How Suppliers Can Start Working with the Aurora Multimarket: Switching to Electronic Delivery Notes with Vchasno.EDI

The Aurora Multimarket is actively digitalizing and optimizing its supply processes. The chain has completely abandoned the use of Excel files before deliveries and paper delivery notes. This decision benefits both the retail chain itself and its suppliers. For example, the EDI system allows documents to be signed online — the delivery note is signed even before the driver returns to the supplier’s warehouse.

In addition, automation minimizes manual errors, as the system makes it possible to verify prices and product quantities before documents are finalized. Another important factor is preparation for future changes: starting January 1, 2027, Ukraine is expected to introduce mandatory electronic consignment notes (eTTN), and switching to electronic delivery notes is effectively a «practice run» for these upcoming requirements.

In this article, we explain how suppliers can start working with the Aurora Multimarket using electronic delivery notes in the Vchasno.EDI service.

Electronic Document Flow (EDI): How the Process Works

Working through an EDI provider (such as Vchasno.EDI) involves a clear sequence of electronic document exchanges. The basic workflow consists of the following stages:

• receiving an order from the retail chain (ORDER);
• sending an order confirmation by the supplier (ORDRSP);
• generating a dispatch advice message (DESADV);
• creating an electronic delivery note (COMDOC_006).

The key element of this workflow is the Dispatch Advice message. Suppliers send this document one day before the actual delivery. If delivery is scheduled for Sunday or Monday, according to the chain’s rules, the document must be sent by Friday before 2:00 PM.

If a supplier skips this step or sends an insufficient number of documents, the retail chain may refuse to accept the goods, as the system will not generate a goods receipt. The number of dispatch advice messages must also match the number of delivery notes.

To manage discrepancies, the parties use an electronic document cancellation process. If critical inconsistencies are identified after delivery, both parties sign a cancellation request and temporarily switch back to paper delivery notes. In the future, the Aurora Multimarket plans to improve this process by introducing electronic discrepancy reports and return delivery notes.

Data Preparation: The Main Requirement for Suppliers

According to the chain’s internal data, the most vulnerable part of the digitalization process is data quality. During the pilot period, statistics showed that 80% of all rejected delivery notes were caused by product name issues, while another 20% resulted from discrepancies in UKTZED codes.

• Synchronization with Tax Invoices
  Product names, units of measurement (for example, “piece” or “package”), and UCGFEA codes in the EDI provider’s catalog must match the data the supplier registers in its tax invoices.
• Retail Chain SKU and Barcode
  The Aurora Multimarket system identifies products exclusively by barcode and the chain’s own SKU. The supplier’s internal SKU is not unique for the chain and therefore is not used for document identification.
• Correct Banking Details
  Suppliers must carefully enter the correct IBAN in the provider’s settings. In the future, the payment process will be fully automated based on these details.
• Price Rounding Rules
  Special attention should be paid to price calculations: the product price including 20% VAT must be divisible by 6 (to avoid a third decimal place during calculations), while the price excluding VAT must be divisible by 5.

Step-by-Step Process for Connecting to Electronic Document Exchange with the Aurora Multimarket

To fully switch document exchange to an electronic format, suppliers need to complete three steps:

1. Fill in Product Catalogs
   Update the product catalog on the provider’s platform: add the chain’s SKUs, barcodes, UKTZED codes, correct product names, and prices.
2. Verify the Data
   Take a screenshot of the completed product catalog (or an electronic delivery note generated in the portal). Send it to the retail chain together with a sample tax invoice (including invoices from previous periods if necessary). This allows the chain to verify data consistency.
3. Receive Confirmation
   If the data matches, the chain informs the supplier that the connection is approved. After that, suppliers can fully use electronic delivery notes for upcoming deliveries.

Transition Period and Paper Documents

To avoid supply disruptions, the Aurora Multimarket has introduced a transition period for adaptation. During this period, the following processes will remain in place when working with suppliers:

• Document duplication: during the first month after connecting to the electronic delivery note system, suppliers must continue sending data in Excel format. For three months, delivery notes must also be duplicated in paper form as a backup in case of technical failures.
• Consignment notes (TTN): paper TTNs remain mandatory for now. The chain has not yet abandoned them, and they must accompany every delivery.
• Electronic signature (QES): electronic documents are signed using the qualified electronic signatures of authorized materially responsible employees at warehouses. The chain neither requires nor uses an electronic corporate seal (in accordance with current legislation); an employee’s signature alone is sufficient.

The Most Common Mistakes Suppliers Should Avoid

To ensure uninterrupted operations, suppliers should avoid the two most common technical mistakes:

• Incorrect Signing Date
  Approximately 40% of documents contain date-related errors. Although suppliers send the Dispatch Advice message one day before delivery, the delivery note itself must be signed on the date the business transaction begins (the shipment date). For example, if goods are shipped on April 21, the delivery note must be dated and signed on April 21 (or later), but not on April 20.
• Unauthorized Changes to Contract Details
  Suppliers are not allowed to change the contract number or date in the EDI system. These details must fully match the data sent by the retail chain in its order. If the order contains an error, suppliers should contact the chain and request that the order be resent.

Switching to electronic delivery notes with Vchasno.EDI is a logical step that makes business processes between suppliers and the Aurora Multimarket more efficient and transparent. Careful data preparation, compliance with the correct document workflow, and proper use of electronic signatures eliminate unnecessary paperwork and accelerate settlement processes.