The planned postponement of JPK_ST_KR gives companies more time to prepare the fixed assets and intangible assets report. However, it does not mean a delay of the entire JPK CIT. This distinction is especially important for organizations already running projects related to JPK_KR_PD, preparing data in SAP, or organizing mappings and data sources. The Ministry of Finance project concerns the postponement of a specific scope: [...]
Companies preparing for JPK_ST_KR reporting may receive more time to adapt systems and organize fixed asset data. The Ministry of Finance and Economy has prepared a draft that assumes postponement of the JPK_ST_KR reporting deadline. The proposal concerns both sending records in the JPK_ST_KR structure and maintaining them using computer programs based on specified CIT Act provisions. Not […]
Preparing the SAP system for reporting JPK_KR_PD and JPK_ST_KR starts well before generating the XML file. A key step is properly preparing the data and determining how the information stored in the system will be assigned to the fields required by the logical structures of the Ministry of Finance. This process is what we call data mapping. In practice, mapping involves analyzing […]
The SAP system provides several places where a user can verify the initial value of a fixed asset. Depending on the scope of analysis, it is worth using different screens and reports available in the Asset Accounting area. If the data presented on individual screens differ, it is worth analyzing the document history and checking whether all operations have been correctly posted. The initial value [...]
The history of a fixed asset in SAP presents the full life cycle of an asset component – from the moment of its acquisition, through acceptance for use, depreciation calculation, increase or decrease in value, up to sale, liquidation, or removal from records. Access to this information is essential not only for accounting and finance departments. Historical data is also used during: The more […]
With the introduction of the JPK CIT reporting obligation, companies must also prepare the JPK_ST_KR file, which includes data concerning fixed assets and intangible assets. Although many organizations focus on simply generating the file, in practice the success of the entire process primarily depends on the quality of data recorded in the ERP system. In the SAP environment, the required information […]
Dictionaries in JPK_ST_KR – why is it worth familiarizing yourself with them now? Preparing the JPK_ST_KR file is not only about providing data on fixed assets and intangible assets. Equally important is agreeing on mandatory dictionaries that define permissible values for selected fields in the XML structure. The Ministry of Finance introduced dictionaries so that all companies report information […]
Logical structure of JPK_KR_PD: how to prepare the JPK_KR_PD file according to the Ministry of Finance requirements Reporting accounting books in the JPK_KR_PD format will require entrepreneurs and accountants not only new data but also precise marking and mapping of accounts. Technical errors, incomplete information, or discrepancies with CIT-8 may hinder generating a correct file. How to prepare for these changes and [...]
From 2026, entrepreneurs will face new obligations related to sending JPK files. Changes in the implementation schedule concern both large companies and smaller taxpayers. Check who, when, and which files will have to be sent. Implementation schedule of the JPK obligation for entrepreneurs From January 1, 2025, CIT taxpayers and partnerships that are not legal persons, whose revenue value obtained […]
Soon, the largest taxpayers will have to prepare for a revolution in reporting fixed assets and intangible assets. Although the legislator has allowed time for implementing changes, it is already worth knowing what awaits your company in the near future. JPK new requirements. JPK_ST_KR is not just another file to generate. It is necessary to verify whether the fixed asset records […]
Hörmann Legnica sp. z o.o., operating in the manufacturing industry and using the SAP ERP system, decided to fully automate the gross-up process of salary components in SAP HCM. The goal was to eliminate manual calculations in Excel and improve the method of calculating net allowances to obtain an exact surcharge of contributions and tax directly in SAP instead of estimated amounts. That is [...]
Client and Challenge JW Construction is a company executing complex projects generating a large number of cost invoices. The client’s problem was the invoice posting process: Result: payment delays, heavy burden on the accounting department, and low document flow transparency. Project goal: invoice posting automation JWC expected a solution that: Simplifies and speeds up invoice posting. Minimizes human errors in assigning projects, cost centers [...]
