EGAIS: changes in 2021

Astral

February 1, 2021 5718

EGAIS

Any delivery of goods is accompanied by a consignment note. Upon receipt of the goods, you must check the goods that arrived to you with those indicated in the invoice. If everything is correct, information is sent to EGAIS that the invoices from the supplier have been accepted. If the invoice indicates the wrong product that you received, then a discrepancy report will be sent to EGAIS.

TTN must be confirmed in EGAIS within three days from the date of delivery if the supplier’s warehouse is located within your city. If the warehouse is located in the region, then confirmation of the invoice should take no more than seven days.

Confirmation of the TTN takes place in your personal EGAIS account using the connection of your accounting program and UTM with the system.

Before confirming the TTN, recalculate the quantity of the products that were delivered to you. Compare it with the nomenclature and electronic invoice from the supplier in EGAIS.
If the quantity of goods actually received matches the electronic invoice, a report is sent to EGAIS that the invoice has been accepted - this is confirmation of the TTN in EGAIS. After this, the system debits the amount and quantity of delivery from the supplier’s account and credits it to your account.

There are situations when the wrong product may be delivered that you ordered, or glass containers may be damaged during transportation. In this case, a certificate of refusal to accept the invoice is submitted to EGAIS, and the goods are returned to the supplier.

If there is a significant discrepancy between the data in the invoice and the actual products delivered
The supplier did not deliver the goods: regardless of whether you were warned about this or not, you can still refuse
The delivered goods do not meet the quality: expired, damaged packaging, missing excise stamps, etc.

How does the TTN load into EGAIS?

The corresponding document is drawn up in a special accounting program. An information system is also used to record all data. To process the invoice after scanning the stamps in EGAIS, you need to issue a TTN manually or perform the operation using the special tab “Exchange UTM with EGAIS”. After uploading a document, it must acquire the appropriate status, for example, “Accepted for processing,” “Confirmed,” or “Rejected.” If EGAIS does not receive invoices, you need to edit the document in accordance with the methodological recommendations and then try to upload the document again.

Features and timing of confirmation of invoices in EGAIS

Recording of relevant information is usually carried out through your personal account on the egais web portal. Before uploading a document, it is necessary to check the invoices in the Unified State Automated Information System using the TTN. To do this, the manufacturer will need to perform the following steps:

Calculate the available number of APs and compare them with nomenclature information.
Compare the information on the consignment note provided in paper form with the data in the electronic system.

Wholesale and retail companies, at the time of receiving the goods, must check the invoices in the Unified State Automated Information System, checking all the data. If everything agrees, a corresponding act is drawn up. Then, automatically, the quantity and amount of the AP supply is debited from the account of the production association and transferred to the account of the wholesale and retail company.

If there are discrepancies in the data, you must ask the manufacturer to make the appropriate adjustments and re-send the invoice to EGAIS using your personal account. In addition, you will also have to send a discrepancy report to the production company. In the event that the production association refuses to accept the discrepancy report, your store will need to return the AP to the production association.

Based on the current legal norms and approved standards of the law regulator, the period for confirming the delivery note in the Unified State Automated Information System is 3 days after the official delivery date. This applies to all those production associations that are located in the city or near it. When the warehouse of a production association is located in a rural area, 7 days are allocated to confirm the document. If, after checking the status of the invoices, any difficulties arise, you will need to contact technical support on the official egais website.

Important! Data uploaded to the unified state information platform cannot be changed. If errors are subsequently identified during registration, it is necessary to post the invoice in EGAIS, that is, reject the document.

Invoices are not re-sent via EGAIS - solution

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11.10.2019

All subjects of the alcohol market must ensure that the data required by law is uploaded into a single database. Recording of relevant information is necessary for the legal circulation of alcoholic beverages on the territory of the Russian Federation.

Confirmation of invoices in EGAIS is the basis of the document flow. Not only information about invoices, but also data about excise stamps and other information are loaded into a single platform.

