Some of the surprises associated with KSEF are of a technical nature. In practice, if the company does not solve technical problems before launching the mandatory KSEF, it will not be able to issue or receive invoices … unless he does it manually. For larger entities, this would mean a disaster.
The company's first surprises already have behind them. The companies could have been testing KSEF in version 1.0 so far. But the test system was turned off from day to day.
-The official announcement of the Ministry of Finance appeared on August 29, and from September 1 the test environments ceased to be available, which without the right tools means unplanned downtime in the hot period of preparation for implementation-says Michał Sosnowski, director of Business Development at Exorigo-Upos.
Further tests will be possible from September 30, when the Ministry of Finance will launch a test KSEF 2.0. – The problem is that the continuity of systems has not been maintained. In practice, this means the need to configure access, close open documents or generate new invoices in the test environment again. For many companies this is a big challenge – explains Michał Sosnowski. And this is only one of the five surprises that companies must prepare for in connection with KSEF.
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Companies already have KSEF problems today. And there will be little time
Michał Sosnowski indicates that the current test version of the system of the Ministry of Finance (1.0) caused problems: it happened that it acted unpredictable, sometimes it had limited bandwidth, there were errors and inconsistencies. The lack of continuity of versions 1.0 and 2.0, which will only be launched, is one problem, but not the only one. – The first open tests of API 2.0 will not start until September 30, 2025, and the Test application of the taxpayer KSEF 2.0 in November – which leaves very little time for simulations with real data – warns the expert.
Michał Sosnowski He also advises to test the invoicing software on real data, but in a mode that does not send them to KSEFs. – This is currently the only way to catch mistakesbefore they start blocking sales. Well -designed tools are resistant to unforeseen situations. When choosing a system for communication with KSEF, it is worth making sure that the manufacturer provides the simulator and allows you to verify the solution, even when the test KSEF does not work – convinces our interlocutor.
Not everything that KSEF accepts will accept the contractor?
Another surprise for which companies must prepare for the substantive correctness of invoices. – KSEF verifies the invoices only in terms of compliance with the format (FA schedule), but does not assess the substantive correctness of the data (except for dictionaries, e.g. VAT rates, countries or currency codes). This means that The invoice adopted by the KSEF may be rejected by the contractor, e.g. due to an incorrect order number – explains Michał Sosnowski.
Companies should therefore implement additional solutions that will check the substantive correctness of the invoice before it is shipped to KSEF. -It is about IT tools that will be able to detect errors in the format or content in real time (e.g. inconsistencies in data or formal and medical defects) and transfer feedback immediately to the invoice. This will shorten the process and eliminate the sources of delay in payments – says Sosnowski.
Is the company ready for KSEF failures?
In the event of KSEF failure, the invoices can be issued offline, the contractor will be transferred to the visualization, and only the next business day send them to KSEF. Offline mode can also be used in the case of e.g. cutting off the current or the Internet. Each company must be properly prepared for such situations.
According to Michał Sosnowski, in such situations, an appropriate invoicing program should enable, among others Automatic renewing shipping to KSEFs.
– Every minute of downtime in invoicing can be expensive. It is worth ensuring that invoicing and sales are not paralyzed – says Michał Sosnowski.
The company should have emergency procedures developed, in which invoices can be issued and served in company systems even when there is no connection to KSEF and then sent automatically when the connection is restored.
Various systems in the company? How to adapt them to the invoicing by KSEF
– In large organizations, invoices can be issued from various systems: ERP, POS, WMS or industry tools. Without the central mechanism of collecting and sharing documents, there are problems with their consistency, duplicates or a lack of a full picture of the situation. Similar problems appear when purchase invoices from suppliers are served in parallel by many different systems – indicates Michał Sosnowski.
According to the expert, So companies should look for solutions that will collect all invoices in one place, transfer them to KSEF in a consistent way, and at the same time provide them with all internal and shopping systems in a unified format. – The optimal solution are tools that can automatically recognize the purpose of the purchase invoice downloaded from KSEF and transfer it to the appropriate internal systems. It should be assumed that in the future KSEF will become the only source of sales documents, without having to generate additional files or printouts by exhibitors – adds Sosnowski.
What is not in KSEF, and what the company must take care of itself
The expert also reminds that KSEF does not support many elements needed in everyday work: He will not inform you that the invoice is to be received, will not notify foreign contractors, has limited search for invoices, he will not pass on the attachment in the form of a PDF file. Enterprises often learn about this only when they have to complete an unusual transaction. This is another surprise that every company must be ready for.
– Therefore, it is worth developing procedures for corrective invoices, duplicates or international sales today and to choose tools that will complement KSEF functions – so that on the start of the system you do not have to act in improvisation mode – suggests Michał Sosnowski.
He adds that today more and more organizations are reported to the company, which declared their readiness for KSEF, and after the first attempts they see how many areas still require refinement. – Most often, the problem is focusing on the “connection” to the KSEF, without taking into account the entire data architecture, communication between systems and emergency scenarios or unusual situations. The sooner entrepreneurs learn these challenges and implement appropriate solutions, the greater the chance that the obligation to use KSEF will become a chance to improve business, not a source of paralysis – warns Michał Sosnowski.
Author: Łukasz Zalewski, journalist of the Business Insider Polska Law Department
