, and divide operations.

There is digitization of single functions such as invoices and payslips, but there is no complete digitization of all slips. In 2020, the Electronic Documents Storage Act was revised, and the method of storing documents has been simplified, so we believe that further electronic documents will be used.

24 hours a day, wherever you are, from anywhere, even without a computer, from your smartphone, you can receive slips from business partners, issue new slips at the destination you visit, search back numbers of slips, analyze sales slips, We believe that the time will come when we will be able to digitize slips and revitalize businesses that have introduced them, such as discovering problems. We expect all business operators to gradually spread the use of the system.

Slip generator work follow Function list of slip generator Internal structure diagram of slip generator Invoice generator flow chart Introducing the autorelation function Introduction of slip SFA function Slip analysis items, summary slips Network related diagram for overseas transactions Transition diagram of body data Overview of slip items for each department for internal use List of documents required at the distribution center Aggregate accounts receivable data by 4 categories Automatic decomposition of slip data and copy & paste function List of functions attached to slip generator

Claims (9)

With the revision of the Electronic Document Storage Law, it has become possible to digitize and electronically store various types of slips used for business purposes. Although there are specifications that specialize in the issuance of electronic invoices, the digitization of all invoices is lagging behind.
Many managers think that it is difficult to digitize slips only for their own company because slips cannot be completed by themselves. It is assumed that there was no function that can be issued independently. As an "integrated operation and management system for slips", operations from slip creation to issuance and aggregation, such as simple issuance, distribution, aggregation of slips, automatic posting to various ledgers, automatic email reports, and automation of contact work. It also incorporates a slip operation and management function that can analyze the progress of the process. Received slips are automatically decomposed into header, body and footer information, and body information is decomposed into subdivided items and saved. New slips can be created simply by changing the header title. In addition, body information is stored in storage holders by document title (estimate, delivery note, invoice, etc.). At the same time, it is automatically posted to the accounts receivable and accounts payable ledger, so there is no need to register the ledger while looking at the receipt slip.
New slips that use body information will have the slip number that causes them in the footer. From the slip search screen, you can display the slips of back numbers by entering the code. Billing data, which is closed on a monthly basis, is stored on the host server as external data for each business partner. Both parties can confirm the data, and both parties can confirm the billed amount by pressing the approval button. There is no need to verify the billing details by matching it with the accounts payable ledger or invoice. No more overtime before or after the billing date. By aggregating the issued slips by title, it is possible to analyze the sales of practical SFA (sales force automation). You can specifically aggregate and verify everything from monetary targets and volume status to discount trends, which cannot be seen in the conventional daily report format. It is possible to analyze the slip issuance status (prospect for this month, forecast for next month, etc.) for each slip, which was absolutely impossible with paper slips.
By registering back number paper slips in the database, comparison with past history and time series analysis are also possible.
In addition, data aggregation using body information can be aggregated by branch, department, individual, product, etc., according to the status of slip descriptions, making it possible to analyze sales.
In addition, by aggregating the progress status of each slip, it is possible to predict the status of the prospect of closing a contract in the near future, so it can be used for sales support. In addition, sales analysis such as key customer trends, purchase status by product, and price setting for regular purchases by customer can be performed at the same time.
Even if the person in charge of the customer changes, the customer information can be completed by viewing the data, making it easier to take over and prevent service deterioration. When creating an invoice, billing groups are managed separately by dividing them into 4 blocks: 1st fixed amount, 2nd irregular amount, 3rd irregular fixed amount, and 4 irregular irregular amount. This is also to simplify the issuance of invoices (in the case of regular fixed payments, amount changes can be completed with one correction regardless of the number of invoices) and to eliminate billing omissions. When creating an invoice, the trading status of both parties is automatically verified, and "offset settlement" is automatically possible. We compared external data and internal data on the closing date and automated billing for the difference.
In addition, automatic processing is possible up to the issuance of offset electronic receipts. The construction of billing data is based on the data (external Data and internal data of the company) are automatically aggregated on the closing date, and the specification is that both parties come to the host server to see the "notice of billing amount for this month". In other words, when the invoice comes, there is no need to reconcile the invoice with the invoice or the accounts payable ledger.
In addition, it automatically separates the general tax rate and the reduced tax rate from the billing slip at the same time, and collects the consumption tax that has been deposited at the same time. We will digitize even phase quotations. Send a quote request to multiple businesses. Estimate responses can be automatically accumulated in folders for each project. Confirmation notice and rejection notice can be sent simultaneously.
Of course, back numbers of all quotations can also be saved under the project name. Among the slips, there are about 60 types of slips that employees submit to the company (holiday work application form, maternity leave application form, paid application form, year-end adjustment, etc.) and slips that the company presents to employees (salaries and paid There are about 100 types of slips including the remaining number report, employee loan item management report), slips used for business (application for use of meeting room, application for taking out company equipment, etc.). Considering the submission, storage, and management, it may not be a necessary cost because it requires manpower and paper. Some of them are digitized, but most of them are handled by paper or e-mail. Since we lend smartphones to our employees, we will digitize the issuance of various application forms from smartphones and add a function that allows easy automatic aggregation by subject.
We believe that it will be possible to reduce costs significantly by enabling simultaneous reporting to target employees and simultaneous collection and compilation of in-house slips even remotely.
It can also be applied to the public solicitation of opinions from employees and the distribution of questionnaires.

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