Agreement on electronic document management sample filling. Electronic Document Exchange Agreement. Electronic instructions templates are provided by the Special Depository to the Client as part of the package of documentation and software transmitted to

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The internal document flow of most companies has long been automated, by what means and how deeply - this is another question, however, it is no longer necessary to prove the advantages of working with electronic documents. Today, business is interested in "paperless" interaction at the inter-corporate level, and the most important thing in this matter is to agree with the counterparty on a new exchange procedure.

In this process, it is important to take two steps towards:

1. To convey information about electronic exchange to counterparties.
2. Give legal importance to electronic exchange.

Informing. Ah, counterparties!

First of all, it is necessary to inform partners about the possibility of transferring documents electronically through the EDI service.

Mass work

Of course, no one will force partners to a new format of work without explanation. At the first stage, as a rule, the initiators of the transition to electronic exchange make a mass mailing of letters of invitation to start the exchange, publish the corresponding press releases on the site. But all the details are already being discussed during face-to-face meetings or telephone conversations.

An example of news on the transition to electronic document management

Individual invitation

The EDI operator itself can help in inviting counterparties, especially if it is a strategically important partner. If necessary, business meetings with presentations are held, individual improvements, integration and technical solutions are discussed.

Organizational consolidation, or where to download a sample agreement on electronic document exchange?

The next step is to ensure the organizational order of electronic document exchange. Although this measure is not necessary at all, a clear understanding of the processes and orientation in terms are not superfluous. As a rule, companies enter into an agreement or an electronic document exchange agreement or add an additional clause to an existing agreement.

It is not required to prepare a new document independently; it is enough to request a template for an agreement or contract from your EDI operator. Most often, standard documents are already posted on their websites, as is done with Synerdocs, you just need to download and enter your data.

Example of an electronic exchange item

Electronic document management (EDO) is a quick way to exchange information based on the use of electronic documents with virtual signatures. He has long won recognition in the developed countries of the world as an effective tool for the operational conduct of business.

Essence

Electronic document management between organizations is a set of processes for the creation, processing, sending, transmission, receipt, storage, use and destruction of documents. All these processes are performed after checking the integrity and confirmation of the fact of receipt of documents.

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

Organizations among themselves can exchange formal and informal documents with signatures of participants. In the field of entrepreneurial activity it can be: invoices, agreements, invoices, orders, notifications, letters of attorney, etc. Information can be transmitted in the form of text, tabular and graphic files.

The purpose of the introduction of EDI

A prerequisite for the implementation of EDI may be:

• reduction of routine work;
• reduction in loss of documents;
• "Transparent" work with documents;
• improvement of executive discipline - the provision of documents within the specified time frame, etc.

Among the quantitative goals are the following:

• Reducing the time for processing a document by 10 times.
• Halving office costs by half.

Electronic document management between organizations: how it works

In accordance with domestic law, electronic document management between organizations is conducted by agreement of 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 be added to the list of contractors. After confirming the request, participants in the system can exchange data.

The EDI module will have to perform such functions:

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

Electronic document management between organizations is carried out using 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 an electronic token and is protected by a PIN code. The user must enter your username, password for your personal account. Only after that he will get access to his documents.

Any employee of the organization connected to the system can initiate the exchange process. Before sending a document to a counterparty, it must be signed in the EDS. This operation is performed using the Cryptopro program. The document is sent via EDI. The counterparty employee receives a notification of the receipt of a new document. If he accepts it, then he also puts an EDS. If you need to make changes to the document, a new electronic version is created. Upon completion of editing, you need to save all changes with the help of EDS. Then the document with the change is sent to the counterparty. If necessary, electronic approval of information is carried out.

If it is necessary to make changes again, the whole procedure is repeated anew. If there are no complaints about the new version, then the document is respected. The final result is a sample signed by two digital signatures. All versions of the document are stored on the server and are available for viewing. Once a valid status has been assigned to the sample, it will not be possible to amend the document. Upset contracts are assigned the status of “Canceled”. Here's how electronic workflow between organizations is carried out.

Equipment

What is needed for electronic workflow between organizations? First, you need to choose a telecom operator and install special software for exchanging information. Secondly, with each counterparty 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 through an application that is installed on the equipment of the organization’s employees. The computers interact with the server via HTTP with additional SSL 128 encryption. Documents are accessed only through the application interface and after authentication.

