e-TN and GIS EPD: how to switch to electronic consignment notes
Confusion around electronic signatures, counterparties on different platforms, and links to the accounting system — moving to electronic consignment notes (e-TN / ЭТрН) raises more questions than answers. From 1 September 2026 the industry’s rules for a range of freight documents change, but calling that “mandatory for everyone with no exceptions” is incorrect: categories of carriage and cargo types matter. A paper consignment note remains acceptable when all parties agree, unless applicable requirements say otherwise. For how electronic waybills (EPL) differ from e-TN, see the separate article. Here — practice: from choosing an operator to integrating with your ERP.
What this article is for
WAPP builds digital logistics products, and electronic document exchange is part of daily work. This piece draws on integrating e-TN with company accounting systems for freight across Russia. More on the practice area — on the WAPP logistics solutions page.
No ten-page statute reprint. Focus: how to connect to GIS EPD, pick an operator, get signatures for staff, issue the first electronic consignment note, and avoid common stalls — through to the consignee confirming receipt and the document entering the information system.
Important: the electronic consignment note (e-TN) and the electronic waybill are different documents, with different parties and different legal bases. Differences and who is affected are covered in the separate breakdown.
Who will find this useful
Transport company leaders — costs, timelines, risks. Dispatchers — a step-by-step path from operator application to driver signing in a mobile app. Sole-proprietor carriers — where to start when the business is small but partners already ask for electronic exchange.
On the regulatory baseline
The e-TN framework rests in part on Federal Law No. 140-FZ of 07.06.2025 and related GIS EPD rules. They define legal status, data transfer, and the roles of shipper, carrier, and consignee. 1 September 2026 is a planning milestone; mandatory scope depends on carriage category and cargo type — covered in the EPL vs e-TN article.
Many companies have not connected yet because the starting point is unclear, not because they do not need it. Paper notes are familiar; the switch looks heavy. In practice e-TN can be connected in a couple of weeks if the sequence is clear.
How GIS EPD works and who takes part
Companies often confuse GIS EPD with an EDI operator portal and expect a new government app. In practice it is simpler.
What GIS EPD is
GIS EPD is the state information system for electronic freight documents, operated by Russia’s Ministry of Transport. It is a central store for electronic consignment note data. Nobody works in GIS EPD directly: shippers, carriers, and consignees do not log in to create or sign notes.
GIS EPD receives data automatically from an IS EPD operator and stores it. Oversight and inspector access are handled by the system without manual business workflow inside the state portal.
Participants and document flows
The parties are the same as on paper: shipper, carrier, consignee. Each signs their title of the electronic note. The driver also takes part — confirming pickup and delivery, often via the operator’s mobile app.
Flow: the shipper creates the e-TN in the EDI operator service — online or via 1C / another ERP — and signs the first title. The carrier receives it via the same or another operator and signs their title. The driver confirms pickup, often from a phone. After delivery the consignee signs the closing title. At each step the operator forwards data to GIS EPD.
Why this is not “another app to install”
A contract with an EDI operator and electronic signatures are enough to send the first note. Transfer into the state system happens on the operator side. More on logistics solutions and EDI integration — on the logistics solutions page.
Path of an electronic consignment note from creation to close
Each stage is a legally significant act with an electronic signature.
Shipper creates and signs
The shipper fills the first title: cargo, load/unload addresses, party contacts, vehicle details, carriage terms — the same information as on paper, in digital form — then signs with a qualified electronic signature. From that moment the note is legally effective and flows to other parties via the operator.
Driver accepts the cargo
At loading the driver (or carrier representative) checks condition and signs their title — typically in the mobile app. Signing confirms acceptance for carriage. Damage noted before signing becomes part of the note.
Consignee closes the note
At unloading the consignee checks completeness and signs the closing title. The e-TN is closed; parties can retrieve the signed file via the operator. The IS EPD operator then sends data to GIS EPD automatically.
Handling discrepancies
If shortage or damage is found, the consignee does not sign “as is” — they record actual quantities and discrepancies visible to all parties. Separate paper discrepancy acts are usually unnecessary.
For accounting-system handling of such cases, see the Railmarket freight marketplace case.
Choosing an EDI operator for e-TN
The operator is the link through which parties sign and data reach GIS EPD. A bad choice stalls the flow: drivers cannot sign on the phone, counterparties on another platform never receive the file, ERP still needs re-keying.
What to check
Roaming with other operators. Parties often use different operators; without roaming exchange fails.
Driver mobile app. Signing happens at the dock or in the cab. Ask about offline behaviour.
API to your ERP. Manual web entry is double work. API sends trip-request data without copy-paste. See the fleet management case.
Support and SLA. Freight does not stop on weekends — ask about response times and emergency channels.
Questions before the contract
- Which operators do you roam with?
- How does the driver sign, and does offline work?
- What signature type do drivers use?
- Is there an API and documentation?
- How is pricing structured at volume?
