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What software facilitates the company’s work?

Spis treści
Jakie oprogramowanie ułatwia pracę w firmie

In today’s dynamic business environment, effective business management requires the use of appropriate software. Business management programs play a key role in optimizing operations, increasing productivity and enabling faster decision-making. The popular Microsoft 365 (previously Microsoft Office) suite is a solid foundation for many businesses. Word, Excel, PowerPoint, Outlook and Teams are tools that enable comprehensive word processing, spreadsheet creation, presentations, email management and team collaboration capabilities. 

In addition to Microsoft 365, it’s also worth noting specialized solutions such as ERP systems, business intelligence and other programs that greatly facilitate daily work. 

Learn about ERP software

ERP (Enterprise Resource Planning) systems are an essential part of modern business management. They offer comprehensive solutions that integrate different departments of a company into a coherent platform. This allows for more efficient management of resources, finances, production and logistics. It is worthwhile to familiarize yourself with the solutions available on the market and consult with experts to find the most suitable tool for your company’s specifics. 

One of Microsoft’s main ERP systems is Microsoft Dynamics 365, an advanced solution that integrates business processes and enables close cooperation between different departments in your company. Microsoft Dynamics 365 offers a wide range of capabilities, including customer relationship management, enterprise resource planning, data analysis and much more. This allows companies to optimize processes and respond quickly to changing market conditions. 

Another tool worth mentioning in Microsoft’s ERP portfolio is Microsoft Dynamics Business Central. This solution is aimed primarily at small and medium-sized businesses. Dynamics Business Central allows you to manage finance, sales, customer service and operations on a global scale. With its flexibility and cloud-based availability, the tool allows companies to grow and adapt to changing business needs. 

Both platforms offer cloud-based solutions that allow for easy scalability, flexible access and continuous updates. Depending on the size, specifics and business goals of your company, you may want to consider using these solutions. 

How does Business Intelligence software work?

Business Intelligence (BI) software is another important part of the suite of tools that make running a business easier. BI allows you to collect, analyze and present business data in a way that is easy to understand and relevant to decision-making. It is worth mentioning that BI systems can generate reports, forecasts and analysis, which are invaluable in planning a company’s growth strategy. This allows managers to make more informed decisions based on reliable information.  

Power BI, developed by Microsoft, is one of the leading data analysis and visualization tools in the business intelligence field. The tool allows users to effectively integrate, analyze and display data from various sources in one place. With an intuitive user interface, the Power BI service allows users to create dynamic reports and interactive dashboards, making important information easier to understand. 

In addition, the Power BI service can generate forecasts, trends and advanced analysis to help manage data more effectively. Thanks to integration with Microsoft Azure cloud, Microsoft Dynamics 365, Microsoft Dynamics Business Central and other advanced features, Power BI helps harness the full potential of data to make informed business decisions instantly. 

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What programs can still be useful for running a business?

In addition to ERP and Business Intelligence systems, there are many other programs that make running a business much easier. For example, accounting programs are important tools in the financial field. They automate the process of invoicing, tracking payments and monitoring account balances. It’s also worth thinking about project management tools to help organize teamwork and monitor project progress. 

Licensing issues related to the use of software are also important. Carefully check the types of licenses offered by your vendor before purchasing. Licensing includes various models, including one-time licenses, subscription licenses and free open-source software. 

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ERP system, what is it?

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System ERP, co to

ERP system, or Enterprise Resource Planning, is advanced ERP software that integrates various aspects of a company’s operations. An ERP system enables effective management of company resources, automating and simplifying many business processes. In an era of rapid market changes, ERP systems are becoming indispensable in managing any enterprise, regardless of size.

ERP - what is the acronym?

ERP is an acronym for Enterprise Resource Planning, translated as “enterprise resource planning.” This term perfectly captures the primary function of an ERP system, which is to integrate various departments and business processes into a single, coherent system. Thanks to this, information is processed and shared in real-time, which significantly facilitates decision-making and business management.

