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ERP system implementation

System ERP, co warto wiedzieć przed wdrożeniem
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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:

  • Analysis and planning:
  • business audit: analyzing business processes and identifying areas for optimization,
  • implementation goal: defining the intended benefits,
  • appointment of a responsible project team.
  • Requirements definition:
  • user consultation,
  • functional requirements: precise definition of system functions,
  • technical requirements: defining infrastructure and technology.
  • ERP system vendor selection:
  • review of offerings of various ERP systems,
  • vendor consultation: direct contact for details.
  • Configuration and customization:
  • customization of the system according to requirements,
  • integration with existing ones.
  • User training:
  • development of a training program,
  • employee training.
  • Testing:
  • system testing: verification of system functions,
  • acceptance testing: verification by users.
  • Implementation:
  • implementation planning: setting deadlines,
  • launching the system.
  • Monitoring and optimization:
  • performance monitoring: regular evaluation of system performance,
  • adapting to changes: implementing updates.
  • Technical support:
  • maintenance and upgrades: ensuring regular updates.

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:

  • Adaptation to Polish law. Polish ERP systems must meet specific requirements of Polish law regarding accounting and personnel management.
  • Tax and accounting localization. Polish ERP systems must support local tax and accounting regulations, which include VAT, PIT, CIT settlements, and financial reporting consistent with Polish standards.
  • Polish language support. The user interface and system documentation must be available in Polish.

Worldwide:

  • Global compatibility. ERP systems in the worldwide market are typically designed to be compatible with various tax, legal, and language systems worldwide.
  • Industry diversity. Global systems are often more generic, allowing customization for different industries worldwide.
  • International integrations with other systems and platforms used in the global marketplace.
  • Multilingualism.
  • Global partnerships.
  • Technological innovation.

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:

  • Analysis of the current situation:
  • understanding business processes
  • identifying current problems
  • Setting strategic goals:
  • consultation with management
  • identification of improvement priorities
  • Requirements definition:
  • formation of a project team
  • definition of system functions (e.g., warehouse, accounting)
  • reliability requirements
  • Development planning:
  • preparing for future development
  • considering integration with other systems
  • Schedule development:
  • defining realistic deadlines
  • defining priorities for implementation
  • Inclusion of critical users:
  • consulting with end users
  • understanding their needs
  • Creating documentation:
  • drafting requirements documentation.
  • Testing and revisions:
  • conducting tests
  • making corrections based on the results
  • a transparent and flexible approach is essential, considering different stakeholders' perspectives.
Wybór dostawcy i systemu ERP

ERP vendor and system selection

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

  • A vendor's flexibility in tailoring the system to the company's specific needs and processes.
  • A vendor with industry-specific experience who knows the unique challenges and requirements of the sector.
  • Robust technical support is crucial for problems or the need to customize the system.
  • Assurance of system security against cyber threats and regulatory compliance.
  • Selection of a vendor with a solid financial foundation to ensure long-term system availability and growth.
  • The ability to expand the system as the company grows and the flexibility to adapt to organizational changes.
  • Transparent and fair financial terms in line with the budget, taking into account the costs of maintaining the system.
  • Positive feedback, customer references, and a good reputation of the supplier on the market
  • practical training to help users adapt to the new system.
  • The prospect of long-term cooperation ensures that the system is updated and adapted to the company's needs.

ERP system and vendor selection - questions for the process:

  • What business goals do you want to achieve by implementing an ERP system?
  • What are the specific needs and requirements of your industry?
  • Do you plan to scale the company in the coming years, and will the ERP system be able to grow with you?
  • What specific functions and modules of the ERP system are critical to you? (e.g., finance, warehouse, manufacturing, CRM)
  • Are there unique business processes that require a personalized approach?
  • Does the ERP system integrate with existing systems in your company? (e.g., accounting systems, CRM)
  • What technology standards and protocols does the ERP system support?
  • What customization options does the ERP system offer? Are they readily available, or do they require vendor support?
  • Is the user interface customizable according to your needs?
  • What are the licensing, implementation, and maintenance costs of the ERP system?
  • Are payment models available, such as one-time fees, subscriptions, or installment payments?
  • What technical support services does the vendor offer? (e.g., helpdesk, upgrades)
  • Does the vendor provide training for users to use the system effectively?
  • What security measures are implemented in the ERP system? (e.g., data encryption, authentication)
  • How does the supplier handle compliance and data protection issues?
  • Can the vendor provide references from other customers, especially in an industry similar to yours?
  • Can you analyze case studies of successful implementations?
  • How easily can the system be adapted to your company's changing needs?
  • Does the vendor offer regular updates to keep the system up to date with the latest standards?
  • What are the steps in implementing an ERP system, and how long will the entire process take? What are the post-implementation steps, and what support does the supplier offer after implementation?
  • Does the supplier support the processes in transforming the organizational culture associated with ERP implementation?
  • What tools does the vendor offer to facilitate the end user's system use?
  • What are the vendor's plans for future updates and product development?
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KSeF – what is it?

