KSeF and Comarch EDI in Questions and Answers: Everything You Need to Know

Although KSeF, the National System of e-Invoices, is already accessible for volunteers, its use isn’t easy due to the lack of a taxpayer portal. An answer to this challenge is EDI (Electronic Data Interchange), a cloud-based B2B platform that enables structured document exchange and is fully prepared for the KSeF launch. Here, we’ve gathered all frequently asked questions about communication with KSeF via the Comarch EDI solution.

1) Is Comarch EDI ready for KSeF communication and testing, and does it integrate with the KSEF API?

The Comarch EDI platform is fully prepared to communicate with KSeF for every current and potential Comarch customer, both for current EDI communication (such as supplier to retailer) and for other streams – both sent and received invoices. To maximize our customers' communication with KSeF, we have provided new IT tools that allow them to manage their communication with KSeF. They can set, for example, the direction of transmission, and embed a token generated from a seal for a given VAT ID.

2) What is needed to communicate with KSeF via Comarch EDI?

The easiest way is for those who already use the EDI platform and exchange invoices via it. However, the configuration and programming work on the customer side will be kept to a minimum, and most of it will be done for them by the Comarch team, both in terms of testing and switching to production with KSeF. Especially in EDI-enabled transmission, it may ultimately turn out that invoice issuers only need to generate a token based on their seal and embed it in the Comarch IAM application - the rest will be handled by Comarch.

The communication between existing Comarch EDI customers and new invoice recipients will be similar to that between existing contractors. The customer-Comarch EDI connection is already functioning successfully, and the only potential change will be the potential extension of the invoice specification beyond the current scope on the EDI platform (if this is required for new, non-EDI partners).

In the case of new Comarch EDI customers, the work is similar to that required for a classic connection to our platform, in order to establish secure, encrypted links, implement an e-invoice specification compliant with ECOD KSeF XML (a basic version of an e-invoice used by entities for issuing and receiving), and agree on possible extensions to our basic specification with the implementation department. The remaining work related to the contractor's communication via Comarch EDI with KSeF will be configured just as for current customers.

3) What about the specifications used in EDI? How are they related to the KSeF XML specification?

Comarch also tries to meet needs in this aspect, which is why a large number of our Comarch EDI customers have been using e-invoices within customized systems since 2005. In order not to expose them to unnecessary costs, we made a comparison of the Comarch EDI specification with the KSeF XML specification, and marked all mandatory fields included in KSeF XML as well as the optional ones that have occurred over the years in the specification used in Comarch EDI. In this way, we have created a broad set of data that our customers can provide in their invoices to KSeF. At the current stage of testing, everything seems to indicate that invoices generated in Comarch EDI, after conversion to KSeF XML specification, are transmitted and received correctly by KSeF. If there are new areas required in the invoice by our current and future clients, we will systematically expand our specification to cover any possible shortcomings.

4) When should I start implementing and transitioning to a KSeF system?

It is best to start the implementation and preparation process now. Even if the Ministry of Finance postpones the announced date of making the KSeF mandatory from January 1st, 2023 to the second quarter of 2023, readiness for the inevitable changes allows greater flexibility and gives a business advantage.

In the second quarter of this year, Comarch EDI customers will have a chance to test the sending of invoices to KSeF for free, in the first instance for users of the Comarch webEDI application, and in the next step for all others. The general tests will take place in the third quarter of 2022, and if the KSeF platform proves stable even under a heavy invoice stream load, the first Comarch EDI customers will start making their way toward the new type of invoice in the fourth quarter of 2022, which means that they will be fully ready for the changes before the deadline set by the Ministry of Finance.

There’s more you should know about e-invoicing in Poland – learn more about the new and upcoming regulations.