Staria Poland Localization SuiteApp

Bundle ID: 262737

Features

Standard Audit File for Tax (SAF-T) – JPK (Jednolity Plik Kontrolny)

The ability to generate JPK files is crucial for businesses in Poland, ensuring compliance with the Polish Tax Ordinance and Ministry of Finance regulations. JPK is a Polish format of an electronic file that meets the international standard SAF-T.

The Staria Poland Localization SuiteApp supports various JPK structures, including:

  • JPK_VAT with the declaration

    • JPK_V7M - JPK_VAT structure with the monthly declaration (including Amendment)

    • JPK_V7K - JPK_VAT structure with the monthly quarterly declaration (including Amendment)

  • JPK_KR - book of accounts

  • JPK_FA - VAT invoices

  • JPK_MAG - warehouse

  • JPK_WB - bank statement

Businesses can efficiently generate and download these files in XML format from NetSuite and submit them via the JPK WEB Client tool.

JPK_V7

JPK_V7 (Jednolity Plik Kontrolny VAT) is a mandatory VAT reporting requirement in Poland. It combines the previous JPK_VAT file and VAT return into a single electronic file submitted to the tax authorities. JPK_V7 is required for all VAT-registered businesses and includes detailed sales and purchase transactions. It consists of two main types:

  • JPK_V7M (for monthly VAT payers) or JPK_V7K (for quarterly VAT payers)

  • JPK_V7K filers must submit monthly transaction details, with the full VAT return submitted quarterly.

The file must be submitted in XML format and includes specific GTU (commodity and service classification) codes, transaction markers, and additional tax-related details."

Generate the JPK_V7 report in XML format that follows the official structure required by the tax authority. Users may also download the report in Excel format for easy review. Both monthly (JPK_V7M) and quarterly (JPK_V7K) reporting are supported, including corrections.

The report utilizes NetSuite tax codes for accurate mapping, and flexible mapping options allow users to adjust the configuration to align with their data structure. Additional fields, such as GTU codes, sales and purchase evidence symbols, and other mandatory data points, are included to meet compliance requirements.

Users can generate and review the report directly within NetSuite before submission, ensuring accuracy and reducing manual work. The solution also includes automatic VAT calculations, minimizing errors and saving time in preparing the report.

 

JPK_KR

JPK_KR is a structured electronic file that contains detailed accounting records, including general ledger entries, trial balances, and journal transactions. It is required for businesses using full accounting and must be submitted in XML format upon request by the Polish tax authorities.

Generate the JPK_KR (Standard Audit File) report in XML format directly from NetSuite, following the official structure set by the tax authority. Users can generate the report on demand, with data sourced directly from NetSuite records. Updates align with the latest regulatory requirements.

 

JPK_FA

JPK_FA is a mandatory electronic report that includes detailed information about issued sales invoices. It covers invoice numbers, dates, buyer and seller details, VAT amounts, and line-item breakdowns. Businesses must generate and submit this file in XML format upon request by tax authorities.

Generate the JPK_FA (Standard Audit File) report in XML format directly from NetSuite, ensuring compliance with the official structure set by the tax authority. Users can generate the report on demand, with data sourced directly from NetSuite records.

The solution enhances reporting accuracy by including mandatory fields such as invoice classifications, VAT breakdowns, and other required data points. Updates are continuously aligned with the latest regulatory requirements to ensure seamless compliance.

 

JPK_MAG

JPK_MAG is a structured file that reports warehouse stock movements, including incoming and outgoing goods, inventory transfers, and stock levels. It ensures transparency in inventory tracking and must be submitted in XML format upon request.

Generate the JPK_MAG (Inventory Movements) report in XML format directly from NetSuite, following the official structure set by the tax authority. The report includes stock movements such as goods receipts, issues, and transfers, based on NetSuite’s inventory records.

 

JPK_WB

JPK_WB is a structured electronic report that provides detailed bank transaction data, including incoming and outgoing payments, balances, and transaction descriptions. It is typically generated by banks and submitted upon request by the tax authorities.

Generate the JPK_WB (Bank Statement) report in XML format directly from NetSuite, following the official structure required by the tax authority. The report is sourced from bank transaction records stored in NetSuite, allowing users to generate and review statements on demand.

✅ Ensure compliance – Generate reports that align with the latest tax authority requirements.
✅ Reduce risk of errors – Data is sourced directly from NetSuite, minimizing manual adjustments.
✅ Save time – Automate report generation instead of manually compiling data.
✅ Improve accuracy – Users can review the report in NetSuite before submission.
✅ Full audit trail – Keep track of changes for compliance and internal controls.

 

VAT UE

For VAT-registered businesses in Poland engaged in intra-community supplies or sales to EU VAT-registered entities, compliance with the ESL (European Sales List) is crucial. This feature enables users to prepare, preview, and download the VAT EU report directly from NetSuite, helping minimize audit risks and ensuring timely compliance with VAT Act and EU regulations.

