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Corrective invoice in Poland – when is it necessary to issue such a document?

02.11.2023
Corrective invoice in Poland – when is it necessary to issue such a document?

The correction invoice is a specific accounting document, which in many situations is not only useful, but also required. However, many people are still unsure when exactly it can be issued, what the relevant deadlines are and what information it should contain. In this article, I will try to comprehensively discuss the issues related to the correction invoice.

Correction invoice – definition

Before going into the details, it is worth understanding what exactly an adjusted invoice is. An adjustment invoice is an accounting document used to correct errors on the original sales invoice. It can be used to both increase and decrease the original invoice value.

When can an adjustment invoice be issued?

Wondering when exactly you can issue a correction invoice? Here are a few situations:

  • error in personal details or address – if you notice that there are errors in the original invoice regarding your name, company name, address or other relevant details, then a correction is necessary,
  • error in the quantity or price of a product – if you find that the quantity or price of a product/sale has been misstated, then a sales adjustment invoice can be used,
  • correction of the invoicedate – if for some reason the date on the invoice is wrong, it should be corrected using a correction invoice.

What are the deadlines for a correction invoice?

The deadlines for a correction invoice vary from country to country and from tax law to tax law. In many jurisdictions, the deadlines are strictly defined and failure to comply with them can lead to problems with the tax authorities. Generally speaking, it is advisable to issue a correction invoice as soon as possible after noticing an error, although some countries have specific timeframes.

How to properly prepare a correcting invoice?

Using dedicated invoicing software significantly simplifies the process of creating correction invoices thanks to ready-made templates. To generate such a document, it is usually sufficient to select the appropriate option, such as ‘Create corrective invoice’, and then fill in all the necessary data. For those who do not use such tools or cooperate with an accounting office, it is necessary to include all the necessary components of the invoice. This is where we recommend our Taxon invoice application – with the help of this modern tool, you can easily issue any invoice or its correction.

What should a correcting invoice contain?

When issuing a correction invoice, it is important that it contains the following elements:

  • thedetails of the seller and buyer – As with a regular invoice, these must be accurate and true,
  • thenumber of the original invoice – this is important for reference and to show which invoice is being corrected,
  • the date of the original invoice and the date of the correction,
  • detailed description of the correction – Here you need to describe exactly what is being corrected, whether it is a correction of an invoice to zero, a correction of a sales invoice or perhaps a correction of another nature,
  • new values – If you are adjusting quantities or prices, you must include the new values and the difference between the old and new values,
  • thetemplate of the correction invoice – although not required, it is recommended to use a standardised template that is easily recognisable and contains all the necessary information.

Why is a correction invoice issued?

Wondering why you need to mess around with adjustments at all? Here are a few reasons:

  • care for correct documentation – errors in invoices can lead to tax or accounting problems, so it is important that they are corrected,
  • professionalism – correct and accurate invoices show the professionalism of your business,
  • facilitation of cooperation with customers – customers want accurate invoices that reflect the actual value of the goods or services purchased. Issuing a correcting invoice shows that you are looking after their interests.

Corrective invoice – changes from 2021

From 1 January 2021, modifications have been made in relation to correcting invoices in the context of the Slim VAT package. Previously, in each case of adjustment of an invoice, regardless of the nature of the adjustment (whether an increase or decrease in the taxable base), confirmation from the purchaser was required. Currently, when it comes to value-reducing adjustments, confirmation from the purchaser is no longer required. It is sufficient that the seller has the relevant documents confirming that the terms of the adjustment have been clearly agreed between the parties to the transaction. The updated regulations are contained in Article 29a(13) of the VAT Act.

Correction invoice and KSeF

Although the use of the National e-Invoice System (KSeF) is currently optional, from 2024 it will be an obligation for all entrepreneurs operating under Polish tax law. Using KSeF, any corrections to electronic invoices can only be made by issuing a correction invoice in the system. The key element of this document is the number that relates to the original invoice in KSeF, which enables an automatic association between the two documents. If the original invoice was issued during a KSeF performance problem, the correction invoice can be prepared after the original document has been added to the system.

I hope the above article has helped you to understand what a correction invoice is, when and why it is issued and the procedures involved. Remember, ensuring your accounting records are correct is key to business success, so always try to keep up to date with any corrections and updates.