Although few people realize it, the National e-Invoicing System (KSeF) brings with it a huge change in the way we issue invoices. A change that will significantly affect our daily work with documents.
Soon you won’t issue a paper invoice as you do now, nor will anyone bring an expense invoice from a store, for example. Coming soon, you will need Internet access and an account in KSeF to issue an invoice. If you issue an invoice on paper, as you did before, it will be invalid.
Where to start?
To begin, you will need to apply for access to your TIN in KSeF, you will do this through the ZAW-FA form and the designation of an authorized person, and the relevant Tax Office will grant access to KSeF to the PESEL number provided in the application.
Once you receive an email about the processing of the access request, you will be able to log in to the free Taxpayer Application available on the KSeF website and, as an administrator, grant permissions to the next people on the team.
Do I need a qualified signature?
Once the National e-Invoicing System has linked your PESEL number to your company’s TIN, you can use either your Trusted Profile or a qualified signature depending on which one you have. The Trusted Profile is the more convenient option in this situation.
How will the National e-Invoice System be accessed by the accounting program?
After logging into the Taxpayer Application in the National e-Invoice System, you can create a permanent token (special key) to access your accounting program. By entering this key you will be able to download and send invoices to KSeF SAP without restrictions – remember that the token is permanent and if someone gets it, they will see all invoices.
How to cope if I don’t have an accounting program?
With the Taxpayer Application you will be able to issue invoices directly in KSeF on SAP, although in practice this will be cumbersome, because the Taxpayer Application does not provide templates, so you will have to enter the invoice data from scratch each time.
What about invoice acceptance, cancellation, description and attachments?
In KSeF there will be no possibility to accept invoices, they will simply come to your TIN directly from the company that issued it. There will also be no attachments, no possibility to describe the invoice or cancel it. Today we can simply not accept it or ask for a correction. In practice, KSeF will accept any invoice, even an erroneous one, and will keep it in its register for 10 years.
What then to do when an invoice needs to be corrected?
All corrections must be sent by KSeF in SAP. This also applies to situations of correction of descriptive data and dates, there will be no more possibility of correction notes. This also means a lot of changes in accounting software and will affect the content of VAT JPK files.
Learn more about the National e-Invoicing System in our posts and contact us if you need help introducing KSeF in SAP to your company.
