Electronic document interchange between organizations: how does it work?

Electronic document management (EDI) is a fast way of information exchange, based on the use of electronic documents with virtual signatures. It has long won recognition in the developed countries of the world, as an effective tool for prompt business.

The Essence

Electronic document interchange between organizations is a set of processes for creating, processing, sending, transferring, receiving, preserving, using and destroying documents. All these processes are performed after verification of integrity and confirmation of the fact of receipt of documents.

Rules for the implementation of document circulation between legal entities are carried out by agreement of the parties. Information is exchanged with the help of telecommunications means, and documents are stored on electronic media. The period of storage of accounting information should not exceed that established at the legislative level.

Organizations can exchange formal and informal documents with signatures of participants among themselves. In the field of business it can be: overhead, agreements, invoices, contracts, agreements, orders, notices, powers of attorney, etc. Information can be transferred in the form of text, table and graphic files.

The purpose of EDI implementation

The prerequisite for the introduction of EDI can be:

• Reduction of routine work;
• Reduction of loss of documents;
• "Transparent" work with documents;
• Increasing the performance discipline - the provision of documents on the specified dates, etc.

Among the quantitative goals can be identified as follows:

• Reduction of time for document processing is 10 times.
• Reduction of expenses for office twice.

Electronic document interchange between organizations: how it works

In accordance with domestic legislation, electronic document circulation between organizations is conducted by agreement of the two parties. For data exchange, it is necessary that all participants are connected to the equipment of one operator. Next, the user needs to send a request to add to the list of counterparties. After confirming the request, the system members can exchange data.

The EDM module will have to perform the following functions:

• Invite counterparties to share data.
• Create an address book.
• Integrate with accounting software, for example, 1C.
• Sign and encrypt the documentation.
• Structuring correspondence.
• Track the status of letters.

Electronic document circulation between organizations is carried out with the help of certificates. Connection to the server and authentication is carried out through a personal digital certificate. EDS is issued to each user of the system, stored on electronic Token media and protected by PIN code. The user must enter his login, password to the personal cabinet. Only after that he will have access to his documents.

Initiate the exchange process can be any employee of the organization connected to the system. Before sending a document to a counterparty, it must be signed in the EDS. This operation is performed using the program "Cryptopro". The document is sent via EDO. A counterparty employee receives a notification of the receipt of a new document. If he accepts it, then he also puts the EDS. If you want to make changes to the document, then a new electronic version is created. When editing is complete, all changes must be saved with the help of EDS. Then the document is sent to the counterparty. If necessary, electronic reconciliation of information is carried out.

If it is necessary to make corrections once again, the whole procedure is repeated anew. If there are no complaints about the new version, then the document is respected. The final sample is the one signed by two EDS. All versions of the document are stored on the server and are available for viewing. As soon as the sample is assigned the status acting, it will not be possible to amend the document. Negative contracts are given the status of "Canceled". This is how electronic document management between organizations is carried out.

Equipment

What is needed for electronic document circulation between organizations? First, it is necessary to select a telecom operator and install special software for information exchange. Secondly, with each contractor with whom the organization intends to conduct electronic correspondence, it is necessary to conclude an "Agreement on the exchange of electronic documents."

It is also necessary to install an EDI server on which all documents will be stored. This can be either client equipment or cloud storage. Access to system data from the outside is done through an application that is installed on the equipment of employees of the organization. Interaction of computers with the server is carried out via HTTP with additional encryption SSL 128. Access to documents is only through the application interface and after authentication.

EDO Project

The process automation project can last from several months to several years. The deadline directly depends on the number of processes that need to be automated, the resource and financial capabilities of the organization. A short summary of the implementation of EDI is as follows:

• Create a workgroup.
• Formation of goals, terms and budget of the project.
• Examination of existing processes.
• Develop tasks.
• Discharge of the EDI system.
• Signing of the contract for the introduction of SED.
• Approval of the work schedule.
• Filling system directories.
• Training.
• Carrying out preliminary tests.
• Publication of the order on the introduction of SED.
• Completion of software and work procedures.
• Launch of the pilot project.
• Full-scale transition to EDI.