This helps the government surveillance sector track all movements of the AP from the starting point to the ending point.

The EGAIS system was created for the purpose of checking invoices. This includes suppliers of strong alcohol-containing drinks, as well as beer products.

A production association engaged in the sale of AP must take care of providing the relevant information to a single electronic platform.

At the same time, a representative of the wholesale and retail segment is obliged to reconcile the actual delivery with what is recorded in the confirmed invoice through the EGAIS personal account. If there are discrepancies, appropriate documentation must be drawn up.

Working with TTN is easy! How to confirm invoices in EGAIS, refuse them and re-send them?

EGAIS stands for a unified state automated information system for monitoring the circulation of alcohol-containing goods on the territory of the Russian Federation.

The system began to operate relatively successfully in 2009, when the Government of the Russian Federation made a significant number of amendments to the operating procedure of the system, as well as to the system itself for regulating alcohol-containing products.

Due to the fact that EGAIS began to be used everywhere quite recently, many of its users still have questions regarding the operation of the service - we will talk about how to confirm and re-send invoices with its help in this article.

Dear readers! Our articles talk about typical ways to resolve legal issues, but each case is unique. If you want to find out how to solve your particular problem, please use the online consultant form on the right or call. It's fast and free!

Confirmation via personal account

The system provides not only for the creation of waybills , but also for the procedure for accepting the consignment note by the parties, re-sending if an error occurs, and filing a refusal. In addition, the system allows you to view delivery discrepancy reports and other documents directly related to the receipt of alcohol and other alcohol-containing goods in stores.

When is it needed?

Russia has established measures to control the circulation of alcohol-containing goods within the country. The EGAIS itself was initially introduced precisely with the goal of eradicating the phenomenon of counterfeit alcohol, which spread in the 90s.

Confirmation of invoices is one of the mandatory stages in controlling the circulation of alcohol: the alcohol supplier is obliged to send it to the TTN system, but only the recipient can indicate the legal purity of the delivery, the quality of the alcohol and other important things. It is he who makes the confirmation, refusal or statement of discrepancy - the entire operation of the system depends on his feedback.

Confirmation of invoices in EGAIS is an obligation, not a right:

How does the receiving company accept the invoice?

Acceptance of goods. On the unified information portal, select the corresponding “Acceptance” tab.
Excise scanning. During the period of receiving the AP, a representative of the wholesale and retail company scans each excise stamp from the bottle.

If the number of bottles of alcoholic beverages matches the invoice, you will need to select the “Accept” button. In case of refusal, a discrepancy report is automatically generated.

Who should confirm invoices and what is needed for this?

In accordance with current practice, the invoice in Unified State Automated Information System is usually accepted by the recipient of alcohol-containing products. He will need to upload the document and check the electronic information with the submitted papers and the number of APs. If there are no discrepancies, you need to confirm the invoice document in the Unified State Automated Information System, and if there are discrepancies, issue a statement of disagreement.

The manufacturer or supplier company has the right to provide the relevant document within 3 days. Therefore, usually the document is confirmed within a few days; of course, the reconciliation time also needs to be taken into account here, since the recipient also needs to check everything.

EGAIS from 07/01/2018

An innovation was introduced on the alcoholic beverages market on July 1, 2018. According to it, each participant in the mentioned market must carry out individual accounting of each product that is marked - in the process of writing off or receiving goods. Let us note the importance of such changes, which make it possible to track the movement of each unit of production from the factory to the end consumer. At the same time, the possibility of counterfeit alcohol becoming available for sale is eliminated. Please note that the changes affected the accompanying documentation, the declaration for alcohol, and the possibility of submitting documents through the public services portal.

Registration of batch and branded products If we are talking about alcoholic products that were received before the date of introduction of innovations, then sales deadlines will be introduced in relation to them, a period will be named during which such goods will have to be withdrawn from circulation. However, batch products are still available on sale today. The rules for registering and shipping such goods with Unified State Automated Information System have not changed. It turns out that in the process of receiving products it is necessary to confirm the invoice, check the goods, and also transfer it for registration to Register No. 2. As for sales, there are no observations noted here. When reading the excise stamp, when the receipt is punched at the cash register, alcoholic beverages are written off from the second register.

