CASE STUDY
Within the client’s system (based on Syndatis AIR), the Accounts Payable Invoices and Employee Expenses modules were in use. The former handled documents related to larger purchases, while the latter processed invoices and receipts confirming smaller day-to-day expenses, mainly incurred by medical representatives and usually paid with company cards.
The introduction of the mandatory KSeF system created the need to integrate these modules with the Ministry of Finance system and to properly handle all invoices received through it.
The deployment of the interface on the client’s Syndatis AIR platform was a smaller part of the project. The more challenging aspect was designing a mechanism that would automatically assign employee expenses (identified as invoices paid by means other than bank transfer) and handle unavoidable exceptions.
The mechanism uses employee codes, which employees are required to provide to the supplier when an invoice is issued. If such a code appears in any item on the invoice, the invoice is assigned to the employee associated with that code. In the absence of the code (a rare situation, as employees are motivated to ensure smooth reimbursement), the invoice is routed to an administrator, who identifies the appropriate person.
The solution was developed in stages: we initially prepared it for the preliminary version of the KSeF interface; after the project was suspended at the national level and the specification changed, it was necessary to keep up with those changes and achieve proper integration with a system that nobody on the market could yet have any practical experience with. The deployment ultimately coincided with the nationwide launch of KSeF, meaning that suppliers, clients, and integrators alike had to learn the solution on an ongoing basis. Fortunately, the system was successfully launched without major issues.
It is still difficult to assess the full scale of the benefits, but replacing the requirement to manually describe and submit every receipt and invoice with the need to simply acknowledge an expense that has already been automatically imported and assigned to the employee represents a major relief in day-to-day work. The processing of accounts payable invoices has also been significantly accelerated and streamlined — with electronic data available immediately, errors and unnecessary delays can be avoided.
The Syndatis AIR platform integrated with KSeF provides substantial support in everyday settlements and administrative processes.
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