The mandatory issuance of invoices only in the digital version will start on July 1, 2024, but from September the Ministry of Finance will make some changes regarding the structure of e-invoices according to the template that will soon apply. What’s next?
- Mandatory e-invoicing in the KSeF system: when and how
- A new version of the e-invoice structure as of September 1
- Obligation to use KSeF: what is the purpose, who will benefit
- Mandatory e-invoicing: what else does the amendment change?
Further changes aimed at preparing companies to operate in the National System of e-Invoices (KSeF) are going to be successively introduced by the Ministry in the coming months. What will they consist of?
Mandatory e-invoicing in the KSeF system: when and how
In early August, the president signed an act amending the provisions on tax on goods and services regarding the mandatory issuing of invoices only in digital version, and on August 11, the act was published in the Journal of Laws. So everything is clear now.
The e-invoicing obligation will enter into force on July 1, 2024, and for small and medium-sized enterprises exempt from VAT from January 1, 2025.
The new law maintains the principle of issuing an electronic invoice or a paper invoice only in exceptional cases:
- by a taxpayer without a registered office or permanent place of business in the territory of the country (nonetheless, he will be able to issue structured invoices),
- by a taxable person who does not have a registered office in the territory of the country, who has a fixed place of business in the territory of the country, where this fixed place of business is not involved in the supply of goods or services for which the invoice was issued (he will, nonetheless, be able to issue structured invoices),
- by a taxable person using special schemes,
- dna for the benefit of a buyer of goods or services who is a natural person who does not run a business,
- in the case of properly documented deliveries of goods or provision of services, as specified in the regulation issued by the minister responsible for public finance.
A new version of the e-invoice structure as of September 1
KSEF has been operating for a long time. According to data from the Ministry of Finance, currently 957 entities issue digital invoices in this system – as of August 8 this year. In the period when the system is available, i.e. from January 1, 2022 to August 8, approx. e-invoices.
For these users, as well as for all new users who are already preparing for the universal obligation, the Ministry of Finance has already prepared for them changes.
As the Ministry of Finance informs in a special announcement, from September 1, 2023, the second version of the e-Invoice structure will come into force, which will remain unchanged until the implementation of the target solution. Basically, a large part of entrepreneurs waited to integrate with KSeF until the announced second version of the structure was made available.
The resort also informs about its further plans. In the fourth quarter of 2023, it wants to provide technical documentation for other functionalities, in particular for emergency mode. There are also plans to provide the KSeF mobile application for issuing and accessing e-invoices.
Obligation to use KSeF: what is the purpose, who will benefit
In the opinion of the government, the introduction of mandatory electronic invoicing is to contribute to a better fight against VAT fraud and evasion.
A taxpayer using the KSEF who applies for a refund of input VAT will receive this refund in a shorter period. We shorten the maximum basic return period from 60 to 40 days, which will have a positive impact on financial liquidity, especially for small and medium-sized enterprises.
Taxpayers will not have to issue duplicate invoices, because e-invoices in KSeF will not get lost, will not be destroyed, and will always be available to the issuer and recipient of the invoice.
Fewer obligations – the taxpayer issuing invoices in KSeF will not have to send the structure of the Standard Control File for Invoices (JPK_FA) at the request of the tax authorities.
And what are the business benefits? The introduction of the mandatory use of the KSeF ensures fair competition for entrepreneurs. The buyer can be sure that the invoice has been issued by an authorized entity. In addition, the invoice issuer is sure that the recipient has received the invoice.
Obligatory e-invoicing will also have an impact on streamlining economic transactions by introducing a single e-invoice standard, converting paper and electronic documents (PDF) into digital data, as well as digitizing and automating the circulation of invoices between taxpayers and their accounting. This solution will contribute not only to faster and more efficient documentation of transactions, but also to faster payment processing.
Increasing the speed of data exchange in contacts between contractors – the issued invoice will be made available to the recipient by the administration practically in real time.
A structured, uniform invoice template will allow for the automation of accounting processes, which in turn will translate into saving employees’ time, which can be used in other areas of business. The introduction of automation in the accounting process will reduce the number of mistakes when entering data manually. No need to scan or rewrite invoices in paper or graphic form – they can be directly imported from XML into the systems.
The service of storing and archiving e-invoices for a period of 10 years is provided by the administration, which gives the possibility of significant savings related to the lack of obligation to store these documents.
Mandatory e-invoicing: what else does the amendment change?
The mandatory KSeF from July 1, 2024 also allows six months longer to function in the old system taxpayers VAT exempt subjectively and objectively from VAT – KSeF will be obligatory for them from January 1, 2025.
Other important solutions are as follows.
- Invoices from cash registers will be able to be issued in the current form until December 31, 2024.
- A fiscal receipt with a tax identification number will be recognized as a simplified invoice until December 31, 2024.
- Consumer invoices (B2C) will not be covered by KSeF.
- Tickets that function as invoices (including receipts on toll motorways) are excluded from KSeF.
- Invoices issued under the OSS and IOSS procedures will also be excluded from KSeF.
- The foreign currency exchange rate used for conversion into PLN will be maintained from the day preceding the date indicated in field P_1 of the structured invoice for one additional day to be sent to KSeF.
- In the event of a failure on the part of the taxpayer, it is possible to issue invoices offline outside the KSeF and deliver the invoice to the KSeF on the next working day after issuing it offline.
The new regulations also specify the date of issue and other issues important for the process of issuing invoices during a failure and offline.
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