What to Consider When Changing E-Transformation Service Provider in Turkey

In today’s business world, it’s common for companies to use third party providers.

This includes for activities such as regulatory integrations, with organizations using third parties to assist with the processing and submitting of electronic records in Turkey including e-invoice, e-ledger, e-arşiv invoice and e-delivery note on behalf of the taxpayer in compliance with the Turkish Revenue Administration’s (TRA) conditions.

As there can be significant penalties for incorrect filing or submissions, it’s vital that organizations choose an experienced provider who knows the latest regulatory changes and requirements.

Once you’ve decided on a new provider it’s important to consider the below process to ensure a smooth transition without any complications.

The three key stages of transitioning e-transformation service provider:

Stage 1: Determine the transition day

It’s best to avoid the end of the financial year for a smooth transition day to prevent interrupting business continuity and additional year-end pressures.

Stage 2: Confirm the services the new provider is able to offer

It’s important to understand how the specific service provider’s e-transformation product works, as it varies from provider to provider. Ensure the provider you choose can offer the services and support your organization requires. Consider a self-managed solution or a fully managed service depending on the support you need to ensure all submissions are compliant and on time.

Stage 3: Discuss data storage and ownership

The legal data owner is always the taxpayer. It’s a legal obligation for providers to store information for ten years after the contract’s termination. Still, it’s highly recommended that organizations discuss obtaining the data from their provider for their own archive or new provider as soon as possible, to avoid any data issues in the future. The taxpayer is responsible for ensuring all data is transferred during transition and that the data is accessible for any future audit.

Archiving this data may incur a storage cost, so companies should discuss transferring data to the new provider if archiving in-house is not an option.

As there is a process to follow for submission to the TRA, which can take several days, organizations should ensure that all outstanding and pending submissions have been officially completed to avoid missing any queries that are sent to the old provider.

Transitioning to a new e-transformation provider can feel like an overwhelming task but following these steps will ensure that the transition is as painless as possible.