Electronic document management in 1 with 8.3 accounting. Publications. Group "Electronic Signature and Encryption"

Why do I need electronic document management in the 1C program?

Electronic document management - the exchange of legally significant documents (and not only) in in electronic format.

Let's bring the simplest example electronic document management– exchange of “Word” documents by e-mail companies.

Of course, such a workflow is not structured, a letter with a file can simply not be noticed in time, and most importantly, it does not have a valid signature and seal.

In addition, this article deals with the exchange of documents between 1C programs. Therefore, the document must have a certain structure so that the receiving program can correctly recognize it and “sort it into pieces”.

There are certain exchange rules for this, some of which are approved by law (for example, the form of an electronic invoice).

This article describes the procedure for setting up the transfer - acceptance of an Invoice in electronic form based on the configuration 1C 8.3 Accounting 3.0.

Setting up an electronic configuration document 1C: "Enterprise Accounting 3.0".

For more effective work With electronic document exchange, 1C decided to enter into cooperation with the long-proven and reliable Taxcom company. As a result of such cooperation, a module has appeared that is integrated into most popular 1C configurations.

This made it possible to organize not only data exchange, that is, simply transfer them from one counterparty to another, but also to form objects of the 1C system based on this data. These are just invoices, Acts, documents of receipt and sale, warehouse documents and so on.

In addition, it is impossible not to note a number of other advantages of this approach:

• The user does not have to switch to another program, and does not even have to change the familiar interface
• No need to additionally install and monitor updates of the electronic document management operator program

Let's move on to the technical side of setting up the procedure. It consists of four stages:

1. First, let's make sure that the 1C: Enterprise system meets the necessary requirements, namely, the program platform must be at least version 2.15 and the release of the configuration used must contain the workflow module. This information can be found on the 1C website, or from partners. Partners can make the necessary updates.
2. To connect the service, you must submit an application. As mentioned earlier, the document module is already in the program. But he is not active yet. Its functionality will be activated after the application is considered (usually it does not take much time). The application must be filled in your "personal account".
3. As soon as the application is reviewed and approved, the functionality of the document management module will be fully available.
4. Now you can proceed to the "1C: Enterprise" settings.

After these operations, the documents will have a button with a list of operations with electronic document management (as we did earlier, let's see the document “Issued invoice”):

You can try to send an "Invoice" to the counterparty, just don't forget to warn him about it and make sure that he also has the module configured.

To interact with regulatory authorities, you will also need certificates issued by them.

Source: programmer1s.ru

In the instructions, we will consider how to connect the 1C-EDO (1C-Taxcom) service to the exchange of legally significant electronic documents on the new configuration "Accounting" version 3.0.

Before setting up, make sure that you have a login and password for the Internet user support portal in which the 1C configuration is registered.

Step-by-step instructions: how to set up 1C-EDO (1C-Taxcom)

Step 1. Set the flag opposite the "Electronic signatures" item

Go to the "Administration" section of the main menu.

Rice. 1. Administration section

In the submenu that opens, select the "Exchange of electronic documents" item.

In the "Electronic Documents Exchange" section, check the box next to the "Electronic signatures" item.

Rice. 2. Exchange of electronic documents

Step 2. Set up an electronic signature

After setting the flag, the item "Settings for electronic signature and encryption" will become available. Select this item.

Rice. 3. Parameter setting

In the window that opens, add an electronic signature. To select an electronic signature, click "Add".

In the example, adding an electronic signature that already exists on the computer. More about electronic signature for EDI:

Rice. 4. Setting up electronic signature and encryption

In the context menu, click on the item "From installed on the computer."

Rice. 5. Installing an electronic signature

A window will open with a choice of electronic signatures, select from the list the one you need for the exchange of electronic documents.

Rice. 6. Adding a Data Signing Certificate

The system will prompt you to select an organization for which this certificate will be added. Also (if necessary) enter a password to protect the electronic signature.

Rice. 7. Adding a Data Signing Certificate

Step 3. Register an account

For registration account select the service for connecting to electronic document management.

Select "Connect to 1C-EDO service".

Rice. 8. Service selection

The assistant for connecting to the 1C-EDO service will open.

Choose an organization, an electronic signature key certificate, a legal address and a tax authority code.

Rice. 9. Assistant to connect to the 1C-EDO service

The system will require you to sign the request with an electronic signature.

Wait for the notification of successful registration and click "Finish" to close the assistant.

Repeat these steps to connect the 1C-Taxcom service.

