In the face of dynamic legal changes and a 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, compliance with regulations, and operational efficiency are crucial—the integration of KSeF with SAP has become a strategic step. In this post, we present a case study of the implementation of KSeF in SAP in one of the manufacturing companies operating in this demanding sector. How did the integration process proceed? What challenges were encountered, and what benefits were achieved? We detail this below.
Client: KRKA – a global pharmaceutical company
Industry: Medical and pharmaceutical production
Software: KSeF integration in SAP
Client Needs before the implementation of KSeF in SAP
KRKA, one of the largest companies in the medical sector, was looking for a solution that would enable 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 complete alignment of processes with local requirements while maintaining high quality and compatibility with the company’s infrastructure.
- Efficiency and precise adaptation of the KSeF system to the specifics of SAP in Poland – the company was concerned about a lengthy and resource-intensive implementation process that could disrupt ongoing operational processes.
- Accurate field mapping and analysis of document requirements – due to the pharmaceutical and medical specificity, KRKA required a tailored approach that would allow a flawless replication of 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 the SAP system in an international environment and stringent regulations, the KRKA team needed additional assurance that the implementation would meet all KSeF requirements.
- Multi-level organizational structure – the need to coordinate actions with headquarters meant that the project had to be carried out alongside the international team and had to consider additional IT requirements of the entire group.
Haergi’s solutions
To meet KRKA’s requirements, we conducted the implementation of KSeF in SAP in close collaboration with the client’s team, using a detailed system review, data source identification, and joint mapping
- An initial meeting cycle and analysis of requirements field by field – in the beginning, we carried out a series of detailed workshops with the KRKA team, during which we analysed each field of the current invoices checking for compliance with KSeF requirements. This allowed us to replicate the specifics of the invoices used by the client accurately.
- Debugging and recreating missing information in SAP – for fields where sources were unclear, we conducted a debugging analysis of the SAP system, which allowed us to recover the missing knowledge and provide consistency of the generated data with those in the JPK (the Polish equivalent of Standard Audit File for Tax).
- A cycle of meetings dedicated to feedback and consultations with the client – after completing the preparatory and implementation phases, we held a series of feedback meetings, enabling the client to evaluate performance and implement any necessary adjustments.
- Implementation of the preliminary invoice posting mechanism – an additional solution we implemented was the mechanism for preliminary posting of purchase invoices to specified accounts and cost centres. This solution allowed KRKA to automate data loading, eliminating the need for manual posting of each invoice.
Outcome – Case Study: KSeF SAP Implementation
Thanks to implementing KSeF in SAP by basing on detailed analysis and close cooperation with the KRKA team, the company achieved a solution that meets all legal and operational requirements. The system operates in accordance with Polish regulations, minimizing the risks associated with incorrect functioning and ensuring full compliance with the National e-Invoice System. Additionally, the implementation of the automatic posting mechanism significantly improved internal processes and allowed for efficient settlement management.
The Case Study: the implementation of KSeF in SAP for KRKA serves as an example of an advanced project that, through precise analysis methods and a tailored approach, met the specific requirements of the client while maintaining full compliance with regulations. For organizations like KRKA, operating in an international environment, KSeF integration in SAP has turned out to be crucial for further development and safe operation on the Polish market.
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