How the egais system works when trading beer

From January 1, 2016, the rules for accounting for beer products have changed for all entrepreneurs. Now, individual entrepreneurs and organizations selling beer at retail, when purchasing goods, need to report to the EGAIS, but for this you need to know the rules for registering and connecting to the system, as well as technical requirements for equipment.

EGAIS stands for "Unified State Automated Information System" and contains a database of enterprises producing alcoholic beverages, as well as organizations involved in its supply. It takes into account all alcoholic beverages: where they are produced, where they are sold by wholesalers and in what quantities. The program "EGAIS: retail beer for individual entrepreneurs" has both advantages and disadvantages, but in general it allows you to control the entire market for the sale of alcoholic products and reduce the percentage of sales of non-certified goods.

The system itself began to work a long time ago - since 2005, but until January 1, 2016, only suppliers and manufacturing companies sent data to it. According to the Letter of the FSRAR dated 21.09. 2015 No. 17788 / 15-02, from January 1, 2016, all organizations involved in the sale of beer, cider, mead or poire are required to report to EGAIS. Retail beer for individual entrepreneurs needs to be registered only upon receipt from the supplier, and registration is not required for sale.

Tasks of EGAIS for beer in retail trade

The main task of the system is the following:

Complete accounting of the production and sale by manufacturers of any alcoholic products, up to the indication of the city in which it was placed in containers, as well as the volume, strength and name.
Accounting for imported alcoholic beverages to control the accrual of excises.
Collection of information on excise stamps to control the production and sale of alcoholic beverages.
Analysis of the implementation and development of alcohol production within the Russian Federation.
Preventing the sale of counterfeit products on the territory of the Russian Federation due to the verification of documents sent to each other by the supplier and the buyer.

Who should report through EGAIS:

Wholesale companies engaged in storage, purchase and supply.
IP at the time of purchase.
Catering organizations (cafes, restaurants, bars) - upon purchase.
Shops selling beer within the city - at retail (from July 01, 2016). For those who trade in rural settlements, the obligation to report through the system for sales comes from July 01, 2017, and for purchases, the terms are the same as for all other market participants - from January 01, 2016.

Thus, EGAIS for individual entrepreneurs selling beer is necessary to provide data, and this should be done by both entrepreneurs who sell beer drinks on tap and those who sell them in ordinary containers. Retail individual entrepreneurs or LLCs located in the Republic of Crimea will have to send data on purchases made only from July 01, 2017.

How to work in EGAIS: accounting for beer

An approximate scheme of cooperation with suppliers according to EGAIS for those who sell at retail looks like this:

Before the delivery of the ordered goods to the buyer, the supplier fills in the invoices, and they are also indicated in the system itself in the balance.
The organization that ordered the products receives invoices through a universal transport module - a program created to send all the information to the system, which is installed on a PC.
Having received and recalculated the quantity of the ordered goods, the buyer (shop) compares all the data with the documents. If the receipt corresponds to them, he approves this by sending a confirmation to EGAIS.
After the notification is sent, the received volume of alcohol is deducted from the remaining quantity of the supplier's goods and credited to the balance of the customer.
In case of discrepancy between the actually received goods and the data in the documents (for example, the supplier brought less beer than indicated), the buyer can either refuse the product or accept it, while the shortage will be recorded in the system. The same goes for surpluses.

All these actions are necessary to control the products sold by the supplier: how much goods he sent to the retail outlet and how much eventually arrived.

What equipment is needed and how to connect to EGAIS for beer?

To get started with the system, do the following:

Register on the FSRAR RF website and create a personal account.
Contact the organization that is issuing Jacarta crypto keys to purchase it. It is required for all points of sale.
After receiving the crypto-key, record the Qualified digital signature on it.
To issue a CEP (digital signature), you must contact an organization authorized for this and provide an extract from the Unified State Register of Legal Entities or EGRIP, a pension certificate SNILS, TIN, OGRN, a passport, an application and, if necessary, a power of attorney for a person authorized to deal with such cases. The CEP certificate is valid for 1 year, after which it must be renewed.

To work in EGAIS, you must also comply with certain requirements for equipment from a technical point of view:

Processor with a bit depth of 32 bits and with a frequency of 2.0 GHz.
Internal memory from 2 GB.
Scanner with PDF417 reading function (except for IP without CCP).
Network controller 100/1000 Mbps.
The amount of network storage - at least 50 GB.
Operating system from Windows 7 Starter and above.
Java 8 system software and above.
The software issued by Rosalkogolregulirovanie for the Unified State Automated Information System - it can be obtained completely free of charge.

From the outside, working with the system looks something like this: a customer comes to the store, selects the desired drink and goes to the checkout, where the seller reads the code on the excise stamp using a scanner. After reading, the information enters the cash register software, which subsequently sends it to the system. In this case, there is no need to keep records of retail sales, however, for individual entrepreneurs exempted from the use of CCP, it is not necessary to purchase a scanner.

Responsibility for not providing data to EGAIS

In Russia, the control scheme for the sale and production of alcohol-containing products since 1995 has been regulated by Federal Law No. 171-FZ, which is regularly supplemented. Responsibility for violation of the norms of this law, which includes the obligation to work with the Unified State Automated Information System, comes only from July 01, 2016 and is punishable by considerable fines under Art. 14.19 Administrative Code of the Russian Federation:

For an individual entrepreneur - 10,000-15,000 rubles.
For an organization-legal entity - 150,000-200,000 rubles.

Here, those who use cash registers should take into account one important nuance: if there is no online exchange through the system, then it will not be possible to count the number of products and punch checks during the sale, which means that it will not be possible to implement it.