Specific tariffs are omitted on purpose — they change. Understand per-document / per-user / package logic before go-live.
Electronic signatures: who needs what
QES for executives and authorised staff
Shipper, carrier, and consignee sign with a qualified electronic signature (QES / UKFP). Company heads and sole proprietors obtain it via the Federal Tax Service CA; authorised employees via commercial CAs accredited by the Ministry of Digital Development.
How drivers sign
Drivers confirm pickup and delivery. Issuing a full QES to every driver is often expensive — simple or enhanced unqualified signatures may be allowed under operator rules. In practice signing goes through the mobile app. Required: a machine-readable power of attorney (MRPA / MChD) signed by the head’s QES.
Driver training
Without a short hands-on briefing, wrong titles and missed confirmations stall the chain. A half-hour walkthrough and a one-page cheat sheet clear most questions before line launch.
When counterparties are not ready
Every title needs its party. If one link is offline, the chain breaks.
Talk before you connect
Ask key partners early: do they use electronic freight docs, which operator, do drivers have the app.
Help a partner connect
Sometimes a joint call with support costs less than waiting. Large shippers already put e-TN requirements into contracts and help carriers onboard.
Operator roaming
Shipper on one platform, carrier on another — possible via roaming, but verify the pair in advance.
Mixed paper and electronic mode
During transition, some trips will use e-TN and some paper by mutual consent. Your ERP must handle both streams. Practical tactic: rank partners by readiness and start where the full chain is already live.
Integrating e-TN with your accounting system
Common pain: “Notes work, but we enter data twice.” Integration fixes that.
Three ways to connect
Ready 1C modules from major operators; operator API for a custom ERP; custom build when standard tools do not fit — as in Railmarket and Swappz.
What integration must do
Minimum: create e-TN from a trip request automatically, and push closed files back to accounting. If closed files never return to ERP, finance hunts them on the operator site — paper problems in digital form.
More on building logistics processes with electronic document exchange — on the logistics solutions page.
Typical mistakes when switching to e-TN
Not checking counterparties first
If a key partner is not connected, the chain breaks. Send a readiness survey before the pilot.
Picking an operator without roaming
Ask which platforms they roam with and when transfer fails.
Skipping driver training
First day on the live app without practice creates line chaos. Short training on test documents is enough.
No ERP integration
Operator-only web entry means double typing. Integrate before mass launch.
Leaving prep “for later”
Operators, signatures, and training take calendar time. Calm prep beats last-week rush before a planning milestone.
No fallback for outages
App freeze or no warehouse internet — keep emergency paper blanks, a dispatcher playbook, and a way to complete the electronic file later. See the fleet management case.
Ignoring current required fields
Copying old paper templates “as is” causes validation rejects. Fill each section to the current operator/format specification.
Frequently asked questions about e-TN and GIS EPD
Can paper notes run in parallel with e-TN?
Yes. Shipper and carrier may use a paper consignment note when all parties agree. An electronic note does not automatically cancel paper. Whether the electronic form is mandatory depends on carriage category and cargo type — it is not a single “for everyone from 1 September 2026” rule. Details — in the EPL vs e-TN article.
What if GIS EPD is down when the truck must leave?
Freight should not wait on a state-platform outage. Operators usually let you form and sign the e-TN in their system and forward to GIS EPD later. Keep emergency paper blanks and a written outage procedure.
How do you fix an already signed e-TN?
You cannot simply edit a field — that breaks signature integrity. If the consignee has not signed, annul and issue a new note. If closed — issue a correction note. Confirm the exact procedure with your EDI operator and current Ministry of Transport guidance.
Does every driver need a separate electronic signature?
Drivers sign their title personally. Mobile signing needs a driver signature under operator rules plus an MRPA. Without the driver’s signature the note does not evidence carriage.
Will tax authorities accept e-TN as proof of carriage costs?
Yes when correctly issued and signed by the parties. Electronic freight documents have the same legal force as paper. Store the e-TN file and be able to present it on audit. Case-specific questions — with an EDI-aware accountant, or via the WAPP logistics solutions page.
What to start this week
Step 1: check counterparties
Short ask: do they use e-TN, which operator, will they accept electronic notes.
Step 2: pick an operator and request a demo
Prefer the platform your key partners already use. Check the driver app, roaming, and integration terms.
Step 3: issue electronic signatures
For company signatories and drivers under the chosen scheme. Do not postpone — this step most often delays the whole project.
Step 4: run a pilot trip
One ready partner, one real carriage. Pilot mistakes show where to tune processes and training.
Step 5: connect 1C or another ERP
In parallel with pilots — push e-TN data into accounting to remove double entry. Help with integration — on the WAPP site.
How long the switch takes
Small teams often finish in two to three weeks; larger fleets in one and a half to two months. The main factor is partner readiness and signature issuance speed.
Start prep early and calmly: counterparties and operator first, then signatures, pilot, and integration — not in a rush when partners already require electronic exchange.