ERP-class systems - everything you need to know

ERP systems are designed to increase a company’s operational efficiency. ERP software integrates various company departments, such as finance, HR, production, logistics, purchasing, or customer relationship management (CRM). As a result, it provides a unified platform to manage all aspects of business operations. ERP software is scalable and can be customized to meet the needs of small, medium, and large enterprises.

Korzyści z wdrożenia systemu ERP

Benefits of implementing an ERP system

Implementing an ERP system brings several benefits, including:

ERP systems examples - implementations

Microsoft Dynamics 365 is an excellent example of an ERP system that integrates ERP and CRM functionalities. It provides comprehensive business management tools, combining business operations, finance, sales, and customer service.

Key features of Microsoft Dynamics 365:

Examples of Microsoft Dynamics 365 applications:

Microsoft Dynamics 365 thus provides a comprehensive solution for companies looking for an effective and flexible ERP system that is easy to integrate with existing IT infrastructure and tailored to specific business needs.

An ERP system is crucial for effectively managing all aspects of a company’s operations. By integrating various departments and business processes into a single system, ERP contributes to increased efficiency, improved data quality, and increased transparency of business operations.

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ERP system implementation

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System ERP, co warto wiedzieć przed wdrożeniem

An ERP (Enterprise Resource Planning) system is a comprehensive software that integrates and manages various business processes in a single platform. It includes finance, warehouse, production, sales, CRM, and human resources modules. The main benefits are integration of operations, automation of processes, ease of data analysis, improved efficiency, scalability, regulatory compliance, and ease of reporting. ERP implementation requires analysis, software customization, and staff training, representing a strategic step in improving business management.

ERP implementation is a process that aims to configure and run the system in a company to meet its unique business needs. Here are some of the main steps involved in implementing an ERP system:

ERP systems are often customized for specific industries and company needs, enabling more efficient management of resources and achievement of strategic business goals. Implementing an ERP system is a process that requires the cooperation of various areas of the company. The effectiveness of the implementation is crucial to achieving the intended benefits.

ERP systems in Poland versus the world - the differences

ERP systems in Poland are often tailored to the specifics of the local market and legal requirements. Nevertheless, many global ERP systems are also used in Poland. Below are the differences and similarities between ERP systems in Poland and the world:

In Poland:

Worldwide:

The final choice between local and global ERP systems depends on a company’s specific business, its international reach, and adaptation to local requirements. Companies often opt for systems that combine global standards with local customization.

The proper definition of ERP implementation requirements and goals

Properly defining the requirements and objectives of an ERP implementation is crucial to a successful implementation process. Here are some steps that can help in this regard:

Wybór dostawcy i systemu ERP

ERP vendor and system selection

Selecting the right ERP system provider is crucial for several important reasons:

ERP system and vendor selection - questions for the process:

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What are the types of ERP systems?

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Jaki system ERP wybrać

ERP (Enterprise Resource Planning) systems are crucial for effective business management. They allow different business processes and departments to be integrated into one cohesive environment, helping to streamline operations and make better decisions. There are many types of ERP systems, each of which can be tailored to the specific needs and size of the enterprise.

In this article, we will focus mainly on two types of ERP systems from Microsoft: Microsoft Dynamics 365 and Microsoft Dynamics Business Central.

Microsoft Dynamics 365

Microsoft Dynamics 365 is an advanced ERP system that offers a comprehensive range of tools and features that can be customized for different industries and business needs. This flexible ERP software allows you to manage many aspects of your business, such as sales, customer service, project management, marketing, finance, and more. With online and cloud access, Microsoft Dynamics 365 allows employees to access data from any location and device, making it much easier to manage your business.

Microsoft Dynamics 365 Business Central

Microsoft Dynamics Business Central is an ERP system for small and medium-sized businesses. It is a financial, sales, purchasing, inventory, and production management solution that integrates with other Microsoft applications such as Microsoft 365 – Word, Excel, Outlook, and Teams. Dynamics Business Central provides tools to streamline business operations and helps make data-driven decisions.

