The introduction of the National e-Invoice System (KSeF) has revolutionized the way invoices are issued and transmitted in Poland. For companies using ERP systems, particularly SAP, it is crucial to understand when an invoice is considered sent in KSeF to ensure compliance with regulations and avoid potential sanctions. In this article, you will learn when an invoice is considered sent in KSeF, why the moment of sending matters, and how to avoid errors when submitting invoices to KSeF.
The moment an invoice is considered sent in KSeF
According to Article 106na(1) of the VAT Act, a structured invoice is considered issued on the day it is sent to KSeF. This means that the key moment is the actual transmission of the document to the system, regardless of the issuance date in the ERP system. More information can be found on the website of the Ministry of Finance.
The process of recognizing an invoice as sent includes:
- Sending the invoice to KSeF: The invoice must be sent in XML format compliant with KSeF requirements.
- Verification by KSeF: The system carries out a validation of the structure and data of the invoice.
- Assignment of a KSeF identification number: After positive verification, the invoice receives a unique identification number.
- Generation of the Official Receipt Acknowledgement (UPO): A document confirming the receipt of the invoice by KSeF, containing the date and time of its transmission.
It is important to remember that the date indicated in field P_1 (issuance date) may differ from the date the invoice is sent to KSeF. However, it is the sending date that is recognized as the official invoice issuance date under tax regulations.
Importance of the moment the invoice is sent
Accurately determining the moment of sending the invoice to KSeF is important for:
- Tax settlements: The sending date of the invoice affects the moment of tax liability arising.
- Compliance with regulations: Sending the invoice after the deadline may result in a breach of tax obligations.
- Transaction security: An invoice accepted by KSeF is considered authentic and integral, which increases the security of business transactions.
Integration of KSeF with SAP – key to efficiency
For companies using the SAP system, integration with KSeF is not only an obligation but also an opportunity to streamline business processes. Integration allows:
- Automatic sending of invoices: Eliminating manual data entry reduces the risk of errors.
- Monitoring the status of invoices: Ability to track the process of sending and receiving invoices in real-time.
- Compliance with regulations: The system ensures compliance with the current legal requirements for e-invoicing.
It is also worth familiarizing yourself with the new FA(3) structure, which introduces additional possibilities in the field of e-invoicing. Detailed information on this topic can be found in our article: Final consultations on KSeF and the new FA(3) logical structure
How to avoid errors when sending invoices to KSeF?
To ensure proper transmission of invoices to KSeF, you should:
- Update the SAP system: Ensure that the system is adapted to the KSeF requirements, especially the FA(3) version.
- Train employees: Organize training for the team responsible for issuing and posting invoices.
- Monitor the transmission process: Regularly check the statuses of sent invoices and respond to any errors. Code 100 does not mean that the invoice has been accepted, only code 200 confirms processing in KSeF.
Take advantage of our experience in SAP integration with KSeF
As specialists in the integration of ERP systems with KSeF, we offer comprehensive support in adapting your SAP system to new requirements. Contact us to learn more about our services and streamline the e-invoicing process in your company.
