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Poland: B2B e-invoicing requirement becomes mandatory

The Ministry of Finance of Poland is switching to stricter e-Invoicing requirements by making B2B mandatory. Poland already introduced their interest in e-Invoicing some years ago by building the PeF platform for voluntary B2G E-Invoicing. Now, Poland will no longer accept paper invoices for B2B transactions in the future.

Poland recently received approval from the European Union for mandatory B2B e-Invoicing as of 2024. However, the delayed approval caused some issues regarding the timing and definition of the process and solution. On January, 31,2023 the Polish Ministry communicated that the expected deadline for the B2B requirement will be postponed from April 1st, 2023 to July 1st, 2024.

Read more about the delayed approval from the EU

Important update:

On August 4, 2023, the president of the Republic of Poland has signed the act of June 16, 2023 that introduces mandatory e-invoices as of July 1, 2024. For small and medium-sized enterprises exempt from VAT, the electronic exchange of invoices through KSeF will be mandatory from January 1, 2025. Consumer invoices (B2C) and invoices issued according with the OSS and IOSS procedures are out of scope of the legal act.

The Krajowy System e-Faktur to platform (KSeF) will be used as the national Electronic Invoicing system. Meaning all electronic invoices must be exchanged through the KSeF platform for validation. 

How will the KSeF be working? 

  • This platform will issue a series of notifications that will inform users of, for example, time stamps, invoice rejection, etc. 
  • Invoices can be searched and downloaded in the original format or PDF format.
  • eInvoices are archived for 10 years in the KSeF platform. 
Poland KSeF Taxpayer Application Timeline

SAP's Document & Reporting Compliance solution for Poland B2B e-invoicing

SAP released the solution for S4HANA cloud 2302, S4HANA on Premise, and ERP system. Here, an XML file must be sent to the KSeF platform, and SAP will use the Document & Reporting Compliance solution to comply with the Polish e-Invoicing requirements. This solution can process customer and supplier eDocuments.

How will the Polish B2B solution for customer invoice work?

When the source document is created in SAP, an eDocument (XML) is generated in the cockpit automatically. Here, you can search for the country, Poland, and select and submit the generated document. You will receive a status back from the KSeF platform in real time.

SAP Polish B2B invoice process
  • An accepted status means that the eDocument is approved by the government. 
  • A rejected status means that there is a fault in the document, and research must be done to solute this. After finding the solution, you can resubmit the eDocument, after which you receive a status back from the KSeF. 

The supplier will create an invoice and send it to the KSeF portal. When the KSeF portal has received the document, you can pull it from the portal into your SAP eDocument cockpit. You can see the incoming document in the cockpit, and the status of the eDocuments will change when the government has updated the eDocument in the KSeF portal.

SAP Polish B2B document process

How could PIKON help you?

With our Competence Center for Legal Requirements, we are a strategic partner who ensures that your SAP system and business processes meet different country-specific legal requirements in the long run. We have a team of experts that combine SAP expertise and in-depth knowledge of the end-to-end legal process as well as technical requirements of e-Invoicing and e-Accounting regulations all over the world. 

We have gathered this experience through our many SAP Document & Reporting Compliance and local implementation projects all around the world. Some examples are SDI in Italy, SII in Spain, CFDI and Complemento de Pago in Mexico, RTIR and EKAER in Hungary, XRechnung in Germany, the different legal requirements in Turkey, etc. We have also developed our own compliance SAP Add-Ons e.g. MTD VAT in the UK and the VAT Whitelist in Poland.  

Furthermore, we always keep an eye on new and changing legal requirements and inform our customers when action is needed. This ensures that your company doesn’t need to follow up on all the legal requirements yourself, and you can concentrate on your daily business.

Contact us!

Do you have any questions about the Polish e-Invoicing regulations?
Or are you interested in a system demo regarding the e-Invoicing flow?

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About the author
Myriam Alicata
Myriam Alicata
I am active as a SAP ERP Consultant at PIKON Benelux in Genk, Belgium. My focus is on the SAP SD and MM modules. Within our PIKON group, I am part of the Competence Center for Legal Requirements. With my knowledge and experience gathered through different customer projects, I aim to find the right solution for our customers.

2 thoughts on “Poland: B2B e-invoicing requirement becomes mandatory”

  1. Hi Myriam,
    Im interested in understanding the current status of the eDoc solution by SAP for PEF(Poland). Some question I have after reading the blog –
    1. Are the invoices being posted to PeF by SAP cloud solution?
    2. How do we know if the customer is able to access the submitted invoice?
    3. Does the SAP API to PeF give it access to send the e-invoices to the end customers or the end customers have to collect it from the brokers/ PeF directly?
    4. Who maintains the transaction history and for how long?

    Would love to hear from you on the above.

    Reply
    • Hi,
      Thank you for contacting PIKON. KSeF has decided to make B2B e-Invoicing mandatory from 1st of January 2024. Now SAP is working on the solution for ECC and S4HANA. Normally SAP is planning to give the solution for Poland on the 31st of January 2023. As soon as the solution is released our Competence Center of Legal Requirements will implement it in the PIKON system.

      Your questions therefore cannot be answered at this moment. After the release of the solution in SAP PIKON will contact you again to answer all your questions.

      Reply

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