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Table of Contents

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Process Overview

The Vendor Whitelisting process allows businesses to check whether the taxpayer is included in the free database of Polish VAT taxpayers. This feature provides three main ways of checking the status of a particular vendor: on-demand whitelisting via Vendor record, on-demand whitelisting via Transaction record, and scheduled whitelisting via Vendor record.

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The Scheduled Whitelisting via Vendor Record follows the same process as the On-Demand Whitelisting via Transaction Record. It is a periodic check in the background performed through a scheduled script that triggers the whitelist check for a list of transactions included in a defined saved search. Depending on the result of the whitelisting, the payment hold may be checked or cleared.

Vendor Record Fields

The whitelisting process updates the NetSuite Vendor record with information from the API Wykazu podatników VAT. Information taken from the official VAT database includes the REGON, Vendor Name, and Address.

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Note

Important: The following fields will be overwritten with data from the official VAT database if the OVERWRITE VENDOR DATA preference is checked:

  • REGON

  • Whitelist Name

  • Residence Address

  • Working Address

  • Representatives

  • Authorized Clerks

  • Partners

  • Date of VAT Registration

  • Basis of Registration Denial

  • Date of VAT Re-registration

  • Date of VAT Registration Removal

  • Has Virtual Accounts

  • Pesel

  • KRS

Vendor Bank Account Record

A new sublist record was introduced to replace the deprecated Bank Account Number field. Each Bank Account Number will correspond to one Vendor Bank Account record and be associated with one Vendor only. This allows users to enter their bank account numbers and use them for vendor whitelisting. The new Vendor Bank Account record represents a bank account number and its corresponding status, last verification date, and associated electronic key and NIP. If at least one bank account number is tagged as Active, then the Vendor’s Whitelisting Status is Active.

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Note: If a vendor bank account record with the same bank account number already exist, the whitelisting feature will not create another vendor bank account record.

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Send an email to support@staria.com for questions or concerns regarding this topic.