Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).
A vehicle with cigarettes has arrived. The supplier's invoice shows 100 cartons, and DataMatrix squares are attached to the packs. Acceptance without marking codes in the traceability system cannot be conducted: the cash register will not process such goods, and the electronic invoice (ESF) will "hang." You take a 2D scanner, open the document "Scanning Goods in the IS MPT", and scan the codes from the packages one by one. The program checks them against the invoice, catches duplicates and "foreign" codes, and then inserts the compiled list into the receipt. Below is how to fill it all out without errors.
1. Purpose
The document collects marking codes (DataMatrix / GS1) from scanned goods and links them to commodity documents — receipt, sale, write-off, return. This is an internal document: it does not make accounting entries itself but fills the marking registers, from which the codes "go" to the electronic invoice (ESF) and the cash register. It works with commodity groups subject to marking and traceability in the IS MPT of the RK (tobacco, footwear, certain categories, etc.).
2. Where to find
Path in the interface: section "Purchases" or "Sales" → block for working with marked products (workspace / marking journal) → command "Scanning Goods in the IS MPT" → button "Create". The document can also be opened from the receipt or sale form — by clicking the code scanning button in the table part.
A quick way to open the list is through the navigation link. Menu "Service" → "Go to navigation link" (or Shift+F11), paste:
e1cib/list/Document.ScanningGoodsInMPTK
2a. How to find out your release
Menu "Help" → "About the program". In the opened window, the platform version is indicated (for example, 8.3.24) and the configuration release — the line "Accounting for Kazakhstan, version 3.0 (3.0.74.2)". If you have a different release, the menu items and set of fields may differ — check against this number.
3. How to fill out
Fill out from top to bottom. Mandatory fields are clearly marked.
| Field | Mandatory | Why and what will happen in case of error |
|---|---|---|
| Organization | Yes | It determines under which BIN/participant the codes will go to the IS MPT. If you make a mistake, the codes will not be linked to the correct legal entity, and the electronic invoice (ESF) will go under a different name. |
| Date | Yes | The moment of scanning fixation. Set the date of actual receipt/shipment; otherwise, the chronology of the code statuses will be disrupted. |
| Type of operation | Yes | Determines where the codes will go: receipt, sale, write-off, return. An incorrect type will result in the code receiving the wrong status in circulation. |
| Document basis | Depends | Reference to the receipt/sale where the codes are transferred. Without a basis, the document will collect codes "in buffer" but will not link them to the commodity operation. |
| Warehouse | Often yes | Which warehouse the marked items are received/written off. Affects the remaining codes by warehouse. |
| Code input field (barcode) | — | Place the cursor here and "shoot" with the scanner. Each scanned DataMatrix falls as a line in the table. Manual input is possible, but errors are easy to make. |
| Table part "Marking Codes" | Yes | Key part. Columns: Marking Code, GTIN, Commodity, Serial Number, Quantity, Status. |
| — Commodity | Yes | Automatically pulled by GTIN if the GTIN barcode is recorded in the commodity card. No match — the line "turns red," the product is unrecognized. |
| — GTIN | Yes | The first digits of the code. The program finds the commodity by it. Empty GTIN = will not link to the product. |
| — Status | — | The program shows the result of the code check (accepted/duplicate/not found). Check it before conducting. |
| Responsible | Yes | Who scanned. Useful for resolving discrepancies. |
| Comment | No | Free field — vehicle number, full name of the warehouse worker, etc. |
Order of actions: select the organization and type of operation → specify the document basis (or create scanning from the receipt itself) → place the cursor in the code input field → scan all packages → check that the number of lines equals the number in the invoice and there are no red statuses → conduct.
4. Example with numbers and entries
Situation. LLP "Vostok" (VAT payer, participant in the turnover of marked goods) receives 100 cartons of cigarettes at 800 ₸ per carton from the supplier. Each carton is marked with a DataMatrix code.
Step 1. Scanning. You create "Scanning Goods in the IS MPT," type of operation — Receipt (incoming), basis — "Receipt of goods and services" No. 512. You scan 100 codes. In the table — 100 lines, all with the status "Accepted," the commodity "Cigarettes, carton" was pulled by GTIN. Conducting the scanning document makes movements in the marking registers (see section 6), does not create accounting entries.
Step 2. Entries are formed by the linked receipt (No. 512), to which the codes were transferred:
- Cost of goods: 100 × 800 = 80,000 ₸
- VAT 16%: 80,000 × 16% = 12,800 ₸
- Total payable: 92,800 ₸
| Dr | Cr | Amount, ₸ | Content |
|---|---|---|---|
| 1330 | 3310 | 80,000 | Cigarettes received in the warehouse |
| 1420 | 3310 | 12,800 | VAT to be refunded on the supplier's invoice |
Step 3. Sale. Later, you sell 10 cartons at 1,200 ₸ each. You scan the codes again (type of operation — Sale/Shipment), the codes receive the status "out," and the sale forms:
- Revenue excluding VAT: 10 × 1,200 = 12,000 ₸; VAT 16% = 1,920 ₸; total 13,920 ₸.
