3-3. Types of Documents

The table below summarizes specifically which transaction documents are subject to electronic storage as a result of the revision of the “電子帳簿保存法”.
The documents required for accounting procedures of the University can be classified into the following categories.

  • Transaction documents: Documents required by law to be kept.
  • Supplemental documents: Documents required for internal processing by regulations, etc.

 

No. document-name Transaction documents Supplemental documents     Supplementary information
1 Invoices/Receipts 〇 Post-Sending Related Vouchers

Paper output storage is not acceptable if issued electronically.

*Acceptance inspection if the property is procured with public funds and the transaction documents are issued electronically.

Acceptance inspection is performed by affixing an acceptance seal to the transaction documents printed on paper.
In this case, please attach the electronic file to the accounting (A01 expenditure request application) and send the transaction documents with the acceptance inspection stamp together with other vouchers to the accounting processing point.

*We are currently discussing the possibility of electronic acceptance inspection.
2 Delivery note 〇
3 Quotation 〇
4 Purchase Order 〇
5 Contracts 〇
6 Event records 〇
7 Replacement expense reimbursement form 〇
8 Travel and transportation expense reimbursement statement 〇
9 Flight certificates and ticket stubs 〇 As long as the information is clear and you can confirm that you have been onboarded, paper originals, scanned PDFs of paper originals, or electronically received files are all acceptable.
However, if the rules of the research fund require the submission of paper originals, please check with the research fund management office and follow their rules.
10 Delivery receipts received electronically and printed out on paper for acceptance inspection. 〇 Treat as a supplemental document.

Scan and send it electronically.
Send it in paper form.

No problem in either case.

 

 

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