JPS63120364A - Control system for approval of electronic slip - Google Patents

Abstract

PURPOSE:To realize high-speed electronic processing with titled control system by securing such a system where a slip is read out of a slip substance storing file and an automatic office work processing flow is secured after arrangement of approval control information of superior officers in a system. CONSTITUTION:A terminal 4a takes a blank electronic slip out of an electronic slip file 2 to send it to an electronic mail mechanism 3 and stores the slip in a slip substance storing file 6 to inform this to a slip control mechanism 7. The mechanism 7 reads the slip out of the file 6 and checks the type and the contents of the slip. Then an approval information control mechanism 8 checks the approval history information to retrieve the higher-rank superior officers out of an organization chart file 9. Then the authority of the superior officers are checked via an approving authority file 10. Then an office work processing flow control mechanism 12 gives a request to an office work processing automation processing program start/monitor device 13 for start of this start/monitor job as long as the start of the automation processing program coincident with conditions of the electronic slip is described on an office work processing description file 11. Thus an office work processing automation processing program 14 applies the prescribed processing to the slip and stores the result of this processing in the file 6 again.

Description

[Detailed Description of the Invention] [Industrial Application Field] The present invention improves the flow of slip office processing using electronic slips (hereinafter referred to as electronic slips), which is performed using slips. The present invention relates to an electronic slip approval control system that controls the flow of the electronic slip and also controls the approval processing that accompanies the slip office processing.

[Conventional technology]

The style of processing and approving documents using paper and seals has been practiced since ancient times and is widely prevalent in society. In terms of convenience, economy, and reliability, this style has not conventionally replaced the above-mentioned style.

Invoices play a central role in the basic office work performed at a company.

Even in today's society where computer processing has become widespread, slips play an important role in the contact between computer systems and people. Today, with the advancement of computers and calls for further streamlining of office work, the digitization of slips that have been left behind in the traditional style is attracting attention.

By the way, even in today's so-called computer society, the biggest reason why paper slips are used for processing slips is economical. Switching to an electronic system using computers requires a large amount of time and money to develop the system, so we have no choice but to hesitate in terms of investment and effectiveness. On the other hand, electronic mail systems have recently been attracting attention in society.This electronic mail system involves sending electronic messages to any recipient or multiple recipients by operating a terminal device. It is equipped with functions that allow you to send messages.

[The problem that the invention attempts to solve]

However, in the past, electronic slip processing was realized using the e-mail function (approval control was performed in the system).
- However, no method has been realized that is more reliable and convenient than the conventional paper and seal-based approval method.

The purpose of the present invention is to utilize an existing electronic slip system (in this case, a system whose purpose is to process slips by sending them as Nino using the e-mail function is referred to as an electronic slip system). An object of the present invention is to provide an electronic slip approval control system that can significantly reduce development costs and is sufficiently convenient and economical.

[Means for Solving the Problems] The electronic slip approval control system of the present invention includes an e-mail mechanism having at least two e-mail subscriber management functions, an e-mail sending function and an e-mail receiving function, and this e-mail mechanism. a document management mechanism that controls the format and content of e-mails, an approval information control mechanism that controls the route of approval processing within the two organizational divisions, and a control mechanism that manages the office processing flow and determines the destination of the document. Paperwork
l- Management structure and specified in the above administrative process flow.
The present invention is characterized by having an office processing automation processing program starting/monitoring mechanism for starting and monitoring a processing program for office processing automation.

[Effect]

In the present invention, when determining the destination of an e-mail, the destination is determined according to the flow of the slip office processing, and the flow of the approval process is also determined completely automatically. This eliminates the need for a person who has added or approved an electronic slip to specify the next mail destination one by one. In addition, by automatically controlling the flow of slips according to the slip office flow, processing that occurs during slip office processing (such as checking slips,
(transcription, aggregation, sending, storage, copying, etc.) can be replaced by automated means.

〔Example〕

Next, the present invention will be explained with reference to examples.

FIG. 1 is a diagram showing an embodiment of the present invention. Referring to FIG. 1, 1 is an electronic slip design means, 2 is a file for storing electronic slips created by the electronic slip design means 1, and 3 is an e-mail mechanism. Reference numeral 4 denotes a terminal device which inputs, displays and prints e-mails. 5 is a file having a control structure that constitutes a mailbox, and 6 is a file that stores the email entity. 7 is a slip management mechanism.

It serves as an information exchange window (interface) with the e-mail mechanism 3, checks the format and contents of the slip, and distributes control to the approval information control mechanism 8 and the business processing flow management mechanism IIJ.

