Confirmation and verification of invoices in egais

EGAIS is a kind of database where all the necessary information about alcoholic products that are manufactured on the territory of the Russian Federation or were imported from abroad is located.

The EGAIS system displays all the necessary information: who the manufacturer is, the composition of the alcoholic beverage, the strength of the drink, and so on, for each bottle/container.

The fact of documenting and recording in the Unified State Automated Information System information about the purchase, delivery and further sale of alcoholic products makes it possible to avoid the admission of counterfeit products to the final sale to the consumer.

At the same time, many types of documents take part in the wholesale document flow with EGAIS, namely:

• waybills;
• acts of variance;
• numerous types of queries and directories;
• acts of the fact of putting on the balance sheet and so on, which plays a significant role in the process of exercising control over retail turnover in the Unified State Automated Information System.

All necessary information specified in the receipt is transmitted from the end points of sale of alcoholic beverages.

The very fact of recording in EGAIS is carried out using specially installed software - UTM (universal transport module). Here, the entire information package, before being directly sent to the server, goes through an encryption process and is signed by an established qualified certificate (CEP).

Using EGAIS you can check:

• invoice, including its status;
• receipt (detailed information about the manufacturer, excise stamp, etc.);
• confirmation of the fact of purchase (the excise tax is fake or not, the goods have been received or not, and so on);
• information from document flow and so on.

By checking this document you can find out the following information:

• who is the sender;
• TTN number directly in the sender’s system;
• when exactly the document was sent to UTM;
• what status does the TTN have in the service;
• a complete list of documentation accompanying the waybill (provided that a statement of discrepancy, a receipt for the implementation of the act of disagreement, was sent to the TTN).

All this allows us to identify the fact of the sale of counterfeit alcohol and take all necessary precautions in a timely manner.

Document flow checks are carried out through a special service check1.fsrar.ru. It was developed specifically to search for information about the movement of all incoming and outgoing transport packages in the UTM database itself.

If any offense is detected, the legislation of the Russian Federation provides for criminal or administrative liability.

Services and terms of their use

As noted above, one of the services is check1.fsrar.ru. Its main capabilities are considered to be:

1. Performing a search by transport package id. If you have information about the unique identifier that was assigned to the document according to the sender’s UTM, you can easily find out information about the movement of the package and its status in the document flow system itself.
2. Carrying out a search by TTN identifier. Thanks to its use, you can find out brief information about the invoice itself, including the date and period of its entry into the UTM of the counterparty itself and its final status on the EGAIS server.

To check this way you need to:

1. Find out information regarding the WBRegId of the invoice.
2. Go to the official page check1.fsrar.ru.
3. Select the subcategory “Search by invoice ID.”
4. In the corresponding “Invoice ID” field, indicate WBRegId.
5. At the next stage, you need to indicate in one of the fields: “fsrar ID of the sender” or “fsrar ID of the recipient”. The choice directly depends on which identifier is known to the verifier.
6. After this, you should go through a short verification by entering a captcha.
7. At the final stage, click “request”.

In a similar way, other parameters are checked.

To be able to search for invoices that were sent from the manufacturer’s EGAIS system, just open your browser and point to the page check1.fsrar.ru.

So, you can search:

• by transport package identifier;
• by invoice identifier;
• invoices from the manufacturer's EGAIS.

In addition to this service, it is possible to use a specially developed application for smartphones running the Android system. The application is available for download to users on Google Play.

Thanks to the EGAIS application you can find out:

• series and brand number of alcoholic products, including volume;
• information about the manufacturer (country, production address, etc.);
• date of purchase.

The service is free.

Errors when accepting TTN

Even before the confirmation of the TTN, alcoholic products are reserved on the residual balance of the supplier company; the fact of sale itself is established from the period of confirmation of receipt of the product by the consumer in the system. Actions with invoices cannot be avoided.

As for errors in accepting TTN, they can arise for the following reasons:

1. Delivery was not received. The consumer of alcoholic goods must take a responsible approach to the issue of working in the system. The key is that invoices do not need to be confirmed until after the product is actually received.
2. The number or the time of the invoice differs from the paper one. If there are such discrepancies in the TTN, it will be possible to agree on a modification of the paper form with the seller, and then confirm the invoice.
3. Possible re-grading of products. The buyer creates an order with all the necessary item base. For this reason, if there is a new product in the documentation on top of the order itself, the invoice will definitely need to be rejected.
4. Possible discrepancy in total cost. With a reliable indication of the number of products and discrepancies in the total cost, it is enough to reject the TTN in the system.

Fines and confirmation deadlines

Assuming the procedure for recording information on the amount of turnover of alcoholic goods in the EGAIS system itself, administrative liability is provided in accordance with Articles 14.16 and 14.19 of the Code of Administrative Offenses in such sizes:

• for individuals (company management) the maximum amount is 15,000 rubles;
• for legal entities the fine reaches 200,000 rubles.

If there is a repeated offense, it is possible to revoke a previously issued license for the right to sell alcoholic goods.

Under these types of sanctions, all officials without exception who committed a violation in the process of declaring the fact of purchasing alcoholic goods in the Unified State Automated Information System (EGAIS) system, including for the possible absence or incorrect filling out of a logbook for recording the quantity of retail sales, can be held accountable.

In addition, a fine is imposed for the presence of errors in the declaration or its failure to submit.

Previously, it was very difficult to detect errors or the absence of a declaration, but after the development of the Unified State Automated Information System (EGAI) system, suppliers are required to notify companies about the supply of alcoholic products. In addition, today all possible violations in the process of working with the system, the journal itself, or filing a declaration will be displayed in the Unified State Automated Information System. For example, in the form of an unconfirmed invoice.

In addition, there is also a separate liability for the sale of alcoholic goods with a false excise tax or without it at all:

1. For the circulation of alcoholic goods without any markings or in violation of them, administrative liability is provided under Article 15.12 of the Code of Administrative Offenses of the Russian Federation. The fine reaches 300,000 rubles and, on top of that, confiscation of all alcoholic beverages.
2. When using a deliberately false excise stamp, criminal liability is provided (Article 3271.1 of the Criminal Code of the Russian Federation). This could include a fine, arrest, or execution.

Based on all this, only one conclusion suggests itself: it is necessary to always confirm invoices in a timely manner and ensure that there are no errors. Otherwise, you will have to spend a lot of capital to pay fines.

Learn more about checking invoices in this video.