HUE Works Suite DX Solutions Electronic Book Maintenance Service Specifications
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Definition of this document
This document describes the cloud services available from Works Applications Corporation ("Works Applications") for your use of HUE Works Suite DX Solutions Electronic Book Maintenance ("Electronic Book Maintenance"). (hereafter referred to as "Works Applications") for the use of Electronic Book Maintenance. In order to use Electronic Book Maintenance, you must agree to this content and the "HUE Works Suite / HUE Works Suite DX Solutions Terms of Service" (hereinafter referred to as "Terms of Service").
In the event of any discrepancy between this document and the Terms of Service, the Terms of Service shall prevail.
In the event of any discrepancy between the terms of service and those previously presented, the most recent version of the terms of service will always take precedence.
Electronic Book Maintenance Service Overview
Electronic Book Maintenance is a JIIMA-certified electronic voucher management service that complies with the scanner preservation requirements of the Electronic Bookkeeping Law. By scanning or photographing paper receipts and invoices and uploading them as PDF or image files, vouchers can be managed electronically and the paper originals can be disposed of.
Electronic Book Maintenance is a service for corporate clients. Use of this service is limited to corporations (including public institutions).
Electronic Book Maintenance can be used jointly with users belonging to your group companies, etc. (hereinafter referred to as "external users"). You shall be liable to us for any and all acts related to the use of Electronic Book Maintenance by External Users, and you shall be liable to us for any and all violations of the Terms of Service or this document by External Users. You shall be liable to us for any and all violations of the Terms of Service or this document by External Users. In the event that we request disclosure of the name and address of the legal entity to which the External User belongs, you shall notify us in writing without delay.
2.1 Standard Service Features
Electronic Book Maintenance provides the following functions. In addition, we will provide the initial setup work (setup of the usage environment and account creation).
The specifications, quality, and all other details of the following functions and initial setup work shall be determined by the Company at its own discretion.
- Voucher Management
- Uploading
- Input relevant data (counterparty, date received, amount, etc.)
- Application number (voucher number) entry
- Voucher Retrieval
- Batch verification of files
- File version management
- User management
- Access control
- Audit log
2.2 Electronic Book Maintenance Optional Service
Electronic Book Maintenance provides the following services as optional services for a separate fee.
The specifications, quality, and all other details of the following services shall be determined at the sole discretion of the Company.
Contents
This service allows you to add the Electronic Book Maintenance environment (limited to the environment for verification purposes). This service allows you to add additional Only one environment can be added per service set. To add a production environment, a separate application to use Electronic Book Maintenance is required in accordance with Article 5.3 of the Terms of Service.
This service allows API integration with external systems. This service enables batch uploading of files and integration with external systems. The maximum number of external systems that can be linked per service is three.
When there are multiple environments using Electronic Book Maintenance, this service enables migration of all data (voucher data, transaction data, settings data, and master data) from one environment to another environment. The number of migrations per service is limited to one.
If there are multiple environments using Electronic Book Maintenance, you can migrate all data (voucher data, transaction data, settings data, and master data) from any one environment to another environment. and master data (up to 10,000,000 items) from one environment to another environment. (up to 10,000,000 items) from any one environment to another environment. Each service can be migrated only once.
This service allows for the batch deletion of all transaction data for any one environment.
This service allows you to export all voucher data of any one environment.
This service allows you to attend a total of two sessions (2 hours each) conducted by our company. Through these sessions, we will assist you in decision-making and initial setup, such as designing the workflow necessary for implementing Electronic Book Maintenance. Sessions are conducted via web conference. The client is responsible for making decisions on the design of the workflow, etc., in accordance with the audit policy or laws and regulations that the client's own organization must comply with, and we assume no responsibility for such decisions. The creation of various configuration definitions, the implementation of various configurations, and the confirmation and verification of the operation of such configurations are the responsibility of the client. Inquiries to us outside of session hours shall be made in accordance with "2.4 Support Services" of this document. This service does not include support for the creation of operational manuals or operational procedures for auditing used within the customer's own organization. All two sessions must be attended within two months of application for this service, and sessions cannot be guaranteed to be held after two months have elapsed. This service does not guarantee the operation of Electronic Book Maintenance.
