Electronic document flow in logistics
and EDI data exchange · UPD, ETrN, GIS EPD, XML
Electronic document flow in logistics is more than UPD via an EDO operator. An import chain also has bookings and forwarding instructions, invoices and packing lists, and electronic transport documents via GIS EPD. We set up the exchange so data is entered once and flows between systems without retyping.
Electronic documents for domestic Russian haulage revolve around the ETrN: shipper, carrier and consignee sign their sections via EPD information system operators. The move to electronic transport documents is being phased in, so we check the requirements for your shipment as of the shipping date.
Specification
Specification · E-documents and EDI in logistics. Standard terms · the document set and counterparties are agreed at the start
Service
- Type
- e-documents and EDI in logistics
- Documents
- bookings, instructions, UPD, acts, ETrN
- Options
- status exchange (see Track & Trace)
Terms
- Timing
- about 6–12 weeks including pilot
- Formats
- XML (FTS, EPD formats), EDI
- Currency
- USD / RUB
Stages
- Stage 1
- document map and channels
- Stage 2
- signatures, POAs, pilot
- Stage 3
- counterparty onboarding and procedure
Price
- Base
- by number of documents and counterparties
- Extras
- EDO operator services — at the operator's tariff
Service flow
- 01
Document map
We map the documents: which ones exist, who creates and signs them, where they are stored and how many times the same data is keyed in by hand.
3–5 days - 02
Channels and formats
For each document we pick the channel: UPD and acts via an EDO operator, transport documents via GIS EPD, bookings and statuses as XML or EDI directly between systems.
3–5 days - 03
Signatures and onboarding
We check signatures and authority: qualified e-signatures, machine-readable POAs for employees, roaming between EDO operators, onboarding of counterparties.
1–2 weeks - 04
Pilot
We launch the e-exchange on one lane with one or two counterparties, reconcile the documents against paper versions and refine the field mapping.
2–4 weeks - 05
Roll-out
We onboard the remaining counterparties and hand over the procedure: signing deadlines, how to reject and correct a document, archive storage.
2–4 weeks
Problems
Invoice data is retyped into the forwarder booking, then into the declaration and the goods receipt — discrepancies creep in at every step.
Data is entered once and passed between systems as XML or via EDI.
Closing documents from contractors take weeks by post, and costs cannot be booked in the right period.
UPD and acts go via an EDO operator, with roaming if the counterparty uses a different operator.
A document is signed, but by an employee without a machine-readable POA — the counterparty or the tax office may reject it.
Before go-live we check signatures and POAs for everyone who signs and fix this in the procedure.
Documents
The documents we move to electronic form. The Incoterms rule decides which are issued by the supplier and which by you and your forwarder.
Incoterms
- EXW / FCA
- your forwarder handles the whole route — e-exchange can start at the factory
- FOB
- invoice and packing list come from the supplier — agree the format in advance
- CIF / DAP
- e-exchange begins at arrival and clearance in Russia
Documents
- UPD
- universal transfer document in the Federal Tax Service format — via an EDO operator
- ETrN
- electronic consignment note for road haulage within Russia — via GIS EPD
- Forwarding instruction
- structured transport order (XML) sent from your system
- Invoice and Packing List
- data for the booking, declaration and receiving — without retyping
- Machine-readable POA
- machine-readable power of attorney for employees who sign documents
FAQ
EDI (Electronic Data Interchange) is the exchange of structured data directly between counterparties' systems, with no paper and no rekeying. In logistics it carries transport orders, statuses, invoice and packing list data — as XML, JSON or UN/EDIFACT messages.
EDO is the legally binding exchange of signed documents (UPD, acts, VAT invoices) via an EDO operator. EDI is data exchange between systems that is not necessarily accompanied by an e-signature. Logistics usually needs both: EDI for operations, EDO for closing documents.
GIS EPD is the Russian state information system for electronic transport documents. The ETrN is the electronic consignment note for road haulage: shipper, carrier and consignee sign their sections via accredited EPD system operators, and the data is passed to GIS EPD.
No. The exchange is set up on top of existing systems: 1C and most ERPs have EDO modules, and EDI is connected through exchange interfaces. Replacing software is rarely needed.
If a document is signed not by the company head but by an employee with their own e-signature, that employee needs a machine-readable power of attorney (MChD). Without it, the counterparty or authorities may not recognise the signature.
The main source of errors is rekeying the same data at different stages. Electronic exchange removes that source: data is entered once and then passed between systems automatically.