We present the most frequently asked questions about the new KSeF invoicing system in SAP. We hope that the answers we have prepared will dispel any doubts new users may have about the system and help familiarise them with the process of sending and receiving e-invoices in SAP.
Will the UPO (Official Certificate of Receipt) be made available in a graphical version and, if so, when?
UPO in a graphic version is a visualisation of an XML document. It is already possible to visualise UPO directly in the system of the Ministry of Finance.
Which date is the date on which tax liability arises? Is it the date the invoice is issued in the supplier’s system or the date it is sent to KSeF?
Where an invoice gives rise to a tax liability (e.g. for a rental), this arises on the date it is sent to KSeF. It can also happen that the value in the ‘date’ field is different because, for example, we prepared the e-invoice today but sent it tomorrow – but if we are within the issue date, the issue date will be the same as the date it was sent to KSeF.
If I give rights to an employee in the application provided by the MF, do I still have to send the ZAW-FA?
These are two alternative ways of empowerment.
If we have granted authorisations through the Ministry of Finance’s application, we no longer need to submit a ZAW-FA notice. We only have to do this in a situation where the entrepreneur, who is not an individual, does not have a qualified seal to be able to log in and authenticate in the application. In that case, he should appoint such a representative to log in to the application and be able to issue E-invoices and perform other activities.
If I need to change the name of a product, but the price is the same, do I have to do it through the KSeF system?
If we have issued the original invoice in the National e-Invoice System, the correction must also be made there. On the other hand, if we have issued a paper invoice and want to correct it in KSeF, in the optional version, we will unfortunately not be able to do so.
How will it be possible to send an invoice to an individual?
It will be possible to download invoices issued in the system, so the individual will be able to search for it. There is also another way – we can forward the invoice in a visualised form, i.e. traditionally. It is worth noting that, due to the Data Protection Act, it is not possible to store PESEL numbers in the KSeF system, so it is not possible to share invoices with non-business people.
How are invoices stored in the system?
E-invoices will be stored for 10 years – as stipulated in the law. Therefore, after this period, the entrepreneur should retrieve his or her invoices if he or she wishes to store them himself or herself.
Can I send the invoice to the customer before I send the document to the KSeF system?
Such an invoice will be issued twice. Therefore, a certain chronology must be observed. If we want to pass on the invoice to the customer in the manner agreed with him, and at the same time want it to be issued in the system, it should be issued in KSeF first and only then visualised and sent to the buyer.
If we first pass the invoice to the buyer and only then enter it into the system, it will be issued twice.
Will it be possible to use KSeF in the current SAP accounting programme?
Yes, our software provides cooperation with KSeF regarding the sending and receiving of the e-invoice from KSeF to SAP.
How do I pass on the invoice to the purchaser in the event of, for example, internet problems?
If there are technical problems, it is easiest to forward the invoice to the customer after we have regained internet access. The invoice should be issued in KSeF first and only then sent to the customer.
If I issue an invoice outside the KSeF system, how can I make a correction to that invoice?
We can only correct invoices in KSeF if the invoice has also been submitted there. We make corrections to paper invoices on paper.
If an invoice is issued without the purchaser’s PESEL number, how will such a user be authorised in the system?
The system does not process PESEL numbers, so the structure does not provide for such an element. On the other hand, there is still anonymous access to such an invoice via the website of the Ministry of Finance.
How do I send invoices in mass to the system?
There are two types of session – interactive and batch. An interactive session is dedicated to sending single invoices and a batch session is dedicated to sending bundles of invoices. The important difference is that one error in a batch session cancels the dispatch of all invoices in a packet.
If you do not agree to receive electronic invoices, can you send the recipient an invoice in your layout?
Yes, this is a possibility. The layout that has been made available in KSeF is only a sample version for users, however, if a user wishes to apply their invoice visualisation style, this is possible.
Want to find out more? Go to the page dedicated to e-invoicing in SAP! This will ensure you are ready for the inevitable changes to your invoicing system.