This service allows you to receive one hour of face-to-face support by our company in the form of a web conference for the purpose of answering questions about how to set up and use various functions related to Electronic Book Maintenance.
2.3 Environment Setup and Account Issuance
You will receive the access URL, initial login ID and password for the administrator account, starter guide and operation manual via your preferred contact method within one week of application.
For the second and subsequent users, you can register by yourself with the administrator account. You can register the second and subsequent users by yourself using the administrator's account. The billing amount will not vary depending on the number of accounts you create.
2.4 Support Services
Inquiries will be handled by e-mail, our support site " @SUPPORT ", or other methods we deem appropriate. If you use e-mail, we will send you an e-mail address to which you can send your inquiry to the e-mail address you provided. If you use " @SUPPORT ", we will start the procedure for you upon receipt of the application form and user application form prescribed by us.
If you have any questions, please contact us through your preferred inquiry method and we will reply to you within 3 business days.
2.5 Usage Fees
Standard Service
Enterprise Plan
[In the case of a monthly contract]
Monthly fee: 30,000 yen (excluding tax)
*The initial monthly fee includes the cost of initial setup (environment setup and account creation).
Maximum file management capacity: 100 GB. If it exceeds this amount, the monthly fee of 5,000 yen (excluding tax) will be automatically charged per 100 GB.
[In the case of an annual subscription].
Annual fee: 360,000 yen (excluding tax)
*The initial annual fee includes the initial construction (construction of the usage environment and account creation).
Maximum file management capacity: 100 GB. If it exceeds this amount, the monthly fee of 5,000 yen (excluding tax)/100GB will be charged automatically.
Light Plan
Monthly usage fee: 2,000 yen (excluding tax)
Initial setup (setup of usage environment, account creation) fee: 10,000 yen (excluding tax)
*Maximum file management capacity: up to 5 GB. If the maximum file management capacity exceeds 5 GB, the user will be automatically transferred to the Enterprise Plan monthly subscription (monthly fee: 30,000 yen (excluding tax)) from the month exceeding the maximum file management capacity.
The Lite Plan is available only for customers with less than 100 employees. Even if you apply for the Light Plan, we reserve the right to deny your request based on our investigation.
Notwithstanding the provisions of 2.7.1 Calculation Method [In the case of monthly subscription] (3) of these specifications, even if the service start date is in the middle of a month, the full monthly fee (¥2,000 (excluding tax)) will be charged for that month, without any reduction or refund on a pro-rata basis.
Light Plan users are not allowed to share the service with external users.
*Light Plan is available only as a monthly subscription.
Customers using the Enterprise Plan cannot change to the Lite Plan.
Optional Service】 【Optional Service
- Additional environment: 100,000 yen (excluding tax)/per environment
- API integration: 50,000 yen per month (excluding tax)/per 3 systems
- All data migration: 180,000 yen (excl. tax)/per time for up to 1,000 GB of data to be migrated; for data exceeding 1,000 GB, an additional 10,000 yen (excl. tax)/per 1,000 GB will be charged.
- Setup and master data migration: 70,000 yen (excluding tax)/per visit. If the master data exceeds 10,000,000 items, an individual estimate will be provided.
- Transaction deletion: 100,000 yen (excluding tax) per transaction for data up to 1,000 GB; 180,000 yen (excluding tax) per transaction for data exceeding 1,000 GB
- All data export: 150,000 yen (excluding tax)/per time for up to 500 GB of data in the target environment. 10,000 yen (excluding tax)/per 100 GB for data exceeding 500 GB.
- Installation support: 150,000 yen (excluding tax)
- In-person support: 30,000 yen (excluding tax)/per hour
2.6 Contract Term
［For monthly subscriptions]
The subscription period is from the start date of use of the Service to the end of the month in which the start date of use falls, as stipulated in the Terms of Service. However, if the customer does not express the intention to terminate the contract by the method specified by the Company at least one month prior to the expiration of the contract period, the contract shall be renewed for one month under the same terms and conditions, and the same shall apply thereafter.
