e-Invoicing in Poland

eInvoicing in Poland?

With the law that came into force in Poland in November 2018, the domestic law of the EU eInvoicing Directive was transferred. With the law, articles on electronic invoicing in public procurement, concessions for construction works or services, and public-private partnerships are regulated.??

eInvoicing Platform and eInvoice Management Solutions?

In Poland, e-Invoicing is the responsibility of the Ministry of Economic Development, Labor and Technology and the ?ukasiewicz Research Network – Logistics and Storage Institute. Poland has completed the implementation of the eInvoice Directive by creating the PEF for electronic invoicing in public procurement to process and exchange eInvoices. PEF is the central platform used by public institutions and economic operators for B2G e-Invoicing in public procurement.?

The platform supports sending and receiving of e-Invoices, orders and additional documents in a standard XML format such as shipping advice, receipt advice, correcting invoices and accounting notes. It consists of two Peppol Access Points implemented by PEF service providers.?

The implementation of PEF services is divided into three phases:?

The first phase?of the project was the selection of PEPPOL Access Point service providers. In the?second phase, the first functions of PEF, eInvoicing and eOrder went live.?Finally, the project was completed in the second quarter of 2019, providing full PEF functionality (including DesAdv, RecAdv and reporting) to public and private users.?

eInvoice Receiving&Processing Approach?

The issuance of eInvoices by the suppliers is done voluntarily. Receipt and acceptance by the Purchasing Authorities - according to the Directive - is mandatory. In this respect, all public authorities are required to register their accounts on the PEF platform. Therefore, every public procurement invoice sent in a structured electronic standard must be transmitted through the PEF. Economic operators can also use the platform, which is free, but they can also decide to use other market solutions that work within the Peppol network.?

eInvoice Application at Sub-central Level Contracting Authorities?

Poland has a centralized platform used by more than 15K registered contracting authorities. The central platform is based on the Peppol network. As long as eInvoice is EN-16931 and Peppol BIS Billing 3.0 compliant, any registered government agency can receive eInvoices from other network users. In this context, there is no difference between central and sub-central organizations.?

Peppol CIUS – BIS Billing 3.0 is used as the national CIUS. According to Peppol, there is no significant difference. Communication with CIUS is via a website made for e-Invoicing in Poland. It is a knowledge base for all domestic stakeholders of the process, including information about the CIUS used. The main identified benefits of e-Invoicing at the sub-central level are cost and operational savings, reduction of administrative burden and optimization of payment time, and facilitation of cross-border e-Invoicing.?

The Situation Regarding The Implementation of the European eInvoicing Standard

The European standard for e-Invoicing has been implemented in Poland using Peppol BIS Billing 3.0 as the key feature of e-Invoices in public procurement. It is mandatory on the PEF platform. A guideline has been developed for the application of this specification in Polish conditions. Similar implementation guidelines have been prepared for the remaining post-bid documents (Order, DesAdv, RecAdv, Invoice Correction, Accounting Notes).?

Monitoring the e-Invoice Application?

There is on-site monitoring for both central and sub-central levels. There are reports from the central platform (PEPPOL), of which the Ministry is the manager. Evaluate the number of suppliers using eInvoice and the number of eInvoices sent.?

According to 2018 data, the total number of public tenders was approximately 155 000. The average bid per purchase was approximately 2.2. By the end of 2020, more than 16,000 organizations have signed up to the platform, of which around 15,000 are from the public sector. At the same time, almost 100,000 electronic documents were exchanged using PEF, mostly eInvoices (more than 97% of all documents).?

Melasoft E-Faktura Solution for SAP?

The product we have developed, by processing PEPPOL and other formats, connects the invoice data in the relevant country to SAP and ERP systems in an integrated way, easily and reliably.?

In addition, with the Cloud Services, we offer to our customers, EU compliant documents are sent to the authorities and other partners in Poland through PEPPOL in a harmonious and accurate manner. Similarly, on our?website, an example is given where the PEPPOL BIS 3.0 format is used.?