Approval information control mechanism Inspects information regarding the approval history of 8 slips and controls the approval route within a department of a corporate organization so that approval is performed in accordance with approval processing rules. Reference numeral 9 denotes an organization table file, which stores basic information for determining the route of approval processing within a department of a corporate organization. Reference numeral 10 denotes an approval authority sight file, which is used to determine payment authority when determining an approval route based on the 2-organization table 9. 12
is an office processing flow management mechanism, which sends e-mails by referring to the office processing flow description file 11.

Control is performed according to the flow of business processing. Reference numeral 11 is a file that stores a business process flow description.

The office processing flow description is a parameterized description of the office processing procedure in a symbolic form. 1
Reference numeral 3 denotes an office processing automation processing program startup/monitoring mechanism, which starts the office processing automation processing program according to the office processing flow description and monitors its execution results. 1. @
- is an office processing automation processing program, and office processing is automatically executed by this program.

Next, the electronic slip approval control method according to the present invention will be explained using an example of an actual e-mail execution process. Referring to FIG. 1, the terminal 4a extracts a blank electronic slip from the electronic slip file 2, fills in data on this electronic slip, and sends an e-mail (processing indicated by ■ and (■) in FIG. 1).Terminal E-mail sent from 4a (hereinafter simply referred to as a slip)
is stored in the slip entity storage file 6 by the e-mail mechanism 3, and the slip management mechanism 7 is notified of this (
Processing ■, ■). The slip management mechanism 7 reads the above-mentioned slip from the slip entity storage file 6, checks its format and contents, and determines that the slip is in the process of approval within a department of the corporate organization.1. For example, authorization information control mechanism 8
The approval history information in the slip is checked by n1, the upper superior is searched from the organization table 9, and the approval authority is checked in the approval authority sight file 10 to determine the next approval processing destination (
Processing■,■,of).

When the document management mechanism 7 considers that the document has been approved within the department of the corporate organization, the business processing flow management mechanism 12
is called (processing ■). The office processing flow management mechanism 12 reads the office processing flow description file 12 that matches the conditions of this slip and determines the secondary process (processing ■).

If the description record of the office process flow description file 11 indicates the start of the office process automation processing program,
Start the corresponding automation processing program to automate administrative processing! A request is made to the program startup/monitoring mechanism 13 (processing). The office processing automation processing program 14 performs predetermined processing on the above-mentioned slip, and stores the result again in the slip entity storage file 6 (process φ. slip office processing automation processing (
A slip newly generated by the program 14 is also registered in the slip entity storage file 6 in the same manner. The office processing automation processing program activation/monitoring mechanism 13 notifies the voucher management mechanism 7 of the voucher registered in process (2) (process 0). The slip management mechanism 7 is an office processing automation processing program activation/monitoring mechanism 13
Upon receiving the notification from , the mail destination of the slip is determined by referring to the office process flow description in the same manner as in Processes 1 to 2, and the slip is registered in the mailbox of the destination (Process 0).

Then, by operating the terminal 4b, the user retrieves the email addressed to him and displays it on the terminal 4b (process 0).

FIGS. 2 and 3 show the format of the screen displayed on the display unit of the terminal device when taking out mail (slip) from the mailbox. As shown in FIG. 2, the incoming slips are aggregated and displayed on the terminal device according to two classifications of slips. Then, when you select a specific classification of a specific slip from the state shown in Figure 2 and select "Display Details" from the selection field at the bottom, the details of the slip are displayed one after another as shown in Figure 3. Sanru. Note that the user can sequentially select the slips from the detailed list, display the contents on the screen, and perform additional processing, approval, etc.

Figure 4 shows the structure of the mailbox file.

As shown in FIG. 4, when an e-mail (slip) is sent, it is additionally registered in the e-mail statement record of e-mail classification with the corresponding e-mail type of the destination mailbox. You can also email (
When a slip is removed and sent and transferred to another mailbox, the original email is sent? , the email details record for the email will be deleted. Mailboxes are usually set up for individuals, but may also be set up for organizational departments, projects, or work groups. The mail destination specifies this mailbox, and is usually managed using "department code, ten personal code," etc.

FIG. 5 shows the structure of the slip entity storage file.

As shown in FIG. 5, the document entity storage file has a structure in which the document entity can be searched using the document number stored in the detail record of the mailbox as an index key. The document entity is stored separately in multiple records in the document record.
．． ing.

