Expense accounting data management based on electronic expense document

• US 20040243489A1
• Filed: 05/27/2003
• Published: 12/02/2004
• Est. Priority Date: 05/27/2003
• Status: Abandoned Application

• Current Assignee: International Business Machines Corporation
• Original Assignee: International Business Machines Corporation
• Inventors: Mitchell, Joan L., Mastie, Scott D.
• Application Number:
  US10/446,204
• Publication Number:
  US 20040243489A1
• Time in Patent Office: Days
• US Class Current: 705/30
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: G06Q 40/12 Accounting
• CPC Class Codes: G06Q 40/128 Check-book balancing, updating or printing arrangements

Abstract

The invention allows for receipt of an electronic expense document that includes an image of a receipt and access to the document, all in an electronic format. The invention solves problems associated with loss and management of paper expense documents such as paper receipts, and allows for linking of documents with electronic expense accounting data input to an expense accounting system. Accordingly, paper receipts may no longer need to be submitted since the images of the paper receipts provide another authentication mechanism, which improves the efficiency of almost any business.

Claims

1. A method of managing expense accounting data, the method comprising the steps of:

creating an electronic expense document, the electronic expense document including an image of a receipt; and

submitting the electronic expense document to an expense accounting data management system.

2. The method of claim 1, further comprising the step of conducting at least one data management function based on the electronic expense document.

3. The method of claim 2, wherein the at least one data management function includes at least one of:

categorizing an expense item, collecting tax data and auditing a plurality of electronic expense documents.

4. The method of claim 1, further comprising the step of receiving the electronic expense document at the expense accounting data management system, and allowing access to the electronic expense document.

5. The method of claim 4, wherein the receiving step includes indexing the electronic expense document, and storing the electronic expense document according to the indexing.

6. The method of claim 4, wherein the receiving step further includes receiving at least one of an indexing instruction and a storage instruction for the electronic expense document.

7. The method of claim 4, wherein the accessing step includes communicating the electronic expense document to an accessing entity.

8. The method of claim 4, further comprising the step of conducting at least one data management function based on the electronic expense document.

9. The method of claim 8, wherein the at least one data management function includes:

conducting optical character recognition on the image to determine first expense accounting data; and

confirming whether the first expense accounting data corresponds with second expense accounting data that is received during the receiving step.

10. The method of claim 8, wherein the at least one data management function includes at least one of:

categorizing an expense item and collecting tax data.

11. The method of claim 8, wherein the at least one data management function includes auditing a plurality of electronic expense documents.

12. The method of claim 11, wherein the auditing step is conducted remotely from the expense accounting data management system.

13. The method of claim 1, wherein the electronic expense document further includes an electronic receipt having a plurality of data elements.

14. A method of managing expense accounting data, the method comprising the steps of:

receiving an electronic expense document including an image of a receipt at an expense accounting data management system; and

allowing access to the electronic expense document.

15. The method of claim 14, wherein the receiving step includes indexing the electronic expense document, and storing the electronic expense document according to the indexing.

16. The method of claim 14, wherein the receiving step further includes receiving at least one of an indexing instruction and a storage instruction for the electronic expense document.

17. The method of claim 14, wherein the accessing step includes communicating the electronic expense document to an accessing entity.

18. An expense accounting data management system comprising:

a receiving interface for receiving an electronic expense document from a user, the electronic expense document including an image of a receipt; and

an access interface for allowing access to the electronic expense document.

19. The system of claim 18, wherein the receiving interface includes an indexer for indexing the electronic expense document, and a storing device for storing the electronic expense document according to the indexing.

20. The system of claim 18, wherein the receiving interface further receives at least one of an indexing instruction and a storage instruction for the electronic expense document.

21. The system of claim 18, wherein the access interface includes a communicator for communicating the electronic expense document to an accessing entity.

22. The system of claim 18, further comprising at least one data management function.

23. The system of claim 22, wherein the at least one data management function includes an optical character recognition device to determine first expense accounting data from the image.

24. The system of claim 23, wherein the receiving interface receives second expense accounting data from the user about the electronic expense document, and wherein the at least one data management function further includes a data verifier for determining whether the first expense accounting data corresponds with the second expense accounting data.

25. The system of claim 22, wherein the at least one data management function includes at least one of:

an auditing function for auditing a plurality of electronic expense documents, an expense categorizer for categorizing an expense item in the electronic expense document, and a tax data collector

26. The system of claim 18, wherein the electronic expense document further includes an electronic receipt having a plurality of data elements.

27. A computer program product comprising a computer useable medium having computer readable program code embodied therein for managing expense accounting data, the program product comprising:

program code configured to receive an electronic expense document from a user, the electronic expense document including an image of a receipt; and

program code configured to allow access to the electronic expense document.

28. The program product of claim 27, wherein the receiving program code includes program code configured to index the electronic expense document, and program code configured to store the electronic expense document according to the indexing.

29. The program product of claim 27, wherein the receiving program code includes program code configured to receive at least one of an indexing instruction and a storage instruction for the electronic expense document.

30. The program product of claim 27, wherein the electronic expense document further includes an electronic receipt having a plurality of data elements.