After setting up the EDI services, it will not be possible to immediately start the exchange, it is necessary to invite counterparties.

The use of electronic document management (EDM) in the organization

In order to understand what an electronic document management (EDF) is and why it is needed, you should know general principle workflow. Namely:

• What primary documents are compiled at the enterprise;
• How these documents are exchanged within the enterprise and with third parties;
• Who draws up and checks the execution of primary documents;
• Who has the right to sign documents.

Each enterprise has developed an individual workflow schedule that helps employees understand and determine the movement of documents.

EDI first appeared in the banking sector, then EDI systems began to be used in many Western enterprises. Currently, EDI is widely used in Russia for the rapid exchange of information.

EDI is a fast and high-quality exchange of various information both within the enterprise and with external contractors or regulatory authorities. Timely identification of errors and discrepancies in settlements between counterparties, as well as reconciliation of the buyer's and supplier's data with the IFTS data, allows you to quickly identify discrepancies in invoices.

For example, when exchanging documents with counterparties using EDI, and not using postal services, the enterprise will save not only the time of document execution: printing a document, collecting signatures, issuing envelopes, etc., but also reducing the cost of postal services.

Documents processed using EDI, according to the law, have the same legal force as on paper. All contracts, agreements and other similar documentation have legal force in accordance with the Civil Code of the Russian Federation. The Tax Code also provides for electronic documentation, which has the same validity as paper documents.

How to organize the exchange of electronic documents (EDI) in 1C 8.3 - step by step instructions

In the program 1C 8.3 Accounting ed. 3.0, a function is provided for the use of EDI. Consider the example of the rules for setting up and working with EDI in 1C 8.3.

Step 1. Setting up electronic document management in 1C 8.3

To work with EDI in 1C 8.3, you must first configure the program, namely:

• Update to the latest release;
• Conclude an agreement with a telecom operator for the transfer of electronic data. It is possible with the operator through which you send reports to the Federal Tax Service and extra-budgetary funds;
• Get the password and login of the Internet support of the 1C company serving the enterprise;
• Install crypto-pro on a computer or get a digital signature on a flash drive.

Attention! In the "Contractors" directory, the name of the counterparties must be filled in according to the IFTS data, in order for the data to be correctly filled in 1C 8.3: organization name, TIN / KPP, address and code of the IFTS.

To do this, go to the "Directories" menu, where we select the "Contractors" directory:

In the list of counterparties that opens, we check the correct filling of data for everyone counterparties. To do this, hover over the desired counterparty and use the "More" button to select the "Edit" editing function:

The counterparty card opens:

If the counterparty's TIN is already entered on the card, then click the "Fill in by TIN" button, after which information about the checkpoint, name and address is automatically filled in according to the IFTS data.

The address must be filled in not in an arbitrary format, but according to the data of the address classifier. But for this, you should configure the connection of the 1C base to the Internet and the IFTS server.

Step 2. Setting up EDI and cryptography

Go to the “Administration” section and select the “Electronic Documents Exchange” function:

The "Settings for the exchange of electronic documents" window opens:

To work with EDI in 1C 8.3, the functions “Electronic signatures” and “Exchange of electronic documents with counterparties” should be ticked:

Then you should make sure that the electronic signature is configured. To do this, go to the "Electronic signature and encryption settings" menu on the "Programs" tab, where the installed key should be displayed. If the key is not installed, then you should contact the specialists to install it:

Step 3. Connect electronic document management

The next step is to connect to the 1C EDO service. To do this, select the functions "Connect to the 1C EDO service" and "Connect to the 1C Taxcom service":

When connecting to the EDI and TAXCOM services, the connection assistant opens. Following the prompts of the 1C 8.3 program, we go through the filling stage:

Next, we go to the EDI settings in 1C 8.3, where an automatically configured template for exchanging electronic documents with counterparties opens. In the "Organization" field, select entity to whom you want to send an EDI invitation. After that, by clicking on the "Record and close" button, the selected counterparty will automatically be sent an invitation to connect to the EDF:

To update the EDI forms in 1C 8.3, check the box "Switch to new forms automatically":

In 1C 8.3, you can set up a schedule for the exchange of electronic documents:

Or watch our video tutorial:

Step 4. Working with EDI

When generating primary documents in the 1C Accounting 8.3 program, it should be noted that in the menu of the document for which the form of electronic document management is approved, there is an "EDM" button. All actions with primary documents can be done, according to the selected command:

