--- title: "Guide \"Users of the Electronic Invoice System (ESF)\" in 1C:Accounting for Kazakhstan — how to configure, who signs the ESF and the tax return form (TRF)" country: KZ lang: en author: Сапа Т.И. (https://buhgpt.kz/authors/sapa-ti) date: 2026-09-07 canonical: https://buhgpt.kz/suraqtar/spravochnik-polzovateli-is-esf-v-1s-buhgalteriya-dlya-kaz-en source: BuhGPT --- # Guide "Users of the Electronic Invoice System (ESF)" in 1C:Accounting for Kazakhstan — how to configure, who signs the ESF and the tax return form (TRF) > **TL;DR:** Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0). You clicked "Issue ESF" for the sale, and the program responds: "User of the ESF Information System not found for signing" or "Signature certificate not matched with the user." The sales document is ready, --- Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0). You clicked "Issue ESF" for the sale, and the program responds: "User of the ESF Information System not found for signing" or "Signature certificate not matched with the user." The sales document is ready, the amount with VAT of 16% is calculated, but it does not go to the ESF Information System. The reason is almost always the same — either there is no one in the "Users of the ESF Information System" directory, or the signatory does not have a digital signature certificate linked. Let's figure out how to fill out this directory once and forget about this error. 1. Purpose The directory stores a list of employees authorized to sign and send electronic documents (ESF and SNT) in the Electronic Invoice Information System. Each such user is linked to an organization, an individual (their IIN), and a digital signature certificate from the NUC RK. Without a record in this directory, 1C does not understand whose signature and in what role to send the document to the portal. 2. Where to find Path in the interface: - Section "Sales" (or "Purchases") → group "Electronic Invoices" → command "Users of the ESF Information System". - Or through "Administration" → "Exchange of Electronic Documents" → "ESF Settings" — certificates and accounts are located nearby. Direct navigation link in 1C (copy and paste into "Service" → "Go to navigation link"): e1cib/list/Directory.UsersOfESF This way you will open the list directly, without wandering through the menu. 2a. How to find out your release Menu "Help" → "About the program". In the opened window, the top line shows the platform version (for example, 8.3.24.xxxx), below is the configuration release "Accounting for Kazakhstan", ours is 3.0.74.2. Match this instruction specifically with the configuration release: fields and commands change between releases. 3. How to fill out Open the list and click "Create". Fill in the fields from top to bottom. Field Mandatory Why and what will happen if you make a mistake Name Yes A clear name for the record, for example, "Akhmetov A. — Director". If left blank, the program will not allow you to save. It does not affect the entries, but in a list of ten "User1", you will not find the needed one later. Organization Yes The organization on behalf of which documents are signed. If the wrong one is specified, the ESF will go out with someone else's BIN — the counterparty will receive an invoice not from you, and it will have to be revoked. Individual Yes A link to the "Individuals" directory. The signatory's IIN is pulled from here. An incorrect individual → a foreign IIN will go to the ESF, the portal will reject the document or accept it under someone else's name. IIN Yes 12 digits. Must match the IIN in the digital signature certificate. A discrepancy is the most common reason for rejection on the portal: the signature "does not match" the declared signatory. Role in the ESF Information System Yes Determines rights on the portal: "Director", "Employee (operator)", "Authorized person". The role determines whether the person has the right to sign ESF/SNT. An incorrect role → the document goes out, but the portal returns "insufficient rights". Digital Signature Certificate (signature) Yes A link to the certificate directory (GOST key from NUC RK). This key is used to sign the document. Without a certificate, sending is impossible — only saving a draft. Login / ESF Information System account Yes Login credentials for the ESF Information System cabinet. Needed for authorization when sending. An incorrect login → "authorization error on the service". Active / Use No Activity checkbox. Uncheck it when the employee is dismissed or their certificate has expired — then they will disappear from the list of signatories, but the history will remain. Practical order of actions: - First, create a digital signature certificate (certificate directory / "Install certificate") — import the key GOSTKNCA_... or RSA... from NUC RK. - Create a record in "Users of the ESF Information System", select the organization and individual. - Link the certificate from point 1 and specify the role. - Click "Check connection" (if the button is available in your release) — the program will contact the ESF Information System service and confirm that the combination "IIN + certificate + role" is working. - Save and close. 4. An example with numbers and entries Situation. LLP "Astana Trade", VAT payer. Director Akhmetov A.A., IIN 700101300123, role in the ESF Information System — "Director", certificate GOSTKNCA_2026. You have created it in the "Users of the ESF Information System" directory. On September 6, 2026, goods were shipped to the buyer for 500,000 ₸ without VAT. VAT at a rate of 16% = 80,000 ₸. The cost of goods is 300,000 ₸. The document "Sale of Goods and Services" generates the following entries upon processing: Debit Credit Amount, ₸ Description 1210 6010 500,000 Revenue from sales 1210 3130 80,000 VAT on sales (16%) 7010 1330 300,000 Cost of goods written off Total receivable from the buyer: 580,000 ₸. Next, by clicking "Issue ESF" from this sale, an electronic invoice is created. And here the directory works: 1C takes the signatory Akhmetov A.A., substitutes his IIN and certificate, signs the ESF with his digital signature and sends it to the ESF Information System portal in the role of "Director". The buyer sees the document from the BIN "Astana Trade" with the director's signature. It is important to understand: the directory "Users of the ESF Information System" is a configuration card; it does not make accounting entries. The entries above are generated by the sales document. The directory only ensures that the ESF for this sale is sent signed and from the correct person. Remove the signatory — the entries will remain, but you will not send the ESF. 5. Types of operations (roles) provided by the directory The directory does not have "types of operations" like a document, but the signatory's role determines what a person can do in the ESF Information System: - Director — signs and sends any ESF and SNT of the organization, including corrected and additional ones. - Employee (operator) — issues and signs documents within the rights granted by the director. - Authorized person / by power of attorney — signs on behalf of the organization based on the digital signature of the individual with the corresponding authority on the portal. 