A METHOD AND AN ARRANGEMENT FOR HANDLING OF INFORMATION REGARDING ECONOMIC EVENTS

Abstract: A method and an arrangement are suggested for handling of information regarding economic events with a paying party and a payment-receiving party. The arrangement includes at least a first computerised user interface (1, 2) for a first of said parties, a computer device (10) including a computer application with a data base (11) and at least a second computerised user interface (3, 4) for the second of said parties. The first user interface, the second user interface and the computer device are connected to a computer communication device (9). The computer device permits recording of information regarding such an event in said computer application and includes means for processing the information and transferring the processed information to a computerised bookkeeping system, which is associated with said first party.

Description: A method and an arrangement for handling of information regarding economic events THE BACKGROUND OF THE INVENTION AND PRIOR ART The present invention refers to a method and an arrangement for handling of information regarding economic events with a paying party and a payment-receiving party. The invention also refers to a computer program. In order to meet the bookkeeping rules which are prescribed according to law, all companies have to take proper care of their daily bookkeeping. This is to a large extent made manually involving significant costs for the company. In spite of the fact that the bookkeeping today almost exclusively is performed by means of a computer, there is seldom any possibility to utilise any automatic kind of data collection. Instead each verification must be noted manually, frequently with a further manual step of account-coding, and preceding calculations of different sums and VAT. Many economic events or transactions are now performed electronically, wherein a large quantity of pieces of information regarding the economical transaction is present in a digital form. Such pieces of information may for instance include the identities of the vendor and the purchaser, the purchase amount in question, the type of the goods or services, the point of time for the purchase, currency etc. There are some proposals in the patent literature regarding how at least a part of the manual bookkeeping work could be simplified. JP-A-1 1053650 discloses the possibility of transferring receipt information in connection with a purchase to a bookkeeping system in an automatic manner by means of electronic mail. This document is thus directed to the improvement of the accessibility to the information available with regard to an economic transaction. DE-A-23534954 discloses the provision of a magnetic strip on a conventional invoice form, wherein data, which is needed in the bookkeeping, may be stored on the magnetic strip in connection with a purchase. This data may then be transferred to a bookkeeping system from the magnetic strip. US-A-4 303 904 refers to a particular area, namely an arrangement for so-called vehicle tolls. The arrangement includes a transponder, which is provided on each vehicle and which includes different codes and a possibility of transferring payment to a corresponding transponder at the toll station. The document points to the possibility of transferring data regarding the payment to a bookkeeping system. JP-A-10105629 discloses an accounting system with possibilities of automatic bookkeeping. This document mainly seems to be directed to how the automatic bookkeeping is to be performed and not directly to the pieces of information regarding different economic events to be transferred to the bookkeeping system. SUMMARY OF THE INVENTION The object of the present invention is to simplify the bookkeeping of economic events or transactions. In particular, it is aimed at a method and an arrangement, which offer a user possibilities to simplify his bookkeeping. This object is obtained by the method initially defined, which comprises the following steps of: recording, in connection with such an event, information regarding the event in a computer application, which includes a data base and which is available via a computer communication device, processing the recorded information in said computer application, wherein said processing of information includes account-coding to an applicable account, and transferring the processed information from said computer application to a computerised book-keeping system associated with a first of said parties. Since the information, which is available in digital form and which refers to such an economic event, is substantially sufficient for forming a base for a proper bookkeeping of the economic event, one may according to the invention in a relatively simple manner enable transfer of this information to a database, which is available via the computer communication arrangement, for instance via a public computer network such as Internet. A user of the system may thereafter download the information and transfer it to his bookkeeping system. Such a bookkeeping system may be provided centrally by said computer application or being local at the first of said parties. By means of software at a computer application, which includes the database, the information may be processed in a suitable manner before it is downloaded to the computerised bookkeeping system. The information may of course also include other pieces of information than such which are necessary to the bookkeeping. For instance, the information may include data about how the payment is to be performed in a technical sense. Data for supplier registers and/or client registers, data for statistics, payment conditions, etc. Since the database may be located on a public computer network, everybody who so desires may connect himself in an easy manner to the system. Advantageously, one may obtain access to the system by means of a password. For instance, there may be a specific password for the information which refers to each user, i.e. information for a specific user may only be reached by one user. According to the method of the invention, an account card company may for instance at the same moment as they invoice a client transfer all invoice data, which are relevant to the bookkeeping of the client, to the database. In connection with or after a suitable processing of the information, the information may be transferred to the central computerised bookkeeping system or the client may import the information to his local computerised bookkeeping system. According to the invention, said recording of the information in said computer application may advantageously be performed by the payment-receiving party. Such a payment-receiving party may for instance include an account card company, which daily transfer a very large number of invoices to different clients. These clients, i.e. paying parties, may thereby via the system receive the above- mentioned processed information from the account card company. The received processed information may then be transferred by the client to his local bookkeeping system. According to the invention, the account-coding may advantageously be performed automatically. Such an automatic account-coding may be obtained by an adaptive process which may be more sophisticated and improved by the time. Thereby, the method according