What is e-Waybill?





What is e-Waybill?

Like e-Invoice, e-Ledger and e-Archive, e-Waybill is also based on RA (Revenue Administration). Pursuant to Tax Procedural Law, all information that should be included in a waybill should also be in the e-Waybill.


Detaysoft creates e-transformation solutions that comply with different countries’ regulations.

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• All information that must be included in a printed waybill should also be in e-Waybill.
•​ Provides the same legal standing with the waybill document.
•​ As with e-Invoice, e-Waybills can only be created between companies registered in the system.
•​ Detaysoft's e-Waybill solution facilitates printing, storing and reporting.
•​ No risk of loss.
•​ e-Waybill must be issued before actual shipping of goods and sent to the consignee via RA systems.
•​ A printed e-Waybill must accompany goods in transit.
•​ Retaining or presenting it is not required after goods are delivered. 
•​ Contributes to your organization’s sustainability goals.

Required Fields

• Issue date 
•​ Document number 
•​ Actual shipping date 
•​ Time in hours and minutes 
•​ Type and quantity of the goods carried 
•​ Name, commercial title, address, tax office and bank account number of the shipper to issue e-Waybill and customer

Why Detaysoft e-Waybill?

• Lowers your archiving costs.
•​ Risk of penalty for non-compliance with retaining and presenting obligations is reduced.
•​ Easily check all e-Waybills on the system.
•​ Quickly view the responses of consignees on the system.
•​ Minimize the risk of documents being lost in transit.
•​ Deliver the e-Waybills to the consignee via the system before the goods.
•​ Check on authorization basis.
•​ Take immediate action to resolve disputes.

Frequently Asked Questions

What is the difference between full integration and a special integrator?
Special Integrator (SI):
• Generates, submits and tracks electronic records according to the technical guidelines set out and published by RA.
• In e-Invoice and e-Archive, signs electronic records with its own financial seal without the need for the taxpayer's financial seal or using the HSM device with high-speed signing power.
• Undertakes for its systems to be accessible and functioning 24/7.
• In addition to the cost of IT system, server and database costs also belong to the special integrator.
• Follows updates in legislation or technical guidelines on behalf of the taxpayer, provides information and applies the updates in its system.
• Special integrators, which provide costing per invoice and storage services, store the electronic records for the committed period.
• Special integrators back up taxpayers’ data, thus preventing data loss in disaster situations.
• The systems offered by special integrators and ERP applications can exchange data automatically.
• Special integrator cannot apply to RA for e-Invoice, e-Ledger on behalf of the taxpayer.
• It cannot take on additional responsibilities other than those allowed by RA for special integrators.
Full Integration:
• The taxpayer itself is required to manage the IT system and server management, data archiving costs, following updates in legislation and technical guidelines, and their implementation to the system.
What needs to be done when switching from the old e-Waybill system to the new Detaysoft e-Waybill system?
Regarding the switch from your old e-Waybill system and migrating your data to the new Detaysoft e-Waybill system, we request invoice envelope and application reply envelope UBL files. (This is important in terms of replying to the old commercial invoices received within the legal period as approved/rejected.) If it is not kept as an envelope file, we can also migrate the invoices to the new system via the signed invoice UBL file.
What are the requirements of the SAP system?
The e-Invoice/Archive package can run in SAP R/3 4.6C and higher versions.
Is the work to be done on the visual file (XLST) for the e-Waybill on the basis of Taxpayer ID included in the package?
Yes, it is part of the package.
What is the cost of storage, and how is it calculated?
The cost of storage is a cost that the special integrator service brings. In cases when Detaysoft server is used, the monthly storage cost is calculated by adding the incoming and outgoing quantities.
What are the first steps to take at the start of the project?
First steps to start the project:
• Obtaining the financial seal from TÜBİTAK
• Application for integration (https://portal.efatura.gov.tr/efaturabasvuru/)
• Preparing a test server
• External IP (Real IP) allocation
• Domain/Subdomain belirlenmesi
• Obtaining SSL
• Installing the database on the server
Is the Taxpayer ID check made on a daily basis?
This service is provided daily. Furthermore, the service is active during the day. Our integrator service records the registered taxpayers received from RA in the system on a daily basis and provides it as a service for external systems.
Does your e-Waybill package require PI integration?
Our package also works without PI integration.
Can you integrate customer-specific processes in to the e-Waybill package?
By analyzing the logic of the customer’s Z programs and determining whether the issue can be solved in technical standards, developments can be made.
In the e-Waybill process, should the e-Waybill print-out be with the transporter in A4 format?
Since using only the QR code can be risky for the time being (the QR code scanner used in financial inspections can be broken, internet access may not be available, etc.), e-Waybill's A4 printout should be delivered to transport vehicle as an accepted practice. Studies are ongoing to enable the Finance Dept. to scan the QR codes and access all the information it contains but until such time, the A4 printout must be present in the vehicle.
In the e-Waybill process, is it obligatory to work with the e-Invoice integrator? Can we work with a different integrator for each product?
Each company can work any special integrator; however integration method used in e-Invoice must be the same as the one used in the e-Waybill process. For example, if e-Invoice is full integration, i.e. the server is in the premises of the customer, then e-Waybill must also be full integration.
How does the e-Waybill system organize printed waybills of companies not registered in the e-Waybill system? Can they be differentiated as Printer 1 and Printer 2?
Those that will use print waybills could be sent to the defined printer, and those in the e-Waybill system to another printer similarly defined in the system. The printers are defined. Based on Taxpayer ID, this distinction is also included on the customer side.
How are the incoming waybills processed in the e-Waybill system?
The accept/reject scenario for incoming waybills was communicated by RA and added to the system by Detaysoft. Customers can use it as they wish.
Is it necessary to use the accept/reject section on the e-Waybill?
The accept/reject scenario for incoming waybills was communicated by RA and added to the system by Detaysoft. Customers can use it as they wish.
If there is a third-party software or system involved in the e-Waybill, how does this change the offer and structure? Which solutions do you offer for this?
In this case, we recommend our portal screens. It is a non-SAP e-Waybill system that can work online.
Are e-Waybill processes available only as basic/waybill?
Yes, only the basic waybill scenario is available.
Are export waybills included within the scope of e-Waybill?
No, they are not included.
Should e-Waybill and e-Archive transactions be performed in tandem? Do they have many commonalities? Is parallel execution beneficial?
We can carry out these processes in tandem for customers that request it. We anticipate 6 weeks for a single project, but we are able to deliver all solutions in a similar timeframe like 8 weeks.
Where does the waybill retrieve information as it is created? How is integration achieved? Is it from multiple files or a single job?
Information can be retrieved from the goods document, shipment, or as non-SAP. It can be multiple files or a single job.
If there is a problem in the e-Waybill process, can we issue a print waybill?
Yes, you can. The print waybills must be communicated to RA via the system within 2 days as “e-Waybill converted from print”.
What is the length of the number to be generated on the e-Waybill printout?
This is a 13-digit number in e-Invoice format, consisting of 3 digits for the serial number, 4 digits for the year, and 9 digits as the searched number.

To find out about e-Waybill solution, please contact us.

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