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

  • 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/

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

Czym są zatory platnice? Jak ich uniknąć?
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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:

  • financial difficulties related to the lack of funds to make payments on time
  • inadequate liquidity management
  • accounting processes and invoices - errors in accounting processes, incomplete or incorrect documents
  • conflicts with a customer or supplier
  • ambiguities in communication between contracting parties
  • delays in the flow of information
  • internal problems of the company - changes in structure, layoffs of employees
  • unpredictable market changes, such as a decline in demand for the company's products or services
  • excessive payment terms can cause difficulties in settling payments with their suppliers
  • sudden expenses or investments.

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:

  • poor relations with suppliers may cause problems in obtaining products or services in the future
  • penalties and interest
  • a deteriorating reputation can create an impression of dishonesty or financial uncertainty
  • increased financial costs by paying penalties and interest, which affects profitability
  • the threat of liquidation. In extreme cases, especially for small companies, payment bottlenecks can lead to financial difficulties so severe that the company faces the risk of bankruptcy
  • liquidity problems make it challenging to settle its financial obligations
  • loss of customers. If the company is a supplier of products or services, delays in payment can discourage customers and lead them to seek other suppliers
  • difficulties in planning future investments and expenditures
  • deterioration of internal relations
  • legal risks. In some cases, payment congestion can lead to disputes and legal risks related to violations of contracts or payment regulations.

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:

  • monitor and identify problems - collect information on late payments
  • negotiate new payment terms with suppliers
  • focus on effective management of the company's cash flow
  • use automation of accounting and payment processes to reduce time and errors
  • find areas where costs can be reduced
  • develop a plan to repay outstanding payments and follow it
  • if you are a supplier, consider flexible payment terms for customers
  • use a loan or credit if necessary
  • change your company's accounting and payment processes
  • track progress and report on payment management solutions
  • seek financial advice in developing strategies to manage payments and avoid payment bottlenecks.

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?

Co to jest 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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KSeF and structured invoices

KSeF i faktury ustrukturyzowane

The KSeF and structured invoices will be mandatory in Poland from 1 January 2024

What is KSeF?

KSeF is a central National E-Invoicing System. It enables its users to issue, store and receive electronic invoices. Poland is the fourth country in the European Union to introduce electronic invoices in a structured data format. The system is intended to simplify the documentation of sales and the control of the accuracy of business invoicing. The Polish Ministry of Finance released a production version of the KSeF app in May this year. It can already be used on a voluntary basis if a business chooses to issue invoices in a structured data format. Please note that the recipient of e-invoices issued via the KSeF during the transition period must first approve this form of invoicing. One can, of course, safely assume that such acceptance will no longer be necessary once the use of the National E-Invoicing System becomes mandatory.

What is a structured invoice?

A structured invoice is an invoice issued via the National E-Invoicing System (the KSeF), together with an ID allocated by the system. The invoice is produced in the xml format and its data is structured in accordance with the e-invoice logical structure published by the Ministry of Finance.

In case of financial and accounting systems integrated with the KSeF: submitting an invoice to the KSeF is tantamount to issuing that invoice and putting it in circulation. The National E-Invoicing System will generate an Official Certificate of Receipt (UPO) in return. Each invoice will also be assigned a KSeF-ID number, indicating that the customer has actually received the invoice.

What are the main benefits of using structured invoices?

  1. Uniformity of invoices. Reduced handling time for incoming and outgoing invoices, automation of processes.
  2. Elimination of costs associated with OCR tools, printing and posting paper invoices.
  3. Certainty of having complied with the duty to ensure authenticity of origin, integrity of content and legibility of invoices.
  4. Storage of invoices at the KSeF for ten years. Savings on archive handling and hardware resources.
  5. Guarantee that the invoices reach the recipient. No need to issue invoice duplicates. It is also not without significance that the switch from traditional paper invoices to e-invoices is no longer just a trend or a bow to the environment, but also a necessity.

When will it become mandatory to use the KSeF?

Last month, the Council of the European Union agreed that electronic invoicing become mandatory in Poland from 1 January 2024 onwards. This means that all businesses will have to issue and receive invoices in a structured data format via the National e-Invoicing System.

KSeF versus JPK?

During the transition period, businesses using the KSeF will not be asked by the Tax Office to send their JPKs (single audit files) for invoices.