to the invention may include the preparing step of defining the accounts, which are applicable to the account-coding of such events, in said computer application. Preferably, this definition of applicable accounts is made by said first party, which is to receive the processed information. Thereby, a client may, for instance, in connection with a first economic event which is to be processed in the computer application in a more or less manual manner define the accounts which are applicable in this specific case. At the next occasion, the computer application may recognise how for instance a product was account-coded at a previous occasion and thereby make a corresponding account-coding at this later occasion. Consequently, the processed information may be transferred in the form of a bookkeeping order to the computerised bookkeeping system. Advantageously, the transfer of the processed information includes a possibility to check whether the account- coding performed is correct. In such a way, one also obtains a sophistication and improvement of the adaptive automatic account coding function of the computer application. According to the invention, said processing also includes a selection of format of the processed information, which corresponds to the format of the bookkeeping system concerned. Preferably, the computer application includes an individual internal data format. Thereby, in a first step incoming data will firstly be translated to this internal data format. Thereafter, the information which is applicable is extracted and this information is stored in the database. When a user wishes to receive the information from the database, the information will be packed in a datafile, which corresponds the export format selected by the user. The object is also obtained by the arrangement initially defined, which comprises at least a first computerised user interface for a first of said parties, a computer device including a computer application with a data base and at least a second computerised user interface for the second of said parties, wherein said first user interface, said second user interface and the computer device are connected to a computer communication arrangement, and wherein the computer device is arranged to permit recording of information regarding such an event in said computer application and includes means arranged to process the information and transfer the processed information to a computerised bookkeeping system, which is associated with said first party, wherein said processing means includes software arranged to permit automatic account- coding of applicable accounts. Preferred embodiments of the arrangement are defined in the dependent claims 14-21. Furthermore, the object is also obtained by a computer program, which is storable in a computer device and arranged to execute the method according to any one of claims 1 -12. BRIEF DESCRIPTION OF THE DRAWINGS The present invention is now to be explained more closely by means of a description of examples of different embodiments and with reference to the drawings attached. Fig 1 discloses schematically an arrangement according to the present invention. Fig 2 discloses a flow chart of a method according to the present invention. DETAILED DESCRIPTION OF VARIOUS EMBODIMENTS OF THE PRESENT INVENTION Fig 1 discloses an arrangement for handling of information regarding an economic event between a paying party and a payment-receiving party. Fig 1 discloses four computerised user interfaces 1 , 2, 3 and 4, which each include a computer device of a standardised type, for instance a personal computer with a web browser, and which are connected to a computer communication arrangement for instance in the form of a computer network. The computer network may be private in the sense that it is only available for certain users or public in the sense that it is principally available to anyone. The public computer network may be opened or closed. In the example disclosed, the computer network 9 is Internet although the invention is not limited to the use of Internet. It is to be noted that the invention is not limited to the four disclosed user interfaces 1-4 but principally may any number of user interfaces and users be connected to the arrangement. For the sake of simplicity we will in the following let the first user interfaces 1 , 2 represent said paying party, i.e. purchaser, wherein the second interfaces 3, 4 represent said payment-receiving parties, i.e. vendors. Of course, a user may appear both as a purchaser and a vendor at different economics events or transactions. The invention will however be explained in connection with a description of substantially one single economic transaction and thereby the roles may be regarded as fixed. Furthermore, the arrangement includes a computer device 10, which includes a computer application in the form of a suitable software which is to be described more closely below, and a database 1 1. The computer device 10 is available via a user interface 12 and connected to Internet via a network server 13. Preferably, the computer device 10 is arranged to provide a website via the network server 13. The computer device 10, the database 11 , the user interface 12 and the network server 13 may of course be housed within an integrated computer unit having one or several computers. The computer structure which is disclosed is merely to be regarded as a possible example. The computers of the first user interfaces 1 , 2 include, in the embodiment disclosed, a respective computerised local bookkeeping system, which in a normal manner is arranged to enable bookkeeping of verifications, wherein the amounts in question are account-coded on applicable accounts in the local bookkeeping system. The computers of the second user interfaces 3, 4, are arranged to export the information regarding economic events. The computer application of the computer device 10 includes software which is arranged to import said information and to record the information in the database 11. Preferably, the computer application includes software for translation of the format of the user interfaces 3, 4 to a local format of the computer device 10. Such a translation software is suitably designed in such a way that substantially all available formats may be translated to the local format. Furthermore, the computer application in the computer device 10 includes software for processing said information, and in particular this software is arranged to enable account-coding of applicable accounts of a bookkeeping system with the amounts defined by said information, and recording and storing of the information in the database 11. When the information is stored in the database it is available to a user via one of the first user interfaces 1 , 2. Thereby, the user has a possibility to examine, adjust and import the recorded information to his computerised local bookkeeping system via Internet. Preferably, the computer application in the computer device 10 thereby includes software, which is arranged to translate the local format of the computer device 10 to the format by which the local bookkeeping system of the first user interface 1 , 2 is operating. Furthermore, this software is arranged to packet the recorded information as a complete bookkeeping order in a datafile for importing to the local bookkeeping system in question. Such