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What is JPK?

Table of contents

Who introduced the JPK?
Who is affected by the JPK?
When JPK is not required?
Standard Audit File – How to submit it and where to send it?
Generation of JPK files in accounting programs

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.

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/

articles

Letting go of documentation – Mistake 7 – ERP D365 implementations

Post author By Maksymilian Śniegocki
Post date January 4, 2024
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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.

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.

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.”

Top tips

Invest time in documenting your assumptions business.
Use process maps, graphics, and diagrams where possible.
Consider the preparation of documentation for end users - it will be helpful when introducing new employees.
Include time and budget for drafting documentation in the work schedule.

This is the last publication. If you want to download them all as a free ebook check out the link.

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Overestimated budget – Mistake 6 – ERP D365 implementations

Post author By Maksymilian Śniegocki
Post date December 28, 2023
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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.

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.

Top tips

Stick to the plan or consciously make changes - you will avoid uncontrolled budget expansion
Park - create a list of all exciting improvement ideas and include them in the framework schedule or move them to the end of the implementation work queue - this way, you can maintain the pace of implementation and come back to them when the most critical work is completed.
Read the reports - the contractor should make the information available anytime.
Be proactive - ask questions, involve your team in work, and find time for testing - these activities will reduce costs and improve understanding and control of the budget.

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Confidence shaken – Mistake 5 – ERP D365 implementations

Post author By Maksymilian Śniegocki
Post date December 21, 2023
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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.

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.

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.

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.

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.

Top tips

Talk and listen. That's all it takes.

We know that your company is probably not in the business of implementing IT systems - which is why you have started or are planning to work with implementation professionals. You can use their experience, tips, and recommendations. They, too, want the implementation to be successful and the path to it to be as safe and easy as possible.

Be bold and ask questions. It would be best if you concluded that you understand each other's expectations and business goals of the cooperation. Every challenge can be discussed frankly so that lessons learned from this conversation can improve collaboration.

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Arbitrary decision making – Mistake 4 – ERP D365 implementations

Post author By Maksymilian Śniegocki
Post date December 14, 2023
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4
Arbitary decision making

The echo of this “error” has already appeared in the points above. And as in the earlier descriptions, it is worth recalling what is at the heart of the implementation, that is a framework schedule.

When we plan the functionalities, we want to implement, we need to define them together with representatives of all departments having contacting and working with the tool in question.

Ideally, this “brainstorming” should involve team/department managers participate. However, before this happens, managers should know the potential expectations and possible problems “their people.”

Before they take part in the brainstorming, it would be good for them to know how they can improve the work in their teams and what they should obtain at the end.

Such an “internal communication path” is critical and essential for another reason. The idea is that everyone on the team has the same state of knowledge about the implementation.

The team leader communicates to the others the key findings. So that there is no uncomfortable situation of someone making an arbitrary decision that no one else knows about. Such an action may result in complications in implementation, additional unnecessary costs, and sometimes nervous movements or even unpleasant consequences.

The internal circulation of information helps keep the course of the performance according to the established schedule without unforeseen deviations.

Top tips

Determine together with the contractor the managers project or decision-making committee composition.
Establish at the schedule level the priorities and the order in which individual work is to be completed.
Empower your team - give your team members the authority to make decisions about the final shape and operation of of individual functionalities affecting on their daily work.
Don't allow poll voting - agree with the contractor on how and who is authorized to make the final decisions.

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Over-creativity – Mistake 3 – ERP D365 implementations

Post author By Maksymilian Śniegocki
Post date December 7, 2023
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3
Over-creativity (so-called whims)

Before starting the implementation process, it is worthwhile – and even necessary – to learn about the capabilities and application of a modern ERP system. Will it be helpful, and to what extent is the company ready for it, is this “the moment” for such an investment?

The answers to the questions posed may bring a pre-implementation analysis or constructive consultation with specialists from implementation company.

If the decision is “yes,” the next step is a discussion of the needed functionalities.

Why? Because one of the main mistakes, and thus, the brakes on implementation are “whims” that arise in the course: – “and it used to work like this…” “and let’s make another such functionality…”

Microsoft has 2 core ERP solutions: Microsoft Dynamics 365 and Microsoft Dynamics Business Central. Each of these solutions is aimed at a different group of customers.

Before starting work, you can verify which groups you find yourself in.

Start, for example, with Business Central for the Department of Finance, instead of immediately “throwing yourself” at Microsoft Dynamics 365.