Automatic exchange of documents between ERP systems via EDI (Electronic Data Interchange) has for years been the foundation of logistics and finance processes in many large companies. However, the introduction of the National e-Invoice System (KSeF) forces fundamental changes in this area. The new system means the necessity to send every invoice to the central government platform and obtain an identification number before it reaches […]
A long-awaited update to the structured invoice format – FA(3) – has come into effect. The new version, developed by the Ministry of Finance, expands invoicing technical capabilities, including support for attachments, QR codes, and fields supporting emergency mode (offline24). Although these changes are evolutionary compared to version FA(2), their practical consequences are significant, especially for organizations working in the SAP environment. For […]
The introduction of the National e-Invoice System (KSeF) in Poland is associated with a revolution in the approach to electronic invoicing and data exchange between taxpayers and tax administration. Although much attention focuses on sending invoices to KSeF, much less is devoted to handling incoming invoices. Incoming invoices from KSeF in SAP for companies working on the SAP system, […]
In every large enterprise, reporting to public institutions is not only burdensome but also fraught with the risk of errors and time pressure. One such challenge is the mandatory GUS Z-06 report for the Central Statistical Office, concerning employment and working time. For an organization employing several thousand workers, preparing it can take many days of HR team work. How we shortened […]
Tax declarations in SAP are an obligation that can effectively consume the time, resources, and energy of HR teams. Especially in large organizations, where the lack of integrated solutions increases the risk of errors and delays, and document handling is critical. This was the case with CA – a client from the HR and payroll outsourcing sector, who approached us with the need […]
Fast and secure invoice transmission determines the financial liquidity of companies; access tokens in KSeF 2.0 act as the key to the Ministry of Finance system gateway. Without a valid token, your invoices will not arrive on time, and settlement processes may come to a halt. In this article, we explain what tokens in KSeF are, what benefits they bring to finance departments, and […]
Integration with the National e-Invoice System (KSeF) requires not only technical connection to the Ministry of Finance interfaces but also responsible management of access to these services. At the center of this issue are two key elements: qualified certificates and KSeF access tokens. Their correct use, monitoring, and renewal are the foundation of secure and continuous work with electronic invoices in SAP. […]
Is your organization ready for mandatory e-invoicing using the National e-Invoice System (KSeF)? If you use SAP, implementing the appropriate integration solution becomes not just an option but a necessity. In this article, we present a comprehensive overview of SAP integration with KSeF, based on conversations and analyses conducted by Haergi with large entities preparing for […]
Is your organization ready to handle collective payments in KSeF SAP? Collective payments in KSeF SAP are a topic gaining importance in the context of ERP system integration. As ERP systems adapt to the new realities of electronic invoicing, one of the challenges is effective integration with the National e-Invoice System (KSeF) – especially in […]
Is your company ready for KSeF 2.0? The National e-Invoice System (KSeF) is one of the key changes in the digitization of tax processes in Poland. The upcoming KSeF 2.0 version and mandatory e-invoicing from 2026 will introduce significant changes for both large enterprises and smaller business entities. For many companies using enterprise-class systems […]
The National e-Invoice System (KSeF) is the Ministry of Finance's central platform for issuing and sharing structured invoices, i.e., e-invoices in XML format compliant with a defined logical structure. The system was created as part of digitizing tax settlements, aiming to facilitate invoicing for companies and tighten the VAT system. Below is a detailed chronology of KSeF development, key legislative changes, current […]
The introduction of the National e-Invoice System (KSeF) revolutionized how Polish companies manage accounting documentation. One key element of this system is preliminary posting in KSeF, which enables automatic processing of data from invoices received in the KSeF system and their preparation for entry into accounting books. This article presents a detailed overview of this process, with particular emphasis on […]
KSeF is coming – how to prepare SAP for mandatory e-invoicing? The National e-Invoice System (KSeF) is one of the most important digitization projects in the Polish tax system. It changes not only the way invoices are issued but also affects the organization of financial and accounting processes, document circulation, and the technical architecture of ERP systems. Integration with KSeF in the SAP environment requires precise planning, process adaptation, and […]
The introduction of the National e-Invoice System (KSeF) has revolutionized the way invoices are issued and transmitted in Poland. For companies using ERP systems, especially SAP, it is crucial to understand when an invoice is considered sent in KSeF to ensure compliance with regulations and avoid potential penalties. In this article, you will learn when an invoice is considered sent in KSeF, what significance it has […]
The National e-Invoice System (KSeF) is a platform that introduces standardization in issuing and receiving invoices in Poland. For companies using the SAP system, understanding and correctly filling in fields in KSeF is crucial to ensure compliance with regulations and effective financial document management. This article explains what fields appear in the KSeF system, their types, and […]
The National e-Invoice System (KSeF) is a platform of the Ministry of Finance that enables issuing, receiving, and archiving structured invoices. Although the document transmission process is electronic, many users – both entrepreneurs and accountants – ask one fundamental question regarding invoice visualization in KSeF. How to practically view the content of an invoice sent to KSeF? In this article, we explain what […]
