Signing EDO documents in the cabinet
Why you need this
EDO (ЭДО, electronic document management) lets you sign documents without paper. A waybill, an AVR (work completion act) or a reconciliation statement is signed by both parties with an EDS (electronic digital signature), and after that it is legally binding — no courier needed.
In the desktop cabinet, EDO documents are gathered in one section: you can see which ones await your signature and which await the counterparty's. You sign them right there — one by one or several at once.
What you need
- A selected company that is named in the document as the supplier or the customer. In the «Физическое лицо» (Individual) mode the menu has no EDO section — see Switch to a company.
- To sign via eGov — a phone with the eGov Mobile app (for sole traders) or eGov Business (for legal entities and sole traders), with your EDS in it: you scan the QR code on the screen with that app.
- To sign with a key — NCALayer running on your computer and an EDS key: a file on the computer or a token.
- A document sent for signature. You send your own waybills and AVRs to EDO with Отправить на подпись (Send for signature) — see Linked documents.
Step by step
Finding a document
In the left menu, in the Документооборот (Document flow) block, click ЭДО (e-Docs) — the item expands. The item itself does not open a page.
If the menu is collapsed to icons, hover over the ЭДО icon — both lists appear next to it.
If your interface is in English, most labels in this section appear in English; the brackets below give their meaning.
Choose a list: Исходящие (Outgoing) — documents your company sent, or Входящие (Incoming) — documents counterparties sent to you.
The page heading reads ЭДО in both cases. Which list is open is shown by the breadcrumbs at the top and by the highlighted menu item.
Pick a tab. Next to each name is the number of documents, with the search and filters applied:
- Все (All) — opens first and holds every document in the list;
- В работе (In progress) — signing is not finished: the document awaits your signature or the counterparty's, or EDO is still processing a signature;
- Завершенные (Completed) — documents signed by both parties, and rejected ones.
To find a counterparty's documents, enter its BIN or IIN in Поиск по БИН/ИИН (Search by BIN/IIN) — part of the number works too. A BIN (company tax ID) belongs to a company, an IIN (personal tax ID) to a sole trader or a person.
For finer filtering click Фильтр (Filter), fill in the fields you need and click Применить (Apply):
- Дата (Date) — a period: pick the first and the last day in the calendar, both are included;
- По типу (By type) — Акт выполненных работ (work completion act), Накладная (waybill), Акт сверки (reconciliation statement) or Договор (contract);
- По статусу (By status) — one or more statuses from the table below;
- По контрагенту (By counterparty) — the counterparty's full BIN or IIN, all 12 digits.
Applied filters show under the search line after «Применены:» (Applied:). The cross removes one filter, Сбросить всё (Reset all) removes them all; the search and the tab stay as they are.
The table shows Документ (Document — type and number), Дата (Date), Контрагент (Counterparty) with its BIN or IIN, Сумма (Amount) and Статус (Status). The status shows the signing stage for your company:
| Status | What it means |
|---|---|
| Ожидает подписи (Awaiting signature) | It is your turn. In an outgoing document you have not signed yet; in an incoming one the supplier has already signed |
| Ошибка подписания (Signing error) | Your signature failed — the document can be signed again |
| Ждёт контрагента (Awaiting counterparty) | It is the other party's turn. In an outgoing document you have already signed; in an incoming one the supplier has not signed yet. A document whose counterparty signature failed is shown the same way |
| Подписывается (Signing in progress) | One party's signature has been sent and EDO is processing it |
| Подписан (Signed) | Both parties have signed |
| Отклонён (Rejected) | The document was rejected and can no longer be signed |
The screen keeps the tab, search, filters and page number in the address: refreshing keeps your selection, and you can send a colleague a link to it.
Opening and signing a document
Click the document's row in the list. The document card opens: at the top, its name, for example «Накладная № 12» (waybill No. 12), and status; on the left, the printable form; on the right, the Данные документа (Document details) and Подписанты (Signatories) blocks:
- Данные документа — the date, amount and VAT; for a document without VAT the НДС (VAT) line reads «Без НДС» (no VAT);
- Подписанты — Поставщик (Supplier) and Заказчик (Customer): the name, the ИИН/БИН (IIN/BIN) with a copy icon, and a Вы (You) mark on your side. A party that has signed is marked Подписан (Signed), with Подписант (Signed by) and Время подписи (Signed at) below.
You can zoom the printable form: scroll the mouse wheel over it while holding Ctrl (Cmd on a Mac). Скачать (Download) at the top right saves the PDF to your computer.
Click Подписать и отправить (Sign and send) if your company is the supplier in the document, or Подписать (Sign) if it is the customer. The button is there only when it is your turn: the supplier signs first, then the customer.
