PL_JPK_KR_PD - Setup Guide

This guide walks you through the essential steps to configure the JPK_KR_PD reporting feature for Poland localization in NetSuite. Follow each section carefully to ensure compliance and accurate reporting.

Pre-Configuration

Determine the ZOiS Type

Identify the ZOiS Type applicable to your company’s reporting obligations (consult your finance team or local regulations if unsure).

Determine the Start Month of Your Fiscal Calendar

Indicate the month that marks the beginning of your company’s fiscal calendar.

Determine the Retained Earnings Account

Identify the account that will be used to close out profit or loss at the end of the fiscal period.

Set Up Chart of Accounts

Prepare your chart of accounts to ensure accurate mapping and compliance with JPK_KR_PD requirements.

Import Account Label Records

Import the relevant account label records based on your selected ZOiS Type. These labels are essential for proper classification and reporting. For more information, see https://staria.atlassian.net/wiki/spaces/SPLS/pages/2964291882/PL_JPK_KR_PD+Account+Label+Lists?atlOrigin=eyJpIjoiZWMxMWVlZmVhN2Y1NDAxN2E1ZWQ3YTg4NmNhZTc4ZDUiLCJwIjoiYyJ9 .

Assign Polish Accounting Context

For each account, assign the appropriate Polish Accounting Context. This step is recommended for accurate mapping to Polish statutory requirements.

Update Accounts with Labels

Edit accounts as needed to assign or update the correct labels. Ensure all accounts are properly classified for JPK_KR_PD reporting.

Validate Accounts Using Saved Searches

Run the default ZOiS Accounts saved searches to review your chart of accounts. Check for missing or incorrect account information and labels. Address any discrepancies before proceeding.

Set Up Poland Localization Settings

Configure the Poland Localization settings to ensure accurate JPK_KR_PD reporting. Complete the following fields in the Poland Localization:

1. JPK Entity Identifier

   1. JPK Tax Identification Number - This field represents the Polish Tax Identification Number (NIP) of the reporting entity and is a mandatory field in the JPK_KR_PD XML under the <IdentyfikatorPodmiotu> section. The NIP must follow the Polish national format and must be valid for the registered entity. It is used by the Polish tax authorities to uniquely identify the taxpayer. Ensure this value matches the official NIP registered with the tax offic

   2. JPK Full Name - The Full Name field should contain the complete legal name of the entity as registered with the Polish government or tax authority. This field is also mandatory and appears within the <IdentyfikatorPodmiotu> section of the XML. Avoid abbreviations or trade names unless they are part of the official registration. The value must match the name used in other official tax filings to ensure successful validation.

   3. JPK REGON(Optional) - The REGON is an optional statistical identification number assigned by the Central Statistical Office of Poland. Although it is not mandatory in the JPK_KR_PD XML, providing the REGON enhances the ability of authorities to match and verify the reporting entity. It is recommended to include this field if your company has been assigned a REGON number, as it is part of the <IdentyfikatorPodmiotu> structure.

   4. JPK Default Currency Code - This field specifies the default currency used by the entity for accounting and reporting purposes. It is a required field found in the <Naglowek> section of the XML. The value must be a valid ISO 4217 currency code (e.g., PLN, EUR, USD). The chosen currency will be applied to all monetary amounts in the report unless otherwise specified at the transaction level. Make sure this aligns with the entity’s accounting setup in NetSuite.

   5. JPK Tax Office Code - The Tax Office Code identifies the specific Polish tax authority office responsible for overseeing the reporting entity. This field is mandatory and is also part of the <Naglowek> section in the JPK_KR_PD XML. The value must correspond to an officially recognized tax office code as published by the Polish Ministry of Finance. Selecting the correct code ensures the JPK file is routed to the correct tax authority and avoids rejection during submissi

2. Entity Address - The address of the entity must be provided, and only one type of address is allowed: either a Polish address (AdresPol) or a foreign address (AdresZagr).

