Procedure for the eTTN system: what carriers need to know

On March 20, Order of the Ministry of Communities and Territories Development of Ukraine No. 1491 came into force. It approved the procedure for the functioning of the electronic consignment note (eTTN) system, which previously operated in a testing mode.

In the article we will describe how the eTTN system will work and what it consists of.

What does the Procedure for the eTTN system regulate?

The general scheme for the exchange of electronic consignment notes in the eTTN system is described on the website of the Ministry of Communities and Territories Development of Ukraine:

1. The shipper draws up an electronic consignment note in the provider’s service, if necessary, adds accompanying documents for the cargo and signs the document using a QES.
2. The electronic bill of lading is automatically registered in the database and becomes available to all participants in the transportation process.
3. The carrier receives the electronic consignment note, checks the cargo and signs the document using the QES. The status of the consignment note in the database changes, and the cargo can be sent to its destination.
4. The consignee accepts the cargo and also signs the consignment note using a QES. The status of the electronic waybill in the database is updated and its life cycle is completed.

Order No. 1491 defines the rules for freight transportation participants to work with the eTTN system: the specifics of user authorization in the system, issuance of electronic consignment notes, etc. The order also regulates the interaction of providers with the eTTN system. In particular, it defines:

• rules for connecting eTTN services to the central database;
• the procedure for testing and accreditation of eTTN services.

The central database of electronic consignment notes

The central database is the main element of the eTTN system. It is used to exchange data on the transportation of goods, and by government control authorities to verify the validity of electronic consignment notes.

The eTTN system’s operating procedure defines the basic details of electronic consignment notes that are transferred to the central database. These include:

• document details — date of creation, type of electronic consignment note, unique number (UUID), status of the electronic consignment note;
• information about the participants in the transportation — registration data, contacts of responsible persons;
• information about vehicles — their type, state number, country of registration;
• route data — codes of loading and unloading points according to the Codifier of Administrative and Territorial Units and Territories of Territorial Communities (KATOTTG);
• cargo weight — total gross weight;
• a link to the full electronic consignment notes and supporting documents in PDF format via the provider’s service.

The central database operates around the clock, seven days a week, except during scheduled maintenance. The administrator of the eTTN system publishes information on such works on the official website. It also notifies eTTN providers of the maintenance work at least two days in advance.

The central database unites all other elements of the eTTN system — providers’ service, traffic police inspector`s account, etc. Elements of the eTTN system interact with the database via API.

Traffic police inspector’s accoun

Traffic police inspectors can view electronic consignment notes in the central database in their accounts. This way, inspectors can check electronic consignment notes with drivers on the road.

To gain access to the account, an employee of the State Service of Ukraine for Transport Safety and Communications must register. The account administrator can confirm the registration of new inspectors or block access to those employees who have lost their authority.

Interaction of the system with eTTN services

The central database exchanges data with provider platforms via API. This way, the database receives information about newly created electronic consignment notes, records changes in their status, etc.

To join the eTTN system, providers must meet the following requirements:

• be registered in the Unified State Register of Legal Entities, Individual Entrepreneurs and Public Organizations;
• not to have any bankruptcy proceedings or be in the process of termination;
• the founders of the legal entity-provider must not be under sanctions in accordance with the Law of Ukraine «On Sanctions»;
• own the intellectual property rights to use the eTTN platform to the required extent.

Technically, the eTTN provider must provide on its platform:

• verification of the data of electronic consignment note corrective and supporting document as well as the structure of its electronic file, s for compliance with the applicable requirements;
• verification of advanced or QESs and electronic seals applied to the electronic consignment notes and corrective and supporting documents;
• protecting the data of users of the eTTN service in accordance with the Law of Ukraine «On Personal Data Protection»;
• the possibility of exchanging information with other services through the API of the eTTN system.

To join the eTTN system, transport and logistics companies must contact the operator of the electronic document management platform, a project partner. Currently, the project has more than 25 providers, including the Vchasno service. It has passed beta testing.

Vchasno.TTN has implemented interoperability between providers. The user can sign electronic waybills created in the services of other companies that have joined the project.