The Подписание документов (Signing documents) window opens. Choose eGov Mobile (for sole traders) or eGov Business (for legal entities and sole traders) — the window shows a QR code.
Open that app on your phone, scan the QR code and confirm the signature in the app. While the window waits for the signature, an icon spins under the code next to «Ждём подпись в приложении» (waiting for the signature in the app). Назад (Back) under the code returns you to the choice of methods.
Wait for the result: the window closes by itself, and while the signature is being processed the screen reads «Подписываем документ» (Signing the document).
In the result window click Понятно (Got it):
- «Вы подписали документ» and «Ожидается подпись второй стороны.» — your signature is in, now it is the counterparty's turn;
- «Документ успешно подписан» and «Обе стороны подписали документ. Теперь он имеет юридическую силу.» — both parties have signed and the document is legally binding.
If you see «Подписан некорректным ЭЦП» (signed with a wrong EDS) or «Не удалось подписать документ» (could not sign the document), the signature failed — see «Common problems» below.
Instead of eGov, you can sign with an EDS key right on your computer — with the NCALayer method («Ключ ЭЦП на этом компьютере», EDS key on this computer). NCALayer is a program for signing with an EDS.
It signs both waybills and AVRs sent from Payda and AVRs and reconciliation statements that came to EDO as XML files.
- Start NCALayer on your computer and click NCALayer in the Подписание документов window.
- Instead of the methods, the window shows the signing steps: «Подключение к NCALayer» (connecting to NCALayer), «Подготовка документов» (preparing documents), signing and «Отправка подписей в ЭДО» (sending signatures to EDO). An icon spins next to the current step; finished steps get a tick.
- At the signing step choose your EDS key in the NCALayer window and confirm the signature. If you cannot see the window, it opened behind the browser.
- Wait for the result: the screen shows «Подписываем документ», then the same result window as after eGov.
Until the signatures are sent, you can stop signing: click Отменить (Cancel) or close the Подписание документов window — no signature is sent. If the NCALayer window was open at that moment, you will see «Подписание отменено» (signing cancelled): close the NCALayer window if it is still on screen. At the «Отправка подписей в ЭДО» step it is too late to stop — the signatures are made, so the window does not close and Отменить is inactive. Do not close the tab either: the browser will ask you to confirm.
A document cannot be rejected in Payda: if it contains a mistake, contact the counterparty.
Signing several at once
- Open Исходящие or Входящие and tick the documents. Only documents with the Ожидает подписи or Ошибка подписания status can be ticked.
- To tick all such documents at once, tick the box in the table header. It ticks the current page only; to show more rows, change the page size at the bottom of the table — for example 50/стр. (50 per page).
- A panel appears at the bottom of the screen — for example «Выбрано 3» (3 selected). Click Подписать (Sign) in it; Отменить (Cancel) clears all ticks.
- In the Подписание документов window choose a method, just as for one document: eGov by QR code or NCALayer. In NCALayer the key is chosen once for all ticked documents.
- You will see «Документы подписаны» (Documents signed) and «Ваша подпись добавлена к выбранным документам. Пока ЭДО её обрабатывает, у документов статус «Подписывается».» (while EDO processes it, the documents have the «Подписывается» status). Click Понятно.
After that, a document signed by both parties moves to the Завершенные tab with the Подписан status. A document awaiting the counterparty's signature stays on the В работе tab with the Ждёт контрагента status.
If the ticked documents include both documents sent from Payda and AVRs or reconciliation statements that came as XML files, the NCALayer window opens twice — confirm the signature in both. This is said in advance under the NCALayer method, and the signing steps show «Окно NCALayer 1 из 2» and «Окно NCALayer 2 из 2» (NCALayer window 1 of 2, 2 of 2). If you close either window without signing, no signature is sent.
EDO accepts NCALayer signatures right when they are sent. If not all are accepted, you will see, for example, «Подписано документов: 2 из 3» (documents signed: 2 of 3) and «Причина: …» (reason): there is no «Документы подписаны» window, and the documents that were not accepted stay ticked so you can sign them again.
If a signature fails later, there is no separate message: the document gets the Ошибка подписания status — open it and sign it again.
Ticks apply to the current page only: changing the tab, page, search or filters clears them.
How to check it worked
Open the document: in the Подписанты block your side reads Подписан, with Подписант and Время подписи below, and the signing button is gone.
In the list the document has the Ждёт контрагента status if you signed first, or Подписан if both parties have signed — then it is on the Завершенные tab. While the status is Подписывается, the list refreshes by itself every 5 seconds, and «Обновляем статусы» (Updating statuses) is shown next to the tabs. The numbers on the tabs refresh together with the list; once the label is gone, there is nothing left to refresh.
