As of July 2024, every entrepreneur in Poland will face the need to use the National e-Invoicing System (KSeF), i.e. implementing KSeF into their business. This will affect the way invoices are issued and received, which will inevitably result in additional expenses.
So what costs do businesses face in order to implement KSeF in SAP?
One of the key challenges will be integrating sales and accounting systems with KSeF. This requires connecting at least dozens of fields, according to the new data schema, and sending documents in real time to the KSeF API.
New invoice field structure
The first expense, then, will be the cost of mapping current invoice fields to KSeF invoice fields. If you are using the typical standard offered by your software provider, a software update may suffice here.
New way of invoice adjustments
Starting in July, it will no longer be possible to make an adjustment outside KSeF or cancel an invoice without sending the changes to KSeF. This means an investment in the time required to test different variants of adjustments in KSeF. It will also affect the way we reconcile adjustments.
Reliable Internet access
Until now, invoices could be issued without Internet access. After the changes, such invoices will be invalid, so we need to ensure that we have a permanent connection to the Internet and a fallback option.
Invoice printing
Many companies will remain with paper printing as a parallel form of transmitting invoices. In such a situation, it will be necessary to at least include the KSeF invoice number on the paper document. It is worth remembering this necessary change.
Adjustments to the KSeF data
The change in invoicing regulations also means that we need to make changes in the Uniform Control File (JPK). If we make a correction in KSeF SAP then in some cases we should also update the JPK file. It is worthwhile to anticipate this necessity and budget accordingly.
EDI integration interfaces
The implementation of KSeF in SAP will also affect companies that use EDI (Electronic Data Interchange) data exchange. The changes will affect interfaces and ways of communication between business partners, which may involve adaptation and programming work.
Digitization of processes
The implementation of the National e-Invoice System is a major step toward the digitization of accounting processes. Therefore, it is worth considering this change in the broader context of optimizing the costs of a company’s day-to-day operations. With Haergi you will implement KSEF in SAP quickly and painlessly check out the details here.