［In the case of an annual subscription, the subscription period shall be one year from the Service Start Date if the Service Start Date is the first day of the month, or from the Service Start Date to the last day of the month containing the date one year after the Service Start Date if the Service Start Date is in the middle of the month. However, if the customer does not express his/her intention to terminate the contract by the method prescribed by the Company at least one month prior to the expiration of the contract period, the contract shall be renewed for one year under the same terms and conditions, and the same shall apply thereafter.
2.7 Method of Calculation and Payment
2.7.1 Calculation Method
Standard Service]
[In the case of a monthly subscription
The usage fee will be charged from the date of commencement of use of the Service as specified in the Terms of Service.
The usage fee for the current month will be fixed according to the file management capacity of the file management capacity actually used by the Customer at the end of each month (hereinafter referred to as "Used File Management Capacity").
If the Service start date is in the middle of a month, the usage fee for the month in question will be calculated on a pro-rata basis.
Usage fee for the month = Monthly usage fee - (Monthly usage fee x number of days not used / number of calendar days)
* "Number of days not used" is the number of days from the first day of the month to the day before the Service start date.
The pro-rata calculation shall be made by multiplying first and dividing second, and the decimal point shall be rounded off.
If you start using the service on January 16, 2022
January 16, 2022 - January 31, 2022 (for 16 days)
= {30,000 yen - (30,000 yen x 15 days / 31 days)}
= 15,484 yen (excluding tax)
Even if the contract is terminated in the middle of the contract period in accordance with the Terms of Service, the usage fee for the month including the termination date will not be reduced or refunded on a pro-rata basis, and the full amount of the usage fee for the month, calculated in accordance with the above, must be paid.
［In the case of an annual subscription]
Fees shall accrue from the date of commencement of use of the Service as set forth in the Terms of Service.
If the Service start date is on the first day of a month, the initial subscription period will be one year from the Service start date, and the initial usage fee will be the amount determined as the annual usage fee.
If you start using the service on January 1, 2022, the initial contract period will be from January 1, 2022 to December 31, 2022, and the initial usage fee will be 360,000 yen (excluding tax), which is the annual usage fee.
If the Service start date is in the middle of a month, the initial contract period is from the Service start date to the last day of the month containing the date one year after the Service start date, and the initial usage fee is the monthly usage fee calculated on a daily basis (the calculation method is the same as the daily basis for monthly contracts) for the month containing the Service start date. The first subscription fee shall be the amount obtained by adding the monthly fee (calculated on a pro-rata basis (the calculation method is the same as the pro-rata calculation method for monthly subscriptions)) to the annual fee.
If you start using the service on January 16, 2022, the initial contract period will be from January 16, 2022 to January 31, 2023, and the initial usage fee will be as follows.
① From January 16, 2022 to January 31, 2022 (for 16 days)
= {Monthly charge - (Monthly charge x number of days not used / number of calendar days)}
= {30,000 yen - (30,000 yen x 15 days / 31 days)}
= 15,484 yen (excluding tax)
② From February 1, 2022 to January 31, 2023 (for 12 months)
= annual usage fee
= ¥360,000 (excluding tax)
Therefore, the initial usage fee = (1) + (2) = ¥375,484 (excluding tax)
The subscription period for the second and subsequent subscription periods shall be one year from the day following the expiration date of the previous subscription period, and the usage charge for such subscription period shall be determined based on the usage file management capacity as of the end of the month preceding the month in which the expiration date of the current subscription period falls (hereinafter "Expiration Month"). If the file management capacity used exceeds the maximum file management capacity (100 GB) available at the annual fee, the customer will be required to pay in a lump sum the annual fee plus the monthly excess usage fee (5,000 yen (excluding tax) per month per 100 GB) for 12 months in proportion to the excess capacity. The maximum available file management capacity will be increased by the amount of the excess usage fee paid for the next contract period.
In the current annual subscription from January 1, 2022 to December 31, 2022, the usage file management capacity at the end of November 2022 is 450GB
Since the excess capacity is 350GB, the monthly excess usage fee will be 20,000 yen (excluding tax). Therefore, the usage fee for the next contract period (from January 1, 2023 to December 31, 2023) will be 600,000 yen (excluding tax), which is the annual fee of 360,000 yen (excluding tax) plus 240,000 yen (excluding tax) for 12 months of 20,000 yen (excluding tax). As a result, the maximum available file management capacity will increase by 400 GB from 100 GB to 500 GB for the next contract period only (from January 1, 2023 to December 31, 2023).
