This paper comprehensively and deeply analyzes the key links and operation processes of collection and claim forms in enterprise financial management, from definition to actual cases, providing clear guidance for enterprises to help enterprises achieve accurate management of capital flow and efficient coordination of financial data.
In corporate financial management, the collection claim form is the core tool to ensure that the flow of funds is clear and the business and financial data are accurately matched.
This article will focus on key issues such as “what does claim mean in a collection claim form”, “how to determine whether a claim is required”, “who is responsible for judgment”, “how to operate after confirming claim”, and “system operation examples” to help readers fully understand this important financial process.
1. “Claim” in the collection claim form: definition and core role
Claim refers to the process by which an enterprise confirms the ownership of the money received.
When the funds arrive, if the payer does not clearly indicate the purpose, customer, project and other information, the payee needs to match the funds with specific business orders, customer receivables or accounting accounts by checking the transaction amount, payer information, historical receivables records, etc., to ensure the accuracy of financial records.
The core functions include: matching business information to associate fuzzy funds with business data such as orders and contracts (for example, when a customer transfers without a note on the order number, confirm the ownership through history). Clarify the ownership of funds in multi-customer and multi-project scenarios to avoid confusion (such as collection by subsidiaries in the group company area). Financial reconciliation and write-off complete the write-off of funds, receivables and invoices to ensure that the accounts are consistent and meet the audit requirements.
2. Three dimensions for judging whether claims are needed
To determine whether to start the claim process, it is necessary to comprehensively evaluate from the following three aspects:
The completeness of payment information needs to be claimed by vague payment postscripts (e.g., only marked with “service fee”), the payer paying on behalf of the company, and the information is inconsistent with the customer’s name. There is no need to claim a postscript that clearly indicates the order number, customer name (e.g., “Pay for order No. 20250401”), or automatic system matching (e.g., e-commerce platform order and payment information linkage).
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The certainty of capital ownership needs to be claimed, there are multiple possible vesting objects (such as the same customer corresponds to multiple projects), the accounts receivable are not related to specific businesses, and the distribution of funds across departments (such as the collection of the group headquarters needs to be divided into subsidiaries). There is no need to claim payments to a unique customer or project (e.g., a recurring fixed-amount service fee) or automatically linked (e.g., ERP matching receivables by customer number).
Financial process requirements require claims, enterprise systems mandate that all funds correspond to clear accounts (such as the compliance needs of listed companies), involve tax write-off or audit traceability scenarios. There is no need to claim small sporadic income (such as interest) or non-business funds (such as employee loan repayment).
3. Who will judge whether it needs to be claimed? Multi-role collaborative division of labor
The financial department (cashier/accountant) is responsible for the initial screening of funds and matching the system, checking the receivables data through the financial system (such as Kingdee and Yonyou), and initiating claim requirements (such as creating a “payment to be confirmed” work order). The business department (sales/project team) assists in confirming the ownership of the business, providing unreported collection information (such as temporary prepayment from customers), and feedback on the use of funds through contracts and order records. Management/finance supervisors conduct final reviews of complex scenarios (such as large amounts of funds and cross-border collections) and formulate process rules (e.g., “payments exceeding 100,000 yuan need to be reviewed by two people”).
Differences in business size: Small business owners or financial leaders complete the entire process alone, relying on experience and quick communication. The initial screening of cashiers of medium-sized enterprises→ the initiation of work orders by accountants→ the reply of the business department → the approval of the financial supervisor, and reduce risks through standardized processes. The shared financial center of large enterprises/groups automatically handles regular business, the financial BP is connected to the business unit, and the compliance department reviews special scenarios (such as related party transactions).
4. The whole process operation after confirming the claim
After completing the claim, the following key steps need to be taken to ensure the process is closed:
Financial Accounting Processing Verification and Bookkeeping In systems such as Kingdee, receipts and receivables documents are written off (such as marking invoices as “collected”) and accounting vouchers (debit: bank deposits; Credit: Accounts Receivable). Update the statement cashier updates the daily fund report, and the financial system automatically synchronizes the balance sheet (such as an increase in bank deposits and a decrease in accounts receivable).
Business coordination and notification finance notify the business department of the receipt of funds (such as the sales department following up on the delivery), issue a receipt confirmation letter to the customer or return the bank voucher. Trigger follow-up processes: For example, the e-commerce platform automatically unlocks the order delivery after confirming the receipt, or the tax module starts the invoice issuance process.
Compliance and Archive Management Archive original documents (electronic or paper) such as bank receipts, claims, and contracts to meet audit traceability requirements. Cross-border receipts need to complete foreign exchange write-off and tax provision, and tax-free income needs to be accounted for separately and retained in policy documents.
System data linkage and optimization Through the integration of industry and finance (such as Kingdee Cloud and Xinghan), customer credit limits, project progress and other data are synchronously updated. Regularly analyze claim timeliness and high-frequency issues (such as missing the order number of certain types of customers), and optimize the process (such as requiring the contract to clarify the payment postscript format).
5. Example of operation of Kingdee system collection and claim page (interface logic reference)
The following is the typical interface logic of collection and claim in Kingdee system (the actual operation is subject to the specific version):
- The receipt list interface (Kingdee EAS) displays the receipt number, date, amount, payer, payment type, and other information, and can be filtered by date and customer. Example: Receipt number, receipt date, amount (yuan), payer, payment type SKD202504252025-04-2510000, customer A, sales receipt
- The left side of the receivables reconciliation interface (Kingdee K/3WISE) displays the receivables documents to be verified (such as sales invoices), and the right side displays the claimed collection records, which can be completed by checking and matching. Operation path: Financial accounting→ receivables management→ write-off→ manual write-off.
The intelligent matching interface (Kingdee Cloud/Xinghan) system automatically matches receivables according to the rules (e.g., by customer + amount), and the matching results are displayed on the receipt details page, and the associated documents can be manually adjusted.
6. Summary: The core value of the receipt and claim form
The receipt receipt is not only a tool for fund confirmation, but also a key node connecting finance and business. By clarifying the judgment logic of “whether to claim” or not, standardizing the multi-role collaboration process, and strengthening system operation and compliance management, enterprises can achieve efficient coordination of capital flow, business flow, and information flow, avoid accounting confusion, improve operational efficiency, and meet regulatory and audit requirements.
Practical advice: Combine enterprise-scale customized processes (e.g., simplified approvals for small enterprises, enhanced system automation for large enterprises), and ensure that finance and business teams are familiar with operating standards through regular training to maximize the management value of collection claims. Recommended reading↓ How to get PPT for the integration of industry and finance, how to get PPT for the financial system, how to get PPT for the tax declaration system, how to get the PPT from the invoice system, and how to get the PPT from the invoice system