FIG. 6 shows the structure of a slip record. As shown in Figure 6, the document entity is Form Header, Form
It is classified into three categories: Data, Image Data, and is managed. Form Header IIC is a form of slip (1 line, 1 color, 2 characters).

Basic information for slip management, such as data item attributes, calculation formula 2 conditional expressions, and history information in the approval information field, is stored. F
Orrn Data stores n-character data input into the slip. Image Data includes image information in the slip! It is added only when the image information is inputted from an image input device or the like attached to the terminal device, and data is compressed using a predetermined method and stored.

FIG. 7 shows an example of a conventional office processing flow process. In other words, as shown in Figure 7, the issuing department issues a stationery request slip, stamps the approval of the section manager and the section manager, and takes it to the general affairs section. There are two processing methods depending on whether it is an item or not. In the case of an item to be stocked, the stock item is immediately processed for shipping and sent to the requester1. In the case of non-inventory items, the purchase procedure is completed after receiving the seal of approval from the general affairs department's superior. When the goods are delivered, they are sent to the requesting department, and the invoice is sent to the accounting department after receiving the seal of approval from the second manager.

In the accounting department, the section manager/section manager approves and records the information in the ledger.

Fig. 8 shows an example of automating the office processing procedure shown in Fig. 7 based on the present invention.As shown in Fig. 8, the two stationery request forms are electronic slips. , call up a blank stationery request slip to the terminal device, input the necessary data and send it, it will be emailed to your boss by the above-mentioned e-mail automatic control.It will be approved one after another, and once completed, it will be processed by the office processing automation processing program. The "automatic verification process" is started.As a result of the automatic verification process, if the item is not in stock, the document will be sent to the e-mail address of the general affairs department.If the item is in stock, instructions for shipping procedures will be sent. Similarly, instructions are given to the general affairs department.When the general affairs department approves each request form for stationery for non-stock items, the "order form issue processing" of the office processing automation processing program is activated by automatic email control.

Automatically issued 1. The purchased order form will be sent to the mailbox of the General Affairs Department, and the purchasing procedure will be carried out. When the purchasing procedure is completed, an electronic billing slip corresponding to the order form is issued (it is automatically issued in advance, stored in a file such as an electronic cabinet, and then retrieved) for approval by the superior. When the approval is completed, the electronic mail automation control starts the "journal ledger entry processing" of the office processing automation processing program again.

FIG. 9 shows the procedure for creating and registering a business process flow description. Referring to FIG. 9, as described above, first, the current office processing flow shown in FIG. 7 is created (processing ■). followed by the 8th
Create the office process automation flow description shown in the figure (Process ■
). Next, the wealth processing automation flow description is coded and described in accordance with the prescribed rules on a layout coding sheet to be described later (Process ■). That is, the office process automation flow description is symbolized, converted into a format that is easy for the converter to read, and registered in the same way as a source program using a text editor (processing). The source description registered in process
Diagnose errors in the contents and output to a list (processing ■).

Combine the source description with no errors in process ■ with other office process descriptions and register it in the "admin process flow description file" (
Processing ■).

The “source description of office processing flow” shown in Figure 10 is
Corresponds to the "office processing automation flow description" in the figure.

Figure 11 shows method 10 of source description of office process flow.
Referring to the figure, FLOW-ID is a name given to the paperwork itself, and is used to distinguish it from others.

A process is a division within one FLOW-ID. FORM-ID identifies the type of slip, and the sending department 2 is the sending department of the slip. The next process specifies the process to be executed next. The classification is whether the destination is a department or not, and the document processing is automated! Specify whether it is a program. The destination department directly specifies the code of the destination department or the name of the decision rule. The sorting means specifies the means for determining the name of the person in charge within the department. The i4' parameter is a writing area for commands that define processing for the corresponding slip.

The elements that make up a slip can be roughly divided into three parts: the format of the slip as a background (one line, two characters), data items, and an approval field.All data items are...

It is necessary to set definition information as shown in FIG.

Figure 12 shows the design of the approval column. Data is automatically entered into the department name column 2 date column shown in FIG. 12 by the slip management mechanism. The system inserts the name of an approver into the approval stamp field when the approver performs an approval operation on the terminal. Definition information shown in FIG. 12 is set in this approval stamp field.

FIG. 13 shows an image of an organization represented by an organization table file. Referring to Figure 13, if the slip approved by person in charge a is sent by email to manager 1, who is his immediate superior,
The slip approved by Supervisor 1 is sent by email to Section Manager 1, who is his immediate superior.

The slip approved by Section Manager 2 is then sent by email to Manager 1, who is his direct superior.