But when accepting labeled alcoholic beverages that come from the factory, retail companies are required to scan the excise stamp on each bottle. This measure will make it possible to verify the actual goods received with the products that were received according to the invoice documentation from the Unified State Automated Information System. However, if discrepancies are identified, action will be taken. Otherwise, the actual balances available in the warehouse will not correspond to the balances listed in the unified state automated information system. Note that with the new format of the specified system, such events are not allowed. Therefore, it will not be possible to consume alcoholic beverages.

Products for which import and production records are kept in batches have an appropriate name. For such goods, marks could also be linked previously. In other words, accounting in this case is carried out in the context of each commodity unit, and not as a whole batch. Batch products include alcohol, for which marking is not carried out during the production or import process. This also includes goods for which brands were not indicated during transportation, shipment or write-off. This applies to goods that were released or imported before July 1, 2018.

It should be noted that the innovations associated with the registration and acceptance of alcohol brands in Register No. 3 are associated only with brands of a new type, if excise stamps were indicated during the acceptance process from the supplier. If the alcohol was received with old brands, and the supplier does not provide information about them, then, as before, you can carry out accounting according to the data given in Registers No. 1,2.

Rules for working with Register No. 3 Please note that not everyone has the correct idea of Register No. 3 in EGAIS.

The third register has nothing in common with the first and second registers. This is just a reference document in which the stamps are stored. There is no need to enter any data into the third register, as was the case before. Then incoming products were transferred from the first and second register to the third register. For these purposes, a transfer document was created in a special form. Moreover, there is no need to write off certain products in the third register.

Goods entered into the Unified State Automated Information System by brand are written off from the first register immediately after sale in automatic mode.

Upon receipt of goods, alcoholic beverages are stored in Register No. 1. As for the information on stamps that were scanned upon acceptance, they are stored in the third register. Thus, when drinking alcohol with new brands, there is no need to transfer to Register No. 2. It will be enough to reconcile goods based on the mechanisms implemented in accounting programs. Next, all that remains is to confirm the invoice.

It is important to note that the rules for drinking alcohol with old excise stamps have not changed. Now, as before, the receipt operation is confirmed first, and only then is information about the product transferred to the second register.

Discrepancy between the balances in the declaration and the Unified State Automated Information System data

During the first quarter, business entities submitted declarations for the products under study. After that, they received notifications from FSRAR, which stated that the balances in the declaration for the 1st quarter did not coincide with the balances listed in the Unified State Automated Information System. It is noteworthy that all those who had a difference of more than 100 liters received a similar message. This means that a certain error in the declaration is allowed, since business entities use different procurement and sales methods. For example, a product shipped on March 31, 2018, but confirmed in the Unified State Automated Information System on April 1, 2018. In this case, the invoice dated March 31, 2018 must be taken into account in the declaration. As for EGAIS, the invoice will be accepted for registration in the next quarter, immediately after confirmation is made.

Based on data from the first quarter, not a single company received a fine. The fact is that it is possible to eliminate significant errors in the second quarter. Speaking of such discrepancies, if they are identified, inspections at the enterprise may begin. And if the commission reveals violations, the companies will be subject to sanctions:

— legal entities will receive a fine of 150-200 thousand rubles;

- individuals - 10-15 thousand rubles (according to Article 14.19 of the Code of Administrative Offenses of the Russian Federation).

O and “B” Note that the transition to accounting by brand has certain advantages. In particular, from July 1, 2018, the list of documents that accompany drinks such as cider, beer, and mead has been reduced.

According to the amendments made to Article 10.2 of Law No. 171 of November 22, 1995, there is no need to issue certificates in Forms A and B on paper. However, this rule only applies if the business transaction is recorded in the Unified State Automated Information System. Thus, if a company sells mead, cider, beer at retail with new brands, then certificates A and B are not included in the accompanying documentation.

