SAP KSeF Integration - Structured Invoices

As of 1 January 2022, Poland introduced the option to issue electronic invoices in the National System of e-Invoices (KSeF). According to the act issued by the Ministry of Finance on 29 October 2021, it is currently a voluntary solution, but starting from July 1st 2024 it will become obligatory.

Since the mandatory nature of KSeF is inevitable, it is important for companies to find an experienced partner who will support the process of integrating the SAP system with the National System of e-Invoices in accordance with the guidelines of the Ministry of Finance. It is advisable to act immediately and prepare for the upcoming changes in order to identify any possible difficulties in advance and gain time for possible process remodeling, introduction of technical changes in selected SAP modules, and their testing.

At Hicron, a team of experts developed a proprietary extension that allows the SAP system to be fully adapted to the upcoming changes. Structured Invoices is a solution that leads to full process alignment with the Ministry’s technical requirements.

What is a structured invoice?

Not every electronic invoice is a structured invoice – it must also contain the information specified in the regulations and be saved in the appropriate format to allow the data contained therein to be read and processed.

The Hicron KSeF solution enables the reporting of data in xml format in accordance with the requirements of the Ministry of Finance. It provides full automation of the process of sending and receiving e-invoices, thus increasing work efficiency and reducing the risk of mistakes.

What is the National System of e-Invoices?

The National System of e-Invoices is a system developed by the Ministry of Finance that enables entrepreneurs in Poland to receive and issue structured invoices; KseF is a central database of invoices. An invoice is considered issued only after it has been sent to KSeF and assigned an individual number (this number is not the same as the invoice number).

Benefits of implementing structured invoices with Hicron:

• greater work efficiency thanks to automation;
• standardization of invoices, making them easier to compile and compare;
• reduction of VAT refund period from 60 to 40 days;
• faster document flow;
• minimum number of errors by creating an invoice template;
• security of data transmission (direct connection of SAP with KSeF, encryption of the authorization key)
• easy and constant access to invoices;
• no need for archiving;
• no risk of overlooking, losing, or destroying documents (no need to issue duplicates);
• improved cash flow;
• ability to automate processes, e.g. checking the compliance of an invoice with an order.

Thanks to a single module and professionally conducted implementation, you can introduce changes in the administration of document flow, increase its efficiency and transparency, in accordance with the guidelines provided by the Ministry of Finance, and enjoy the associated benefits.

KSeF – security, autonomy, automation, and readiness for change

When preparing the Structured Invoice solution, Hicron’s architects and consultants tried not only to respond to all the needs related to the integration of SAP with KSeF, but also to alleviate any related concerns.

In connection with the introduction of the new provision, customers are concerned about:

• possible delays in the delivery of invoices to the KSEF;
• financial data leakage;
• rising costs of the service that were not included in the valuation, e.g. subscription cost
• subsequent amendments to the act on electronic invoices, which will require costly upgrades of already implemented software;
• the method of handling consents to e-invoices or the possibility of adding attachments to them.

In our offer, we focused on four aspects to calm customers’ doubts:

In the proprietary Hicron extension, we focused on an easy-to-use and intuitive interface, using knowledge in the field of UX. In order to increase the visual attractiveness of the application, it is also possible to enrich it with the Fiori layer. A clear panel makes it easier for the user to navigate and does not require additional, extensive training to prepare for the use of the solution.

Hicron’s solution

Hicron’s proprietary module integrates the SAP system with the electronic invoice platform and ensures direct and secure communication between them. Efficient implementation of SAP and KSeF integration includes:

• mapping of ministerial structures with document structures in SAP, allowing xml files to be sent and unpacked;
• enabling the SAP system to receive feedback from KSeF on invoice rejection or acceptance.

The Hicron e-invoice solution also provides access to the document with accurate logs, which enables quick detection and correction of errors. Our on-premise system based on S4HANA is not only safe, but also very efficient. The HANA database is an innovative technology that relies on the transfer of management of large data sets from disk space to operating memory, which improves the speed of processing and sharing this data. In addition, when processing a large number of invoices, it is financially more advantageous than a cloud-based solution. It is important to start preparing now and find an experienced partner who will help you to fully integrate with the National System of e-Invoices within the statutory deadline.

Why cooperate with Hicron?