1. Reduce the number of users

According to the Act on the Law on Taxation, all applications submitted by persons with the username and password required for filing in the EKAER system are "a legal declarations made on behalf of the taxpayer". We must therefore pay special attention to our employees and users who are submitting data regarding EKAER, since a small mistake can result in significant sanctions. Although anyone can register in the system on behalf of the taxpayer, the liability is not shared. In the event of an erroneous recording of data, any tax consequences and sanctions (e.g. fines) will affect the company itself. It is therefore recommended that you only provide access to one or two dedicated employees who hold all the responsibility for EKAER submissions and who can gain high-profile professional knowledge and routines this way regarding the submission procedure and thus speed up the administration.

2. Being up-to-date when it comes to exemptions

We should only request an EKAER number for transports that are legally obliged to receive one. Most people know that there is a general exemption from EKAER submission in means of transport with a mass not exceeding 2500 kg and 5 million HUF, but few are familiar with other exemption opportunities. By creating a set of conditions and staying up-to-date when it comes to exemptions, you can easily focus on the transport that are subject to EKAER, thus reducing the administrative burden significantly.

3. Fill out only the mandatory fields

It is important to keep in mind that not all fields must be filled during the EKAER submission:

• for non-risky goods, filling the value field is optional
• filling in the article number data is always optional
• for non-risky products, the tariff number must be fixed up to four digits only (tariff numbers beginning with the same digits can be merged in one line)

If we are careful to record only compulsory data, we can significantly reduce our administrative burden.

4. Recording licence plate number without any extra work

We can also assign the task of recording the licence plate number to the freight forwarder. By giving access for the freight forwarder to the EKAER system with the correct user permissions he may change the licence plate number, if necessary. As a result, part of the administration can be outsourced, and precisely to the person who has all the information needed first hand. Nevertheless, the involvement of freight forwarders in the EKAER data submission procedure makes it necessary to clarify the issue of responsibility for the parties involved, since in all cases the holder is responsible for the correctness of the data submitted.

If we do not want to give user access for the freight forwarder, it is also possible to automatically forward all received licence plate number change information to the EKAER system.

5. Supporting algorithms, implemented software modules

The obligation for submitting data is not necessarily valid for all our road transportations. In the normal way of carrying out the freight organization process, it may be a major disadvantage to always have to consider which of the transports are subject to the law and which are exemptions. With the help of supporting algorithms and software modules, we can manage this sorting process automatically by implementing all legal aspects as system rules. These software modules can significantly speed up the submitting process and filter out the possibility of a human error, thus making our data submission more accurate.

6. Fighting against unnecessary data recording with integration

The data that is required for the EKAER reports is typically already recorded in some way, since - for a successful daily business operation - it is inevitable for a freight forwarder to keep an accurate record of transport information. However, this data - in order to comply with the EKAER reporting obligations - must be repeatedly recorded in the EKAER system, thus doubling the time spent with administration. However, if our data is stored in an internal ERP system that contains the information required for submission in a structured way, we may have the opportunity to simply transfer these data to the EKAER system with the help of data integration. The advantage of data integration between the ERP system and the EKAER system is that no unnecessary data recording is needed.

Data integration can dramatically reduce the time and capacity needed for EKAER submission, and provide data accuracy as well.

7. Fully automated processes

If you take one step further from data integration you may find yourself considering the opportunity of automating the entire process, resulting an EKAER submission procedure that does not require user intervention at all. The workflow can be fully automated, meaning that from the EKAER number request, through the modifications of data, to the closing of EKAER is all managed by automations. Thanks to the fully integrated processes, everything can stay in the ordinary wheel cut. There is no need to modify workflows and extend the time dedicated to administration. Your obligations are automatically backed up in the back-office.

Source: SCM Tréning, EKAER.HU, Piac és Profit

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