Technical Instruction for the Use of the Electronic Data Delivery System of the Croatian Financial Services Agency (reports.hanfa.hr)

The Government Council of the Croatian Financial Services Agency (HANFA), pursuant to Article 17, paragraph 1, point 10 of the Statute of HANFA (Official Gazette No. 53/12), at its meeting held on December 21, 2022, adopted the TECHNICAL INSTRUCTION FOR THE USE OF THE ELECTRONIC DATA DELIVERY SYSTEM OF THE CROATIAN FINANCIAL SERVICES AGENCY reports.hanfa.hr

1. Definitions
   Certain terms, within the meaning of this Technical Instruction (hereinafter: Instruction), have the following meanings:
   (1) Reporting Entity is a supervised subject obliged to submit reports to HANFA; (2) HANFA's Electronic Contact Point is the email address pisarnica@hanfa.hr; (3) The issuer of the digital certificate for authentication in HANFA's Electronic Data Delivery System is FINA (Financial Agency).

2. Introduction
   This Instruction describes the method of using HANFA's Electronic Data Delivery System services (reports.hanfa.hr) (hereinafter: System).
   References to the application of the technical instruction for using web form input services and electronic documentation delivery in specific HANFA bylaws are considered references to this Instruction. Several prerequisites must be met for successful use of the System:

• Possession of an authentication certificate issued by the Certificate Issuer
• Installation of required components according to the Certificate Issuer's instructions
• Computer with Internet access
• Registration of the Reporting Entity

Upon receiving the USB stick with the digital certificate, the user must register their digital certificate using the appropriate interface on HANFA's website. A Reporting Entity whose valid certificate is already registered in HANFA does not need to re-register it.

3. Registration of Reporting Entity
   Launch a web browser and open HANFA's website: https://www.hanfa.hr
   Figure 1. Website of the Croatian Financial Services Agency
   In the menu on the right side, select the "reports.hanfa.hr" module.

Insert the USB stick into the computer and select the "Registration" tab from the right menu.
Figure 2. Initial user interface of reports.hanfa.hr
To log in to the System, first select the certificate you wish to use. Mark the desired certificate and confirm your selection by clicking "OK".
Figure 3. User interface for system registration
After selecting the certificate, you must enter the PIN to access the cryptographic device (USB stick) containing your certificate. Enter the PIN and confirm by clicking "OK".

Figure 4. User interface for entering the digital certificate PIN
If you are already a registered Reporting Entity, the following message will appear on the user interface:
Figure 5. Message in case of attempting registration for an already registered Reporting Entity

If you are not a registered Reporting Entity, fill out the form and select the "Register" action.
Figure 6. User interface for data entry during registration
Upon successful completion of the registration, a message confirming successful registration will be displayed.
Figure 7. Message in case of successfully completed registration

4. Access to the Use of HANFA's Electronic Data Delivery System
   To obtain authorization for delivering specific types of reports, Reporting Entities must submit a completed and signed Access Form to HANFA, the template for which can be downloaded from HANFA's website. The completed Access Form, signed with a qualified electronic signature, is submitted electronically to HANFA's Electronic Contact Point. The Access Form can also be submitted via postal service providers or in person, in which case it must be hand-signed. Upon receipt of a properly completed Access Form, the Reporting Entity will be granted authorization to submit specific reports. Only persons authorized by Reporting Entities can access the System on their behalf.

5. Data Delivery
   5.1. Prerequisites for Operation
   Before logging into the System, the Reporting Entity must be registered and must submit the corresponding Access Form for using the System, on the basis of which authorization to submit specific reports will be granted.

5.2. Login to the System
You can access the System at any time by opening HANFA's website https://www.hanfa.hr
Figure 8. Website of the Croatian Financial Services Agency
In the menu on the right side, select the "reports.hanfa.hr" module.
The initial user interface of the System will be displayed.

Figure 9. Initial user interface of reports.hanfa.hr
Insert the USB stick into the computer and select the "Login" tab from the right menu.
To log in to the System, first select the certificate you wish to use and confirm your selection by clicking "OK".
Figure 10. User interface for logging in to the system
After selecting the certificate, you must enter the PIN to access the cryptographic device (USB stick) containing your certificate. Enter the PIN and confirm by clicking "OK". Upon successful login, the initial user interface is displayed.

Figure 11. Initial user interface of reports.hanfa.hr
In case of unsuccessful login, the following message is displayed:
Figure 12. Message in case of unsuccessful login

5.3. Submission of Reports
On the left side of the user interface, select the "Submit Reports" menu.
Figure 13. Selection of "Submit Reports" menu
The method for creating and delivering reports in electronic form is defined by instructions for individual Reporting Entities and can be found on HANFA's website. To submit a specific report, select the report type from the dropdown menu, the entity name, and the reporting period for which you are submitting data.

Figure 14. Selection of report type
Figure 15. Submission of reports
By clicking the "Browse" action next to the corresponding data type, select the file stored on your computer that you intend to submit to the System.
After attaching all necessary files for data delivery in the System, select the "Send" action.