Errors of EDI implementation

In the process of automating documents, special attention should be given to processes in which a paper carrier is required by law. You can not duplicate a paper document electronically. This significantly slows down the work process and causes a negative attitude to the automation process as a whole. Nobody pays for double work.

In the process of implementation, it is necessary to develop a new procedure for working with documents, train staff and only then engage in full implementation. You can achieve this only if you bring to the staff the benefits of using new technologies.

Another popular mistake is the poor working out of the requirements for SED. If users have to work in an unconfigured system, then the EDO process is different from what is accepted in the organization.

Electronic document interchange between organizations: pros and cons

Benefits:

• Reducing the cost of sending original documents by mail.
• Save space for storing documentation. It is stored electronically.
• Ease of use. The document is sent from one workstation. Quick search for a document is carried out by status (sent, received, received, etc.).
• Instant delivery. All sent information reaches the addressee within a few seconds.
• The document can not be lost until the expiration of its storage in the system.

Disadvantages:

• To use the equipment you need to purchase a license that costs a lot of money.
• Data exchange is most often possible only between participants in the same system.
• Electronic document circulation between organizations in 1C or with the help of any other software differs from the previously used scheme. With the introduction of the new algorithm, all employees will have questions about the conduct of work.
• Technical equipment. Before implementing an organization's EDI, it is necessary to purchase equipment and train employees to manage the new system.
• EDO is carried out with the help of EDS, the validity of which is 1 year. It is necessary to monitor and update certificates in a timely manner. Also it is necessary to control the validity period of the counterparty certificates to avoid problems with the tax.

Legal regulation

What normative acts regulate electronic document circulation between organizations? The legislation of the Russian Federation includes Federal Law No. 63 "On electronic signature", the rules for submitting documents to the Federal Tax Service are prescribed in the order of the Ministry of Finance No. MMV-7-2 / 168. EDO between organic organizations is carried out on the basis of the order of the Ministry of Finance No. 50n. The rules for the exchange of primary accounting documents in electronic form are prescribed in the order of the Federal Tax Service No. MMV-7-6 / 36 @. All EDO operators in the process of activities should be guided by the order of the Federal Tax Service No. MMV-7-6 / 253 @.

VLSI

Electronic document interchange between VLSI organizations gives customers such advantages:

• Send documents to any organization that is registered on the territory of the Russian Federation. If the counterparty is not a member of the VLSI system, the employee of the company will simply contact the representative of the organization and send invitations to participate in the system to his e-mail. Immediately after confirmation of the request, information exchange between the participants will be carried out without intermediaries.
• You do not need to install the software on your computer. It is enough to have an up-to-date version of the browser and access to the Internet.
• To work with data, there is no need for a special program. If the report is initially prepared in third-party software, for example, 1C, then you can configure the integration of data with the VLSI system.
• The sample document form is not installed. You can send text, table files, images, and so on.

SKB "Kontur"

One of the first software developers in Russia also deals with the supply of equipment, through which electronic document circulation between organizations is carried out. "Contour" has developed the Dyadok system, through which electronic documents are exchanged. The peculiarity of the system is that access to data can be obtained while abroad. Especially for this purpose, the company has developed tariffs in roaming. If desired, mono access the data through the API.

What do you need?

To connect EDI, an organization needs to buy:

• Licensed software;
• server;
• Carry out equipment upgrades;
• Train staff;
• Configure and integrate the ERMS to work with internal applications.

Such investments need to be implemented in order to connect the electronic document flow between the organization? Inclusion in the consultation of technical support, updating the SED and software - the second stage of investment. These costs will have to be paid monthly.

Conclusion

The paper document exchange is replaced by an electronic document. It not only reduces the costs of the organization for the conduct of processes, but also increases the efficiency of the business as a whole. In order for the EDI to function successfully, it is necessary to clearly formulate the goals of the system implementation and correctly configure the equipment.