a bookkeeping order may thus in a completely automatic manner be introduced into the local bookkeeping system since the account- coding is already performed. The software for the automatic account-coding may be designed as an adaptive account-coding program. For instance, at a first occasion when, for instance, an invoice from a vendor is to be account-coded, the account may be introduced manually by the purchaser via the first user interface 1 , 2. At the next occasion the program of the computer application of the computer device 10 thus knows to which accounts certain amounts are to be brought. As a first measure, the user may however via the first user interface 1 , 2 define in the account-coding program of the computer application of the computer device 10 the accounts that are applicable in the bookkeeping system of the user. Furthermore, the user may have a possibility to check, via the first user interface 1 , 2, each bookkeeping order which is transferred from the database 11 to the local bookkeeping system concerned. This checking possibility may be designed in various manners. According to a first alternative, the bookkeeping order may be recorded if the user does not take any action. According a second alternative, the user may be forced to approve each bookkeeping order before it is recorded. It is also possible to provide intermediate forms between these two alternatives, for instance, the user may be forced to approve a bookkeeping order before it is recorded if the bookkeeping order includes account-coding to an account which is utilised less frequently. A further possibility included within the scope of the present invention is that the second party, i.e. the vendor in our example, makes a preaccount-coding in connection with the transfer of the information mentioned above to the computer device 10 and the database 1 1. This preaccount-coding may then form the base for said bookkeeping order and the user may in the same way via the first user inter ace 1 , 2 supervise the correctness of the account- coding. According to a further aspect of the arrangement, the account- coding program in the computer application of the computer device 10 is thus available to each user who has chosen to be connected to the arrangement for receiving account-coded bookkeeping orders to his local bookkeeping system. The export and import of the users to the computer application of the computer device 10 are thereby protected by security routines known per se for transfer of data between different systems in order to maintain the integrity of the users. Fig 2 discloses a flow chart illustrating an example of the method according to the present invention. Also in this example, the user is a purchaser which has access to the arrangement via the first user interface 1 , 2. The flow chart thus discloses the course of actions at an economic event or a transaction, and more precisely when a purchaser buys a product from a vendor. Box 20 thereby represents that the vendor notes the purchase in an ordinary manner in his computer system via the second user interface 3, 4. Thereby, the vendor is connected to the computer device 10 via Internet 9. The vendor thereafter checks, box 21 , if the purchaser is a recorded client in the computer application of the computer device 10. If this is not the case the purchase is completed, box 22, in a conventional manner. If the purchaser is recorded as a client and user in the computer device 10, the information regarding the purchase is transferred to the computer device 1 , box 23. This information includes invoice information, such as which product or products the purchase refers to, VAT, price, possible additions, such as freight additions, date of the purchase, information regarding the purchaser, information regarding the vendor, etc. Box 24 represents the translation of the transferred information to a local format of the computer application of the computer device 10. Thereafter, the information is processed by the computer application, box 25. This processing includes an account-coding of applicable accounts of the bookkeeping system of the purchaser by the amounts in question. Thereafter, the processed information is recorded in the database 1 1 , box 26. With this recording, the information is available to the purchaser via the first user interface 1 , 2. As mentioned above, the purchaser now has a possibility via the first user interface 1 , 2 to check whether the account-coding is properly performed, box 27. If this is the case, the bookkeeping order is performed in the local bookkeeping system, box 28. If the purchaser wishes to change any performed account-coding, this is done manually, box 29, and thereafter the bookkeeping order is performed in the local bookkeeping system, box 28. In connection with the performing of the bookkeeping order and the transfer of the information, the computer application of the computer device 10 will translate the stored information to the format, by which the local bookkeeping system of the purchaser operates, and packet the information as a bookkeeping order in a data file. Thereafter, the data file is transferred to the local bookkeeping system of the purchaser via Internet. The information transferred at the purchase may also include information regarding the last date of payment, further payment conditions, applicable bank accounts, etc. Thereby, the purchaser may also receive information regarding the payment of the purchase. In the arrangement, there is also a possibility to let the purchaser decide if he accepts the payment conditions, and in this case, the purchaser may either in an active or passive manner accept the payment. The arrangement according to the invention may then supervise the payment and initiate the transfer of the payment amount in question at the appointed last payment date. When the payment is performed, a further economic event or transaction is thus triggered, which also is to be account-coded in the local bookkeeping system of the purchaser. The vendor may thereby, when payment has been received, transfer the corresponding information to the computer application of the computer device 10 for the creation of a further bookkeeping order or, in the case that the payment is performed automatically in the manner described above, a new bookkeeping order may be created automatically by the computer application of the computer device 10. Of course, it is within the scope of the invention also possible to let the arrangement provide desired paper documentation, for instance receipts, invoice copies, etc. as a confirmation of economic events which have occurred. The invention is not limited to the embodiment disclosed above but may be varied and modified within the scope of the following claims. For instance, it is to be noted that the user, who in our example was a purchaser, also may utilise the computer application and the database 11 of the computer device in the case when the user acts as a vendor. Thereby, the user himself may input information to the computer application of the computer device 10 in a corresponding manner and receive, in return, a complete bookkeeping order in the same way as has been described above. It is of course also possible to let the purchaser in this case be responsible for the transfer of information to the computer application of the computer device 10.

