Group filling and submission of ESF (ЭСФ)

Group filling and submission of e-invoices (ESF) allow you to process several electronic invoices at once with a single command: there is no need to open each document separately — it is enough to select them as a list and submit them. This saves time when many documents have accumulated over the period and processing them one by one is impractical.

Where the work is performed

All actions are performed in the list of created ESF. This journal collects invoices that have already been generated and require further processing — filling out, verification, and submission to the electronic invoice information system (IS ESF).

How to submit several ESF at once

The procedure for group submission is simple:

1. Open the list of created ESF.
2. Select the required ESF documents that have already been created and require submission. To select several rows in a row, it is convenient to use the Shift key, and for selective selection — Ctrl.
3. Click the "Submit" button.

After this, the selected invoices will be sent for submission without the need to open each one manually. This is especially convenient at the end of the period, when there are many documents and opening each one separately is impractical.

Group filling of details

Before submitting a batch of documents, it makes sense to make sure that the mandatory details are correctly filled in all ESF. Group processing is effective only when the documents are already ready: if at least one invoice is filled out with an error or not posted, it will not pass submission.

Before mass submission, it is recommended to check that for the selected group:

• the correct details of the seller and buyer are specified (BIN/IIN, name, address);
• the lines of goods and services are filled in with correct names and codes;
• the signs of the origin of the goods and, if necessary, the CN FEA codes / traceability data are correctly determined;
• the amounts, VAT rates, and totals match the underlying document (sale, act, waybill);
• the date of the turnover and the correct number of the underlying document are specified.

Unfilled or erroneous details are the most common reason why group submission does not go through completely.

Step-by-step procedure for working with a batch of ESF

1. Generate ESF based on sales documents for the period — they will appear in the list of created ESF.
2. Sort or filter the list so that you only see the documents that need to be processed (for example, by counterparty, date, or status).
3. Check the filling of mandatory details of the group's documents.
4. Select the required ESF.
5. Click "Submit".
6. Wait for the statuses to update and check the submission result for each document.

Monitoring statuses after submission

After clicking the "Submit" button, the statuses of the documents change. It is important not to consider the work completed immediately: submission to IS ESF is a process, and for each document you need to make sure that it has been accepted and has not returned with an error. Pay attention to the invoices that remained in an intermediate state or received an error message — they will have to be opened and dealt with separately.

If some of the documents from the batch were not submitted, it does not mean that all of them were not submitted: usually the bulk goes through, while individual ESF with problematic details "hang". They can be conveniently reselected and submitted again after correction.

Typical mistakes

• Submitting unverified documents. Mass submission does not cancel quality control — erroneous ESF will still return and require manual correction.
• Ignoring statuses. The accountant clicked "Submit" and closed the list without making sure that all documents were accepted. Some of the invoices may remain unsubmitted.
• Selecting unnecessary documents. ESF that should not yet be sent (drafts, documents of a future period) accidentally get into the group.
• Amounts not matching the underlying document. If changes were made to the sales document after generating the ESF, the invoice may contain outdated data.
• Submitting in one batch with different turnover dates. You should ensure that the grouping does not violate the ESF issuance deadlines established for specific operations.

What to check

• All selected ESF are posted and contain filled-in mandatory details.
• The details of the seller and buyer (BIN/IIN) are up to date and error-free.
• The amounts, VAT rates, and totals of the ESF match the underlying documents.
• After submission, each document has been assigned a status of successful processing in IS ESF.
• Documents with errors have been identified, corrected, and resubmitted.
• The ESF issuance deadlines have been observed for each operation included in the batch.

Group submission is a tool for speeding up routine work, not a replacement for control. With proper document preparation, it allows you to close the ESF submission for the period in a few clicks, while maintaining the reliability of the data transmitted to IS ESF.