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Electronic Invoicing Platform

PEF – mandatory since 18 April


Following the Act on e-invoicing in public procurement, concessions for works or services and public-private partnership, Poland has begun the implementation of the directive on e-invoicing in public procurement. What follows, new billing rules have been applied to these orders. This means that as of April 18, 2019, all contracting entities under the Public Procurement Law are required to receive electronic invoices. This type of document is the successor to the invoice in the traditional form. The consequence of actions is the Electronic Invoicing (PEF) Platform created in cooperation with the Ministry of Entrepreneurship and Technology. As a member of the PEFexpert consortium, we have won the MPiT tender for the implementation and operation of this platform in public administration (PEF). Through it, entities performing the tasks provided for in the definition of public procurement can settle accounts.

E-invoices in public procurement

Electronic invoices are gaining more and more importance in business transactions. The legislative policy pursued in European Union countries has one task: to promote the practice of using the electronic form of invoices and documents. In light of the provisions, e-invoices are an equivalent document to a paper invoice. It is worth noting that e-invoices do not require a signature, even an electronic one. Pursuant to the Act, they have already become the leading form of accounting for public procurement. In Poland, this practice has been in force since April 18, 2019. The new provisions on e-invoices apply to all entities that realise public procurement under the Public Procurement Law Act, the Act on public-private partnership and the Act on concession contract for construction works or services. These entities were directed to receive e-invoices via the government’s Electronic Invoicing Platform (www.pefexpert.pl). The platform is used for both sending and receiving structured electronic invoices and other documents between the contracting authority and the public procurement contractor.

PEF. For whom?

The assumption of the PEF project is the dematerialisation of invoices and other documents sent between the parties. This process is carried out gradually. PEF began with the Government to Business (G2B) area. However, the assumptions of the project go much further. The activity, started on the basis of public procurement, aims to spread the practice of electronic invoicing also in the Business to Business (B2B) environment. The European Commission is striving for electronic invoices to become the main billing method throughout the European Union next year. Pursuant to these activities, e-invoices are to become the final form of accounting for ongoing business transactions. Nobody needs any more encouragement as to the benefits of this type of solution. Automation of repetitive activities, reduction of costs related to document handling and archiving, and finally care for the environment are only a substitute for the benefits of using electronic invoices.

PEF in public procurement

According to the direction of changes introduced consistently by the European Commission, electronic invoicing is already in force on the national level. Obliged parties are required to receive electronic invoices. This fact results from the implementation of Directive 2014/55/EU regarding electronic invoicing in public procurement. The institutions that carry out these tasks include: (data: gov.pl)

  • public authorities, government administration, state control and law protection, courts and tribunals,
  • local government units (municipalities, poviats, voivodship self-government) and their associations,
  • state budget authorities,
  • local government budgetary establishments,
  • executive agencies, budget economy institutions,
  • state special-purpose funds,
  • Social Insurance Institutions (ZUS) and the funds they manage, and the Agricultural Social Insurance Fund (KRUS) and the funds managed by the President of KRUS,
  • National Health Fund,
  • independent public healthcare institutions (SPZOZ), public universities,
  • public universities,
  • Polish Academy of Sciences and its organisational units,
  • state and local government cultural institutions and state film institutions,
  • other state or local government legal entities established on the basis of separate acts to perform public tasks, excluding enterprises, research institutes, banks and commercial law companies.

How does the Electronic Invoicing Platform work?

PEF is a free tool supporting the process of handling electronic documents in the implementation of public procurement. How is it in practice? Every economic entity using PEF should register and set up its account. In addition to sending an electronic invoice, the parties may also use the Platform to send documents such as:

  • delivery order (order),
  • delivery note,
  • acknowledgment of receipt,
  • correction invoice,
  • bookkeeping note.

It will take a few minutes to create an account. Registration can be done by an entity representative or PEF Platform Administrator. On behalf of the national PEF operator - the PEF Expert consortium, we kindly invite you to take a look at our service. For more information on the obligation to use electronic invoices in public procurement, please visit www.pefexpert.pl





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