In case of successful data delivery, you will receive a System confirmation.
5.4. Downloading Confirmation
On the left side of the user interface, select the "Confirmations" menu.
Figure 16. Selection of "Confirmations" menu
By selecting the "Confirmations" menu, the user interface for downloading confirmations will be displayed.
Download the confirmation of successful data delivery by clicking the icon next to the desired report.

Figure 17. Downloading confirmation
The confirmation is generated in PDF format.
Figure 18. Example of downloaded confirmation

5.5. Inability to Deliver Data
In justified cases of technical inability to deliver or improperly executed delivery (e.g., system malfunction, inability to read received documentation, etc.), the Reporting Entity is obliged to submit data in writing to HANFA's Electronic Contact Point for timely reporting, either electronically, via postal service providers, or in person. The Reporting Entity is obliged to submit data through the System as described in Chapter 5 of this Instruction as soon as the reasons for such inability cease, and no later than within 8 days from the cessation of circumstances causing the technical inability.

6. Web Forms
   The Web Forms module serves to prepare documentation for electronic delivery and is publicly available on the website reports.hanfa.hr.
   Through the Web Forms module, Reporting Entities can enter data via web forms, save partially entered data, and ultimately generate an XML file to be submitted through the Reports Delivery module.

6.1. Filling Out Web Forms
On the reports.hanfa.hr user interface, select the "Web Forms" menu.
Figure 19. Selection of "Web Forms" menu

After selecting the "Web Forms" menu, the user interface is displayed showing two menus in which you must select the type of supervised subject and the form type.
Figure 20. Web Forms user interface
The Reporting Entity selects the subject type it belongs to in the "Select Type of Supervised Subject" menu, and selects the form type via which it submits data in the "Form Type" menu.
Figure 21. Example of selecting type of supervised subject and form type

A detailed description of Web Forms and instructions for their substantive completion can be found in specific instructions for filling out Web Forms depending on the activity of the Reporting Entity, or HANFA's supervised subject, and are published on HANFA's website. After selecting a specific form type, all forms located within that form type appear.
Figure 22. Example of forms within the selected form type
For each Web Form type, entry in the "As of Date" and "OIB" fields is mandatory.

Figure 23. Mandatory entry in "As of Date" and "OIB" fields
When filling out the Web Form, mandatory fields are marked with an asterisk, while unmarked fields are optional. For certain fields with a question mark, clicking the question mark displays an explanation related to that field.
Figure 24. Display of (in)mandatory individual fields and actions to obtain explanations for each field

After entering all data in the Web Form, select the "Download" action. After selecting the "Download" action, the web form is generated into an XML file, which must then be saved to the Reporting Entity's computer. It is also possible to download a partially completed Web Form. A partially completed form can be reloaded by selecting the "Select XML" action in the "Enter existing XML file" field, after which work on the forms can continue.
Figure 25. Action for entering existing XML file
By selecting the "Select XML" action in the "Enter existing XML file" field, it is possible to load already completed Web Forms for content validation by clicking the "Validate" action.

6.2. Documentation Not Covered by Standardized Web Form
The Reporting Entity, or supervised subject, may submit a file that is not standardized through the web form forms from the previous chapter.
It is submitted by selecting the offered value in the "Form Type" category that has "delivery of electronic documents" in its name. The name will first state the type of previously selected supervised subject (from the "Type of Supervised Subject" dropdown menu), for example, "Leasing companies delivery of electronic documents" if the subject type is "Leasing companies".

Figure 26. Delivery of electronic documents
Mandatory data must be entered in the "As of Date" and "OIB" fields, after which the "Download" action must be selected to download the created XML.
Figure 28. Example of completed data and added documents

For each file, the "Document Name" field must be completed, into which is entered the name from which it is visible what data the supervised subject delivers to HANFA, or regarding which procedure, obligation, or request the supervised subject delivers data to HANFA. When delivering multiple documents, after loading the first file, select the "Add" action, which displays a new field for entering the document name where the name of the new file can be entered. When delivering electronic documents, a minimum of one and a maximum of twenty files can be sent. After selecting the "Download" action, the system generates an XML file with data in digital format, which must then be saved to the Reporting Entity's computer.
Figure 29. Example of downloaded XML

6.3. Data Delivery
After downloading the Web Form (XML file) or XML file with data in digital format and signing it in accordance with the Technical Instruction on the application of electronic signature in the reporting procedure of the Croatian Financial Services Agency, the Reporting Entity submits reports via the standard method as described in Chapter 5. Data Delivery.

7. Final and Transitional Provisions
   This Instruction enters into force on January 1, 2023.
   Upon entry into force of this Instruction, the following cease to apply: Technical Instruction for login and system interface KLASA: 011-02/15-08/04, URBROJ: 326-01-220-222-15-1 of December 11, 2015, and Technical Instruction for the use of web form input service and electronic documentation delivery KLASA: 011-02/16-08/02, URBROJ: 326-01-220-223-16-2 of October 14, 2016. KLASA: 025-04/22-02/06 URBROJ: 326-01-30-35-22-1 Zagreb, December 21, 2022. CHAIRMAN OF THE GOVERNMENT COUNCIL dr. sc. Ante Žigman