The SAP system can be easily integrated with the National e-Invoicing System. This will enable automatic transmission of e-invoices to KSeF.
What is a structured invoice?
The definition of a structured invoice can be found in Article 2(32a) of the VAT Act. According to this provision, a structured invoice is an invoice issued using the National e-Invoicing System. It is mandatory to have an identification number assigned by the KSeF.
From the technical point of view, such an invoice is saved in XML format. It must contain the information specified in the regulations. This means that you need to fill in all the fields defined as mandatory in the FA(2) logical structure effective from 1 September 2023.
Such documents can be sent and downloaded without the need to visualize or print them in paper form. However, in this case, it is worth taking care of the integration of the SAP system with KSeF to automate the entire process of sending e-invoices.
Is every electronic invoice an e-invoice from KSeF?
No. Although electronic invoices have been in circulation for a long time, they differ from structured invoices referred to in the VAT Act.
According to the VAT Act, any electronic formats are acceptable. Therefore, an electronic invoice can be, for example, an invoice in PDF, JPG or PNG format. It is possible, for example, to send such an invoice by e-mail. In this case, you do not need to print invoices to handle them. They can be processed and stored electronically. They have the same legal force as a paper invoice.
Financial and accounting systems allow you to automate the sending of sales invoices in electronic form. However, due to the regulations, with the introduction of the obligation to use the KSeF, taxpayers will have to change the method of issuing invoices. When selling to another entrepreneur, an invoice in XML format will be mandatory. Therefore, it will require the implementation of changes in the functioning of invoicing systems. This applies to both regular accounting programs and those that are part of SAP ERP systems.
Automatic visualization of invoices from the KSeF system
The KSeF system will not inform taxpayers about the appearance of new purchase invoices on their account. However, in the case of integration of the SAP with KSeF, it will be possible to automatically download e-invoices by the entity that is obliged to use KSeF to SAP. In this case, SAP and KSeF will communicate via API.
Since invoices from KSeF can only be downloaded in the form of XML, it is worth using the visualization of such documents to verify the data contained therein. For entities that cooperate with foreign contractors, it is important to know that the visualization of the invoice from the KSeF can be bilingual or made in a selected foreign language. However, such functionality depends on the company that prepares the integration of the KSeF in SAP. It is important that such a visualization contains all the data downloaded from the KSeF in an XML file. It must also have a QR code.
What are the benefits of SAP integration with KSeF?
Integration of KSeF with SAP will allow you to accelerate the flow of documents in your organization. All by gathering the ability to manage sales and purchase documents in one system.
This solution has a lot of advantages. One of them is constant access to issued invoices without the need to keep paper documents in archives.
Another is the lack of obligation to send sales invoices to contractors, whether in electronic or paper form. However, it should be remembered that such facilitation applies only to those entities that must compulsorily use the KSeF system.
Integration with KSeF will enable better use of the SAP system to handle purchase invoices. Such invoices will be made available by contractors in KSeF and will be transferred to the SAP system on the same day. The prerequisite is the appropriate configuration of the connection from SAP to KSeF.
Another advantage is the elimination of the need to print or manually transfer invoices between departments in the company. Thanks to this, the risk of lost or losing documents can be reduced.
As you can see, the integration of KSeF in SAP is one of the key processes that contributes to the optimization of the flow of invoices in a structured form and the automation of data transfer to tax authorities.
If you want to invoice, as before, only in the SAP system, we can prepare a full SAP integration with KSeF for you. Choose your plan and see how KSeF in SAP works in practice.
