From 2024 KSeF, the National e-Invoicing System, will be obligatory for VAT taxpayers with registered office in Poland. Due to the complexity of synchronising KSeF with accounting systems, technical requirements and the amount of data that a structured invoice must include, it is worth make fruitful use of the additional year to prepare your organisation for the digital invoicing revolution as good as possible.
How to prepare for changes in the organisation of the invoicing process?
Analysis – the key to success
You should start from analyses of processes in your organization. Check how the invoicing process works and which departments are involved in the process.
Keep an eye on – get known the regulations and follow the changes
Undoubtedly, the introduction of KSeF is a real revolution in invoicing, it is worth knowing what requirements need to be fulfilled to ensure that the entire process complies with the standards of the Ministry of Finance.
Structured e-invoice has specific requirements as regards its issue, form, circulation and scope of data contained therein. Getting acknowledged with the regulations and the e-invoice scheme published by the Ministry of Finance is extremely important for the process of introducing this solution in organization and understanding the functioning of the National e-Invoice System. At this stage, it is worth taking advantage of the wide range of training offer and support of tax consultancy companies, who will not only support in the preparation of the entire process, but will answer any questions and doubts and help you identify tax risks.
Check data of your system
Most of companies use a commercial accounting software. Unfortunately, not all are and will be adapted to KSeF and will require modifications or special plug-ins to generate e-invoices in the new format. After analysis of the process requirements and tax regulations it is worth starting the process of implementation as soon as possible, carry out an analysis of any missing data in the accounting system that may be needed for the proper issue of an e-invoice, and determine the circulation and acceptance of documents before sending to or downloading purchase invoices from KSeF.
The important issue, especially for entities operating on global ERP systems, is establishing the method of sending e-invoices to KSeF, the format of files generated from the system [Excel, CSV, XML], so that e-invoices are ultimately issued in the correct format to be able to submit them to KSeF within the required timeframe without any obstacles. Also receiving the purchase invoices from KSeF and uploading them into the ERP system.
Create project team!
KSeF implementation (especially in large enterprises) leaded by well-created project team responsible for the new solutions and document flow will certainly facilitate management. Due to complexity of the process, it makes sense to involve staff from the finance and accounting, tax, IT and the other departments involved in the invoice processing. Depending on the appearance of the process, may be necessary to involved sales or customer service department. The more viewpoints, the easier it is to identify a risk and set up new process properly.
Follow the action plan
After analysis of the requirements and regulations, create the plan of adaptation so everyone is aware of the process.
With partners supporting the process (IT solution provider and/or tax consultancy firm) determine the stages of implementation and a specific deadline. Keep in mind and do not forget to plan the trainings for stuff and verify the arrangements with counterparties, it is possible that some issues will need to be clarified and agreed one more time.