Digital revolution with barriers. KSeF limitations The limitations of the KSeF system pose a significant challenge in the implementation process of the National e-Invoice System (KSeF) in Poland. KSeF is a key element of digitizing tax processes in Poland. Its goal is to simplify and standardize invoice circulation through mandatory use of structured invoices. Although this concept brings many benefits, its implementation encounters […]
With the introduction of the National e-Invoice System (KSeF), the invoicing process in Poland will undergo a thorough change. The new rules mean not only the need to comply with legal requirements but also with specific technical standards – especially for companies using ERP-class systems such as SAP. One of the key elements of e-invoices in the KSeF structure is the so-called declared data. […]
The amendment to the Act concerning the National e-Invoice System (KSeF) introduces significant changes aimed at simplifying the implementation of the obligation to issue electronic invoices. The changes result from public consultations conducted by the Ministry of Finance with entrepreneurs from February to July 2024, aimed at identifying key technical and business needs and problems. In the first article, we described the most important […]
The emergence of new AI models and the dynamic changes we witness in application development raise the question of how this promising technology can be used for rapid creation of products integrated with the SAP platform. Integration of SAP with AI and development tools such as Cursor offers huge possibilities and becomes a key component enabling SAP system modernization, [...]
New logical structure FA(3) and attachments to invoices in KSeF The ability to send e-invoices with attachments will be an additional functionality of the KSeF system. In this respect, the Ministry of Finance has listened to entrepreneurs' requests. Check how this solution will work. Concept of functioning of an attachment to an e-invoice – key information Each invoice issued via the National e-Invoice System will […]
KSeF latest changes – logical structure FA(3) The new logical structure FA(3) is a response to entrepreneurs' requests. Check what changes have been introduced and who can benefit from them. How does the new FA(3) structure differ from FA(2)? The FA(3) structure introduces both new fields and changes some fields existing in the current FA(2) schema version. These changes […]
It's time for final consultations regarding the National e-Invoice System (KSeF), which will become mandatory for all entrepreneurs in 2026. It's worth recalling how the consultations organized by the Ministry of Finance have proceeded so far and what changes were discussed at each stage of the meetings. KSeF from when? When will mandatory KSeF come into effect? As we know, the Ministry […]
AI ACT Public consultations have begun on a new draft law on artificial intelligence systems, a proposal from the Minister of Digitization regarding EU regulations resulting from the so-called AI Act. Its key element is so-called regulatory sandboxes – controlled environments where companies can test their innovative AI solutions without immediate risk of sanctions. Why regulatory sandboxes may not be enough [...]
In the world of modern accounting, advisory, and audit services, implementing the National e-Invoice System (KSeF) becomes a necessary step to ensure compliance with regulations and increase operational efficiency. Crowe Poland, a company providing a wide range of services – from accounting outsourcing, tax and business consulting to IT services – decided to integrate KSeF with the SAP system to [...]
In the face of dynamic legal changes and the growing need for automation of financial processes, more and more companies in Poland are deciding to implement the National e-Invoice System (KSeF). In the medical and pharmaceutical industry – where precision, regulatory compliance, and operational efficiency are key – integrating KSeF with SAP has become a strategic step. In this post, we present a Case study: […]
This article presents a Case Study: Implementation of KSeF SAP for JWC, a leader in the real estate market. The implementation of the National e-Invoice System (KSeF) integrated with the SAP system allowed JWC to optimize invoicing processes and increase compliance with current legal requirements. The KSeF SAP implementation Case Study describes the process stages – from needs and challenges analysis, through implementation, to achieved […]
On July 18, 2024, another consultation meeting dedicated to the National e-Invoice System (KSeF) took place at the Ministry of Finance. The meeting was organized by the Ministry of Finance and the National Revenue Administration (KAS). Participants had the opportunity to familiarize themselves with the results of previous pre-consultations and discuss proposals for further simplifications in the KSeF system. Get acquainted with KSEF (update) for 2024. Summary of the consultations so far […]
Problems with KSeF reported to the Ministry of Finance In February 2024, consultations on the National e-Invoice System were held at the Ministry of Finance. Check what problems entrepreneurs face who have to implement KSeF and how to avoid them. How to recognize a KSeF failure? Regulations provide for the possibility of announcing a KSeF failure both on the Ministry of Finance's BIP website, […]
The Ministry of Finance has provided important information about mandatory KSeF. This is the result of consultations with entrepreneurs at the Ministry of Finance. Check how e-invoices will change. The Ministry of Finance presents proposals for changes in KSeF regulations On April 3, 2024, the Ministry of Finance website published assumptions for changes in the National e-Invoice System. This is the result of consultations conducted earlier this year. Check what will change […]
As a significant step, EU lawmakers recently gave final approval to the world’s first comprehensive law on artificial intelligence (AI), known as the Artificial Intelligence Act. This groundbreaking legislation, set to come into force this year, aims to provide a regulatory framework for AI technology across the 27-member bloc. Let’s take a closer look [...]
