Case Study: Implementation of KSeF in SAP for KRKA-POLSKA
Facing dynamic legal changes and growing demand for financial process automation, more companies in Poland are implementing the National e-Invoice System (KSeF). In the medical and pharmaceutical industry—where precision, regulatory compliance, and operational efficiency are critical—the integration of KSeF with SAP has become a strategic step. This article presents a case study of KSeF implementation in SAP at a manufacturing company in this demanding sector. How did the integration proceed? What challenges arose, and what benefits were achieved? We detail this below.
Client: KRKA – a global pharmaceutical company
Industry: Medical and pharmaceutical manufacturing
Software: KSeF integration in SAP
Client Needs before KSeF Implementation in SAP
KRKA, one of the largest companies in the medical sector, sought a solution enabling compliant implementation of the National e-Invoice System (KSeF) within their global SAP environment. Key requirements included:
- Compliance with Polish tax law – as an international organization, KRKA needed to ensure full alignment of processes with local requirements while maintaining high quality and compatibility with company infrastructure.
- Efficiency and precise adaptation of the KSeF system to SAP specifics in Poland – the company was concerned about a lengthy, resource-intensive implementation that could disrupt ongoing operations.
- Accurate field mapping and document requirement analysis – due to pharmaceutical and medical specifics, KRKA required a tailored approach to flawlessly replicate industry-specific invoice templates.
Challenges related to KSeF implementation in SAP
Collaboration with KRKA involved several challenges:
- Risk of non-compliance with regulations – given the complexity of SAP in an international environment and strict regulations, KRKA needed assurance that implementation would meet all KSeF requirements.
- Multi-level organizational structure – coordination with headquarters required the project to be conducted alongside the international team and consider additional IT requirements of the group.
Haergi’s solutions
To meet KRKA’s requirements, we implemented KSeF in SAP in close cooperation with the client’s team, using detailed system review, data source identification, and joint mapping.
- An initial meeting cycle and field-by-field requirements analysis – initially, we held detailed workshops with KRKA’s team, analyzing each invoice field for KSeF compliance. This enabled accurate replication of client-specific invoice details.
- Debugging and recreating missing information in SAP – for unclear fields, we performed SAP system debugging to recover missing knowledge and ensure data consistency with JPK (Polish Standard Audit File for Tax).
- A cycle of feedback and consultation meetings with the client – after preparatory and implementation phases, we held feedback meetings allowing the client to evaluate performance and request adjustments.
- Implementation of preliminary invoice posting mechanism – we implemented a mechanism for preliminary posting of purchase invoices to specified accounts and cost centers, automating data loading and eliminating manual posting.
Outcome – Case Study: KSeF SAP Implementation
Thanks to detailed analysis and close cooperation with KRKA, the implemented KSeF in SAP meets all legal and operational requirements. The system complies with Polish regulations, minimizing risks of incorrect operation and ensuring full compliance with the National e-Invoice System. Additionally, the automatic posting mechanism improved internal processes and enabled efficient settlement management.
The case study of KSeF implementation in SAP for KRKA exemplifies an advanced project that, through precise analysis and tailored approach, met client-specific requirements while maintaining full regulatory compliance. For international organizations like KRKA, KSeF integration in SAP is crucial for further development and safe operation in the Polish market.
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