The National e-Invoice System (in Polish: Krajowy System e-Faktur, usually abbreviated to: KSeF) is an electronic tool opening new possibilities for businesses in issuing and sharing structured invoices. From July 1, 2024, all active VAT taxpayers in Poland are obligated to use KSeF. How can financial and accounting systems be efficiently adapted to comply with new regulations? Ongoing discussions have revolved around the challenges faced by entrepreneurs. Therefore, it’s crucial to prepare for upcoming changes to avoid potential errors and difficulties. Here are three key steps to effectively implement KSeF in your company.
Identify existing processes and designate people responsible for e-invoicing
Before implementing KSeF, you need to understand current procedures related to invoicing at your company. Verify what information will be transmitted to KSeF. This analysis allows you to recognize all mechanisms related to invoice processing as well as the systems and people involved in this process. Ensure a clear division of duties and assign responsibilities in the company.
Ensure access to KSeF – choose a handling system
The key to success lies in selecting the right e-invoicing system that seamlessly integrates with KSeF. Begin by checking if your current tool processes documents in XML format, in accordance with the Ministry of Finance requirements. If your existing system doesn't support structured invoices, you'll need to make the necessary modifications. Additionally, prioritize security – ensure that the software guarantees the protection of data contained in the invoices. User authentication in KSeF is mandatory, whether your company employs commercial solutions or the application provided by the Ministry of Finance. To access KSeF, authentication is required through a qualified electronic signature or a trusted profile. It's also an option to use a qualified electronic seal.
Plan implementation training
Training employees in e-invoicing is crucial. It’s not just about understanding the invoicing process but also grasping the context and specifics of your organization. This is especially important for larger enterprises dealing with more complex transaction documentation. Employees need to be well-prepared for various scenarios, including how to handle situations where KSeF rejects an invoice.
At Rödl & Partner, we offer comprehensive KSeF implementation solutions. Our experts will support you in both granting and rescinding permissions to use the system, as well as fulfilling obligations arising from using KSeF. We also provide implementation training, user manuals, and essential materials related to KSeF usage.