As the advantages of electronic document interchange include fewer human errors, better data, increased business efficiency and full transparency of processes and business relationships, more and more companies in the Ukrainian market are interested in EDI (Electronic Data Interchange) systems.
Legally valid documents are an important component of cooperation between companies. With the introduction of these types of documents, the company has the ability to automate all processes – order to cash. Today it is possible to exchange such documents in electronic format. This type of document exchange is profitable, fast and reliable, it allows you to get rid of unnecessary paperwork, following the rule of law. A document is legally valid if it conforms to the format approved by law, confirmed by the electronic signature of officials whose signatures are required for documents in paper form, in accordance with applicable law.
EDI systems have been actively used in Ukraine since 2005. For today, most retailers, producers and distributors have switched to modern technologies to support commercial transactions. The use of EDI technologies to service legally valid document circulation is also becoming more widespread. Exchange of documents with its suppliers in Ukraine has already introduced such retail chains as Metro Cash & Carry LLC, Velyka Kyshenya, Lotok, Leroy Merlin Ukraine, Rozetka, Tavriya, Chudo Market and others.
Comarch’s respond to the needs of a specific market
Responding to the needs of the market and our clients in Ukraine, Comarch EDI platform has already implemented about 10 types of legally valid documents. These include: Income invoice (COMDOC_TN), Sales Invoice (DELNOT_TN), Tax Invoice (DECLAR_NN), Adjustment to Sales Invoice (DELNOT_cTN) and Tax Invoice (DECLAR_cNN), Invoice (COMDOC_RF), Annex of Completion price reduction (PRICAT_APPENDIX), Electronic specification (PRICAT_AGREEM) and Catalog for price reconciliation between the buyer and the supplier of goods and services (PRICAT_CONTRACT), which goes through several stages of approval. Each of these documents helps to optimize individual processes in the company, but the main advantage is that the customer is able to track the entire delivery process in a single window.
Electronic documents created and signed in the system of external electronic document interchange, in which the authenticity of the electronic signature is confirmed by the services of a trusted third party, are equivalent to a paper counterpart and do not require duplication. Signing documents on the Comarch EDI platform is possible with different types of keys, both file and the portable data storage device (token). The exchange of signed documents takes place in encrypted form using a qualified electronic signature (QES). QES keys are a unique set of characters that cannot be picked up or copied and are a guarantee that the electronic document is signed by the owner of the electronic key.
It should also be noted that the signing of the document with the help of QES is not the only component required for the processing of legally valid documents in Ukraine. For example, a taxpayer must ensure that certain types of notifications, which are regulated at the TCU level, are properly stored for at least 1,095 days. Therefore, Comarch provides all its clients in Ukraine with quick access to archival documents within a specified period. Also important is the registration of Tax Invoices or Adjustment to Tax Invoices in the Unified Register of Tax Invoices. Thanks to the connection to the URTI gateway, Comarch customers also have the opportunity to register the relevant types of documents in the URTI, track their status and receive a receipt.
Growing interest of electronic data interchange in the public sector
The development of the legally valid documents direction is extremely important today in Ukraine. Paperless documents interchange eliminates all the shortcomings of the traditional, and its reliability and transparency is ensured by advanced software and hardware solutions. That is why not only private companies are increasingly implementing these systems, but the government is noticing the benefits of electronic data interchange.
That is why the Order of the Ministry of Infrastructure of Ukraine dated June 3, 2019. №413 "On approval of Amendments to the Rules of carriage of goods by road in Ukraine" introduced such a concept as e-TTN and defined the rules of registration and application of e-TTN. It should be noted that Comarch is participating in a pilot project to enable the implementation of the e-TTN document on the Comarch EDI platform. e-TTN is the main document for cargo transportation, which must be signed by all participants in the process. This document will be registered with government agencies and requires constant updating of information from the central database. In this case, each of the participants in the process will have up-to-date information on the transportation of goods, confirmed by the signatures of responsible persons.
Based on the experience of Comarch Ukraine and other countries – we can surely say that Ukraine has achieved high results in the development of legally valid document interchange. There is a positive trend in the implementation of systems and new types of documents for new customers, which indicates user satisfaction and a sense of benefits for all parties of the process.
Author: Halyna Bieliakova Business solution manager Comarch LLC