How the Invoicing will change
New regulations also affect invoices generated with cash registers and fiscal printers. Invoices from cash registers can be issued in the current format until December 31, 2024. Additionally, until the end of 2024, a fiscal receipt with a NIP (tax identification number) will be accepted as a simplified invoice.
Importantly, the KSeF will not cover:
- consumer (B2C) invoices,
- tickets serving as invoices,
- invoices issued under the OSS and IOSS procedures.
There'll be also no possibility to issue credit or debit notes in the KSeF and it will be not allowed to issue such documents outside this system – in case of any errors on an invoice, they'll need to be corrected by issuing a correcting invoice - all issued within KSeF. This platform also doesn't allow for adding attachments to an invoice – thus, any extra information about the transaction that's not in the e-invoice XML file will have to be sent through the communication channels used so far (e-mail, etc.).
The new regulations also clarify foreign currency conversion issues. The currency exchange rate used for conversion to PLN from the day preceding the date indicated in field P_1 of the structured invoice will be maintained for one additional day for the invoice to be sent to the KSeF.
The amended law also introduces amendments clarifying the invoice issuance date and other issues important for the invoicing process, including what to do during a system failure and in the offline mode, as well as consent for correcting invoices to be issued during the period of system failure and in the offline mode.
Innovative shifts drawing near
The integration of structured e-Invoice support marks a substantial transformation for all enterprises. Poland's e-invoicing requirements diverge – often quite markedly – from the rules established earlier in other nations that had embraced e-invoicing beforehand.
Accommodating Polish requisites in this respect proves to be an intricate and time-intensive endeavour – the span required for groundwork should be measured in months, although its duration might notably differ based on diverse factors. The matter of precisely how long the entire procedure of adeptly integrating e-Invoices into a given company will take in practicality (for instance, whether a span of 10 months proves essential or if 6 months would suffice) is contingent upon a multitude of considerations. These include the volume of invoices generated and received, the intricacy and adaptability of financial and accounting systems, licence, billing and other operational systems employed as data sources for the invoices issued, the range of transactions, the templates employed to document these transactions, the organization's responsiveness to shifts in business processes, and much more.
For every company, it's of utmost importance to ascertain, primarily, the complexity of the situation the project team will confront, and how this will subsequently impact the timeline of said project.
Structured e-invoicing signifies a significant shift, albeit one laden with potential advantages for businesses. Through the digitization of the invoicing procedure, companies can streamline their accounting practices, ultimately saving time and allocating resources to alternative tasks and functions. Skilfully integrated e-invoicing has the potential to curtail error occurrences and the corresponding volume of requisite rectifications/submitted corrections, alongside expediting payment cycles and enhancing cash flow.
Nonetheless, the extent of the advantages arising from managing e-Invoices hinges upon the meticulous groundwork, strategic planning, and proficient execution of the requisite alterations within an organization's workflows. To guarantee a productive and effective roll-out, it's imperative to adopt a comprehensive strategy that navigates the realm of fiscal, legal, and technological dimensions and prerequisites, while duly accommodating management and business imperatives. The intricacy of the subject leads companies gearing up to manage e-invoices to grapple with an array of practical challenges (such as the inability to append attachments alongside the invoice submitted to the KSeF, complexities tied to accounting for staff expenses, and issues concerning expense legitimacy verification, as well as the assurance of accurate validation for purchase invoices, among others).