Figure 14 shows the approval rights expressed in the file 1. Indicates approval authority. Figure 14 shows the approval authority by position for a certain department's invoice. Approval can be made by comparing the data in the target amount column of the invoice, the position of the final approver in the department, and the corresponding amount in this table. It is determined whether the process has been completed.

FIG. 15 shows the correspondence between the organization chart of the organization chart and the approval column of the slip. Referring to Figure 15, in each approval stamp column, as explained in Figure 12, the position corresponding to the approval column is set, and if you try to approve by operating the terminal. The position of the person is managed by the user management function of e-mail.

In order to compare the personal information of the user of Son-en with the personal information registered in the system in advance for the person who intends to use the service, the registration number (user ID) of the two individuals If the passwords do not match, the terminal cannot be operated.

FIG. 16 shows an approval history management table used when the approval information control mechanism checks the approval information history and determines the current final approver.

Referring to FIG. 16, as approval history information, the IDs (user IDs) of 5fr approvers who actually approved are included in the slip.

Information regarding the approval date and position is added. Then, by comparing these with the organizational chart information, it is possible to easily determine the "second manager" who will report directly to the final approver.

〔Effect of the invention〕

As explained above, according to the present invention, it is now possible to accomplish the administrative processing of slips, which has conventionally been processed using one piece of paper and a seal, by electronic means without using gold paper, which is more convenient than the conventional method using one piece of paper. sex.

Not only is it superior in reliability, but it also makes it possible to achieve overall automation, making it possible to automate office work. In addition, by registering the startup conditions for office processing flow and office processing automation processing in a file using parameter description 1- and updating it independently from the system,
1~ It is possible to create a system that is easy to live in and can handle changes in the permanent office flow that often occur, and is resistant to change.

[Brief explanation of the drawing]

FIG. 1 is a block diagram showing an electronic slip approval control system according to the present invention, and FIG. 2 shows how an e-mail user sends an e-mail (slip) by e-mail. Figure 3 is an example of the screen when an e-mail user retrieves mail (slip) from the mailbox. Displayed after selecting the electronic slip type and classification 1 to 1 before the summary in Figure 3. Figure 4 is a diagram showing the structure of e-mails, Figure 5 is a diagram showing the structure of the file that stores the slip entity, Figure 6 is a diagram showing the detailed structure of Figure 5, FIG. 7 is a diagram showing an example of a general office processing flow process, FIG. 8 is a diagram showing an office processing automation processing flow, and FIG. 9 is a diagram showing a procedure up to registering an office processing flow description in a file. Fig. 10 shows the format of the source description for the office processing flow shown in Fig. 9, and also shows an example of the source description corresponding to the flow shown in Fig. 9, and Fig. 11 shows the slip items related to electronic slip design means. Figure 12 is a diagram showing the definition of the approval column regarding electronic slip design means, Figure 13 is data showing the organization used when determining the next approver within the department in the approval process. Figure 14 shows the concept of approval authority (approval authority) when deciding the next approver in the department.
Figure 15 is a diagram showing an example of the correspondence between the approval column of the electronic slip and the individual in the organization chart, and Figure 16 is the information regarding the approval history held in the slip. FIG. 3 is a diagram showing a management table when the file is expanded into the system memory. 1... Electronic slip design means, 2... Electronic slip file. 3... E-mail mechanism, 5... Mailbox file, 6... Slip entity storage file, 7... Slip management mechanism, 8... Approval information control mechanism, 9... Organization table file. 10... Approval authority file, 11... Administrative process flow description file, 12... Administrative process flow management mechanism. 13... Office processing automation processing program startup/monitoring mechanism, 14... Office processing automation processing program. Figure 2 (Stationery purchase i&request) Details of arrival slip [Normal] [Mailbox name] Figure 4 Figure 5 Figure 6 Figure 9 ■ Uji Figure 10 Figure 11 Figure 12 [Approval (m [Design image] Figure 13 Figure 14 (Defining approval 11i limits (approval authority) by position by amount) Figure 15 [Individual registration IJfflfi] Figure 16 Supervising department - Do - Issuing department □ - (啼 - Approval order

Claims (1)

[Claims] 1. Equipped with an electronic slip design means for designing an electronic slip format, an electronic slip format storage means for storing the electronic slip format designed by the electronic slip design means, and an interface function with an e-mail mechanism. an electronic document management means for checking the format and content of the document; and an approval information control means having an organization table file and an approval authority table file, and the electronic document is characterized in that it automatically controls the approval route. Authorization control method.