Issue and send an ESF
Why you need this
ESF (ЭСФ) is an electronic invoice. VAT-registered companies must issue one for every sale and send it to ИС ЭСФ — the state system that receives invoices. Payda builds the ESF from the sale document, signs it with your EDS key and sends it; the status is visible in the register.
What you need
- Логин ИС ЭСФ and Пароль ИС ЭСФ in the company details — the Доп.информация tab on the company details page.
- The company EDS key and a running NCALayer — the document cannot be signed without it.
- A completed sale document to invoice.
Step by step
Open ЭСФ in the left menu — the Электронная счет-фактура register appears. While there are no documents the table reads «Список ЭСФ пуст».
An orange Подключить badge next to the section name means ИС ЭСФ access is not set up yet — fill in the login and password in company details.
Press + ЭСФ. The form has several blocks: party details, Данные по товарам, работам, услугам, delivery terms and Дополнительные данные.
Check Дата выписки (issue date) and Дата совершения оборота (turnover date) — the latter must match the shipment date.
Fill in Номер документа поставки and Дата документа поставки — these are the details of your sale document.
Check the item rows. For imported items fill in Код товара (ТН ВЭД ЕЭАС) — exactly 10 digits — and Номер декларации (ТС, СТ-1, СТ-KZ).
Choose the settlement type: Безналичный расчет (bank transfer) or Наличный расчет (cash).
Press Отправить (Send). If the document is not ready, use Отправить как черновик — it is saved with the Черновик status.
Sign the document through NCALayer when prompted.
Statuses in the register
| Status | What it means |
|---|---|
| Черновик | Saved but not sent to ИС ЭСФ |
| Создан | Sent; the seller's signature is in progress |
| Подписан | Signed and being transferred to ИС ЭСФ |
| Завершён | Accepted by ИС ЭСФ — all good |
| Ошибка подписания | Signing failed: check the EDS key and NCALayer |
| Ошибка | ИС ЭСФ rejected the document |
| Нет доступа к ИСЭСФ | Wrong ИС ЭСФ login or password |
| Налогоплательщик не найден | The counterparty's BIN is not in the ИС ЭСФ registry |
| Аннулирован | The document was cancelled |
Tick the documents and press Обновить (Обновить выбранное) — Payda asks ИС ЭСФ for their current statuses. Useful when one is stuck at Подписан. The period picker, Поиск по рег. номеру and Фильтр narrow the list.
How to check it worked
A few minutes after sending, the status changes to Завершён. You can find the document by its registration number in Поиск по рег. номеру.
Common problems
| What you see | Why | What to do |
|---|---|---|
| «Для отправки ЭСФ необходимо Подписать Документ через ncaLayer» | NCALayer is not running, or signing was cancelled | Start NCALayer and send again |
| «Нет доступа к ИСЭСФ» | Wrong ИС ЭСФ login or password | Check the Доп.информация tab in company details |
| «Налогоплательщик не найден» | The counterparty's BIN is not registered in ИС ЭСФ | Confirm the BIN with the counterparty |
| «Код ТН ВЭД должен содержать ровно 10 цифр» | The code is incomplete | Enter all 10 digits |
| «Номер декларации обязателен при признаке происхождения 1» | No declaration for an imported item | Fill in Номер декларации (ТС, СТ-1, СТ-KZ) |
| «Добавьте минимум 1 позицию» | The document has no rows | Press Добавить из справочника |
| «Заполните пункт С» | A required block is incomplete | Go back to the highlighted block |
What next
- Invoice, sale, waybill — the document an ESF is based on.
- What you can do on a phone — sign documents in the ЭДО section.