Table of Contents
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.
As of PL Version 3.8.8, the On-Demand Whitelisting via Transaction Record and Scheduled Whitelisting via Vendor Record is temporarily unavailable. We will provide updates when this functionality is once again ready to be used.
On-Demand Whitelisting via Vendor Record
The On-Demand Whitelisting via Vendor Record allows users to trigger the check on the Vendor record itself.
The process starts with the trigger of a button named “Whitelist Check.” This prompts the system to submit the associated Vendor Tax ID to the official VAT database. If the request yields successful results, the list of available bank numbers in the official VAT database is recorded as individual Vendor Bank Account records in NetSuite. If the Vendor Bank Account Number already exists and is associated with the same Vendor Tax ID, then the record is updated with the latest information from the database and its status is set to Active. If the Vendor Bank Account Number exists in the system but is associated with a different Vendor Tax ID, then the record’s status is set to Not Registered. Lastly, if the Vendor Bank Account Number does not exist, a new Vendor Bank Account record is created with the status of Active and immediately associated with its appropriate NetSuite Vendor record.
For any other Vendor Bank Account that was either previously created by the whitelist check or manually created by any user, a secondary check is performed immediately. The secondary check pairs the Vendor Bank Account Number with the Vendor Tax ID and performs a check against the official VAT database. The Vendor Bank Account Number’s Status is set to Active if a match is found. The Vendor Bank Account Number’s Status is set to Not Registered if no match is found.
The Vendor’s Whitelisting Status remains Active if one vendor bank account number is active. The only exception is if the Vendor is tagged as Exempt in the VAT database. All other fields related to the vendor are updated accordingly.
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.
NOTE: When the Vendor Tax ID (NIP) is updated, the [STA] PL Whitelist Status is emptied and the Vendor record must undergo a whitelist check once more.
Important: The following fields will be overwritten with data from the official VAT database if the OVERWRITE VENDOR DATA preference is checked:
PL REGON
PL Whitelist Name
PL Residence Address
PL Working Address
PL Representatives
PL Authorized Clerks
PL Partners
PL Date of VAT Registration
PL Basis of Registration Denial
PL Date of VAT Re-registration
PL Date of VAT Registration Removal
PL Has Virtual Accounts
PL Pesel
PL KRS
Vendor Bank Account Record
A new sublist record was introduced to replace the deprecated PL 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.
Whitelist PDF Summary
This functionality is deprecated as of PL Version 3.8.8. No further updates will be done for this feature and the current field is set to disabled.
The user can preview or download a PDF summary of all information provided regarding the vendor from the tax authority API.
Send an email to support@staria.com for questions or concerns regarding this topic.