Common problems
| What you see | Why | What to do |
|---|---|---|
| The menu has no Документооборот block, or «Требуется организация» (company required) appears | The «Физическое лицо» mode is selected: only a company has the EDO section | Switch to a company and open Документооборот → ЭДО |
| «Документов пока нет» (no documents yet) | This tab has no documents | Check the Все tab and the other list. You send your own document to EDO with Отправить на подпись — see Linked documents |
| A document you sent is not in the list | EDO does not accept a document instantly | Wait a little and refresh the page. Documents you sent are in the Исходящие list |
| «Ничего не найдено» (nothing found) | Nothing matches the search and filters | Clear the search and click Сбросить всё under the search line |
| «ИИН должен состоять из 12 цифр» (the IIN must have 12 digits) in the Фильтр window | По контрагенту has fewer than 12 digits | Enter the full BIN or IIN, or clear the field |
| «Не удалось загрузить документы» or «Не удалось загрузить документ» (could not load) | The list or the card did not load — for example, the internet dropped | Check your connection and click Повторить (Try again) |
| A document has no tick box | It is not your turn: the document awaits the counterparty, its signature is being processed, or signing is finished | You do not need to sign it. You can still open the document by clicking its row |
| There is no Подписать or Подписать и отправить button | It is not your turn to sign, or a different company is selected | Check the status and the Подписанты block: the Вы mark is on your company's side. If there is no mark, switch to the company named in the document |
| «Подписание недоступно» (signing unavailable) with «Выбранные документы нельзя подписать» or «Документ не найден» | The document lacks the data needed for signing | Open the document from the list: if it has a signing button, sign it on its own. If the message repeats, contact support |
| «Не удалось отправить на подписание» (could not send for signing) | The request to eGov failed | Choose the method again in a couple of minutes |
| «Время на подпись истекло» (signing time has run out) and «Подпись из eGov не пришла. Начните подписание заново» (no signature came from eGov, start signing again) | The QR code was not scanned, or the document was not signed in the eGov app in time | Click the sign button again and sign in the app right away |
| There is no NCALayer method | The cabinet is open on a phone or a tablet | NCALayer works only on a computer — sign through eGov |
| NCALayer is inactive and labelled «Этот документ подписывается только через eGov» or «Не все выбранные документы можно подписать в NCALayer» | A rare case: the document — or one of the ticked ones — lacks the data needed to sign it with a key | Sign the documents through eGov |
| «NCALayer не запущен» (NCALayer is not running) | NCALayer is not open or not installed | Start NCALayer and click NCALayer again. The program is installed from the NCA RK website |
| «Подписание отменено» (signing cancelled) | The NCALayer window was closed without signing. Or signing was stopped by closing the Подписание документов window: then it says «Подписи не отправлены» (no signatures were sent) below | If the NCALayer window is still on screen, close it. Then click NCALayer again and confirm the signature — in both windows if there are two |
| «Не удалось подписать в NCALayer» (could not sign in NCALayer) | NCALayer did not sign with the chosen key. With a KAZTOKEN token, a cancelled signature looks the same | Check that the EDS key is valid and sign again |
| «Не удалось скачать документ для подписи» or «Не удалось отправить подпись» (could not download the document for signing / send the signature) | The document file did not download or the signature did not reach EDO | Sign again a little later |
| «1 документ не принят» or «Подписано документов: 2 из 3» and «Причина: …» (not accepted / documents signed, reason) | EDO did not accept the signature: for example, the document is already signed or its status changed | Refresh the page and open the document. Documents that were not accepted stay ticked — you can sign them again |
| «Подписан некорректным ЭЦП» and «Используйте корректный ЭЦП для подписания документа» (wrong EDS) | The EDS was issued to a different company: its BIN or IIN does not match the one in the document | Sign the document again with the EDS of the company named in it |
| «Не удалось подписать документ» and «Произошла ошибка при подписании. Попробуйте подписать документ ещё раз» (signing failed) | The signature did not go through | Click the signing button again |
| The «Подписываем документ» screen does not go away | The signature is still being processed | After a few seconds a close cross appears at the top right. Close the screen — signing goes on, and the result shows up once the signature goes through. Until then the page has no sign button: the signature is already sent, there is no need to sign again |
| There is no «Отклонить» (Reject) button | A document cannot be rejected in Payda | Contact the counterparty |
What next
- Linked documents — how to send a waybill or an AVR for signature.
- Signing EDO documents on a phone — how to sign documents in the Payda app.
- Issue and send an ESF — an ESF (ЭСФ, electronic invoice) is sent not to EDO but to ИС ЭСФ — the state system that receives ESFs.