HammerEDD Compliance

Document Delivery Transformed

Since the explosion of the Internet, more and more organisations are moving business processes online. However, with the growth of the Internet, so too has government legislation relating to document security grown. This legislation, known as compliance, is viewed by many organisations as a burden that can be a threat to profitability. It takes up a lot of time, time which could be better spent on other, more profitable work.

Complying with Compliance

Businesses have no choice but to comply with the regulations imposed. Protecting confidentiality of documents and the privacy of information is absolutely essential, not just to protect clients, but also to protect your own organisation from facing heavy fines, information leaks and a damaged reputation. Electronic documents now contain mission-critical and sensitive information, so you need to make sure these documents are properly protected, and that they meet the regulatory requirements set out by the government, including those relating to consumer privacy and internal revenue service compliance.

With HammerEDD Compliance is Easy

While compliance is a taxing exercise, HammerEDD makes compliant electronic document delivery easy. All documents delivered by HammerEDD comply 100% with all regulatory legislation, by incorporating security parameters that are an integral part of the document and therefore follow the document throughout its lifecycle.

HammerEDD Ensures:

Confidentiality – limited access to the document Authorisation – restricted permissions to work with the document Accountability – track what has been altered on the document and by whom Integrity – find out whether the document has been altered Authenticity – track the origin of the document Non-repudiation – signatory cannot deny signing the secure document

Digital Certification

HammerEDD can encrypt and password protect sensitive documents using embedded functions, so end users do not need to install any third party decryption tools or software, and documents will not be stopped by firewalls and virus scanners. HammerEDD also supports Digital Certificates up to 256bit encryption.

Compliance the HammerEDD way

Electronic document delivery is easy and convenient with HammerEDD. HammerEDD offers a comprehensive set of desktop and server based solutions that provide easy-to-use security capabilities that meet the strictest compliance regulations related to electronic information sharing.

And the best part of implementing a system like HammerEDD that supports compliance is that the same processes necessary for compliance actually serve to streamline document delivery, reducing paper-based business processes, cutting costs, increasing customer satisfaction, and directly affecting your bottom line – in a positive way.

The ECT Act and SARS

HammerEDD adheres to the ECT Act No. 25 and meets all requirements for compliance set out by the South African Revenue Services.

To download or view the Electronic Communications and Transaction (ECT) Act click here. (link to PDF)

The HammerEDD software solution has been audited by Ernst & Young and the Ernst & Young Report confirms that HammerEDD complies with all the requirements as stipulated by SARS.

The South African Revenue Service has accepted that tax invoices, credit or debit notes may be issued not only as paper documents, but also as electronic documents. Sections 20 and 21 of the Value-Added Tax Act, 1991, refer to a document without stipulating that a tax invoice must be a hard copy. The South African Revenue Service's requirements in regard to electronic tax invoices, credit and debit notes are as follows:

1. The tax invoices, debit or credit notes must contain the mandatory information for tax invoices, credit or debit notes as stipulated in sections 20(4), 21(4)(a) and 21(4)(b)respectively.
2. Documents must be transmitted in encrypted form of at least 128 bit.
3. Both the supplier and the recipient of the supply must retain the documents in readable and encrypted form for a period of five years from the
   date of supply.
4. If a service provider is used, he must also retain the documents for a period of five years.
5. Both the supplier and the recipient of the supply must have the necessary codes or other means available to enable SARS auditors to compare the documents in readable form with those in encrypted form.
6. The transmitted electronic document will constitute the original tax invoice, credit or debit note. Hard copies extracted from the system must bear the words computer generated copy tax invoice, computer generated copy credit note or computer generated copy debit note thereon. All further copies must also bear such words.
7. The recipient of the supply must confirm in writing that he is prepared to accept electronic tax invoices, credit and debit notes under the conditions set out herein. Such authority must be retained by the supplier for a period of five years after the last electronic document is issued to the recipient.
8. No other tax invoice, credit or debit note may be issued in respect of the specific supply, unless such document is marked as a copy of the original document. Any vendor that complies with these requirements and advises SARS may issue electronic tax invoices, debit or credit notes in place of paper based tax invoices, debit or credit notes.