During the contract period, we will check the file management capacity used at the end of each month. If the maximum file management capacity exceeds the maximum file management capacity available at that time, the monthly overage charge (5,000 yen (excluding tax)/100GB per month) will be determined in accordance with the excess capacity, and the monthly overage charge multiplied by the number of months from the month of excess to the month of expiration of the contract period will be paid in a lump sum. The same shall apply thereafter. The maximum file management capacity will be increased by the amount of the excess usage fee paid for the period from the month of excess to the month of expiration of the contract term.
If, at the end of the month in which the subscription period expires, the file management capacity used exceeds the maximum file management capacity available at that time, the monthly excess usage fee (5,000 yen (excluding tax)/100GB per month) for the excess month will be determined in accordance with the excess capacity, and the monthly excess usage fee for the current subscription period will be paid as the excess usage fee. In addition, the monthly excess usage fee for the next contract period shall be paid in a lump sum for 12 months (as described in (4) above, since the usage fee for the next contract period has already been determined and paid as of the last day of the month prior to the expiration month of the contract period, the excess usage fee for the next contract period shall be paid in a lump sum for 12 months). (As stated in (4) above, since the usage fee for the next contract period has already been determined and paid at the end of the month prior to the expiration month, any excess usage fees discovered at the end of the expiration month will be paid at this time as additional usage fees for the next contract period). ) As a result, the maximum available file management capacity will be increased by the amount of the excess usage fee paid for the month of the excess and for the next contract period only.
If the file management capacity used exceeds the maximum file management capacity available at the time, before the last day of the month prior to the expiration month of the contract period
If the current contract period is from January 1, 2022 to December 31, 2022, and the file management capacity used at the end of February 2022 is 250GB and the maximum file management capacity available at the same time is 100GB, the excess capacity is 150GB. If the maximum available file management capacity is 100GB as of the end of February 2022, and the excess capacity is 150GB, the monthly excess usage fee for the month of February will be 10,000 yen (excluding tax), and the monthly excess usage fee of 110,000 yen (excluding tax), which is 10,000 yen (excluding tax) multiplied by 11 months from February to December, will be paid in a lump sum. The monthly fee will be 10,000 yen (excluding tax) multiplied by 11 months from February to December. As a result, the maximum available file management capacity will increase from 100GB to 200GB to 300GB for the period from February to December 2022.
Furthermore, if the maximum file management capacity available as of the end of April 2022 is 320 GB, the excess capacity will be 20 GB because the maximum file management capacity available as of the same date is 300 GB, and the monthly excess usage fee for April, the month of the excess, will be 5,000 yen (excluding tax), and the monthly excess usage fee will be 5,000 yen (excluding tax) for the month of the excess. The monthly fee of 5,000 yen (excluding tax) multiplied by nine months from April to December will be 45,000 yen (excluding tax), which will be paid in a lump sum. The maximum available file management capacity will be increased by 100 GB from 300 GB to 400 GB for the period from April to December 2022.
If the used file management capacity exceeds the maximum file management capacity available at the end of the month in which the contract term expires
If the used file management capacity is 320GB at the end of December 2022 under the current annual subscription contract from January 1, 2022 to December 31 of the same year, and the If the maximum file management capacity available is 300GB, the excess capacity is 20GB, so the monthly excess usage fee for the excess month of December will be 5,000 yen (excluding tax), and the monthly excess usage fee for the next contract period will be 5,000 yen (excluding tax) for the current contract period, plus 5,000 yen (excluding tax) for the next contract period, for a total of 12 months. The new fee is 65,000 yen (excluding tax), which is the sum of 5,000 yen (excluding tax) for the current contract period and 60,000 yen (excluding tax) for 12 months of 5,000 yen (excluding tax) per month as the excess usage fee for the next contract period, payable in a lump sum. As a result, the maximum available file management capacity will increase by 100 GB from 300 GB to 400 GB for December 2022 and the next contract period (from January 2023 to December 2023) only.