   1. AdresPol (Polish Address)

      1. JPK Country Code - Always set to "PL" for Polish addresses.

      2. JPK Province/State - Enter the name of the Polish province.

      3. JPK District - Enter the appropriate administrative district.

      4. JPK Community - Specify the local government area or municipality.

      5. JPK Street - Optional; include if applicable.

      6. JPK House Number - Required field indicating the building number.

      7. JPK Premises No. - Optional; use if there is an apartment or suite number.

      8. JPK Township - Enter the town or city name.

      9. JPK Postcode - Must follow the Polish postal code format (e.g., 00-123).

   2. AdresZarg (Foreign Address)

      1. Foreign - Country Code - Use the appropriate ISO 3166-1 alpha-2 country code (e.g., EE for Estonia, DE for Germany).

      2. Foreign - Postcode - Optional; include if used in the country.

      3. Foreign - Name of Locality - Enter the city or town name.

      4. Foreign - Street Name - Optional; include if applicable.

      5. Foreign - House Number - Required field for the building number.

      6. Foreign - Premises Number - Optional; enter apartment or unit number if relevant.

3. Optional Labels

   1. Label for a taxable person subject to Estonian CIT - Enter the label indicating whether the entity is subject to Estonian Corporate Income Tax (CIT) rules. This is an optional field applicable only to Estonian subsidiaries or entities that follow the Estonian-specific taxation system, where CIT is paid upon distribution of profits rather than on accrued earnings.

   2. Label for a taxable person applying IFRSs - Enter the label indicating that the entity is a taxable person applying International Financial Reporting Standards (IFRS). This is also an optional field and is applicable to entities that prepare their statutory financial statements in accordance with IFRS instead of local GAAP.

4. JPK_KR_PD

   1. General

      1. JPK_KR_PD Folder ID - Enter the Folder ID where the files generated for each JPK_KR_PD will be saved.

      2. JPK_KR_PD Financial Year Start - Select the month in which the fiscal year starts.

      3. JPK_KR_PD Default ZOIS Type - Select the appropriate type of Statement of Transactions and Balances according to the company's business category. Each type corresponds to a different type of entity, such as banks, investment funds, or non-profit organizations. Options:

         1. Statement of transactions and balances for banks

         2. Statement of transactions and balances for insurance and reinsurance undertakings

         3. Statement of transactions and balances for public benefit and voluntary service organizations

         4. Statement of transactions and balances for investment funds

         5. Statement of transactions and balances for brokerage houses

         6. Statement of transactions and balances for cooperative savings and credit unions

         7. Statement of transactions and balances for other entities

         8. Statement of transactions and balances for entities applying IFRSs

      4. JPK_KR_PD ZOIS Retained Earnings Account - Select the general ledger (GL) account where annual profits or losses will be transferred at year-end.

   2. Account Types

      1. JPK_KR_PD ZOIS Real Account Types - Select the account types classified as real accounts for reporting in the trial balance. Default real account types:

         1. Accounts Payable

         2. Accounts Receivable

         3. Bank

         4. Credit Card

         5. Deferred Expense

         6. Deferred Revenue

         7. Equity

         8. Fixed Asset

         9. Long Term Liability

         10. Other Asset

         11. Other Current Asset

         12. Other Current Liability

         13. Unbilled Receivable

      2. JPK_KR_PD ZOIS Nominal Account Types - Select the account types classified as nominal accounts for reporting in the trial balance. Default nominal accounts:

         1. Cost of Goods Sold

         2. Expense

         3. Income

         4. Other Expense

         5. Other Income

   3. Default Saved Search/Dataset
      Configure the following saved searches and dataset to define how data will be retrieved for the JPK_KR_PD report. These saved searches and datasets must be properly set to ensure accurate population of accounts, balances, and counterparty information based on the selected ZOiS type.