To view all information about the movement of documents on EDI, in 1C 8.3 there is a function "EDI Archive" in the "Administration" menu:

In the archive, you can view all the operations performed with documents in the EDI. Using bookmarks and the settings menu, in 1C 8.3 you can get various reports on the types of documents and the degree of their execution:

To work in the current mode with EDI in 1C 8.3, you should use the "Current EDI Cases" function, which is located in the "Sales" section:

Or in the "Purchases" section:

Where you can also generate the necessary reports:

To exchange arbitrary electronic documents with suppliers or buyers in 1C 8.3, the "Arbitrary electronic documents" function is intended:

In this service, you can select a file of an arbitrary format or a set format from the drop-down list.

Many companies acquiring software 1C firms do not pay attention to such a wonderful opportunity as setting up EDI. But this functionality will allow employees of the enterprise to exchange various data not only among themselves, but also with contractors. Minimizing errors, discrepancies and typographical errors will, for example, eliminate fines and penalties.

Documents drawn up through EDI have exactly the same legal force, regardless of whether they are duplicated on paper or not. This applies not only to civil documents, but also to tax reporting.

Preparation for setting up EDI in 1C Accounting

The most popular 1C configuration in the post-Soviet space is 1C: Enterprise Accounting. Therefore, we will use it for an example of setting up an EDI. Before you start setting up 1C, you need to perform certain manipulations, without which setting up an EDI does not make sense:

• Update the configuration to the latest available version of 1C;
• Officially draw up an agreement with a telecom operator for the exchange of electronic data (often users choose the same company through which they send reports to the tax and other institutions);
• Prepare a login and password for the Internet support of the 1C company serving the enterprise;
• Install a crypto-pro, whose setup will not cause problems, or prepare a digital signature on a flash drive.

In addition, if you plan to send documents to external counterparties, setting up an EDF requires that the following fields be filled in:

1. Name;
2. Address, according to the classifier system;
3. Telephone;
4. Tax authority code.

There is an automatic upload of TIN data from the IFTS database. Automatic setting will require you to enter the TIN and click "Fill in the TIN".

The process of setting up EDI in 1C 8 version

Having opened the "Administration" menu, click "Electronic Documents Exchange" and put the marks:

• Electronic signatures;
• Exchange of electronic documents with contractors.

The button for opening the "Electronic signature and encryption settings" form is activated. Go inside and press the combination "Add"->"From Installed on PC" to select the configured certificate. Select a certificate for signing data from the list detected by the 1C system.

If encryption software (Crypto-Pro) is installed on the computer, then you need to go to the “Programs” tab. Make sure that the 1C program has found the right software on the PC, and that there are no errors.

If the necessary crypto-provider is missing from the list, click "Add" and fill in the required fields. After selecting the certificate or software we need, click the "Close" functional button.

After that, to set up EDI in the 1C system, you need to connect to the EDI service. Select the "Connect to 1C EDO service" command in the same section. A convenient assistant will open, which will require you to enter information:

• Organization;
• Certificate;
• Legal address;
• Code of the tax authority.

You will need to send a request to receive the identifier of the document flow participant, signing it with an electronic signature. After you see a notification of registration in the EDI system, click "Finish". EDF supports the function of protecting the electronic signature with a special password. This completes the configuration of this service.

The process of connecting to the 1C Taxcom service and its configuration are no different from those described above. To organize EDI in 1C, it is also necessary to send invitations between companies.

To transfer data to counterparties through 1C, it is necessary not only to set up an EDF at home, but also to send an agreement. To do this, in the "Administration" section, open "Electronic document exchange" and click on "EDI settings". A form will open in which you can review the existing agreements and find out the status of each of them. To add and set up an EDI for data exchange from 1C, click the "Create" button.

In this window, you need to enter the desired counterparty and fill out the contract. A little lower there is a setting of which documents from the complete list of objects you will transfer through EDI with a given counterparty. To exclude a document from EDF, uncheck the specific line.

Click the "Send Invitation" button for 1C to send a notification to the external company. In the form that opens, fill in email and write a message so that the recipient understands what they want from him.

When the counterparty accepts the invitation, the status of the agreement will change to Attached. This completes the EDI setup in the 1C program for the counterparty. Also, counterparties can send you invitations for data exchange.

To see the EDI invitations that were sent to you, you need to go to the "EDI settings" section. The form will contain a list of agreements.

Each agreement with a connection status of "Consent required" must be accepted. To do this, go to the agreement by double-clicking on the line and click on the "Accept invitation" button.