In this article, we look at how artificial intelligence (AI) is used in SAP and what benefits it can bring to enterprises. Automation and optimization of AI processes in SAP One of the main uses of AI in SAP is automating routine and time-consuming tasks, allowing employees to focus on more strategic aspects of work. AI can, for example, automatically process [...]
TRISM in the context of SAP AI In the rapidly evolving world of technology, artificial intelligence (AI) has become an integral part of our lives, offering unprecedented possibilities in many fields, from medicine to finance. However, with the growing presence of AI, questions arise about trust, risk, and security of these advanced systems. Here comes the concept of AI TRiSM (Trust Management, [...]
The use of Artificial Intelligence (AI) has long been a topic on cinema screens. Although many years have passed since the first AI models were developed, only recently has artificial intelligence become an integral part of our lives, revolutionizing many fields and, recently, also our daily work. In the context of SAP, one of the most popular enterprise systems worldwide, [...]
Shortened deadline but increased rights of taxpayers in KSeF in SAP Recently, significant changes have appeared in the Polish tax system concerning VAT refunds, which will certainly attract the attention of entrepreneurs and tax authorities. The new regulations, introduced through amendments to Article 87 of the VAT Act and the Administrative Procedure Code, aim to streamline the VAT refund process, […]
The SAP system can be easily integrated with the National e-Invoice System. This will enable automatic sending of e-invoices to KSeF. What is a structured invoice? The definition of a structured invoice is found in Article 2 point 32a of the VAT Act. According to this provision, a structured invoice is an invoice issued using the National e-Invoice System. It must mandatorily have an identification number assigned […]
Minister of Finance Andrzej Domański announced that mandatory KSeF will not be introduced in 2024; KSeF has been postponed. Find out what will happen next with the National e-Invoice System. Postponement of the mandatory KSeF implementation date On January 19, 2024, an unexpected turn of events occurred. On that day, the Ministry of Finance announced a change in the effective date of KSeF for all entrepreneurs. […]
In the digital era, automation of administrative processes has become essential for business development. In Poland, the National e-Invoice System, known as KSeF, plays a key role in streamlining invoicing procedures. Setting up the first KSeF account in SAP may seem like a difficult task, but don't worry – we are here to guide you through this process step by step. Understanding […]
New rules for correcting input tax Let's look at the draft amendments to the VAT Act and the National e-Invoice System (KSeF), which aim to adapt the regulations concerning e-invoices, including in SAP, to the new realities of the digital world. Specifically, we will focus on changes to Article 31a of the VAT Act and Article 86, which will introduce facilitation for taxpayers, […]
In the era of digital revolution, even the most established fields, such as taxes and customs, are not immune to transformation. But what do these changes mean for SAP KSeF users? Is e-Invoice what you currently need? SAP environment at the forefront of transformation Starting from the core of the proposed changes, it is worth considering how digitization will affect the e-invoice environment in SAP. Electronic […]
Implementing KSeF means mandatory e-invoices for foreign contractors. Check what obligations this entails and how to transmit such invoices when using SAP with KSeF. Invoice for a foreign contractor in SAP and KSeF Globalization causes sales to foreign entities to be quite common. Check what obligations this entails regarding the National e-Invoice System […]
Soon every entrepreneur in Poland will face the necessity of using the National e-Invoice System (KSeF), i.e., implementing KSeF in their company. This will affect the way invoices are issued and received, inevitably resulting in additional expenses. So what costs await entrepreneurs to implement KSeF? One of the key challenges will be integrating sales and accounting systems with KSeF. It requires […]
Although few people realize it, the National e-Invoice System (KSeF) brings a huge change in the way invoices are issued. A change that will significantly affect our daily work with documents. Soon you will no longer issue paper invoices as you do now, nor will anyone bring a cost invoice, e.g., from a store. Soon, to […]
Changes in the invoicing method impact current supply management processes and existing SAP EDI (Electronic Data Interchange) interfaces. Previously, invoices were issued in the SAP system and automatically sent to the ordering party via standard SAP ALE integration mechanisms and converted to the EDIFACT standard. After the introduction of KSeF, the invoicing process was completely reversed. Now, the […]
In light of upcoming changes regarding KSeF in SAP, the question arises how manufacturing companies with SAP and EDI can adapt their operations to the new legal obligation. One of the key aspects of this adaptation is EDIFACT – the standard for electronic exchange of logistics data in SAP. What is SAP EDIFACT? EDIFACT (Electronic Data Interchange For Administration, Commerce and […]
