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country-icon Poland

01.04.24

Quick Response (QR code), ‘offline’ mode and VAT exempt taxpayer public consultation

Kofax is currently occupied accommodating the upcoming Polish e-invoicing mandate, where Kofax is supporting both invoice issuance and invoice retrieval services from the Polish e-invoicing platform, Krojowy System e-Factur (KSeF).

Kofax has tailored its proposed e-invoicing solution in Poland today based on current, draft technical specifications. Kofax is waiting for the Polish Ministry of Finance to release final technical specifications, which will confirm some outstanding questions in respect of our projected Polish solution. This will allow Kofax to implement a complete e-invoicing solution in Poland.

The Polish Ministry of Finance has now published two draft acts, which provide further detail on particular elements of their e-invoicing solution. Specifically, the draft acts provide information on:

  • Quick Response (QR) codes and the ‘offline’ mode. QR codes will be required on every human-readable visualisation of the XML. The offline mode relates to instances where suppliers cannot issue invoices via KSeF due to an impediment on their end, and alternatively must do so outside KSeF in a structured form; current draft regulations indicate that suppliers are required to issue an invoice via KSeF no later than the next business day in these circumstances.
  • VAT exempt taxpayers.  VAT exempt taxpayers will be obliged to adhere to e-invoicing obligations by 1 January 2025. The amendment to the e-invoicing regulation requires VAT-exempt taxpayers to include both supplier and buyer NIP numbers on their invoices.

Both draft acts are due to come into effect from 1 July 2024, and are open for public consultation until 18 December 2023. Kofax is not aware of any concrete information which suggests that the public consultation will delay the mandate inception date of 1 July 2024. Kofax will keep you informed in this regard.

Kofax is analysing this new information closely as QR codes will be required on every PDF that Tungsten Network will generate as part of its e-invoicing solution in Poland. Kofax is also currently assessing our obligations in respect of the offline mode. VAT exempt registered entities are not typically required to register for VAT or apply for a NIP number, but the provisions of the draft Act indicate that VAT exempt entities will need to apply for a NIP number. Kofax is following this closely.

Poland has published a new version of the Interface Specifications, which answers some outstanding questions around Poland’s upcoming e-invoicing mandate.

Specifically, the specifications provide information on the following:

  • Quick Response (QR) codes
  • KSeF authentication
  • KSeF authorisation
  • Encryption

Kofax is closely analysing the specifications, with a view to ensuring our e-invoicing solution in Poland is compliant.

Kofax has communicated with our Polish market on the upcoming mandate, with further messaging expected over the next few months to ensure our customer base is kept abreast of Kofax’s progress in respect of the mandate and any specific customer action required to facilitate the mandate.

You can read more about e-invoicing in Poland on our dedicated country-specific page here.

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