6. What is generated when using The directory element only creates a record in the directory upon saving — it does not make any entries or movements in accounting registers. Its role manifests when you issue an electronic document: - ESF (electronic invoice) — signed with the selected user's certificate and sent to the ESF Information System. - SNT (accompanying invoice for goods) — when moving/selling excise and traceable goods, signed by the same user. - Movements are recorded in the registers of the electronic document exchange subsystem (statuses "Created" → "Signed" → "Delivered" → "Accepted/Rejection by the counterparty"). 7. Printed forms The directory element has no own printed forms — it is a configuration card. Documents that it signs are printed: - Invoice (ESF) — printed form of the electronic invoice of the established sample in the RK. - SNT — printed form of the accompanying invoice. - From the exchange journal — protocol/status of sending the electronic document. 8. Common errors "User of the ESF Information System not found for the organization ...". There is no active record for this organization in the directory. Create a user, specify the organization, and remember to uncheck the "Active" checkbox only for dismissed employees. "The signatory's IIN does not match the IIN in the certificate". One IIN is specified in the card, and another is embedded in the NUC RK certificate. Open the certificate, verify the IIN, and adjust the "IIN" field to match the value from the key. "The certificate has expired". The digital signature from NUC RK is expired (usually issued for 1 year). Reissue the key on egov.kz / at NUC RK, import the new certificate, and link it to the user. Deactivate the old record. "Insufficient rights for signing on the service". The role in the directory does not correspond to the rights on the ESF Information System portal. Check that this IIN indeed has the role of director/operator on the portal, and adjust the "Role" field accordingly. "Authorization error on the ESF Information System service". Incorrect login or the password for the cabinet has changed. Update the credentials in the connection settings. 9. FAQ What is the difference between "Users of the ESF Information System" and "Users" (administration)? "Users" are those who are in the 1C database. "Users of the ESF Information System" are those who sign documents on the external ESF Information System portal. These are different lists: an employee can work in 1C but not have the right to sign ESF. Can I create several signatories for one organization? Yes. Create a director and an accountant with their certificates. When issuing an ESF, select the needed signatory or designate one as the main. Is a separate ESF Information System user needed for each organization in the database? Yes. The record is linked to a specific organization (its BIN). For three LLPs in one database, create at least three records, even if the signatory is physically one person. Where to get a certificate for this directory? The certificate (digital signature) is issued by NUC RK — obtain it on egov.kz. The key file GOSTKNCA_... is imported into the certificate directory, and then linked to the ESF Information System user. Why does the ESF go out, but the SNT does not? Most likely, the signatory's role or rights on the portal are limited only to invoices. Check the role in the directory and the SNT permissions in the ESF Information System cabinet. What to do when changing the director? Do not delete the old record (there is a history of signatures). Uncheck the "Active" checkbox, create a new director with their IIN and certificate. Does the directory affect the calculation of VAT 16%? No. The VAT amount is calculated by the sales/purchase document. The directory is only responsible for signing and sending the electronic document. The ESF was signed, but the counterparty does not see it — is it the signatory's fault? Check the status in the exchange journal. If the status is "Delivered/Accepted", the document is on the portal — the counterparty will find it in their ESF Information System cabinet by their BIN. If "Error" — check the protocol: it is often an expired certificate or a mismatch of IIN. Can I sign the ESF by power of attorney? Yes, if the role of the authorized person is assigned to the individual on the ESF Information System portal. In the directory, specify the corresponding role and their personal certificate. Is it mandatory to fill in the login if the certificate is already linked? Yes. The certificate is needed for signing, while the login/account is for authorization when sending to the service. Without a login, an authorization error may occur. 10. Related documents - Based on what is filled: directory "Individuals" (IIN, full name of the signatory), directory "Certificates of Digital Signature Keys" (NUC RK key), directory "Organizations" (BIN). - Where it is used: documents "Sale of Goods and Services", "Receipt of Goods and Services" (when issuing corrected ESF), "Invoice issued/received (electronic)", "Accompanying Invoice for Goods (SNT)", as well as the journal "Electronic Documents (exchange with ESF Information System)". How to find out your release "Help" → "About the program": it shows the platform version (8.3.x) and the configuration release "Accounting for Kazakhstan". If your release is older or newer than 3.0.74.2, specific field and button names may differ — refer to this number. This guide was prepared for "Accounting for Kazakhstan", version 3.0, release 3.0.74.2. RK data for 2026: VAT 16%, MRP 4,325 ₸, MZP 85,000 ₸. --- _BuhGPT — ИИ-помощник для бухгалтеров Казахстана: https://buhgpt.kz_