The attention of businesses to electronic document workflow is increasing every day. The National e-Invoice System (KSeF) is now an object of great interest for those involved in business, especially in the field of recording invoices. Is it possible to implement an electronic document workflow and integrate it with KSeF? Does it make sense to use a workflow system considering the KSeF obligation? How can already existing workflows be integrated with the National e-Invoice System? Answers to all the questions can be found in the following article, prepared by our sales department.
What is KSeF?
The National e-Invoice System will allow the issuance and sharing of so-called “structured” invoices. A structured invoice is an invoice with a uniform design, issued by the KSeF system, or an invoice adapted to formal requirements, issued in the system currently used by the company. The idea came from the Polish Ministry of Finance, whose goal was to introduce a uniform invoicing system.
The system was introduced in January 2022 and functions as one of the acceptable forms of documenting transactions. The Ministry plans that in 2023 the National System of e-Invoices will become an obligatory solution.
Starting from 01.01.2022, it is possible to issue invoices in the form of:
- structured electronic invoices (electronic invoices issued using the National e-Invoice System),
- electronic invoices (PDF, XML, invoices with electronic signature),
- paper invoices.
It is possible to issue structured invoices using free tools provided by the Ministry of Finance, as well as using commercial systems (own accounting programs integrated with this software).
Who will be able to use KSeF?
The KSeF system will be available to:
- entrepreneurs registered as active VAT taxpayers,
- entrepreneurs exempt from VAT tax
- taxpayers identified in Poland for a special EU procedure OSS, with Polish tax identification number NIP.
How does it work?
The unified system eliminates the need to send an invoice to the buyer. KSeF users will be able to send invoices directly to the Invoice Database which, after assigning the invoice identification data (a unique invoice number in the KSeF system), allows the buyer to log in to that invoice and download it. In the case of issuing invoices in your own financial and accounting system, it is necessary to carry out integration with the KSeF system, for example through an API interface. We are currently working on adapting NAVIGATOR in this area and the possibility of issuing, sending/downloading e-invoices to/from the National Register of e-Invoices, in accordance with the new guidelines. The planned date for launching the functionality is April this year.
Impact of KSeF on Workflow systems
The National e-Invoice System, as an ICT system, will introduce many new solutions and will have a number of functionalities enabling better control over the process of issuing, registering, and settling invoices from the perspective of the entrepreneur and the taxpayer. However, the KSeF solution should be treated as a tool for improving the management of purchase and cost documents. Using this tool and integrating it with an ECM/Workflow class system, Electronic Document Management or DMS will have a positive impact on document management in the organization as a whole.
Advantages of using KSeF
The combination of NAVIGATOR and KSeF will open new possibilities for our customers and thanks to standardized invoice forms we will be able to prepare a form compliant with KSeF requirements. Thanks to that issuing, sending, and downloading invoices can be done directly in NAVIGATOR without the need of logging into KSeF if the user has already integrated the systems. Also, the amount of data on the invoice in KSeF will be extended and it will be possible to easily include them on the invoice form using NAVIGATOR.
Implementation of NAVIGATOR will complete the invoice circulation process, as it allows to create of a dedicated circulation taking into account decision-making loops and different circulation paths depending on document properties, e.g. amount, as well as place in the organizational structure. The system is equipped with a set of wizards: processes, forms, printouts, which make it possible to design and handle practically every type of document and manage business processes in an organization.
NAVIGATOR platform also allows for complex management of business processes, based on various types of documents and invoices. Within the framework of business process management, we can also go through the complete purchase process and link different types of documents within one purchase procedure, including
- Supplier offers
- Purchase contracts
- Purchase invoices
- Purchase invoices for materials
Additionally, documents can be connected with a contractor and its service history, registered and maintained for example by sales representatives in CRM application.
Another possibility offered by NAVIGATOR is that in the process of reviewing and accepting documents we can use e-signature, which is more and more often used by companies.
The introduction of KSeF should be treated as one of the additional tools in the corporate architecture of IT systems, which is supposed to improve the process of issuing, registration, and settlement of purchase and cost documents. In combination with NAVIGATOR, both systems will improve processes of issuing and storing invoices in a company.
Marketing manager and a student of Management and New Technologies.
Interested in implementation of technologies solutions in enterprises and management. Enthusiast of cuban cigars, good music and playing the guitar.