In this article, we present a Case Study: The 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 stages of the process—from needs analysis and challenges to implementation and achieved results.
Client: JWC – Developer and real estate investor
Industry: Real estate and construction
Software: KSeF integration for SAP
Client Needs before KSeF implementation in SAP
J.W. Construction Holding SA is one of the leading development companies in Poland. The company employs a large accounting team and manages multiple subsidiaries, which necessitates a comprehensive approach in implementing KSeF. JWC's key requirements included:
- Full compliance with the regulations – the implementation of KSeF was intended to ensure complete adherence to legal regulations and elimination of potential issues with purchase invoices.
- A substantive and fast implementation process – JWC was looking for a partner with experience in KSeF who would lead most of the work while minimizing the involvement of internal resources.
- Collaboration with a large accounting team – due to the size of the organization and the numerous subsidiaries, the implementation required close cooperation with end users, to develop the best practices for product implementation.
Challenges Related to KSeF Implementation in SAP
The KSeF implementation project for JWC posed several challenges:
- Complex invoice structure – given the nature of JWC’s business activity and specific scenarios such as advance invoices, it was necessary to conduct a thorough analysis of how to fill in individual fields of the invoice.
- Coordination within a large accounting team – with an elaborate accounting department structure and extensive document flow processes, effective collaboration and ongoing support for end users were crucial.
Our Actions.
We started the project for JWC similarly to how we did it with Crowe – by providing comprehensive implementation support, which included:
- Independent execution of most implementation tasks – our team took responsibility for the complete technical implementation of KSeF in SAP, allowing the JWC team to focus on operational tasks.
- Workshop series with users – after completing the installation, we moved on to an intensive series of workshops with JWC’s accounting team. During these workshops users were testing the product while we were analysing their feedback, adjusting the solution to meet their specific needs and suggestions. This allowed us to optimize the processes, taking into consideration JWC’s unique requirements.
- Support in interpreting invoice filling rules – For certain types of invoices, such as advance invoices, we assisted the JWC team in understanding how to best fill out the fields in accordance with KSeF requirements. Our support regarding possible solutions and field adjustments facilitated accurate data entry and eliminated potential compliance issues with KSeF.
Outcome – Case Study: KSeF implementation in SAP
Thanks to a comprehensive approach, JWC obtained a KSeF system in SAP that operates in accordance with regulations and is tailored to specific requirements of the company. The implementation of KSeF enabled the company to manage invoices securely and efficiently within a multi-entity structure, minimizing the risk of errors and optimizing accounting processes. Thanks to additional workshops and support in filling out specific fields, JWC’s accounting team gained the necessary tools and knowledge to manage the system independently.
The KSeF implementation for SAP for JWC was an example of a project that, by careful planning and ongoing user support, helped to achieve full compliance with regulations without operational disruptions.
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