Claims: Claims 1 . A method for handling of information regarding economic events with a paying party and a payment-receiving party, comprising the following steps of: recording, in connection with such an event, information regarding the event in a computer application, which includes a data base and which is available via a computer communication arrangement, processing the recorded information in said computer application, wherein said processing of information includes account-coding to an applicable account, and transferring the processed information from said computer application to a computerised bookkeeping system associated with a first of said parties. 2. A method according to claim 1 , wherein said recording of information in said computer application is performed by the payment-receiving party. 3. A method according to any one of claims 1 and 2, wherein said account-coding is performed automatically. 4. A method according to any one of the preceding claims, comprising the preparing steps of defining the accounts, which are applicable for account-coding of such events, in said computer application. 5. A method according to claim 4, wherein the defining of the applicable accounts is performed by said first party. 6. A method according to any one of the preceding claims, wherein the processed information is transferred in the form of a bookkeeping order to the computerised bookkeeping system. 7. A method according to any one of the preceding claims, wherein the transfer of the processed information includes a possibility of checking whether the account-coding performed is correct. 8. A method according to claim 7, wherein the check is performed by said first party. 9. A method according to any one of the preceding claims, wherein said processing also includes a selection of format of the processed information, which corresponds to the format of the bookkeeping system concerned. 10. A method according to any one of the proceeding claims, wherein the computer communication arrangement includes a computer network. 1 1. A method according to claim 10, wherein the computer network is Internet. 12. A method according to claim 1 1 , wherein the computer application includes a website on Internet. 13. An arrangement for handling of information regarding economic events with a paying party and a payment-receiving party, comprising at least a first computerised user interface (1 , 2) for a first of said parties, a computer device (10) including a computer application with a data base (11 ) and at least a second computerised user interface (3, 4) for the second of said parties, wherein said first user interface (1 , 2), said second user interface (3, 4) and the computer device (10) are connected to a computer communication arrangement (9), and wherein the computer device (10) is arranged to permit recording of information regarding such an event in said data base (11 ) and includes means arranged to process the information and transfer the processed information to a computerised bookkeeping system, which is associated with said first party, wherein said processing means includes software arranged to permit automatic account- coding of applicable accounts. 14. An arrangement according to claim 13, wherein said recording is performed by means of the second user interface (3, 4). 15. An arrangement according to any one of claims 13 and 14, wherein said software includes pre-programmed routines, which define the accounts which are applicable for account-coding such events. 16. An arrangement according to claim 15, wherein the computer device is arranged to transfer the information in the form of a bookkeeping order to the computerised bookkeeping system. 17. An arrangement according to any one of claims 13 to 16, wherein the computer application includes first means arranged to enable translation of the information to be recorded in the data base (11 ) to a local, and second means arranged to enable translation of the processed information to the format of the computerised bookkeeping system. 18. An arrangement according to any one of claims 13 to 17, wherein the computer communication arrangement includes a computer network. 19. An arrangement according to claim 18, wherein the computer network (9) is Internet. 20. An arrangement according to any one of claims 13 to 19, wherein said user interface includes a standardised computer application. 21. An arrangement according to any one of claim 20, wherein the standardised computer application includes a personal computer with a web browser. 22. A computer program which is storable in a computer device and arranged to execute the method according to any one of claims 1 -12.

Inventors: LUNDIN ADIM, RUNDIN LOUISE, LUNDIN, ADIM, LUNDIN, LOUISE
Applicants: LUNDIN ADIM, LUNDIN LOUISE, LUNDIN, ADIM, LUNDIN, LOUISE
Application year: 2000
Main classification: G06F17
IPC codes: G06Q10, G06Q40