The nature of work has undergone significant transformation in recent years, and remote work has become the new norm for many professionals. This change has brought countless benefits, from eliminating daily commutes to providing flexibility in creating the ideal workspace. However, it also comes with many challenges, especially regarding maintaining a healthy work-life balance […]
Mandatory KSeF and corrective invoice Mistakes are human. The most important thing is to correct them. The same applies to invoices. In case of an error, a corrective invoice can be issued. This option is also possible when issuing an invoice in KSeF. Cases in which a correction of an e-invoice can be issued Correcting an e-invoice is not much different from correcting regular invoices. A corrective invoice […]
Mandatory KSeF allows tax authorities to impose financial penalties. Check when these sanctions are scheduled to come into effect. Mandatory KSeF and penalties for non-compliance with e-invoicing The period during which KSeF is voluntary is ending quickly. The KSeF Act also introduces sanctions for circumventing the obligation to issue e-invoices. Check when the Ministry of Finance has planned the entry into force of the regulations […]
Can invoices be issued in foreign currency in KSeF? Payments in foreign currency are everyday occurrences in many companies. This applies to both purchase and sales invoices. Does the National e-Invoice System therefore provide the possibility to issue invoices in foreign currencies? Procedure for issuing invoices in foreign currency in the KSeF system Mandatory invoice elements are specified in Article 106e paragraph […]
Will the National e-Invoice System (KSeF) cover all invoices? Until the end of 2023, using the National e-Invoice System is completely voluntary. Structured invoices will become mandatory from July 1, 2024. However, this will not apply to all invoices. Check what the exceptions are. What is KSeF and who must use it? KSeF is a nationwide system, […]
From April 7, 2023, new regulations concerning flexible working hours and remote work came into force in Poland. They replace the previous telework provisions. Importantly, the latest regulations apply not only to employees under employment contracts. Meanwhile, changes from April 23 introduced new types of leave. […]
Using the National e-Invoice System (KSeF) will soon be mandatory. Failure to comply will result in a penalty of up to 100% of the tax indicated on the invoice or up to 18.7% of the amount shown in the document. Access to KSeF Access to KSeF can be obtained in two ways: The first is the application provided by the Ministry of Finance. It is free but has limited […]
The National e-Invoice System enables issuing and sharing structured invoices. It will soon be introduced in Poland, but in other European countries, this system already operates successfully. How is the development of electronic invoicing progressing in Europe? Each country is at a different stage of implementation. Italy Currently, Italy uses a system of settlement only via electronic invoices. […]
Data migration is the process of transferring a large amount of data from one location to another. In the case of e-Files, we are talking about transferring employee documentation to an electronic version. During migration to e-Files, data can be transferred: from paper version to e-Files; from electronic version to e-Files; from one e-File to another. Where can documents from e-Files be stored? on a dedicated […]
How did the proverbial HR in Poland evolve from simple personnel clerks to a career path focused on employee development, human resource management, and adopting Western models? For many years, companies did not consider properly utilizing employee potential. Work was viewed through the lens of money, and the first HR departments, responsible for checking employee competencies, […]
Currently, departments managing human resources are an essential element of every company. It was not always so. The most significant growth of Human Resources is attributed to the 1980s and 1990s, when personnel clerks evolved into comprehensive HR departments. Changes occurred faster in the West and reached Poland later. The first HR departments in the 20th century At the very […]
Why is remote work better than on-site work? Many people resist working from home, fearing they will drown in duties or be consumed by monotony. Don't worry, we will soon present a series of advantages showing that remote work is truly pleasant and beneficial — both for employees and employers. Trust us […]
What is an electronic seal? How does it differ from a qualified electronic signature? In which cases is it useful and how much does it cost? We decided to answer these and many other questions that most often concern new users of electronic seals. Electronic seal — what is it? An electronic seal is used by organizations to seal documents, important data, correspondence, invoices, regulations, and […]
We present the most frequently asked questions about the new KSeF invoicing system in SAP. We hope the answers we have prepared will dispel all doubts of new system users and help familiarize with the process of sending and receiving e-invoices in SAP. Will the UPO (Official Receipt Confirmation) be available in graphic form, and if so, when? UPO in graphic form [...]
