Module - "Electronic document management"

The Electronic Document Management module is designed to exchange documents in electronic form with regulatory authorities (for example, registration of tax invoices in the Unified Register of Tax Invoices) and counterparties (exchange of invoices, acts and tax invoices). The main objectives of the module are to save your time, make business processes in your company more efficient, and improve its image in the Ukrainian and international markets.

With the “Electronic Document Management” module, you can register tax invoices in a matter of seconds (since 01.01.2015, registration of all tax invoices is mandatory – in accordance with the Law of Ukraine “On Amendments to the Tax Code of Ukraine and Certain Other Legislative Acts of Ukraine” No. 4309a dated 21.07.2014). The module will also allow you to forget forever about the long and inconvenient cycle of certification of primary documents and their delivery to counterparties.

Advantages of electronic document management with the module “Electronic Document Management”:

• confidence in the authenticity of the document — confirmed by the legislation of Ukraine;
• control over the process of exchanging electronic documents at all stages;
• guarantee of delivery of electronic documents to the addressee and receipt of a response;
• cost savings (paper, printer cartridges, postage stamps and envelopes, courier services, space for the archive);
• increasing the efficiency of business processes by reducing the time for exchanging documents;
• simplicity and ease of use (basic knowledge of working with a computer is sufficient);
• reliability confirmed by the experience of exchanging electronic documents by leading companies around the world;
• social and environmental responsibility as part of the positive image of your company.

Efficiently

Most of your counterparties have already implemented electronic document management – ​​the program “M.E.Doc” and electronic digital signature (EDS) certificates are used by accountants and managers of more than 500 thousand enterprises in Ukraine. Therefore, you will be able to enjoy the advantages of the “Electronic Document Management” module immediately.

Beneficial

You will be able to cross out paper and cartridges for printing documents, mail or courier services from the list of regular company expenses once and for all. Just by reducing paper costs, an office with 30 employees saves from 9 thousand UAH per year, and the benefit of large companies is measured in hundreds of thousands of UAH. For example, one of the largest telecommunications companies, thanks to the transition to electronic document management, saves about 2 million sheets of paper per year, and this in monetary terms is almost 250 thousand UAH.

Safe

When working with the computer program “M.E.Doc”, your documents are reliably protected from unauthorized interference. The exchange of primary documents occurs in encrypted form using the electronic digital signature of the CSC “Ukraine”, the national leader in terms of security. Keys are a unique set of characters that cannot be selected or copied and are a guarantee that the electronic document is signed by the owner of the electronic key. The program “M.E.Doc” itself is a reliable means of EDS, recognized by the examination State Service for Special Communications and Information Protection (SSSCIP).

Legal

Exchange of primary documents in electronic form, as well as registration of tax invoices via the Internet are regulated by a number of laws of Ukraine, so you can use all the capabilities of the M.E.Doc system without doubts or concerns.

Law of Ukraine «On Electronic Digital Signature» No. 852-IV dated 22.05.2003

«An electronic digital signature is legally equivalent to a handwritten signature (seal)».

Law of Ukraine «On Electronic Documents and Electronic Document Management» № 851-IV of 22.05.2003

«The original of an electronic document is considered to be an electronic copy of the document with mandatory details, including the electronic digital signature of the author».

«The legal force of an electronic document cannot be denied solely because it is in electronic form. The admissibility of an electronic document as evidence cannot be denied solely on the basis of its being in electronic form».

Law of Ukraine «On Amendments to the Tax Code of Ukraine and Certain Other Legislative Acts of Ukraine» №4309a dated 21.07.2014

«Tax reporting on value added tax is submitted to the regulatory authority by all payers in electronic form in compliance with the conditions regarding the registration of the electronic signature of accountable persons in the manner determined by law».

Simple

Exchanging electronic documents is not only economical and convenient, but also extremely simple. You only need to take 3 simple steps!

Step 1. Make sure you have the necessary tools: the «Electronic Document Management» module and an electronic digital signature (for example, CSK «Ukraine»).

If you do not have an access code to the «Electronic Document Management» module, you must obtain it by paying the invoice on this page.

Step 2. Find out if your counterparty has the «Electronic Document Management» module installed.

This can be done using the computer program «M.E.Doc»:

Directory «Counterparties→ menu «Edit→ «Update data for Document Management→

If the counterparty does not have the «Electronic Document Management» module installed, he can still accept documents from you, but he will not be able to edit them or send them independently. Offer him to install the module.

Step 3. Send your counterparties a notification letter that you exchange all primary documents electronically.

Sample letter: «Primary documents→ «Register of primary documents→ in the «File→ «Create→

We also recommend adding a clause about the new primary document exchange scheme to the agreement with your counterparty. If the agreement was signed earlier, make changes through an additional agreement

The most common option:

The Parties agree that invoices, acts and tax invoices for services or goods received under this Agreement will be provided exclusively in electronic form, drawn up in accordance with the current legislation on electronic documents, electronic document management and electronic digital signature, with all mandatory details filled in and an electronic digital signature of an authorized person and a seal.

Socially conscious

The economic situation in Ukraine is currently extremely difficult. In conditions when even the largest companies are forced to cut costs, saving money on paper, cartridges and mail services by using the «Electronic Document Management» module will help preserve jobs for Ukrainians and support the country's economy as a whole. Now, when our country needs the support of every conscious citizen more than ever, we consider it our duty to do everything possible to improve the situation and invite you to join the social mission of the «M.E.Doc» team.