EDI Project

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

• Creation of a working group.
• Formation of goals, deadlines and project budget.
• Investigation of existing processes.
• Develop assignments.
• The breakdown of the EDI system.
• Signing of an agreement for the implementation of an EDMS.
• Approval of the work schedule.
• Filling system directories.
• Training.
• Conducting preliminary tests.
• The publication of the order on the implementation of the EDMS.
• Finalization of software and work regulations.
• Launch of a pilot project.
• Full-scale transition to EDI.

Errors of EDI implementation

In the process, particular attention should be paid to processes in which the law requires the availability of paper. You cannot 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 extra for double work.

In the process of implementation, you need to develop new regulations for working with documents, train staff and only after that engage in full-fledged implementation. This can be achieved only if you convey to employees the benefits of using new technologies.

Another popular mistake is a poor study of the requirements for EDMS. If users have to work in a non-customized system, then the EDI process is different from what is accepted in the organization.

Electronic document flow between organizations: pros and cons

Benefits:

• Reduce the cost of sending original documents by mail.
• Save storage space for documentation. It is all stored electronically.
• Ease of use. Sending a document is carried out from one workplace. A quick search of a document is carried out by status (sent, received, received, etc.).
• Instant delivery. All information sent to the addressee within a few seconds.
• The document cannot be lost until the expiration of its storage in the system.

Disadvantages:

• To use the equipment you need to purchase a license, which costs a lot of money.
• Most often, data can only be exchanged between participants in the same system.
• Electronic document flow between organizations in 1C or with the help of any other software differs from the previously used scheme. With the introduction of a new algorithm, all employees will have questions about conducting work.
• Technical equipment. Before introducing EDI, organizations need to purchase equipment and prepare employees for managing the new system.
• EDI is carried out using an electronic digital signature, the validity of which is 1 year. It is necessary to track and timely renew certificates. It is also necessary to control the validity period of counterparty certificates in order to avoid tax problems.

Legal regulation

What regulations govern electronic document flow between organizations? The legislation of the Russian Federation includes Federal Law No. 63 “On Electronic Signatures”, the rules for submitting documents to the Federal Tax Service are spelled out in order of the Ministry of Finance No. MMV-7-2 / 168. EDI between 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 EDI operators in the process of activity should be guided by the order of the Federal Tax Service No. MMV-7-6 / 253 @.

VLSI

Electronic document management between VLSI organizations gives customers the following benefits:

• Documents can be sent to any organization that is registered in the Russian Federation. If the counterparty is not a member of the VLSI system, then an employee of the company will simply contact the representative of the organization and send invitations to participate in the system by e-mail. Immediately after confirming the request, the exchange of information between participants will be carried out without intermediaries.
• You do not need to install software on a computer. It is enough to have the current version of the browser and access to the Internet.
• To work with data does not need a special program. If the report is initially prepared in third-party software, for example, 1C, then you can configure data integration with the VLSI system.
• The standard form of the document is not installed. You can send text, tabular files, images, etc.

SKB "Kontur"

One of the first software developers in Russia is also involved in the supply of equipment, through which electronic document management between organizations is carried out. Kontur developed the Diadoc system, with the help of which electronic documents are exchanged. A feature 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 you want mono to access data through the API.

What do you need?

To connect EDI, organizations need to buy:

• licensed software;
• server;
• upgrade equipment;
• to train staff;
• set up and integrate EDMS for working with internal applications.

Is such an investment necessary to connect electronic document flow between the organization? Inclusion in the costs of technical support consultations, updates of the EDMS and software is the second stage of investment. These costs will have to be paid monthly.

Conclusion

Paper workflow is being replaced by electronic. It not only reduces the organization’s costs of conducting processes, but also increases the efficiency of the business as a whole. For EDI to function successfully, it is necessary to clearly state the goals of the system implementation and correctly configure the equipment.

Electronic workflow between organizations - how does it work? What documents can be exchanged electronically, how to draw up an agreement with a counterparty to establish electronic interaction, and what should be prescribed in the regulations? This will be discussed in our material.

An important element of any electronic document management is an electronic document. In order to give a document created in electronic form legally significant force to both sides of electronic document management, it is necessary to provide it with 3 important properties. The electronic document must:

• Have the required details.
• Conform to the approved format.
• Verify with the signature of the person in charge.

If you and your counterparty organized the formation of electronic documents in the established formats at your enterprises, it is necessary to technically ensure your electronic interaction with him. How to do it?

In order for 2 separate systems to mutually and efficiently exchange documents, you need to register all the nuances of the workflow in a special regulation.

First of all, you need to figure out which electronic documents should be signed with a simple electronic signature, and which ones - enhanced. Legally permitted types of electronic signatures are indicated in the figure.

