The National e-Invoicing System (KSeF) is a modern response to the growing demand for electronic document exchange in Poland. It’s an official system that collects, processes, and provides invoices electronically. The introduction of KSeF aims to simplify the settlement process, enhance transaction efficiency, and improve control over document flow.
Companies can issue invoices electronically within the system, leading to time and cost savings. Invoices are stored in a central database, facilitating archiving and making them easily accessible for both the issuer and the recipient. The introduction of KSeF also aims to combat tax fraud since electronic invoices are more difficult to falsify than their paper counterparts.
KSeF - since when?
The initiative to introduce KSeF in Poland gained popularity in recent years. The system’s launch took place after a series of consultations, tests, and adaptation works. Officially, KSeF started operating in 2023, marking a significant step towards the digitization of the economy and enabling more automated handling of financial transactions. Using KSeF will be mandatory from July 1, 2024, for active VAT taxpayers and from January 1, 2025, for taxpayers exempt from VAT both subjectively and objectively.
KSeF - how does it work?
The core functionality of KSeF is storing invoices electronically in one centralized location. Entrepreneurs want to use the system to register and submit invoices electronically, which are verified and processed.
As a result, state institutions and entrepreneurs have access to up-to-date and complete invoice data. This streamlines settlement processes enables faster transaction verification and ensures better control over fund flows. This happens in a secure environment, maintaining all personal data protection standards.
Critical features of KSeF include:
- Issuing an invoice: After logging into the system, entrepreneurs can issue an invoice in a structured form. This means the invoice is created according to a specific schema, facilitating automatic processing.
- Sending the invoice: Once issued, the invoice is automatically sent to the recipient through the KSeF system. The recipient is informed about the new invoice and can review and accept it.
- Storing the invoice: All invoices issued through the system are stored in a central database, allowing entrepreneurs easy access to their invoices anytime.
- Integration with other systems: KSeF allows integration with various accounting and financial systems, automatically automating the invoice booking process.
- Security: The system ensures a high level of data security. Invoices are stored securely against unauthorized access, and all communication with the system is encrypted.
- Availability: KSeF is available 24/7, meaning entrepreneurs can issue and review invoices anytime.
How do we prepare for the implementation of the KSeF system?
Preparing for the KSeF implementation requires several key steps:
- Education and information: It's crucial to understand how the system works, its benefits, and requirements for entrepreneurs. It's worthwhile to attend dedicated trainings and webinars on the topic.
- Software update: Many companies use specific accounting or financial software. Ensure your software is compatible with KSeF or plan an update facilitating system integration.
- System registration: Before using KSeF, you need to register in it. The process is relatively simple, but preparing all necessary documents in advance is a good idea.
- Testing: Before entirely using the system, conducting a series of tests is wise to ensure all processes function correctly and identify potential issues early.
- Support for employees: Introducing a new system always involves changes in daily operations. It's essential to organize training for employees responsible for invoice handling and provide them support in the initial stages of using KSeF.
The introduction of KSeF represents a significant advancement in Poland’s digitization of business processes. Therefore, entrepreneurs can expect more efficient and transparent financial document management. Staying updated and adapting to the new system’s requirements is crucial.
Inlogica, known for delivering advanced technological solutions, offers a professional tool for handling the National e-Invoicing System (KSeF), specifically designed for Microsoft Dynamics systems. With this solution, users of the Microsoft Dynamics platform can seamlessly integrate with KSeF, enabling effective management and processing of electronic invoices in line with the latest standards. Not only is this solution efficient but it’s also designed with maximum security and optimization of e-invoice-related processes in mind. Thanks to the innovative technologies that Inlogica has implemented in their product, companies using Microsoft Dynamics systems are now better equipped to meet the requirements of the modern digital economy in Poland.
Check our application: https://inlogica.com/en/products-and-services/ksef-national-system-of-e-invoices/