On the other hand, all entities which choose to work with the KSeF only after it becomes mandatory will still have to be ready to present to the tax authorities single audit files concerning sales invoices in accordance with the latest applicable JPK-FA(4) structure during the transition period.

Looking for ways to integrate your Microsoft Dynamics AX/365 system with the KSeF?

Let’s talk!

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New version of VAT declaration with registers JPK-V7M(2) starting from January 2022

Nowa wersja JPK-V7M(2)

The Polish Ministry of Finance have published a preliminary logical structure of a new version of the JPK-VAT file for a declaration with registers (JPK-V7M).

The updated version contains a number of changes which entered into force as of July this year. For example:

  • the GTU procedural markings (for groups of goods and services) have been made more precise now,
  • the MPP procedural markings (referring to the split payment schema) have been eliminated,
  • the markings for SW (mail order sales from Poland) and EE (telecommunications, broadcasting and electronic services ) procedures have been replaced with one common procedural marking WSTO_EE (intra-community distance sales of goods and provision of telecommunications, broadcasting and electronic services to consumers and non-taxpayers in another EU state),
  • a marking element for the IED procedure has been introduced (with reference to taxpayers who facilitate buyer and seller contact by using an electronic interface, i.e. for example an online store, as part of their business activities),
  • several definitions of fields with relevant texts have also been updated, including those referring to VAT refunds, for which also additional shortened refund deadlines have been added, for example a 40-day deadline for making a VAT refund in connection with using the National E-Invoicing System (KSeF), planned to go live in January 2022. The new JPK-V7M(2) structure will be applicable to settlement periods starting on or after January 2022.

In practice, the first JPK-V7M files will not be transmitted in their latest version until February next year.

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Are you wary of remote work? No need to be. Cloud PC has arrived!

Chmura

A new Microsoft Windows 365 service has been available to business users in Poland for a few days now – it is a fully cloud-based computer. The service consists in the streaming of the Windows system with the entire content – applications, settings, data – from Microsoft’s cloud onto any device, in a secure way.

It appears that Microsoft 365 is the perfect response to the new remote and hybrid work reality.

If you happen to work from any location and on any device, you no longer need to bother about keeping your system and apps up to date, or about the accessibility and security of your work results. You can now easily switch between your laptop, tablet and phone. Conveniently and effortlessly.

Windows 365 is available in the following versions:

  • Business for small and mid-sized enterprises (up to 300 users)
  • Enterprise for larger businesses.

You can select the most cost-effective subscription version to suit the number of virtual machines, memory demand, additional services required by your organisation.

Take part in the real technological revolution and enjoy a full Windows experience via Cloud PC!

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Structured invoice data files to be transmitted into the National E-Invoicing System in Poland starting from January 2022

Krajowy system E-Faktur

An electronic invoice is a digital file which contains structured invoice data. It will become an optional invoice format in Poland starting from 1 January 2022.  

According to the announcements of the Polish Ministry of Finance, it is also likely that it will become mandatory for all businesses to issue structured invoices starting from the year 2023.

How is it going to look in practice?

First and foremost, the recipient has to give their consent to being issued an e-invoice in the form of a structured file.  

If the recipient does not agree to receiving their invoices through the National E-Invoicing System (KSeF), then it will still be possible to issue invoices in a structured data format, but nevertheless the recipient will have to receive the respective invoices in a format that they will accept (in a digital or paper form).

E-invoices issued in on-premises or cloud-based accounting software will be transmitted to the KSeF via an API.

  • The KSeF will timestamp the invoice and allocate to it a unique ID.
  • The date of invoice transmission to the KSeF will be taken as the date of e-invoice issue, while the date of allocating an ID will be considered to be the date of invoice receipt.

If the recipient does not consent to receiving e-invoices, the existing rules governing the invoice receipt date will apply.

Communication with the KSeF will enable downloading a single invoice or a batch of invoices.

It will be possible to correct an invoice by issuing a structured correction invoice, which will have to contain a reference to the ID allocated by the KSeF to the original invoice.

Correction notes, RR invoices, and proforma invoices will not be recorded in the National E-Invoicing System. The current rules for issuing and receiving those documents will apply.

How can businesses benefit from e-invoicing?

  • Certainty that the counterparty has received the invoice.
  • Guarantee of invoice authenticity, content integrity and readability.
  • Increased efficiency of automated invoice posting due to a unified invoice structure.  
  • No need to issue invoice duplicates.
  • No need to retain invoice documents.
  • No need to hand over invoices to tax authorities.
  • Preferential 40-day VAT refund deadline.
  • Exemption from the duty to sent the JPK-FA single audit file at the request of the tax authorities.

INLOGICA Sp. z o.o. Sp. k.
office@INLOGICA.com
+48 61 278 58 30
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61-119 Poznań

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