Prerequisites Poland
The following describes the necessary steps that must initially be carried out by the customer. We ask the customer to prepare all points before the project kick-off and to have them ready for the appointment. We recommend consulting tax advisors and ERP experts, particularly for questions relating to tax law, official registrations and the creation of invoices in-house, in order to ensure that the preparations can be implemented in a timely manner.
Owner and responsibilities
Owner | Responsibility |
|---|---|
Retarus |
|
ERP Expert |
|
Tax Advisor / Representive |
|
Specific preparations Poland (KSeF):
Task | Description | Support |
KSeF registration | Register yourself/your company with KSeF. All necessary information is available online at (e.g. with the support of a tax advisor): | Tax Advisor |
NIP | If you do not already have one, apply for a NIP (Numer Identyfikacji Podatkowej) from the relevant tax authorities. Note: Retarus requires this number to use the API and you need it to request the certificate. Further information is available here: https://www.podatki.gov.pl/abc-podatkow/rejestracja-podatnikow Note: The recipients NIP must be part of the ERPs inhouse format, so it’s important to request the NIP from all your business partners. | Tax Advisor |
API certificate | To transfer the data, Retarus requires a certificate, which is needed to authenticate the API. Please apply for this as soon as possible (e.g. with the support of a tax advisor). Further information is available here: https://ksefapi.pl/en/czym-jest-certyfikat-ksef-i-do-czego-sluzy/ https://ksef.podatki.gov.pl/pytania-i-odpowiedzi-ksef-20 Video: https://www.youtube.com/watch?v=SE0IHuPHtRE The original and a translated (German) manual are available for download here:PDF podrecznik-uzytkownika-modulu-certyfikatow-i-uprawnien-mcu.pdf podrecznik-uzytkownika-modulu-certyfikatow-i-uprawnien-mcu de.pdf Note: Retarus exclusively utilises the "online" mode. Please request Type 1 certificate (“Uwierzytelnienie w systemie | Tax Advisor |
Special processes | Please discuss special processes such as incoming and outgoing foreign invoices, as well as the necessary archiving of invoice and UPO data, with your tax advisor. | Tax Advisor |
General information | Please read the general information for KSeF carefully: https://ksef.podatki.gov.pl/informacje-ogolne-ksef-20 FA(3) format description: Information_sheet_on_the_FA_(3)_logical_structure_version_1.pdf | Internal |
General preparatory steps:
The following tasks are only necessary if no e-invoice interface has yet been set up between Retarus and the customer's ERP system.
Task | Description | Support |
ERP Inhouse format | Prepare your ERP system so that it can generate structured data (e.g. with the support of an ERP expert). | ERP Expert |
Create your ERP invoice format (inhouse format) so that it contains all the necessary mandatory fields (e.g. with the support of a tax advisor). | ERP Expert / Tax Advisor | |
Create sample invoices with all possible variants (invoice, credit note, etc.) and in maximum detail (all fields that occur or must be transmitted) (e.g. with the support of the specialist department). | ERP Expert / Finance | |
Create format documentation. It is important that a Retarus Implementation Engineer can clearly understand what content is contained in a field. (The format chosen is secondary). The fewer questions that arise during setup, the faster the integration process can take place. | ERP Expert | |
(Personal) archive | Prepare a process that can retrieve the source and target documents from a Retarus SFTP server, process them, and then delete the data from the SFTP. Optionally, it is possible to agree on a different archiving process. Detailed documentation is required in order to evaluate the integration costs involved. Note: Useful link regarding archiving requirements: | ERP Expert / Tax Advisor |
Error handling | Set up an email address for:
| ERP Expert |