Documents of varying degrees of significance and confidentiality may participate in electronic document management with contractors. For example, the most stringent requirements are imposed on electronic invoices: they must be signed exclusively by the UKEP and sent through the EDI operator (order of the Ministry of Finance of Russia dated 10.11.2015 No. 174n). And for internal documents of the company, the application of UKEP is not mandatory. Therefore, the company itself decides which signature this or that internal document will be signed.

In the regulations on electronic document management, it is necessary to establish the procedure for signing electronic documents and outline the circle of responsible persons who are entitled to sign them.

After resolving all regulatory issues with contractors, you must select the EDI operator through which you will exchange electronic documents and conclude an agreement with him. In addition, it will be necessary to solve other problems:

• Organize an electronic archive of received and sent electronic documents.
• To make additions to the accounting policy regarding the transition to electronic document management.
• Provide responsible persons with electronic signatures.
• Solve other organizational and technical issues necessary for the effective operation of the system.

  Scan document sharing: how and when is it possible

The electronic exchange between documents of counterparties in the form of their scan images has been practiced in companies for a long time - since the advent of a variety of Internet mail services. To do this, you do not need any special programs or connections to EDO operators. However, the ease of use of this method of document exchange has a number of significant drawbacks:

• Inability to ensure guaranteed security of information.
• Significant time and labor costs for translating a paper document into an electronic scan image.
• The need for subsequent printing of the document.
• Inability to quickly exchange agreed documents.
• Other shortcomings (lack of ability to track the document, delays in coordination by hierarchy in the company, etc.).

This leads to a narrowing of the scope of this method of exchanging documents in electronic form between organizations. Scan-image exchange is mainly used for those types of documents that are not legally significant for the company. And they are sent electronically to the counterparty only to accelerate interaction (fulfillment of the terms of contracts or solving current business problems). At the same time, the paper original is sent by mail or by courier.

  When you need an application for connection to electronic document management

Sometimes, for the purpose of external interaction with interested parties, a company is required to draw up a special application form for connection to electronic document management and a number of other documents. Most companies are faced with the need to complete such a statement when submitting electronic reports to the FIU.

In this case, the participants in electronic document management will not be business partners, but a company and an off-budget fund. The application cannot be written in any form - its ready-made template can be found on the website of the FIU. It should contain the following data:

• Details of the company, which enters into electronic interaction with the fund.
• Information about the communication operator and the used cryptographic information protection tool.

But a single application for electronic interaction with the fund is not enough. It is also necessary:

1. Prior to completing the application, select an accredited certification center that provides the technical nuances of connecting a document flow under the TCS with the subsequent conclusion of an agreement with it for the provision of services for the transfer of electronic documents.
2. After submitting the application and checking it by the fund specialists, conclude an agreement with PRF on connecting to electronic document management. The form can be downloaded on the fund's website.

The electronic information exchange of companies with the FIU allows, without visiting the fund, to submit personalized accounting information, timely identify and correct errors in reporting, and solve a number of other tasks.

For more information on electronic interactions with FIUs, see this material.

The company itself determines how to switch to electronic document management with counterparties. But in any case, this is a negotiation process. The proposal to switch to electronic document management can be decided orally, in the form of a written invitation from one of the business partners or by signing a special agreement.

To offer the counterparty in writing to establish electronic document management, you can send a letter to his address. Distribution of such letters helps the company with a large document flow to invite new and existing partners to electronic interaction.

In the text of the letter in a concise form you need to inform the counterparty:

• On the legislatively fixed possibility of electronic document management.
• Its benefits.
• Forms of documents to be exchanged electronically.
• The steps required to switch to this system.

A sample letter of the transition to electronic document management (excerpt) is presented below.

Without changing the text of the letter and substituting only the details of the counterparties, you can quickly inform them of your desire to organize a mutual electronic exchange of documents.

  Agreement on the exchange of electronic documents between legal entities

Counterparties may specify the nuances of paperless interaction in a separate agreement on electronic document management. How to make it up?

The legislation does not establish special requirements for the form and content of the agreement on electronic document management between legal entities. Therefore, its composition and content are determined by its participants. At the same time, it is necessary to observe the style and structure common to such documents (it is necessary to describe the subject of the agreement, validity period, details of the parties and other issues).

The figure below shows the main (possible) sections of such an agreement.

To establish electronic interaction, it is necessary to coordinate its nuances. This can be done orally, send a letter and / or sign a separate agreement. It will also be necessary to solve a number of related issues (to prescribe the procedure for electronic document exchange, establish responsible persons, provide them with an electronic signature, etc.).