The VAT_UE report is a mandatory declaration for businesses engaged in intra-EU transactions. It includes details of VAT-registered customers in the EU, along with sales of goods and services to them. This report helps tax authorities track cross-border VAT compliance and must be submitted periodically in XML format. It must be submitted monthly or quarterly, depending on the taxpayer’s VAT filing frequency.

The report helps tax authorities track cross-border transactions and ensure compliance with EU VAT regulations.

VAT_UE consists of three main sections:

Group 1: Intra-Community Deliveries of Goods
Group 2: Intra-Community Purchases of Goods
Group 3: Intra-Community Provision of Services

The report must be submitted in XML format and can be previewed via the user interface before submission.

✅ Ensure compliance – Generate reports that align with the latest tax authority requirements.
✅ Reduce risk of errors – Data is sourced directly from NetSuite, minimizing manual adjustments.
✅ Save time – Automate report generation instead of manually compiling data.
✅ Improve accuracy – Users can review the report in NetSuite before submission.
✅ Full audit trail – Keep track of changes for compliance and internal controls.

 

Exchange Rate Integration with the National Bank of Poland (NBP)

Businesses operating in Poland need to ensure that foreign currency transactions are recorded at accurate exchange rates based on official sources. The National Bank of Poland (NBP) provides daily exchange rates that must be applied for accounting and reporting purposes. Manually updating exchange rates in NetSuite can be time-consuming and prone to errors.

This feature automatically retrieves exchange rates for foreign currencies against PLN from the National Bank of Poland based on a defined schedule. The system then updates the currency exchange rate list in NetSuite, ensuring that the latest rates are applied without manual intervention.

The feature includes:

  • Automated retrieval and update of exchange rates.

  • Configurable scheduling to define when rates are fetched.

  • Option to fetch exchange rates before the effective date to allow pre-validation.

✅ Ensure compliance – Uses official rates from the National Bank of Poland (NBP) to meet regulatory requirements.
✅ Reduce risk of errors – Automates exchange rate updates, eliminating manual data entry mistakes.
✅ Save time and effort – Removes the need for manual retrieval and entry of foreign exchange rates.
✅ Improve financial accuracy – Ensures transactions and financial statements use the correct exchange rates.

 

Vendor Whitelisting

Vendor Whitelisting feature enables companies to verify whether their vendors or suppliers are registered as VAT taxpayers with the Krajowa Administracja Skarbowa (Polish Tax Administration) before making the payment. This process is vital as Polish tax law stipulates that if a company pays a vendor who is not on the official "whitelist" of VAT-registered businesses, the company may not be able to deduct the VAT from that transaction, leading to potential tax liabilities.

The SuiteApp enables on-demand and scheduled checks of vendor registration status by VAT Number and verifies Bank Account Number.

Businesses operating in Poland are required to validate their vendors and suppliers against the official VAT taxpayer database maintained by Ministerstwo Finansów – Krajowa Administracja Skarbowa (KAS). This helps ensure compliance with VAT regulations and reduces the risk of fraudulent transactions.

The Vendor VAT Verification feature enables users to verify vendor or supplier information in NetSuite against the Krajowa Administracja Skarbowa (Polish Tax Administration) VAT taxpayer database. The verification process can be performed on demand or scheduled automatically.

The feature includes flexible setup options, such as:

  • Overwrite vendor data if discrepancies are found.

  • Hold payments when the vendor’s bank account is invalid.

  • Automatically enable the Split Payment checkbox in transactions if the vendor’s bank account is invalid.

Users can perform the verification at different levels:

  • Vendor Record – Check vendor data directly.

  • Transaction Record – Verify vendors during transaction processing.

✅ Ensure compliance – Verifies vendor details against the official KAS VAT taxpayer database.
✅ Reduce risk of invalid transactions – Prevents payments to unverified or fraudulent vendors.
✅ Save time – Automates vendor verification instead of manual checks.
✅ Improve data accuracy – Helps maintain up-to-date and valid vendor information.
✅ Flexible configuration – Users can choose to overwrite vendor data, hold payments, or enable split payment handling.

 

FIFO Revaluation for Bank Accounts

The FIFO (First-In, First-Out) Revaluation for Bank Accounts is a requirement in Poland for managing foreign currency bank accounts according to accounting regulations. This method mandates that foreign currency accounts be revalued based on the applicable exchange rates at the transaction dates, prioritizing the oldest transactions first. This method is favored in Poland as it helps businesses generate more precise financial reports, reflecting the actual cost of foreign transactions over time.

✅ Ensure compliance – Aligns with accounting law requirements for FIFO-based foreign currency valuation.
✅ Save time and effort – Automates reconciliation and adjustment entries, reducing manual work.
✅ Improve accuracy – Eliminates manual errors in foreign currency revaluation.

 

Polish Invoice PDF Templates

Businesses in Poland must ensure that invoices and credit memos include all legally required details, such as VAT breakdowns, invoice numbering, and other mandatory fields. NetSuite’s standard templates do not always meet these local compliance requirements, requiring customization.

The SuiteApp provides pre-configured HTML/PDF layouts for invoices and credit memos, ensuring they meet Polish VAT compliance standards. The feature includes:

  • Predefined invoice and credit memo templates that display all required fields.