Sometimes the step-by-step method more quickly will take a company to the finish line than starting a marathon implementation without adequate preparation and “over the top

It is only worth investing in solutions out of the box if we are convinced, they will improve system performance. There is not also make sense in leaving something out of pure sentiment because “it’s always been this way…”.

A new solution should and can be tailored to the specific enterprise. Prior identification of the needed functionalities (this has to do with the prepared framework schedule) will enable effective optimization of costs and implemented solutions.

A helpful but often overlooked step by clients is to examine whether each company area needs a “modernization” of the system. But, whether in every department: finance, production, warehouse, or sales – it will work, and so will need an ERP system, and which of its variants will be optimal.

Top tips

Stay close to the solution standard - Microsoft business software operates in thousands of companies around the world. Modifications should possibly apply only to those unique processes that are at the heart of the basis of your company's success.
Follow the basic plan - sticking to the the original framework schedule you will keep your budget and calendar under control project.
Park - create a list of all the interesting ideas for improvements and incorporate them into the framework schedule or move it to the end of the queue of implementation work - this will maintain the pace of implementation, and you can return to them when the most critical work is completed.

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Insufficient commitments – Mistake 2 – ERP D365 implementations

Post author By Maksymilian Śniegocki
Post date November 30, 2023
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2
Insufficient commitments

Implementation – or colloquially speaking. “proving” the project depends on teamwork. And it’s not just about a dedicated, close-knit team of specialists on the contractor’s side. Success depends on fruitful and effective cooperation between both parties. When one part becomes more involved than the other, an implementation may encounter unnecessary difficulties.

Another issue is the deep involvement in designing the assumed solutions. Unfortunately, this is impossible when no specific people are assigned to the task, and the responsibility is dispersed. The optimal solution would be to give to the project on the client’s side, such persons who can, on behalf of the principal make binding decisions, and approve subsequent stages of the work.

This often involves competence and “substantive and technical” preparation. Questions, doubts, or new ideas often need to be discussed. Then it would be best if you understood the issues and openness in the discussions of persons responsible for the project (at the Client).

For the implementation to proceed by the previously developed framework schedule, the specialists need – provided by the client – all the required data for the project.

These include the chart of accounts, suppliers, customers, product/service directories, and guidelines for VAT

As you can see, knowledge of the solutions to be implemented is essential for testing, technical and organizational arrangements throughout the implementation process.

Pre-implementation training courses can help with this. On the one hand, they will prepare the client’s team to work with the new system; on the other, they will allow us to check the “state of knowledge” of what we are implementing.

Top tips

Be proactive - allow specialists to use their experience and, at the same time where possible, suggest improvements and modifications to facilitate the work in your organization.
Control the process - schedule periodic meetings, during which you will verify the progress of the work, deviations from the original plan, etc.
Empower your team - give your team members the authority to make decisions about the final shape and operation of individual functionalities affecting on their daily work.
Ask - your company is not in the deployment business. If something needs to be clarified, feel free to ask questions.
Test, test, test - check quickly, thoroughly and repeatedly prepare solutions.

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7 Basic mistakes made in implementations ERP Microsoft Dynamics 365

Post author By Maksymilian Śniegocki
Post date November 23, 2023
No Comments on 7 Basic mistakes made in implementations ERP Microsoft Dynamics 365

Knowledge gained from over 20 years of experience and implementations of Microsoft Dynamics 365/AX for the largest companies in Poland and Europe allows us to identify the seven most basic mistakes made during the performance of these systems.

Today we would like to present them to you so that you can avoid them in your own company.

1
No schedule

The framework schedule allows you to control the budget, the course of implementation, and, ultimately, the success of the works. Failure to develop without estimating costs, the deadline for performance, and the inability to assume a time and financial reserve involves a high risk of performance. And this no one desires. Both on our side, as well as on each customer’s side.

Model implementation schedule for Microsoft DynamicsBusiness Central in the financial and accounting area

A refined schedule gives comfort in planning and carrying out the implementation.

It allows you to assign the right specialists to the work, as well as preparing for possible problems and their solution.

The schedule is strongly related to the work methodology in which the implementation is carried out.

INLOGICA, for example, implements work in agile methods, such as SCRUM.

A logically designed schedule increases the internal discipline of all involved in the implementation/project. It allows the team to work without time pressure, which naturally translates into productivity.