What criteria should you consider when choosing an ERP system?

In the context of Microsoft ERP systems, namely Microsoft Dynamics 365 and Microsoft Dynamics Business Central, several criteria are worth considering when choosing the right solution. Here are the main aspects to pay attention to:

What are user opinions on various ERP systems?

User opinions on available ERP systems vary and depend on industry, company size, and individual needs. However, the differences in user opinions on ERP systems are mainly due to respective companies’ unique needs and expectations. Some users may be satisfied with the features and performance of Microsoft Dynamics Business Central, while others may prefer the features offered by the more extensive Microsoft Dynamics 365 ERP system.

ERP systems are highly valued for their ability to increase productivity and streamline operations. However, choosing the right ERP system depends on a company’s needs, budget, and growth strategy. Therefore, please carefully review the available options before deciding and consulting with ERP experts.

What are the costs of implementing and maintaining an ERP system?

Implementing and maintaining an ERP system is integral to many companies’ business strategy. However, before deciding to implement such a system, you must familiarize yourself with the implementation costs.

Implementation costs

Maintenance costs

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KSeF – what is it?

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Krajowy system e-Faktur (KSeF) - czym jest i jakie zmiany wprowadza

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:

How do we prepare for the implementation of the KSeF system?

Preparing for the KSeF implementation requires several key steps:

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/

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Payment congestion – what is it and how to avoid it?

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Czym są zatory platnice? Jak ich uniknąć?

Payment congestion: what is it?

These are payment delays that can result from various reasons, such as financial difficulties, cash flow problems, inefficient accounting processes, or a deliberate decision by the company.

Avoiding late payments is essential for maintaining healthy business relationships and ensuring the company’s liquidity. This requires accurate payment tracking, effective cash flow management, payment process automation, and a proactive approach to financial risk management.

The Law on Payment Congestion regulates the timing of payment of invoices and financial obligations in business-to-business commercial transactions. Its purpose is to avoid excessive payment delays, protect the interests of suppliers, and promote fair practices. The main elements of such legislation are establishing maximum payment terms, penalties for late payment, rules for extending payment terms, information obligations, and protection of suppliers. 

The maximum payment term for the 2023 invoice is 60 days from the delivery date. The deadline can be extended, but this must be by the law and fairness to creditors.

What are the causes of payment congestion?

The causes of payment congestion can vary due to many factors.

Here are some of them:

It is worth identifying these causes and taking action to avoid payment congestion and effectively manage payments in the company.

Zatory płatnicze - co to?

Payment congestion, what is its threat?

Even single payment congestion can be a problem for both companies awaiting their payments and those that delay payments.

Here are some of them:

Therefore, it is essential to effectively manage payments to avoid these potential risks and ensure the company’s liquidity.

How do we deal with payment congestion?

Solutions to this problem require several vital steps:

INLOGICA has prepared a modification for the ERP systems Microsoft Dynamics AX 4, 2009, 2012 and Microsoft Dynamics 365, which prevents payment congestions by reporting overdue payments from customers and to suppliers. In case of an audit by the Office of Competition and Consumer Protection, we have full documentation to avoid messy fines.

Check out our application: https://inlogica.com/produkty-i-uslugi/zatory-platnicze/

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What is JPK?

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Co to jest JPK

The article refers to the SAF-T (en. Standard Audit File for Tax) file, valid in Poland under JPK (pl. Jednolity Plik Kontrolny). In this article, we will use the phrase JPK to make it easier to understand.

The Standard Audit File, or JPK, is a term that many people, especially those unfamiliar with tax and accounting issues, may need help understanding. However, it is an important concept that plays a crucial role in business in Poland.

