Category: Business knowledge

What is a ticketing system?

Post author By Maksymilian Śniegocki
Post date March 28, 2024

Spis treści

How does the ticket system work?
Why use a ticket system in a company?
Possibilities for using a ticket system
Benefits of implementing a ticketing system
How do you implement a ticketing system in your company? Next steps.
Who uses a ticket system – industries

A ticket system, also known as a ticket system or ticketing system, is a digital tool used to manage and monitor inquiries or problems reported by customers or employees. Each request is recorded as a “ticket” (ticket) and given a unique identification number to help manage and track progress in resolving the issue.

What a ticket system is best suited for – here are some key features and benefits:

allows for central collection and organization of tickets, making them easier to track and manage. Each ticket is given a unique identification number, making it easy to find and track progress.
contributes to faster and more efficient customer service by structuring the process of resolving issues and responding to inquiries.
enables prioritization of requests and can offer automation features, such as assigning requests to the appropriate staff or sending automated responses.
provides the ability to record and analyze data to create reports on types of requests, response times, effectiveness of problem resolution, etc.
facilitates internal communication and cooperation between departments and employees, instrumental in large organizations.
enables monitoring of service quality and identification of areas for improvement.
each request and its associated actions are recorded, making the creation of a case valuable history for future reference.
can handle incoming requests through various channels, such as email, phone calls, social media, etc.

How does the ticket system work?

The ticket system accepts requests through various channels, such as email, web forms, phone calls, or social media, and converts them into organized tickets. These tickets are then assigned to the appropriate employees or teams for resolution. The system allows tracking progress, communicating with the customer, and keeping a history of all activities related to a particular ticket.

Why use a ticket system in a company?

Using a ticket system in a company allows for more efficient work organization, better communication with the customer, and faster resolution of problems. These systems also enable data collection on the types and frequency of requests, which can be used to optimize processes and improve service quality.

Whether it is worth investing in a ticketing system depends on several factors, such as the size and specifics of the organization, the volume of customer requests, the availability of customer service resources, and others. Investing in a ticket system can significantly increase efficiency, customer service quality, and overall productivity for organizations that regularly receive many inquiries or requests.

Possibilities for using a ticket system

Ticket systems are used in various areas, from technical support and customer service to project management and internal company communications. They allow the effective management of complex processes, increasing transparency and control over various tasks.

Benefits of implementing a ticketing system

Implementing a ticketing system brings many benefits, including better organization of work, faster and more efficient handling of requests, and the provision of valuable analytical data. This facilitates strategic decision-making and contributes to increased customer satisfaction.

How do you implement a ticketing system in your company? Next steps.

Introducing a ticketing system requires several steps. The first is to choose the right solution tailored to your company’s needs. Next is to train employees on how to use it. It is also essential to regularly monitor and analyze the data generated by the system, which allows you to continuously optimize your processes and adapt the system to your company’s changing needs.

In summary, a ticketing system is a powerful tool that can significantly impact a company’s operational efficiency, quality of customer service, and overall productivity. Its implementation is a step towards digital transformation and can bring long-term benefits to the organization.

Who uses a ticket system - industries

Ticketing systems are widely used in various industries and sectors, as they offer a comprehensive solution for managing inquiries, problems, and tasks. Here are some examples of industries that frequently use ticket systems:

Information Technology (IT): in the IT industry, ticket systems are essential for managing support requests, managing infrastructure, and tracking software errors.

Customer service and contact centers: the customer service industry, including call centers and service centers, uses ticket systems to track customer interactions, manage inquiries and complaints, and ensure a quick and efficient response.

Software and product development: software development companies use ticket systems to track bugs, manage the product lifecycle, and collect and analyze user feedback.

Property management: in the property management industry, ticket systems help manage requests for maintenance, repairs, and other inquiries from tenants.

Education: educational institutions use ticket systems to manage student inquiries, IT support in schools and colleges, and administrative organizational tasks.

Healthcare: in the healthcare sector, ticket systems can manage patient inquiries, medical equipment support, and internal logistics.

Public and government sector: government offices and public agencies use ticket systems to manage citizen inquiries, internal communications, and coordination of various departments.

Logistics and transportation: in the logistics and transportation industry, ticket systems help manage customer inquiries, track shipments, and manage fleets.

Manufacturing: in the manufacturing sector, ticket systems manage inquiries about product quality, production processes, and technical support.

articles Business knowledge

Ticket System – Customer Service Automation

Post author By Maksymilian Śniegocki
Post date March 21, 2024
No Comments on Ticket System – Customer Service Automation

Spis treści

Why is Automation Important in Customer Service?
How do you use automation?
Examples of Companies That Use Automation Effectively
Benefits of Automation in Customer Service

The ticket system and other automation tools are essential to effective customer service in a world of evolving technology. Companies that implement these solutions gain efficiency, build lasting relationships with customers, and gain a competitive advantage. Automation is a step toward modern, innovative customer service that meets the expectations of today’s consumers.

As customer expectations continue to rise in the digital age, companies are looking for modern solutions to optimize their customer service processes. One of the critical tools in this area is a ticketing system, which effectively integrates with automation to create an efficient way to manage requests and improve customer service.

Why is Automation Important in Customer Service?

Reduced response time

Customer service automation allows for instant response to tickets. The ticket system automatically assigns the request to the appropriate department, eliminating the delays associated with manual assignments.

