Regardless of the industry and business, every entrepreneur has to face the changes that are coming. The process of digitalisation is taking place in every business sector. It has already affected accounting, bookkeeping and, this year, invoicing.
We are talking about the National e-Invoicing System (KSeF), which will enable the centralised issuing and receipt of electronic invoices. How can the new system be used? Who is it aimed at? What does it offer entrepreneurs and private individuals? Who will benefit from it and what requirements need to be met? These are some of the most common questions asked by entrepreneurs. Today we will try to answer them.
KSeF – How to issue an e-invoice?
There are two ways to issue an e-Invoice via KSeF.
The first is through applications on government websites, provided by the Ministry of Finance. These are completely free and anyone can access them. However, this software is not very sophisticated and is mainly recommended for smaller companies that issue few invoices.
The second way is to use commercial applications designed for tax and accounting settlements, which will send data to KSeF via an API interface. The user of such an application will first generate an xml file and then send it to KSeF, where it will become an e-invoice.
What the invoicing process looks like with KSeF in SAP?
The main idea behind the national e-Invoice system is to speed up and centralise the circulation of invoices. When a document created in the SAP system reaches KSeF, it will receive its unique number and officially become an invoice. Thus, everything related to the creation of the document will still be carried out locally and directly at the company’s premises, without additional control and intermediaries, while the introduction of the document into legal circulation is already carried out online.
What the empowerment process looks like at KSeF in SAP?
Special authorisations are required to run KSeF. An employee who wants to read invoices and create them on behalf of the company must obtain a special authorisation token with the appropriate role. Only by obtaining said token will KSeF accept the invoice and issue it with a unique identifier so that it can be identified in the database. The Invoice is then deemed to have been issued. The date of issue is determined by the date of transmission to KSeF.
The system currently provides several methods for creating an authorisation token, such as: trusted profile, qualified signature, qualified seal.
Want to find out more? Go to the page dedicated to e-invoicing in SAP and join the pilot! This will ensure that you are ready for the inevitable changes to the invoicing system.