Even if the subscription is terminated in the middle of the contract period in accordance with the Terms of Service, the annual fee will not be reduced or refunded on a pro-rata basis, and the full amount of the annual fee calculated in accordance with the above will be due and payable.
Optional Service】 【Optional Service
Even if you start API integration in the middle of a month, the monthly fee will not be reduced or refunded on a pro-rata basis, and the full monthly fee will be charged for the month in question. The full amount of the monthly fee will be charged.
2.7.2 Payment
[Invoice payment
Standard Service
[In the case of a monthly contract]
The closing date is the last day of each month, and payment is due on the last day of the following month (deferred payment).
[In the case of an annual subscription].
The due date of the usage fee for the first contract period is (1) the last day of the current month if the Service start date is the first day of the month, or (2) the last day of the following month if the Service start date is in the middle of the month.
(1) If the Service start date is January 1, 2022, the fee for the first contract period will be due at the end of January 2022.
(2) If the Service Start Date is January 2, 2022, the fee for the first contract period will be due at the end of February 2022.
The payment due date for the usage fee for the second and subsequent subscription periods shall be the last day of the month prior to the month in which the subscription period expires, and the usage fee for the next subscription period shall be paid on the last day of the month in which the subscription period expires (advance payment).
If the current contract period is from January 1, 2022 to December 31, 2022, the usage fee is fixed on the last day of November 2022, which is the month before the expiration month of the contract period. The fee for the next contract period (from January 1, 2023 to December 31, 2023) shall be paid by the end of December 2022, the expiration date of the contract period.
(For customers who exceed the contract period on the last day of the month in which the contract period expires and who wish to continue the next contract period, "last day of the month following the month in which the excess month occurs" means the last day of the first month of the next contract period).
In the case of an annual contract whose current contract term is from January 1, 2022 to December 31, 2022, if the file management capacity used at the end of April 2022 is 320GB and the maximum file management capacity available at the same point in time is 300GB, the payment for the 20GB excess capacity (the excess month If the maximum file management capacity available at that time is 300 GB, the payment due date for the excess capacity of 20 GB (the payment due date for the excess month of 9 months from April 2022 to December of the same year) will be the last day of May 2022.
In the case of a current annual subscription contract from January 1, 2022 to December 31, 2022, if the file management capacity used at the end of December 2022 is 320GB and the maximum file management capacity available at the same date is 300GB, the payment due date for the excess capacity of 20GB (the excess month The payment due date for the excess usage fee for December 2022 and the excess usage fee for the next contract period (12 months from January 2023 to December 2023) will be the last day of January 2023.
Optional Service】 【Optional Service
- Environment addition
Lump-sum payment on the last day of the month following the month in which the order is placed. - API Linkage
Payment is due on the last day of the month following the month in which the order is placed (deferred payment) with the last day of each month as the closing date. - All data migration
Payment in one lump sum on the last day of the month following the month in which the order is placed. - Configuration data and master data migration
Payment is made in a lump sum on the last day of the month following the month in which the order is placed. - Transaction data deletion
Lump-sum payment on the last day of the month following the month in which the order is placed. - All data export
Lump-sum payment due the last day of the month following the month in which the order is placed. - Implementation support
Lump-sum payment due on the last day of the month following the month in which the order is placed. - In-person support via web conference
Lump-sum payment due the last day of the month following the month in which the order is placed.
Billing will be performed via the MoneyForward Kessai service provided by MoneyForward Kessai Co.
3. trademark
All company names and product names appearing in this document are registered trademarks or trademarks of their respective companies.
MoneyForward Kessai is a registered trademark or trademark of MoneyForward, Inc.
Supplementary Provisions
The revised specifications shall be effective as of April 3, 2024.
- 1st revision effective date: November 18, 2020
- 2nd revision enforcement date: January 15, 2021
- 3rd revision effective date: February 18, 2021
- 4th revision: April 6, 2021
- 5th revision enforcement date: July 13, 2021
- 6th revision effective date: January 1, 2022
- Seventh revision effective date: March 10, 2022
- 8th revision: September 6, 2022
- 9th revision: October 3, 2022
- Tenth revision: December 20, 2022
- 11th revision: April 1, 2023
- 12th revision: July 3, 2023
- 13th revision: November 20, 2023
- 14th revision: April 3, 2024