      1. JPK_KR_PD ZOiS Account Saved Search

         1. Purpose: Retrieves the list of GL accounts to be reported based on the selected ZOiS type.

         2. Default Value: PL JPK_KR_PD ZOIS Accounts

         3. Action: Select or create a saved search that returns relevant account records per entity classification (bank, insurance, etc.).

      2. JPK_KR_PD ZOiS Balances Saved Search

         1. Purpose: Retrieves transactional and balance amounts related to the accounts for the JPK_KR_PD report.

         2. Default Value: PL JPK_KR_PD ZOIS Balances

         3. Action: Select a saved search that outputs debit, credit, opening, and closing balances mapped per account and period.

      3. JPK_KR_PD Counterparty Saved Search

         1. Purpose: Defines how customer and vendor counterparty information is retrieved for inclusion in the report.

         2. Default Values:

            1. Customer: PL Counterparty - Customer Search

            2. Vendor: PL Counterparty - Vendor Search

            3. Action: Choose or configure separate saved searches for customers and vendors, ensuring they include tax IDs and names as required by reporting rules.

      4. JPK_KR_PD Dziennik Dataset ID

         1. Purpose: Specifies the dataset used to retrieve journal entry-level data (e.g., document references, transaction lines).

         2. Default Value: custdataset_spl_jpkkrpd_dz

         3. Action: Enter the internal ID of the correct dataset. This dataset should be aligned with your journal data requirements for JPK_KR_PD.

Review and Update Counterparty (Customers & Vendors)

To ensure accurate reporting in the JPK_KR_PD XML file, it's essential to validate and update counterparty information, particularly VAT registration numbers for customers and vendors.

1. Verify VAT Registration Numbers
   Ensure that the vatregnumber field is correctly and consistently populated in the following records:

   1. Customer Records

   2. Vendor Records
      This field is critical for identifying counterparties in the JPK_KR_PD output. Missing or incorrect VAT numbers may result in reporting errors or rejections by the tax authority.

2. Run Default Counterparty Saved Searches
   Use the default saved searches to quickly review counterparty VAT data:

   1. Customers: PL Counterparty - Customer Search
      → Validate that all active customers have complete and correct VAT numbers.

   2. Vendors: PL Counterparty - Vendor Search
      → Perform the same validation for vendor records.
      You can locate these saved searches via: Reports > Saved Searches > All Saved Searches

3. Modify or Create Custom Mappings (If Needed)
   If the default saved searches do not align with your internal record structure or omit important fields, create custom saved searches that include:

Set Up Transaction

1. Review Default Journal Mapping
   Analyze the Dziennik (Journal) section to understand how transactions are categorized.

2. Set Up Journal Types *

   • Define Journal Types.

   • Update existing transaction forms to include the Journal Type field.

   • Update historical transactions to reflect the correct Journal Type.

3. Set Up Accounting Evidence Types *

   • Define Accounting Evidence Types.

   • Add the field to existing transaction forms.

   • Update historical transactions accordingly.

4. Configure Gapless Numbering per Journal Type **

   • Set up gapless numbering configuration for each Journal Type.

   • Execute the numbering process for historical transactions.

5. Run and Review Default Dataset
   Use the default dataset provided in the SuiteApp to check compatibility and mapping accuracy.

Important Notes

• * If you already have a custom field for Journal Type or Accounting Evidence Type, create a new dataset that uses your existing field instead of the SuiteApp field.

• ** If your current system already supports gapless numbering compliant with Polish regulations, you do not need to enable this feature.

  Gapless numbering is only available when using the Journal Types provided by the Poland Localization SDF SuiteApp.

• ⚠️ Caution: Updating historical transactions may require enabling non-GL impacting changes.
  Always test changes in a sandbox environment before deploying to production, especially in highly customized NetSuite accounts.

User Role Permissions

• Update NetSuite user role and add permission to custom record “PL JPK_KR_PD”