Bartosz Simiński – SAP trainer, entrepreneur, programmer, consultant, enthusiast of modern technologies and technical innovations. Founder and CEO of Haergi. Creator of HR solutions. Previously involved in dozens of projects domestically and abroad. Who inspires you? I am inspired by hardworking people. In the field of efficiency and automation, certainly Elon Musk, who successfully transferred […]
The new government invoicing system, KSeF, introduced in 2022, raises many questions. Currently, the National e-Invoicing System in SAP is optional, but it will soon become mandatory, so it is worth clarifying issues that cause doubts. Therefore, we present a set of frequently asked questions about sending and receiving invoices with KSeF and [...]
From 2024, there will be a universal obligation to issue e-invoices online, which also applies to the SAP system. The National e-Invoice System is coming, bringing major changes in the organization of accounting in every company. This is a novelty that for many entrepreneurs will have to become everyday reality. We have collected a set of frequently asked questions and prepared a comprehensive set of answers to facilitate familiarization with […]
On the Internet, on economic portals, and also on government websites, many questions and discussions have appeared regarding the new invoicing system – KSeF. Is it really more convenient than the traditional one? Among online communities, opinions have appeared that it will cause companies many difficulties and obligations. However, there are several important elements that will relieve the entrepreneur, and […]
Regardless of the industry and business conducted, every entrepreneur must face upcoming changes. The digitization process is happening in every business sector. It has already affected accounting, bookkeeping, and this year also invoicing. We are talking about the National e-Invoice System (KSeF), which will enable centralized issuing and receiving of electronic invoices. How to use the new system? Who is it for? […]
The social fund exists in many workplaces, but not everyone knows exactly what it is and how it can be used. The Company Social Benefits Fund, or ZFŚS, is financial resources accumulated by the employer to be used for social assistance for employees. When is there an obligation to create a social fund? Who can benefit from it? […]
XAdES, PAdES – these are not names of Greek gods but electronic signature formats. According to European and Polish law, a qualified electronic signature is equivalent to a handwritten one. We wrote about the PAdES signature and its advantages in the article PAdES – the best electronic signature format for SAP e-folder. Now let's take a closer look at the XAdES signature. What is XAdES? XAdES stands for […]
There are various electronic signature formats – PAdES, XAdES, CAdES, ASiC. Here we answer why PAdES is the best for the e-folder. Lack of knowledge when choosing software for storing personal files in SAP can cost us a lot – some producers omit this issue, and consequently, such a tool may cause many problems during use. What is […]
E-invoice and the National e-Invoice System (KSeF) are the next stages of tax office digitalization. The Council of Ministers adopted a draft amendment to the VAT Act. This is a major step into the digital world and a change that all companies will have to implement sooner or later. Why e-invoice? An e-invoice is a structured invoice (created in a structured XML format) introduced into circulation in the project […]
The time for decisions has come – we are leaving the paper era. You have worked in HR for years, using proven solutions, and now you wonder how new technology can support your daily work. Software providers tempt you with their offers, and you don't know what to choose. There is always something more urgent to do… You wonder whether to use e-files? Here is a checklist […]
Barcodes have accompanied us for years with every purchase, and although few people pay attention to them, their significance in our daily lives is enormous. So how to use their functions, known from shopping, to also benefit and support us every day in working with employee documentation? Barcodes are actually encoded […]
Do you want to handle an official matter online? You must confirm your identity and electronically sign documents entered into the IT system? You can do this using a qualified electronic signature. What is a qualified signature? According to the Electronic Signature Act of September 18, 2001, an electronic signature is "data in electronic form which, together with other data, […]
E-file is employee documentation maintained electronically. To comply with applicable regulations, it must meet a number of legal and technical requirements. What are these requirements? Folder structure Employee personal files in the folder should be divided into 5 parts: A – applying for employment, B – contract conclusion and work course, C – contract termination/expiration, [...]
