Currently, many of our customers are already preparing for or carrying out projects to integrate their SAP systems with the National System of e-Invoices, implementing the All for One KSeF solution. In those companies that also use our other solutions from the SAP Add-ons portfolio, we integrate these products. This results in minor improvements and facilitation of the work of accounting departments, as well as better relations with employees.

White list vs. KSeF

All for One Partner Checker is a solution that enables automatic verification of contractor data regarding TIN numbers and clearing bank accounts based on the National Revenue Administration database, as well as VAT-EU numbers based on the VIES database.

Taxpayer statuses are verified directly from the SAP system.

You can automatically verify:

  • JPK_VAT files
  • master data on suppliers/customers/business partners
  • manually specified TIN/REGON/bank account number lists (can be downloaded from a file)
  • other places in the system.

The solution allows you to automatically block suppliers, customers or business partners with incorrect TIN or EU VAT numbers. It provides an API programming interface that allows you to add a TIN or bank account check also in other places of the SAP system. It can be integrated, for example, with issuing orders for suppliers and invoicing them, entering sales orders, invoicing sales, and generating a payment package (All for One Edit Proposal extension).

Partner Checker remembers the log of TIN and bank account number checks along with the codes returned by the services for each number verified.

In All for One KSeF, with regard to incoming invoices from the Ministry’s system, the solution cockpit can be treated as an invoice mailbox. Documents can be further processed using accounting automation, interfaces, workflow processes (SAP, All for One ECM (currently Rockawork), RPA, etc. The KSeF cockpit shows the status of the invoice (downloaded, forwarded to…).

From this level, you can perform verification of contractors on the white list (by TIN number). Verification can be done in bulk and automatically (downloaded – check).

In Partner Checker logs you can see that invoices downloaded from KSeF have been verified.

Integration with JPK

Another area for improvement is the integration of KSeF with JPK.

All for One JPK has already been implemented more than 200 times. The largest implementation involved more than 50 group companies. Our solution is used by a total of several hundred Polish companies.

It is a proven solution for all structures, including JPK_RR. The product has been under development since 2016 and has been supplemented with additional features (e.g. JPK Change Analyzer for automating analyses and corrections of SAF files, or JKP Transfer for preparing SAF files and sending them to the MF gateway. The add-on supports sending files over 100 MB).

The solution does not interfere with the customer’s SAP standard. It works with SAP ECC, Simple Finance, S/4HANA systems). It can also integrate with external solutions through the Excel4JPK add-on or a dedicated interface.

A service complementary to All for One JPK is manufacturer’s support.

In the All for One KSeF cockpit, we can see the statuses for individual documents, including the date the KSeF number was assigned and the date of sending and issuing. Until now, the issue date in the SAF was usually the date of the accounting document. Currently, the date of issue will be the moment of initiating the sending of the invoice to KSeF. For this reason, a new panel appears in the integrated solution for SAF: additional KSeF settings. After integration, the date of initiation of sending will be added to the SAF and overwritten as the new invoice issue date.

Settlement of accounts with employees in BeeOffice

Another facilitation is the integration of business trip accounting with KSeF. Our proposal in this area is addressed to companies using the BeeOffice solution from All for One.

BeeOffice is an employee self-service portal that supports the organization in everyday work – in-office and remote. This includes schedule management and working time recording, leave planning and accepting, business trip and car expense accounting, as well as managing equipment and licenses.

The key element of the BeeOffice package is the ability to integrate with systems already existing in the company, including ERP or HR (e.g. from SAP). In this way, BeeOffice becomes a natural complement to existing IT solutions. The solution also has a mobile version.

There are many more functions useful in everyday corporate life, but today we will focus on those that support the accounting department in settling accounts with employees. The best example will be business trip accounting.

In BeeOffice, the Business Trips functionality is centered around a self-service form available online to an employee, a supervisor and an accounting department. This is where the entire process of business trip planning, acceptance by a supervisor and cost accounting takes place. Attachments documenting expenses (invoices, tickets, etc.) can be attached to the form.

After entering KSeF in the BeeOffice Business Trips module, it will be possible to provide information that the invoice will be received through the KSeF platform. The employee – instead of delivering a document to the employer, will only be able to enter the structured invoice number in the system. The integration of BeeOffice and SAP will make it possible to link this number to the structured invoice that will be received from the KSeF system. Another method of linking may be to search for a structured invoice in SAP by TIP number and invoice amount. Next, the invoice is posted to the employee’s account in SAP.

Currently, it is difficult to predict what rules, for example, hotels, taxi companies or restaurants will introduce – whether they will issue a copy of the invoice to the customer or some kind of receipt. However, they will probably introduce some form of confirmation of service performance for the customer, with a structured invoice number. And if not, the employee will certainly know the seller’s tax identification number and the invoice amount.

In a similar way, we can manage all expenses related to business trips (hotels, tickets, taxis, fuel) and other purchases that we post to the employee’s account. The automation model will largely depend on the form of providing information on the structured invoice number from the seller.