A JPK, or Standard Control File, is an electronic document containing information about transactions made by an entrepreneur during his business activities. The most critical JPK is the JPK VAT, which includes detailed value-added tax (VAT) payment information. Value-added tax (VAT) payment information The launch of the JPK is part of a broader initiative to improve tax audits and combat illegal trade.

Who introduced the JPK?

The Ministry of Finance introduced JPK in response to the need to streamline the collection and analysis of tax information. With JPK, businesses can submit VAT data, i.e., the standard VAT Control File (JPK VAT) and other tax returns in a standardized electronic format. This has streamlined the JPK filing process, eliminating the need for manual paper filing.

When was JPK introduced? The first stage of JPK for VAT was introduced on July 1, 2016, for large entities. The second stage applies to small and medium-sized entities as of January 1, 2017, while microenterprises must file JPK as of January 1, 2018. From then on, businesses must send VAT JPK on specific monthly dates. Since then, JPK has become an essential part of the tax settlement process in Poland.

Who is affected by the JPK?

This obligation primarily applies to entrepreneurs conducting business activities in Poland subject to VAT and other taxes, such as CIT (corporate income tax) or PIT (personal income tax). In practice, this means that most companies operating in Poland must file JPK regularly. However, the exact requirements may vary depending on the type of business and form of taxation.

When JPK is not required?

First, it is essential to remember that the JPK is only mandatory for VAT taxpayers. This means that individuals running a business, a company, or another entity, not a VAT taxpayer, are not required to report VAT to JPK. The critical criterion is, therefore, VAT taxpayer status.

Another situation in which it is unnecessary to submit a JPK is the period before the company is registered as a VAT taxpayer. This means newly registered entrepreneurs do not have to send JPK until officially registered for VAT. In addition, there is no obligation to file a JPK if the taxpayer has not conducted business activities for a certain period and, therefore, has not earned income subject to VAT. In such a case, sending a JPK VAT is unnecessary.

JPK co to jest

Standard Audit File - How to submit it and where to send it?

To file JPK, an entrepreneur must prepare documents in a suitable format that meets the technical requirements. It is best to use the JPK generator program, available on the website of the Ministry of Finance. Once the documents are prepared, the entrepreneur must log on to Podatki.gov.pl and submit the JPK to the relevant tax authority.

The VAT JPK file should be sent to the relevant tax authority via the online e-Declarations system on Podatki.gov.pl. To file a JPK, each bidder must have a suitably qualified electronic ID. After sending the document, the system will automatically confirm receipt of the document and any errors in the file.

Generation of JPK files in accounting programs

To create a JPK, one must use appropriate accounting software that meets the requirements of the tax authorities. Accounting software programs can automatically create JPK files based on entered accounting data. Please make sure your software is updated regularly to make sure it complies with the latest regulations.

INLOGICA has prepared a modification for Microsoft Dynamics AX 4, 2009, 2012, and Microsoft Dynamics 365 ERP systems, with which you can quickly generate a JPK file based on data from the system. In addition, it is possible to directly send the file from the system level to the appropriate tax authority and receive an Official Certificate of Receipt (UPO).

Check out our application: https://inlogica.com/en/products-and-services/jpk/

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Letting go of documentation – Mistake 7 – ERP D365 implementations

7
Letting go of documentation

Regardless of the industry or project, you often hear, “Do you have it on email?”

And no wonder. This is essential in any job where we rely on other people’s decisions, especially when money and the time input of an entire team of specialists.

Inlogica Separator

Usually, the obstacle to writing down the arrangements after business, working, and summary meetings is the need for more time. Structures “by word of mouth” prevail. Mutual trust is essential, but there are aspects where you should act according to the principle of limited faith on the road. It is better to be wise before any harm is done and document all project arrangements.

This way, we will avoid misunderstandings, and the work will go according to the previous record. Each time, we can change the record or update the status or scope of tasks.

We know the unwritten rule that a working system is more important than detailed documentation. However, we prefer not to risk “in-your-face” arrangements.

