The introduction of the National e-Invoice System (KSeF) has revolutionized the way Polish companies manage accounting documentation. One of the key elements of this system is the preliminary accounting process, which enables the automatic processing of data from invoices received in KSeF and prepares them for entry into accounting books.
This article provides a detailed overview of this process, with a particular focus on integration with the SAP system and the associated technical challenges.
What is Preliminary Accounting in KSeF?
Preliminary accounting refers to the automatic process of processing data from e-invoices received in the KSeF system and preparing them for entry into accounting books.
This process may involve:
- Reading data from the invoice: data contained in the logical structure of the e-invoice (XML) is automatically read by the integrated accounting system or SAP ERP.
- Validation of data accuracy: the system checks whether the invoice meets formal and technical requirements, such as whether all mandatory fields have been correctly filled.
- Assigning the invoice to the appropriate accounting accounts: based on data from the invoice (e.g., contractor’s NIP, product/service categories), the system can automatically assign the document to the appropriate accounting accounts.
- Completing missing data and obtaining necessary approvals: the system may automatically send the e-invoice for approval by designated individuals before it is posted.
- Preparing for posting: after preliminary verification, the data is ready to be entered into the accounting books, where it undergoes further verification by the accountant.
How Does Preliminary Accounting Work in Practice?
1. Integration with ERP System
Preliminary accounting is usually carried out using ERP systems integrated with KSeF. This integration allows automatic downloading of invoices from KSeF, processing their data, and sending it to accounting modules.
2. Automatic Accounting Rules
Most ERP systems allow the configuration of accounting rules, such as assigning invoices from specific contractors to appropriate cost categories and accounts. This significantly automates the accounting process.
3. Compliance Validation
Systems supporting KSeF can check whether the invoice meets all legal and tax requirements, such as compliance with VAT law or the presence of the contractor on the white list.
4. Export to Accounting Books
After successful verification, the data from the invoice is uploaded into the financial module, where final posting occurs.
Benefits of Preliminary Accounting in KSeF
1. Automation of Processes
Automatic reading and processing of invoice data eliminates the need for manual entry of documents, saving time and reducing the risk of errors.
2. Compliance with Regulations
The KSeF system ensures that all invoices meet formal and legal requirements, minimizing the risk of issues during tax audits.
3. Speed and Efficiency
The accounting process is much faster, allowing companies to monitor their finances in real-time and make better business decisions.
4. Better Document Control
The system allows easy searching and browsing of invoices, facilitating internal and external audits.
Challenges of Preliminary Accounting
1. System Integration
Not all companies have integrated ERP systems, which can lead to additional costs and delays in implementation.
2. Adjustment of Accounting Rules
Automation requires precise configuration of accounting rules, which can be time-consuming and not always achievable to the fullest extent.
3. Employee Training
Employees need to be trained in the use of new tools and processes.
KSeF Integration with SAP – Technical Challenges
Integrating the SAP system with the National e-Invoice System (KSeF) poses a significant technical challenge for many companies. Key aspects of this integration include:
- Secure Communication: Ensuring secure communication between accounting systems and KSeF, using appropriate encryption protocols.
- Invoice Format Adjustment: The need to adjust the SAP invoice format to KSeF specifications, which often requires dedicated adapters or middleware.
- Data Synchronization: Ensuring the accuracy and consistency of information through synchronization between systems.
- Invoice Status Monitoring: The ability to monitor the status of transmitted invoices, such as delivery confirmations, rejections, or approvals by KSeF.
Common Errors and Recommendations
1. Insufficient Understanding of Regulations
Misunderstanding regulations regarding e-invoices and KSeF can lead to incorrect implementation of the system, resulting in problems with the correctness of documents and legal consequences.
2. Incorrect Software Selection
Choosing the wrong software that does not meet KSeF requirements or is not optimally integrated with the system can lead to problems with issuing and receiving e-invoices and hinder communication with other entities.
Recommendation: Choose a proven solution that meets KSeF requirements. Before implementation, perform compatibility tests, preferably in a KSeF demo environment.
3. Lack of Implementation Testing
Failure to conduct full testing before launching the integration may result in production errors, such as incorrect reading of invoices from the financial module, XML decoding errors, or data mapping issues.
Recommendation: Conduct functional and performance tests, considering various business scenarios (different invoice types, formal errors, connection failures).
4. Outdated ERP Software
Failure to update the SAP system may result in incompatibility with new e-invoice logical formats (e.g., FA(3)) and lack of support for the latest KSeF features.
Recommendation: Regularly update the SAP system and monitor changes in KSeF logical structures. For example, the new FA(3) structure requires XML input and output files – read more here: Changes in the structure of FA(3)
5. Insufficient User Training
Process automation requires not only technical changes but also preparing the team for new responsibilities and procedures.
Recommendation: Invest in training for end-users and system administrators. Ensure that not only the accounting team understands the impact of KSeF on daily financial operations.
Preliminary accounting within KSeF is not only a technical challenge but also a strategic decision that affects the quality of work and the convenience of accounting. Automation brings measurable benefits: faster processing, compliance with regulations, and error reduction. However, the success of implementation depends on proper system integration (e.g., SAP), careful planning, and team preparation.
If your company uses SAP and you face the challenge of integration with KSeF – contact the Haergi team. We have experience in implementing comprehensive solutions, both technical and organizational. We will help you navigate this process smoothly and securely.
Contact us – we will help you implement KSeF in your SAP system.
