Results of ODE implementation
About the start of the tax audit
The scheduled tax audit of Fora began in March 2021 and covered a period of more than three years of the company’s operations.
In 2019, we started using the electronic document management service Vchasno.ODE, so a significant part of the documents for that period was in electronic form.
How was the tax audit conducted?
The audit was conducted by the Central Office of Large Taxpayers, as Fora belongs to this category. It lasted almost two months and was suspended indefinitely.
The audit included documents related to work with contractors, in particular, the procurement of services, construction and other types of work. These included contracts, additional agreements, specifications, certificates of completion, and invoices. In the case of construction works, a full package was submitted, including forms KB-2 and KB-3.
Although much of the documentation (especially from suppliers of goods) was still in paper form, we clearly felt the difference – how much easier and more efficient it is to work with electronic documents.
First of all, it saves time and resources: instead of going through thousands of paper pages, you can quickly search by date, counterparty, and document type.
Secondly, electronic documents are convenient. It is much easier to collect and submit 1 flash drive for verification than dozens of boxes of paper documents, especially when copies of such documents still need to be made. Even in a short time, ODE provides confidence in the completeness and availability of information.
Submitting electronic documents was as simple and efficient as possible: accountants created a list, found what they needed in Vchasno, uploaded the archives, and were done.
No trucks, no boxes, no markers, no racks. Based on the results of the completed audit, no comments were made on the electronic documents. The tax authorities did not question the content or form of the electronic documents.
Did you encounter any difficulties?
No, there were no problems. We try to submit documents in a way that is convenient and understandable for both parties. That is, we provided only what really has legal and practical value.
The inconvenience was with paper documents. When the audit was suspended, we decided not to return them to the archive. The audit could resume at any time, so as a result, the documents were kept in a separate room for years “waiting” for a new request.
Electronic documents are much more practical. They are stored in an organized manner, can be accessed in a few clicks, and there is no need to pack, transport, or put them back together again.
Electronic documents in court
Our experience of submitting electronic documents to the court is still small, but positive: the legal department has outlined the format requirements – we do not sign Word or Excel, which is critical for the court, which needs to see an electronic signature and confirmation of its validity.
Submitting electronic documents to the court is fast, convenient, and hassle-free. They contain all the necessary details and confirmation of signing, and are much easier for the courts to accept than scanned copies of paper versions. Today, the courts are also actively switching to digital formats and are ready to work with electronic documents, which speeds up and simplifies the entire process.
About future plans
Electronic document management has become commonplace, and paper documents are associated with unnecessary difficulties. Now I hear the phrase from my colleagues more and more often in conversations with contractors: “We work only through Vchasno.
We have transferred about 75% of the company’s documents to ODE. What is left in paper form mostly does not depend on us – these are documents from counterparties who, for objective reasons, cannot or do not want to switch to the electronic format. For example, utility providers, especially in small towns where many of our stores are located.
We are planningto transfer our HR document flow to ODE, which will simplify internal processes and reduce dependence on paper archives.
We are also considering one of the most challenging areas – the transition to digitalized inventory and procurement. This task requires detailed elaboration and changes in the usual processes, but we are confident that this part of our business will gradually become fully electronic.
Tips for successfully passing a tax audit
Digitalization is an advantage. The more information is digitized, the easier it will be to handle documents. When all the data is available in one format, it is easy to control and organize, which simplifies the audit process. Even if you don’t want to provide all the information, at least you have a clear understanding of what you have and where it is located.
Electronic accounting. As accountants, offices, and circumstances change over the years, it is important to have as much digitalized accounting as possible. This will allow you to store complete information without having to search for paper documents and will greatly facilitate preparation for an audit. The more you digitize, the easier it will be to pass the audit.
Workspace organization. The office where we work now has minimized storage space for documents. All records are kept electronically. This allows you to quickly find the necessary documents and work without hindrance.
My dream is that accountants would no longer spend time processing paperwork.
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