  • VAT-detailed summary for clear tax reporting.

  • Language selection based on the customer's preferred language (English or Polish).

  • Standardized format to streamline invoicing and credit memo generation.

 

Templates that are included:

  • Standard Invoice & Credit Memo

  • Advanced Invoice

  • Correction Invoice

Invoice PDF Templates are available in both English and Polish.

Examples

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✅ Ensure compliance – Meets local tax authority requirements for invoice and credit memo formatting.
✅ Faster implementation – Ready-to-use templates reduce the need for extensive customization.
✅ Professional and standardized documents – Improves document clarity for customers and tax authorities.
✅ Multilingual support – Generates invoices and credit memos in English or Polish based on customer preference.
✅ Automated VAT summary – Ensures accurate VAT breakdowns and easier reconciliation.

 

Payment File Templates

Businesses in Poland must use specific payment file formats when processing electronic funds transfers (EFTs) with local banks. NetSuite's native Electronic Bank Payments (EBP) solution does not include localized Polish bank templates, requiring a customized solution.

The SuiteApp generates Payment Files aligned with bank requirements to be used in line with NetSuite’s Electronic Bank Payments solution. Available as standard for the following banks:

  • PKO Bank Polski

  • MBank

Creation of payment templates for banks not found in the list above is also possible, but subject to an additional customization.

✅ Seamless Integration – Designed to work with NetSuite’s Electronic Bank Payments (EBP), reducing manual effort.
✅ Regulatory Compliance – Ensures payment files meet the specific formatting requirements of Polish banks.
✅ Support for Multiple Payment Types – Covers domestic, international, SEPA, and split payments, providing flexibility.
✅ Time Savings – Automates payment file generation, eliminating the need for manual formatting.
✅ Error Reduction – Minimizes formatting errors that could cause bank rejections or processing delays.

Split Payment

The Poland Localization SuiteApp in NetSuite ensures businesses can handle split payment requirements by automating the process. It helps in identifying transactions that fall under the split payment regime, separates the net and VAT amounts, and manages the required bank transfers to comply with Polish VAT laws. This automation minimizes errors and ensures adherence to split payment regulations.

Reports

Financial Statement Layout

Poland Localization SuiteApp provides Balance Sheet and Income Statements layouts, which are designed to work for general Polish companies but can easily be configured and used as starting templates.

Balance Sheet and Income Statement are available in both English and Polish.

VAT Sales and Purchase Report

The SuiteApp enables businesses to produce a detailed VAT report that includes all sales and purchase transactions in line with local tax requirements. Polish law requires businesses to submit periodic VAT returns that detail their sales (output VAT) and purchases (input VAT). This feature ensures that the VAT Sales and Purchase Report is generated in a format that complies with Polish law. The report can be generated in PDF format directly in NetSuite.

VAT Sales and Purchase Report is available both in English and Polish.

Trial Balance Report

NetSuite’s native Trial Balance Report does not fully meet the requirements of Chapter 2 of the Polish Accounting Act, which outlines specific details that need to be included in financial reports. Poland Localization SuiteApp ensures generation of a Trial Balance report that includes all the necessary information and details ensuring compliance with Polish regulations. The report can be generated in PDF format directly in NetSuite.

Trial Balance Report is available in both English and Polish.

General Ledger Report

The General Ledger (GL) Report in NetSuite is a stardard financial report that provides a detailed record of all transactions, categorized by account. While this standard NetSuite GL report covers basic transactional information, it does not meet the more detailed and specific requirements mandated by Polish accounting laws. Under the Polish Accounting Act, businesses must maintain a highly detailed ledger that provides a complete record of all financial transactions. The report can be generated in PDF format directly in NetSuite.

General Report is available in both English and Polish.

Journal of Evidence Report

According to the Polish Accounting Act, all financial transactions must be recorded in the order they occur. This journal records all financial transactions chronologically and serves as the primary log for tracking financial activity within an organization. This helps in maintaining a clear and auditable trail of financial activities. The report can be generated in PDF format directly in NetSuite.

Journal of Evidence Report is available in both English and Polish.

AR and AP Subledger Reports

The Accounts Receivable (AR) and Accounts Payable (AP) Subledger Reports provide a comprehensive and customizable tool for financial professionals to analyze and understand the detailed transactions occurring within the AP and AR subledger modules. With advanced filtering options and visualization features, this SuiteApp supports robust financial management and reporting in the Polish context. The report can be generated in PDF format directly in NetSuite.

AR and AP Subledger Reports are available in both English and Polish.

Feature Roadmap

https://staria.atlassian.net/wiki/spaces/SPLS/pages/1337131062

Compatibility

Note: The features of the Poland Localization SuiteApp work only with NetSuite OneWorld accounts using Legacy Tax.

NetSuite OneWorld is supported

Legacy Tax is supported

NetSuite single instance / non-OneWorld is not supported

Multi-book is partially supported - This SuiteApp may support accounts with the Multi-Book Accounting feature but only when the Primary Book is in PLN. Please reach out to our team to evaluate what options are available for you.

SuiteTax is not supported

 

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