Problems with KSeF reported to the Ministry of Finance
The Ministry of Finance held a consultation on the National e-Invoicing System in February 2024. Find out what problems entrepreneurs face who need to implement KSeF at their place and how they can be avoided.
How to recognize a KSeF failure
The regulations provide for the possibility of announcing a KSeF failure both on the Ministry of Finance’s BIP website and in the social media in situations where the BIP website will be unavailable. In addition, programs used to communicate with KSeF are to give feedback on the failure.
During the KSeF consultations, businesses raised concerns about the slow operation of the system. For example, when they need to send several thousand invoices and the system processes only a few invoices per minute, it is unclear whether this can be considered a failure and invoices can be issued offline.
There were also doubts about the system’s performance. To date, no one has tested KSeF on a full scale. Admittedly, the Finance Ministry assured that it has data on the number of invoices issued by day of the year. Such information is included in the JPK files.
However, until the mandatory KSeF is in place, no one will know how the hourly distribution of e-invoicing will be, and whether KSeF can withstand such a load on the system.
Offline invoices
In the event of a system failure, invoices should be issued offline. Once the failure is over, they must be entered into KSeF. The time within which this must be done has been set at 7 business days.
However, in cases where the unavailability of KSeF is due to problems on the taxpayer’s side, such as lack of Internet access or technical problems with computer equipment, invoices issued offline must be uploaded to KSeF as early as the next business day.
Entrepreneurs have reported that a longer KSeF outage will require them to do additional work. First, to issue invoices outside KSeF and deliver them to contractors outside the system. Second, once the outage is over, to enter them into the system within the allotted time, which in the case of entities issuing a large number of VAT invoices can be quite time-consuming.
These concerns were not answered by the ministry. Before the complete implementation of KSeF, it is difficult to forecast how often failures will occur and how long they will last.
One of the results of the entrepreneurs’ reports is that the MF allows the use of offline mode also for real-time invoicing. An example would be issuing an invoice to an entrepreneur at the checkout counter in a market. The rules for using such a mode are yet to be clarified.
What’s next after the MF consultations?
In late April/early May, a final date should be given for the mandatory KSeF to come into effect. For the time being, it is known that it will definitely not be 2024.
Representatives of the Ministry of Finance are also encouraging comments on the assumptions of legal solutions for the implementation of the KSeF. The deadline for this is April 19. All indications are that the MF wants to complete the legislative process by the end of June.
Do you want to avoid the complications of integrating your accounting system with KSeF on your own? In this case, it’s a good idea to enlist the help of professionals.
If you are using SAP then we can prepare a comprehensive integration of SAP with KSeF for you. At a dedicated meeting we will show you how to send and receive invoices from KSeF. We will also answer your questions. Contact with us!