If you confirm your consent to the exchange with this counterparty, the status of the agreement will change to "Attached".

This completes the invitation setup, and you can exchange documents with counterparties with whom agreements have been concluded. To do this, in each document specified in the agreement, an “EDI” button containing the main functions will appear. 1C features allow you to set the automatic exchange of documents according to a specific schedule in the settings. In this case, receiving data and sending them are configured separately.

To get acquainted with the history of data movement, you can open the "EDI archive" form in the "Administration" section. In addition to directly information on data transfer, various reports are available in 1C that reflect the entire process of electronic document management in the required sections.

Accountant

Incoming invoices and invoices are automatically created in the 1C program based on incoming electronic documents- quickly and without discrepancies in details.

All electronic documents are stored in the 1C program - you can quickly find and send Required documents to the FTS in response to a request. The description is generated automatically.

The 1C program suggests which of the counterparties is already connected to the EDI. You can invite a counterparty to work through EDI directly from the program.

CFO

The exchange of electronic documents between their organizations in the group of companies and with external counterparties takes place in minutes. The terms are reduced - purchases, VAT refunds, payments from customers.

Reduced direct costs (paper, cartridges, manual input documents) and indirect (storage of documents, risks of non-refund of taxes, accrual of fines and penalties, etc.)

IT Director

The 1C-EDO service is built into standard 1C:Enterprise programs and does not require integration. Thanks to this, for companies using 1C solutions, implementation costs are reduced and the risk of problem situations is reduced.

Users work in familiar 1C programs - they do not have to be taught how to work in third-party interfaces.

Opportunities

Organization of electronic document management with contractors

• registration assistant as an ED participant;
• invitation of counterparties to exchange via EDI from the 1C program;
• automatic roaming with operators that support 1C-EDO technology;
• the ability to create multiple EDF participant accounts with different operators;
• differentiation of access rights and signing documents.

Operations with electronic documents

• creating an electronic document from an implementation document information base 1C;
• signing an electronic document by several employees;
• sending and receiving electronic documents, verification of the response signature;
• creation of corrective documents or cancellation;
• automatic generation of accounting documents based on incoming electronic documents;
• automatic comparison of seller and buyer items;
• work with all electronic documents in one window ("Current affairs of EDI");
• storage of electronic documents in the 1C program ("EDO Archive");
• quick search using filters and selections when preparing a response to the requirement of the Federal Tax Service.

Terms of Use

The service works in programs:

• 1C: Accounting 8, ed. 2.0 and 3.0 (including basic)
• 1C: Managing our company
• 1C: Holding management
• 1C: Trade Management 8, ed. 10.3 and 11
• 1C: Integrated Automation 8 ed. 1.1 and 2.0
• 1c accounting public institution ed. 1.0 and 2.0
• 1C: Management manufacturing plant 8
• 1C:ERP Enterprise Management 2.0
• 1C: Retail 8, ed. 2.2 (including basic)

The 1C-EDO service can be integrated into any other applications on the 1C:Enterprise 8 platform.

The service requires Internet access.

Price

The service is included in 1C:ITS of the PROF level in the following scope:

• sending up to 100 sets of documents per month;
• the cost of sending a set of documents, starting from 101 sets - 10 rubles. per set, for details, see the tariffs "1C-EDO" in the information release of the company "1C" No. 19598.

For users of 1C:ITS of the TECHNO level "1C-EDO" is available on the following terms:

• registration of any number of organizations as an EDF participant with one or more EDF operators;
• receiving any number of documents;
• sending up to 50 sets of documents per month;
• price sending a set of documents, starting from 51 sets - 10 rubles. per set.

For users who have purchased the "StartEDO" service package, the service is available on the following terms:

• receiving any number of documents;
• sending up to 20 sets of documents per month;
• the cost of sending a set of documents, starting from 21 sets - 10 rubles. per set.

For users working with 1C programs on the terms of "1C: Rent", the service is available on the following terms:

• registration of any number of organizations as an EDF participant with one or more EDF operators;
• receiving any number of documents;
• the cost of sending a set of documents, starting from the 1st set - 10 rubles. per set

From 03/01/2019, the rule applies: if the subscriber sent no more than 5 sets of electronic documents during the billing month, the bill for traffic payment for this month will not be issued. Thus, for enterprises that mainly receive EDI documents from their counterparties and make single shipments through EDI, the 1C-EDO service is available without payment.