The National System of e-Invoices – how to prepare your company for e-Invoicing?
Update: March 7, 2023.
After public consultations, the Ministry of Finance has unveiled a modified model for the National e-Invoicing System. The effective date of the legislation introducing the mandatory KSeF has been postponed from January 1st, 2024, to July 1st, 2024.
The Council of the European Union has decided to postpone the implementation of the mandatory e-Invoicing system until January 1, 2024. Entrepreneurs have gained a few extra months to adjust their internal financial and accounting procedures to use the National e-Invoice System. Organizations can take advantage of this postponing and better prepare for the introduction of a solution for sending, receiving and browsing structured e-Invoices. The time spent on careful study of the issue and internal analysis will result in a smoother implementation and a well-adapted entry into the mandatory reporting phase.
Why is it worth starting preparations for e-Invoicing now?
It’s worth looking at the upcoming tax changes from a broader perspective and be ready to implement a suitable IT solution both technologically and procedurally.
A pre-implementation analysis should cover several areas:
- Identifying the area of impact – it’s worth checking which departments will be involved in reporting. Their representatives should take an active part in defining the project starting points and defining the crucial features of the target solution from the very beginning.
- Process identification – all sales invoices should be sent to KSeF. In addition to standard invoices issued by sales departments, there are also invoices related to other activities, such as sales of packaging, scrap metal, or fixed assets. Make sure that these processes are also included in the pre-implementation analysis.
- IT environment and integrations with other systems – it’s worth considering the specifics of the internal IT environment. To prevent unexpected risks, check internal procedures for establishing communication with external systems during implementation. Invoices sent to the system via interfaces may differ from documents issued directly in the software. It’s crucial to make sure that they will meet all the requirements of invoices sent to KSeF.
- KSeF requirements – the structure of the XML file defines the minimum information that should be included in the submitted invoice. KSeF requirements are similar to those of JPK_FA, so an analysis of JPK_FA can be helpful for recognizing KSeF criteria.
What do you gain by implementing KSeF earlier?
The changes will affect not only the finance and accounting departments but also many other organizations’ operations. To avoid time pressure, it’s advisable to review internal processes before the new tax obligations take effect and join KSeF earlier when e-Invoicing remains a voluntary solution.
- On 18/11/2022