Increased efficiency

Automation enables rapid analysis of requests and proper prioritization. This lets employees focus on the most important tasks, improving overall service efficiency.

Personalization of communication

Innovative ticketing systems use automation to personalize customer communications. By analyzing data, you can deliver customized content to customers based on their needs and previous interactions.

How do you use automation?

Ticket systems record requests and automatically assign them to the appropriate departments or employees. This mechanism is based on set rules and priorities, speeding up the ticket response. The customer does not have to wait for the manual assignment of a case - the system immediately identifies the right specialist
Automatic email responses allow the customer to be quickly informed of the receipt of the request and to know how long it will take to resolve the issue. - Notifications and updates, with the help of which the company can automatically inform the customer about the progress of their request. Self-notifications of a status change, stage, or problem resolution keep the customer updated, contributing to increased satisfaction with the service.
Notifications and updates, with the help of which the company can automatically inform the customer about the progress of their request. Self-notifications of a status change, stage, or problem resolution keep the customer updated, contributing to increased satisfaction with the service.
Chatbots are artificial intelligence-based tools that automatically answer frequently asked questions, redirect to the correct department, or collect basic information from the customer.
Self-description of knowledge bases and their development is covered in customer service automation. Using machine learning algorithms, Ticketing systems can independently identify recurring questions and offer ready answers. This reduces response time and supports service staff in providing consistent and precise information.

Examples of Companies That Use Automation Effectively

Amazon uses advanced systems to automatically identify requests and quickly resolve order problems without involving employees in every process step.
Spotify uses intelligent algorithms to automatically suggest new songs to users, adapting to their music preferences
Allegro uses chatbots to quickly resolve users' most common questions, enabling real-time customer service.

Benefits of Automation in Customer Service

Increased customer satisfaction
Quick response, personalized communication, and practical problem-solving translate into satisfied customers.
Saving time and resources
Automation eliminates the need to perform routine tasks manually, allowing employees to focus on more complex issues.
Improved company reputation
Efficient customer service, aided by automation, builds a positive image of the company, gaining a reputation as a provider of innovative and effective services.

articles Business knowledge

What software facilitates the company’s work?

Post author By Maksymilian Śniegocki
Post date February 22, 2024
No Comments on What software facilitates the company’s work?

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Learn about ERP software
How does Business Intelligence software work?
What programs can still be useful for running a business?

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.

articles Business knowledge

ERP system, what is it?

Table of contents

ERP – what is the acronym?
ERP system – everything you need to know.
Benefits of implementing an ERP system.
ERP systems examples – implementations

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.

Benefits of implementing an ERP system

Implementing an ERP system brings several benefits, including:

process automation and data centralization allow for faster and more efficient management,
better control over finances: enables better management of financial flows and budgeting,
improved data quality: integration of data from different departments ensures consistency and timeliness,
increased transparency: facilitates access to information and enables better monitoring of business operations.

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:

Versatility: offers a wide range of modules and features that can be customized to meet specific business needs, from financial management to supply chain operations,
Integration with other Microsoft products: Dynamics 365 easily integrates with other Microsoft applications, such as Office 365, to facilitate collaboration and information flow,
Deployment flexibility: you can choose to deploy in the cloud, on local servers, or as a hybrid solution,
Data analysis and reporting: includes advanced analytics and reporting tools for deep data analysis and business decision support,
Scalability: the solution grows with the company, quickly adapting to changing business and operational requirements.

Examples of Microsoft Dynamics 365 applications:

Financial management: enables automation of accounting processes, cash flow management and budgeting,
Supply chain management: optimization of purchasing processes, inventory management and production planning,
Human resource management: automate HR processes, from recruiting to managing employee compensation and career paths,
CRM: customer relationship management, from sales to after-sales service.

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.

articles Business knowledge

ERP system implementation

Post author By Maksymilian Śniegocki
Post date February 8, 2024
No Comments on ERP system implementation

Table of contents

ERP systems in Poland versus the world – the differences
The proper definition of ERP implementation requirements and goals
ERP vendor and system selection
ERP system and vendor selection – questions for the process:

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:

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:

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 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?

articles Business knowledge

KSeF – what is it?

Table of contents

KSeF – since when?
KSeF – how does it work?
How do we prepare for the implementation of the KSeF system?

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/

articles Business knowledge

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

Post author By Maksymilian Śniegocki
Post date January 18, 2024
No Comments on Payment congestion – what is it and how to avoid it?

Table of contents

Payment congestion: what is it?
What are the causes of payment congestion?
Payment congestion, what is its threat?
How do we deal with payment congestion?

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.

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/

articles Business knowledge

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 Business knowledge

KSeF and structured invoices

Post author By Admin
Post date February 4, 2023
No Comments on KSeF and structured invoices

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?

Uniformity of invoices. Reduced handling time for incoming and outgoing invoices, automation of processes.
Elimination of costs associated with OCR tools, printing and posting paper invoices.
Certainty of having complied with the duty to ensure authenticity of origin, integrity of content and legibility of invoices.
Storage of invoices at the KSeF for ten years. Savings on archive handling and hardware resources.
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.

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

Post author By Admin
Post date February 4, 2023
No Comments on New version of VAT declaration with registers JPK-V7M(2) starting from January 2022

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.