Let’s strive to define acceptance criteria for the task or at least establish a definition of task completion.

Otherwise, we may get something we no longer need, didn’t order in the first place, or not get what we wanted.

An efficient implementation is characterized by design flexibility. However, it is essential to record a common understanding of the purpose and scope of the performance in the contract or other project document. And the so-called “word-of-mouth” arrangements are better documented as a summary in an email or other established communication tool. This will save time and money as a result.

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Hiding behind the lack of time to write a summary email is incomprehensible because, in practice, it often does not take more than a quarter of an hour and costs as much as nothing (although de facto, it does cost – and must be part of the recorded work effort in the project).

Thanks to the documentation, we have the assumptions written down in case of a misunderstanding, error, or simply “screwing things up” during implementation. In case of contentious issues, both on the part of the client and the implementation team, there will be something to refer to. Common sense in such a situation often avoids nerves and rising costs. It is worth having everything “in black and white.”

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Overestimated budget – Mistake 6 – ERP D365 implementations

6
Overestimated budget

At this point, it is again worth recalling the framework schedule. Estimating the implementation is one of the primary activities that must be performed before any work begins.

Inlogica Separator

To begin with, you need to verify the need for a particular solution in your company. Do you think it’s necessary? Is there a budget to implement an ERP solution in the organization? This is extremely important for the start of the work and the success of the entire implementation. Budgets and cost estimates have it that they often do not want to “pin down” at the final stage. There are always unforeseen expenses that should be included in the tables. And it’s hardly surprising – that’s why they are unpredictable. Hence the need to set up a budget “on top.”

In our experience, the buffer should be 10 – 20% of the value of the original assumptions.

Therefore, everything must be calculated carefully and then scaled again to the needs of a given company/plant/enterprise.

It is worth asking ourselves a fundamental question: can we afford it, will this investment bring us the expected benefits (not only purely financial ones).

As they say: budget is not made of rubber, and nerves are not made of steel.

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Confidence shaken – Mistake 5 – ERP D365 implementations

5
Confidence shaken

Any cooperation is based on relationships. Often of various types: business, partnership, courteous, social, and collegial. It tends to be, that one of the evoked is involved, and it happens that all of them are together.

Either way, the basis of fruitful cooperation on the customer-implementation company line is “good relations.” “Chemistry” is expected, ideally when “something sparks” between the Customer and the contractor. Because when there is good cooperation, the best results are worked out. This is a truism – a fact. But it still works.

Good relations are built not only on trust but also on mutual respect.

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Respect for one’s and others’ work makes it possible to avoid misunderstanding. And if this is accompanied by an elementary knowledge of the scope of work of a programmer, then the job “goes like butter.” Then we will not hear comments like: “adding one column to a table, after all, cannot take a good programmer of more than 15 minutes” etc., etc.

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Building friendly relationships is helped by proven and good practices in communication:

  • it is always worth speaking clearly and directly
  • it’s not worth “wrap out”; there is no point in diluting the message
  • it is best to appreciate the whole team’s work to ensure the message is complete
  • it is necessary to keep the given promises
  • and, above all, respect each other’s time spent and the job done

Two parties must trust each other. Maybe not boundless, but at a decent level.

Both the client and the implementation contractor know their job, do it professionally, so it is enough to let the specialists quietly work, and sometimes try not to disturb them. Each stage they finish, they will certainly discuss with the client, i.e., with the people appointed to do so.

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The partnership allows for free and clear communication of the status of the work. Lack of agreement and understanding affect the time implementation deteriorates the friendly atmosphere cooperation.

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It is impossible to implement a program – especially with such a complex system – anything in 15 minutes. The work consists of various activities. In addition to pure programming there are hours of testing, consulting, and documentation…

People and relationships/interactions matter more in the work of implementation teams/companies than processes and systems. This is because people from both business sides implement strategies and techniques.

If there is no agreement between them, problems can arise during implementation.

Cooperation always starts with mutual understanding and trust.

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