If you asked HR and payroll employees what helped them most during lockdown, it would certainly be electronic personal files. And why do we owe this possibility? To new regulations on maintaining and storing employee documentation that came into force in January 2019. Regulation on employee documentation The Regulation of the Minister of Family, Labour and Social Policy [...]
Legal regulations oblige employers to maintain and store employee records for many years. Unfortunately, this is an expensive obligation. Did you know that employers' costs for maintaining and storing employee documentation amount to about PLN 130 million annually? This data comes from the government site gov.pl. Digitizing employee documentation is a way to meet expectations to reduce business operating costs. Already in 2011 […]
Imagine that finding an employee's files is as easy as shopping at Biedronka. A quick scan and the documents are in place – all thanks to barcodes. They have been used for years to streamline and automate processes in stores, warehouses, and production lines. Why not use them in your business? Barcodes in […]
Format for storing scans in the e-Folder One of the most important obligations of every employer is to store documentation related to employment relationships and employees' personal files. Currently, in the era of digitization, many companies decide to undergo digital transformation and store employee documentation only in virtual form. At this point, the question arises: in what format to store digital reproductions […]
Documentation identifier – what is it? The documentation identifier is a designation of employee documentation kept separately for each employee. According to paragraph 13 section 3 point 2 of the Employee Documentation Regulation from 2018, electronic documents included in employee documentation must be described with metadata, including a documentation identifier – separate for each employee. ➢ According to the Ministry of Digital Affairs […]
Digitalisation, digitisation, digital transformation – we often confuse these terms and use them interchangeably. However, they have completely different meanings. What are they? Digitisation Let's start with digitisation. This word gained popularity in 2011 when the Ministry of Administration and Digitisation was established, aiming to modernize the country. We talk about digitisation when it concerns universal access to fast Internet [...]
According to Article 3 points 10-12 of Regulation (EU) No 910/2014 (eIDAS) of the European Parliament and Council, there are three types of electronic signatures: simple electronic signature, advanced electronic signature, qualified electronic signature. 1. “Simple” electronic signature. A simple signature is “data in electronic form which are attached to or logically associated with other electronic data, and which […]
How to determine the creation date of an e-document? The creation date of an e-document is one of the metadata that must appear in the electronic document. In the digital age, where paper documents give way to their electronic counterparts, precisely determining the creation date of an e-document becomes crucial. It is one of the essential metadata that not only facilitates identification but also affects legal compliance and […]
You want to, but… You want to carry out digital transformation in SAP HR, but… you lack the proper knowledge and don't know where to start? you fear a complicated implementation process? We dispel your doubts. We suggest what to do step by step: 1. First, answer the question “why?”. Why do you want to digitize HR? Because regulations changed, because the boss ordered it, because […]
3, 10, or 50 years – how long to store documents in e-Files? The Act on amending certain laws related to shortening the period of storing employee records and their electronization (Journal of Laws 2018, item 357), which came into force on January 1, 2019, introduced several important changes related to storing employee documentation. It is worth knowing them because in practice […]
e-Files – what to consider when choosing? The ideal e-File should above all be complete. What does that mean? When buying a product for storing documents, don't forget what is most important for convenient work – the integrated tools that an e-File may have. These tools support the process of migrating paper records to electronic form, assist the HR department in daily creation of […]
In a rapidly evolving landscape of work, the adoption of hybrid work models has emerged as a significant trend, combining remote and in-person work to redefine the modern workplace. This article delves into the insights offered by…
The world of work has witnessed a significant transformation in recent years, marked by the rise of the hybrid work model. The blend of remote and office-based work has become a hallmark of flexibility and adaptability. To explore…