A good schedule allows you to monitor the progress of the work in real-time at every stage.

That’s why it’s crucial for implementation to reserve places in the schedule where we can check the progress of the work.

Optimally, this should occur every week or two, depending on the task.

When creating a framework schedule, a vital prerequisite is to plan it together – the contractor and the customer. This is essential for the success of the implementation.

Top tips

Plan in a framework - preparing a detailed schedule is time-consuming and expensive.
Control deviations from the original plan - changing the implementation scope affects the implementation time and the project’s budget.
Consider the human factor - remember about vacations, set up a time buffer for absences resulting from due to random situations such as illness or holiday calendar.
Work agilely - adjust, enrich the schedule with elements that have been defined after the approval of the original version. This will allow for ongoing budget and time realignment.
Ensure substitutability-thus maintaining continuity in the execution of work.

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About us – Business Central

Post author By Maksymilian Śniegocki
Post date November 16, 2023
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ABOUT US

INLOGICA team consists of programmers and consultants who have gained experience during projects related to implementing and supporting Microsoft software in many European countries and the USA. They have worked, among others, for companies in Denmark, Germany, Switzerland, and Poland, each time adapting the implemented solutions to the local specifics and individual needs of customers. They have carried out projects for companies involved in, among others, distribution, production of protective packaging, trading and distribution of electricity, production of bathroom equipment, production of building materials, hotel industry, and bicycle production.

For more information about our organization, products, and services offered, click here:
https://inlogica.com/en/services-development-systems-erp-crm-microsoft-dynamics-ax-inlogica/

Read about example implementations:
https://inlogica.com/en/our-projects/

Information about the model implementation schedule for Microsoft Dynamics Business Central is available on the following page:
https://lp.inlogica.com/business-central-en

Contact us:
https://inlogica.com/en/contact-us/

AUTHORS

Marek Zasada – Senior Dynamics AX/D365 Developer
Andrzej Baka – Senior ERP Systems Consultant
Ewelina Zasada – Junior ERP Systems Consultant
Rafał Beym – Systems Administrator
Michał Paluszczak – CEO
Anna Bigos – Senior Creative Manager

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How do we work? Cooperation with INLOGICA – Business Central

Post author By Maksymilian Śniegocki
Post date November 9, 2023
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How we work?

Many factors influence the final course of a project. One of the most important is the involvement of your company’s employees in the implementation process. For a certain period, the INLOGICA team will join your organization. It would be worth taking advantage of this moment to transfer our knowledge and experience to your company to the maximum possible. This will allow you to optimize the cost of the implementation and the maintenance of the system during its subsequent use.

The elements we place particular emphasis on during cooperation are:

Working based on SCRUM - together with you, we determine (usually in sprint cycles) which issues will be implemented.
We want to suggest an approach in which we concentrate activity within one area of the system. We move on to the next only after obtaining satisfactory results. In this way, we avoid working on several fronts simultaneously and the buildup of priorities.
From the beginning, we try to involve your team as much as possible in the work in progress so that they have a say in the design of the solution in terms of their daily activities
If possible, we also try, for each area within the implementation, to select from among the users those who are mainly involved and who feel comfortable navigating the system to train them and develop their competence to work independently (key users). This allows them to respond independently to the needs of other users, providing them with a first line of support and reducing the cost of maintaining the system in the long run.
Of course, after the implementation is completed, we will be delighted to continue cooperation under support contracts.

Proposals INLOGICA

DEMO. Want to test Microsoft Dynamics Business Centralyourself? It is possible. Contact our representative, who willset up a free demo subscription for you!

PREsentation. Would you like to see how Microsoft Dynamics Business Central works in practice? We can arrange a presentation of the basic functionalities of the system for you at your disposal!

Proposed agenda:

General introduction to the system. Login, menu design, basic features available to the user by role, personalization, search, and filtering.
Discuss modules and integration with other Microsoft tools (e.g., PowerBI, Teams, Microsoft 365 business applications).
Introduction to the financial part: chart of accounts, master journals, fixed assets, currencies, dimensions, payment sheets, bank statement imports.
Cash management.
Sales: buyer directories, quotes, sales orders, sales invoices, and sales adjustment invoices.
Purchasing: supplier directories, suppliers, incoming documents, purchase offers, purchase orders, purchase invoices, and correction invoices.
Warehouse: list of goods, inventory, list of services, materials.

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