- Cost of goods sold: 10 × 800 = 8,000 ₸.
| Dr | Cr | Amount, ₸ | Content |
|---|---|---|---|
| 1210 | 6010 | 12,000 | Income from sales reflected |
| 1210 | 3130 | 1,920 | VAT accrued for payment 16% |
| 7010 | 1330 | Cost of sold cigarettes written off |
Thus, the scanning document ensures the "legality" of the codes, while the monetary accounting is maintained by the receipt and sale.
5. Types of operation
- Receipt (incoming) — incoming of marked goods, codes become "in circulation" at your organization.
- Sale (shipment) — output of codes from circulation upon sale, linking to sale/electronic invoice (ESF).
- Write-off — write-off of marked goods (damage, shortage) with output of codes.
- Return (to supplier / from buyer) — adjustment of code statuses upon return.
- Inventory / stocktaking — reconciliation of actually scanned codes with accounting balances.
The set of available types depends on the connected commodity groups and settings for exchange with the IS MPT. Requires verification in your release: the exact list of operation types in the specific assembly 3.0.74.2 may differ depending on the included marking functionality.
6. What is formed upon conducting
The document does not make accounting entries. It forms movements in the marking and traceability registers:
- Register of information "Marking Codes of Goods" — the code itself, GTIN, serial number, commodity, current status (accepted / in circulation / out).
- Register of code balances — linking the code to the warehouse and organization to control availability.
- Connection "code ↔ document basis" — codes are attached to the receipt/sale and then go to the electronic invoice (ESF) (Accompanying invoice for goods).
Electronic documents ESF (IS ESF) and electronic invoice (ESF) are not formed by this document, but by the receipt/sale and the workspace for exchange. However, it is the scanned codes that are inserted into the electronic invoice (ESF) — without them, the electronic invoice (ESF) for marked goods will not pass.
7. Printed forms
This is an internal document, so it has no financial forms. Available:
- List of scanned marking codes (for reconciliation with the invoice / for the stocktaking act).
- Report on discrepancies — which codes from the document basis were not scanned and vice versa.
Official printed forms (invoice, tax invoice) are printed from the linked receipt or sale.
8. Common errors
- "Commodity not found by GTIN <code>" — the GTIN barcode is not filled in the commodity card. Open the commodity → "Barcodes" → enter the GTIN from the package, then rescan.
- "Marking code already scanned" — duplicate: the package was scanned twice or the code is already in another document. Delete the extra line, check the quantity against the invoice.
- "Incorrect marking code format" — the scanner read a regular EAN-13 instead of DataMatrix or the code is damaged. Set the scanner to 2D mode; if the code is unreadable, request a replacement from the supplier.
- "Organization is not a participant in the turnover of marked goods" — registration data for the IS MPT are not filled in. Check the organization's settings and connection to the marking system.
- "Number of codes does not match the document basis" — fewer/more scanned than in the receipt. Rescan the missing ones or adjust the quantity in the basis before conducting.
9. FAQ
What is the difference between this document and a regular receipt of goods? The receipt maintains monetary and warehouse accounting (entries 1330/3310, VAT). "Scanning Goods in the IS MPT" is only responsible for marking codes — it fills the traceability registers. They work in tandem.
Does the document make entries in the accounts? No. Entries (1330, 1420, 1210, 6010, 3130, 7010) are formed by the linked receipt and sale. Scanning is movements in the code registers.
Is it necessary to scan each pack separately? Yes, each item with an individual DataMatrix. For aggregated packages, you can scan the box code (SSCC) if the supplier provided aggregation — then all nested ones will be pulled by one code.
What to do if the product is not subject to marking? Then the document is not needed — conduct a regular receipt. Scanning is only applied to commodity groups included in the turnover of the IS MPT of the RK.
Can codes be entered manually, without a scanner? Yes, the input field accepts manual entry. But the DataMatrix code is long, and errors are almost guaranteed — use a 2D scanner.
Why does the cash register not process the product after sale? Most likely, the code has not been removed from circulation: the sale was conducted without scanning, or the scanning was not linked to the sale document. Scan the codes with the type of operation "Sale" and re-conduct.
How are marking codes and the electronic invoice (ESF) connected? Scanned codes are inserted into the electronic invoice (ESF) for this product. Without correct codes, the accompanying invoice will not be accepted in the traceability system.
What to do when returning marked goods? Create a scanning with the type of operation "Return," scan the same codes — the status of the codes will return to circulation, and the monetary return will be documented.
Does the VAT rate affect this document? No. VAT (16% in 2026) is calculated in the receipt and sale. The scanning document does not calculate amounts and taxes.
Can several commodities be scanned in one document? Yes. Each code by GTIN will automatically distribute itself to its commodity in the table part.
10. Related documents
Based on what it is entered / where it is integrated:
- Receipt of goods and services — receipt of marked goods (codes are transferred to the receipt).
- Sale of goods and services — sale (codes are removed from circulation).
- Write-off of goods, Return to supplier / from buyer — corresponding types of operation.
What is formed next based on the codes:
- Electronic invoice (ESF) — with linked marking codes.
- Electronic invoice (ESF) (IS ESF) — electronic tax invoice for the operation.
How to find out your release: menu "Help" → "About the program" — there you will find the platform version and configuration release.
The manual is prepared for "Accounting for Kazakhstan," version 3.0, release 3.0.74.2. When updating the configuration, check the set of fields and types of operation against the current release.