However, a clarification is given: the law does not apply to the wholesale level, but is valid only for retail sales. Moreover, the law does not apply to alcoholic products that are labeled using old brands.

Obtaining a license for alcoholic beverages through the government services portal

At the moment, licenses for the retail sale of alcoholic beverages are issued. You can apply for a license on the government services portal. Consequently, the applicant can control every stage of the application review. For this purpose, the site provides an Online personal account. It is enough to register and submit an application in a special section.

Before applying for a license, it is very important to check whether the company has any debts. If there are any, they need to be paid off. Documents must be submitted no earlier than ten days after payment of the debt amount. This can be explained by the fact that requests for data on debts are requested from the Federal Tax Service. For these purposes, it takes at least 10 days for the debts to be paid.

So, the applicant must be very careful: if the debt is not repaid, then the state fee for obtaining a license will not be returned. Moreover, it will need to be paid a second time.

Changes in “1C: Retail 8”, “1C: Trade Management 8”, “1C: UNF 8” The main reform that concerns EGAIS in terms of configurations of the latest releases of “1C” is a check (mandatory) of labeled alcohol before confirming the invoice , which comes from EGAIS. This mechanism is the same in any configuration of the 1C program. After receiving the invoice, a reconciliation is carried out based on the fact of the received products, and the data is verified with the Unified State Automated Information System.

Thus, on the document “USAIS Consignment Note”, on the “Products” tab, you must select “Check received goods”. After which the “Checking incoming products” form will open. This is where each tax stamp is scanned.

Until the check starts, positions are assigned the “Not Checked” status. As soon as the stamp is scanned, the status changes: “In stock”. In some cases, the status is indicated as “Postponed” - if the position is not identified or there were failures during its search. If a product is unavailable, the status “Unavailable” appears.

When inconsistencies are identified in the system, it is important to accurately reflect the location in which the unit of production stands. It is noteworthy that you can leave the position unchanged (the program indicates the place automatically). In manual mode, you can move a product unit to the desired location.

Nowadays you can find a lot of batch alcoholic products on the market. Goods of this kind, in comparison with piece alcoholic products, are shipped without reference to the excise stamp.

In the “Checking incoming products” window, “Batch products” appears on a separate tab. Such goods can be received through two methods. Let's analyze each method.

Method No. 1. The company ships products piece by piece, scanning stamps and transferring them to Register No. 3. In this case, when checking, you need to scan excise stamps, as well as barcodes on packages. After confirmation of the invoice, excise stamps are transferred to the balance of the third register. The “Act of registration on the balance sheet of the Unified State Automated Information System” is used. Then select the option “Register in Register No. 3”.

Method No. 2. Goods for which there are no excise stamps on the invoice are accepted as consignment goods. On the “Checking incoming products” form, in the “Batch products” tab, in the “Fact” field, indicate the number of goods for which brands are not available.

At the end of the check, the “Check complete” command is executed. If the goods actually correspond to the invoice in Unified State Automated Information System, then the invoice is submitted for confirmation. If some discrepancies are detected, or if the required position is not found when scanning the excise stamps, then a confirmation is sent and a discrepancy report is generated automatically.

To keep records of discrepancies, during the process of registering receipts in the database, you need to check the “There are discrepancies” checkbox. Such a mark will become available only when the sending of the discrepancy report to the Unified State Automated Information System is confirmed.

And this is another change that is integrated into new versions of 1C. In early releases of programs from this document, a report on the presence of discrepancies was sent to the Unified State Automated Information System. The fact is that this act was not automatically generated during the process of sending confirmation. At the moment, the checkbox is only needed to record discrepancies directly in the database.

There are no changes observed in terms of labeled alcoholic products. As before, after the invoice is confirmed, the data is transferred to Register No. 2. Write-off of sold products is carried out from Register No. 2 through the “Write-off Certificate”.