Electronic Shipping Note: What applies from May 2026

The digitalization of tax and commercial processes is no longer a future change, but a reality that increasingly affects the daily operation of businesses.

From electronic invoicing and myDATA, to inventory and movement monitoring, businesses are called upon to organize their processes with greater accuracy, transparency and consistency.

In this context, the Electronic Shipping Note is coming to change the way in which goods movements are recorded and managed. From May 2026, the new requirements make it even more important for businesses to prepare properly, especially for those managing warehouses, shipments, receipts or complex commercial flows.

Which businesses are affected, what is changing in practice and how can a modern ERP system contribute to the smooth adaptation to the new framework?

What is the Electronic Shipping Note?

The Electronic Shipping Note is the digital document that accompanies the movement of goods and is linked to the sending of the relevant data to the myDATA platform.

This is a total change in the way in which businesses monitor, record and document their movements.

Through the new process, data related to the movement of inventories acquire a more central role in the daily operation of the business. The warehouse, sales, purchases, shipments and receipts need to operate with common and reliable information, so that each movement is recorded correctly and in a timely manner.

What applies from May 2026 for the Electronic Shipping Note

From May 2026, the Electronic Shipping Note enters a more demanding implementation stage, as businesses that fall under the new framework are required to adapt not only the method of issuing shipping documents, but also the overall process by which they record, monitor and transmit data related to the movement of goods.

This change is part of the B’ phase of digital inventory movement monitoring, which extends the requirements beyond the initial issuance of the document. Now, the overall recording of the course of the goods, from loading and transportation to receipt, quantitative or qualitative control and each individual stage associated with the movement, becomes more important.

Businesses need to ensure that the information accompanying each movement is correct, complete and available at the right time. This includes elements such as the products being moved, the quantities, the shipping and receiving points, the parties involved, as well as the actions taken during the movement.

At the same time, the mandatory implementation of the new requirements makes cooperation between the different departments of the business more important. The warehouse, accounting, sales, purchasing and distribution cannot operate in isolation, as any delay, error or discrepancy in data can affect the overall picture of the movement.

For businesses with a large volume of products, multiple warehouses, frequent transport or complex commercial flows, this adaptation can be particularly demanding. That is why the correct organization of the processes, the accuracy of the data entry and the use of an ERP system that supports inventory and document management are basic prerequisites for a smooth transition to the new framework.

Which companies are affected by the Electronic Shipping Note

The Electronic Shipping Note concerns companies that carry out movements of goods and are obliged to issue movement documents.

In the new framework, companies with commercial, production or storage activities are mainly affected, as well as those with organized distribution and logistics procedures. Indicatively, it may concern wholesale and retail companies, industries, crafts, distribution companies, warehouses, food companies, but also any company that systematically manages stocks and shipments.

The impact is not the same for all companies, as a company with simple and limited movements may need smaller adjustments compared to a company that manages multiple warehouses, a large number of codes, frequent transfers or complex flows of orders and receipts.

For this reason, each company needs to examine the way it operates today, the way it issues its documents, how it monitors its inventories, how it updates the warehouse and accounting, and whether the systems it uses can support the new requirements without delays or discrepancies.

Particular attention is also needed to the special cases or exceptions that may be provided, depending on the activity, the type of movement and the characteristics of the company. Therefore, the correct assessment should not be made in general, but based on the actual processes and needs of each organization.

What changes in the daily operation of businesses

The implementation of the Electronic Shipping Note does not only affect the issuance of a document. It completely changes the way a business organizes its movements, monitors its inventories and coordinates the departments involved in shipments and receipts.

In practice, every movement of goods needs to be recorded with greater accuracy. The products, quantities, warehouses, shipping and receipt points, as well as the parties involved must be recorded correctly, so that the data transmitted agrees with the actual movement of goods.

Why proper preparation for the Electronic Shipping Note is essential

Adapting to the Electronic Shipping Note cannot be done piecemeal or at the last minute. For the new process to work properly, the company needs to know exactly how its goods are moved, which departments are involved and which data needs to be updated at each stage.

Proper preparation starts by recording existing processes. How is an order created? When is the warehouse updated? How is the document issued? How is shipping and receiving monitored?

The clearer these flows are, the easier it is to adapt to the new requirements.

At the same time, it is important to check the quality of the data used by the company. Wrong product codes, outdated inventories or discrepancies between the warehouse and accounting department can create delays and additional administrative burden.

With proper preparation, the Electronic Dispatch Note can be integrated more smoothly into daily operations, without burdening teams or creating unnecessary complexity.

The role of ERP in the implementation of the Electronic Shipping Note

A modern ERP system can contribute significantly to the smooth adaptation of a company to the requirements of the Electronic Shipping Note. When commercial, accounting and warehousing processes operate through a single system, data is easier to monitor, update and utilize correctly.

Through an ERP system, the company can manage inventories, orders, documents, shipments and receipts in a more organized manner. This reduces double entries, limits human errors and ensures greater consistency between different departments. Especially for companies with a large volume of traffic, multiple warehouses or complex commercial flows, the existence of a properly configured ERP can make the process simpler and more controllable.

The warehouse, accounting, sales and distribution operate with common information, which facilitates both daily operations and compliance with new requirements. In this way, the ERP system does not simply function as a recording tool, but as a basis for better organization, greater transparency and more reliable management of the movement of goods.

The Electronic Shipping Note is another important step towards the digitalization of commercial and tax processes. From May 2026, businesses that fall under the new framework are required to operate with greater accuracy, better organization and more reliable monitoring of the movement of goods.

This change is not only about complying with a new obligation. It is also an opportunity for businesses to review their internal flows, reduce errors and gain a better picture of their daily operations.

In this transition, Hubin can support businesses with modern ERP solutions that help organize inventories, documents, shipments and receipts. With proper configuration and unified data management, the adaptation to the new framework becomes smoother, while the business gains greater control over its daily processes.