Diadoc

What is Diadoc?

Diadoc enables electronic documents (contracts, invoices, payment orders, etc.) interchange between companies replacing paper work.

Such documents still keep their legal force, which means that:

• You don’t need to print out documents and send them by post after sending them via Diadoc;
• Electronic documents used in Diadoc can be submitted to Tax Inspection or Court.

You don’t have to make paper copies of your documents anymore. This results in sufficient cost reduction since there is no more document printing, delivery, and storage expenses (an outgoing set of documents costs 80-130 RUR on the average).

In addition to direct cost reduction Diadoc allows decreasing indirect costs. Statistics shows that 63% of companies were additionally charged with VAT and profit tax in Y2010. The major reason of additional charges is incorrect documents supporting the deal.

Types of Documents

Diadoc enables its clients to interchange any kind of internal and external documents with their partners, suppliers, branch offices, etc.

• Basic and accounting documents (contracts, acceptance acts, payment orders, invoices);
• Order and source documents (powers of attorney, receipts, orders, directions);
• Any other types of documents associated with company’s activities (promotional materials, information letters, various reports, etc.)

All the documents are signed by e-signature.

System Operation Principle

Diadoc operates on the basis of united confidence space. If you sign a contract with EDI supplier, your company joins this united space. That means it can interchange documents with any other Diadoc users. Companies will not need to sign e-documents interchange agreement.

Let’s see how Diadoc work: you send any document signed by your digital signature to your client or supplier and he receives it in a second. Contractor signs the document by its digital signature and sends it back. As a result you receive a signed by both parties and legally valid document, which can be submitted to Tax Inspection or other state body, if necessary.

Electronic Documents Legal Footing

Today electronic document interchange is governed by the following acts of law:

• Civil Code of Russian Federation;
• «On digital e-signature» (№ 1-FZ dd. 10.01.2002) – on June 1st, 2012 will be replaced by modified law «On e-signature» (№63-FZ dd. 6.04.2011)
• «On accounting» (№129-FZ dd. 21.11.1996)
• «On information, IT and information security» dd. 27.07.2006 N 149-FZ)

Contract, invoice, work acceptance act, bill of lading as well as lots of other documents used by Russian companies in everyday life can be issued in electronic form, not in paper.

Today over 800 000 documents are transferred via Diadoc every month.

Till Y2010 invoice was the only document which should strictly be issued «in paper». But law dd. 27.07.2010 № 229-FZ has introduced major modifications into Tax Code and legalized e-invoices along with paper ones. E-invoicing is possible if agreed between the parties and if parties are equipped with all technical means necessary for invoice receipt and processing.

E-invoices interchange between companies is governed by Ministry of Finance (Order №50Н dd. 25.04.2011).

Procedure of electronic documents submission to Tax Inspection is described in Procedure developed by Federal Tax Service (Order dd.17.02.2011 N ММВ-7-2/168@)

Document Transfer Safety in Diadoc

Electronic documents are much safer from information security point of view compared with paper documents submitted by delivery man or via post.

• Access to Diadoc is granted through e-signature certificate (access by login and password is possible sometimes) ensuring protection from unauthorized access;
• Data is transferred via secured communication channel and HTTPS – protocolling is used for that (data is “packed” into a special cryptographic protocol which ensures its protection);
• Loss or damage protection is executed by triple backup and storage of copies on different servers.

Paper documents don’t have such protection – it’s rather easy to open or lose the envelope. Electronic signature technology fully excludes signature falsification, since it’s impossible to make a copy of the signature, whereas handy signature and company’s seal can be easily falsified.

Companies Using Diadoc

Today over 20 000 companies, both, commercial and state-financed, have joined Diadoc.

Among our clients are:

• Ministry of Education of Sverdlovsk region;
• City health services of Yekaterinburg;
• MetroCash&Carry;
• KraftFoods;
• Nestle;
• Rusal;
• Megafon;
• Zvezdny, Monetka and other distribution networks

Diadoc is a universal platform and it can be used for EDI by large companies with multibranch structure and by small companies as well.

For large companies individual Diadoc modification is available:

• Seamless integration with any software used in the company (1С, SAP, Oracle, etc.).
• Modification of system modules in accordance with client needs.

We have managed to implement our innovative approach to document flow in largest telecommunication, power, basic materials companies and are planning to save millions of RUR and thousands of employees working hours annually. You can be next.

For small companies transfer to paperless document flow is instant and easy. Companies not requiring integration with accounting systems and modification to their specific can start working in Diadoc  next day after subscription. At the same time you don’t need to attract more IT experts, train your employees or change existing document flow because the web-interface is user-friendly and simple.

What Next?

Using Diadoc today, you can implement legally relevant document interchange with any contractors in electronic form.

All you need to start working:

• Digital e-signature certificate
• CryptoPro license
• Internet access
• Statement of accession to regulations