The ability to generate electronic invoices is to realize paperless office of invoice reimbursement, but in the past seven years, paperless office of invoice reimbursement can be said to be only half done, which means that we have realized paperless office in the invoicing process, and merchants can directly make invoices online without issuing paper invoices, but the reimbursement end has not yet realized paperless office. At present, most enterprises in the market still print invoices by employees themselves and ask financial personnel for reimbursement.
It is precisely because of such objective reasons that it will cause some troubles to our reimbursement link. Because electronic invoices are printed by employees themselves, and electronic invoices also have a feature that they can be printed repeatedly, so some enterprises will have repeated reimbursement, which may be caused by employees' unintentional printing errors. Of course, it is not excluded that some employees intentionally repeat printing with speculative psychology, resulting in repeated reimbursement.
So in the face of such a situation, how to avoid it as a corporate financial officer? The following is a detailed introduction to the specific operation steps for everyone:
Excel electronic invoice ledger duplicate checking
This method is the most stupid method, the most traditional method and the most used method before the new Internet era. In other words, each reimbursement invoice is recorded by Excel spreadsheet, including invoice code, invoice number, invoice date, reimbursement amount and so on.
As shown in the spreadsheet, for the formal electronic invoice ledger, we must first enter about eight columns to ensure the authenticity of the invoice.
When a new invoice needs to be reimbursed, click the search function of the spreadsheet to compare the invoice code, invoice number, reimbursement amount and other information of the new invoice with the current invoice ledger one by one, and enter it after confirmation.
If there are duplicates as shown in the figure, it means that the invoice may be reimbursed repeatedly. At this time, it is necessary to reconfirm whether the invoice is reimbursed by other means.
Internet gadget for double checking
At present, there are many internet tools that can automatically generate invoice ledgers and have the function of duplicate checking. Internet tools here include computer-side software, mobile phone duplicate checking APP and popular WeChat applet. Due to the limited space, I won't demonstrate these methods one by one. I will show you one of the most convenient methods, which is the WeChat applet to check the duplicate.
First get the WeChat applet, open WeChat, click the applet on the search page, and search the applet name in the input box:
The second step is to click on the search bar and enter the applet.
Enter an invoice ledger in the applet or import an existing historical invoice ledger. When a new invoice needs to be reimbursed, it can be automatically checked directly.
After the invoice is reimbursed, you will be prompted "Reimbursed" and cannot enter it again.
This method is the simplest way, and it does not need to manually input invoice data. It can automatically input invoice data by scanning the invoice through the mobile phone camera, which can also greatly reduce the workload of financial personnel and improve work efficiency.
Duplicate checking of financial OA office system
This method is suitable for enterprises with their own financial OA system, which is the exclusive workbench for financial personnel. Manual operation is turned into automation through machine recognition technology, complicated EXCEL processing is turned into automatic import and export through software integration, and all financial matters are processed in batches through batch management function. Integrate budget, reimbursement, payment, petty cash, invoice management and other modules to minimize the workload of financial personnel.
Because my company doesn't use oa system at present, I can't give you a detailed explanation and demonstration.
However, the invoice management function in oa system is very powerful and the cost is the highest. For enterprises with a huge amount of invoice reimbursement every day, we can try to introduce a set of financial office management system software.