Standard Audit File for VAT (JPK_VAT)

If you are a taxable person and you submit VAT-7 or VAT-7K return:

  • your turnover did not exceed EUR 2 million, 
  • you employ less than 10 persons, 

since the beginning of 2018, you are obliged to send data from VAT records in the form of JPK_VAT.

By 26 February 2018, you must submit the first mandatory JPK_VAT with information for January 2018.

  • From 1 January 2018 the obligation for transmission of JPK_VAT by micro-entrepreneurs means that it will apply to all VAT payers!  
  • Importantly, also from 1 January 2018 records for VAT purposes, including those carried in paper form or WORD or EXCEL files must be kept only electronically and sent to the Ministry of Finance as JPK_VAT!  

Go to the website of Ministry of Finance with information on JPK_VAT

What is JPK_VAT

Standard Audit File for VAT (JPK_VAT) is a set of information on purchases and sales which result from the VAT records for the period in question.  Data to establish JPK_VAT are taken directly from the company's accounting systems. JPK_VAT contains data which up to now you have kept in the records of purchases and sales.  

 
JPK_VAT consists of the identification data of the taxable person and the competent tax office (e.g. NIP, REGON, code of the tax office) and data which relate to the selling and purchasing documents.  JPK_VAT reflects the data contained in records of purchases and sales.  Data provided in JPK_VAT should be consistent with the data contained in the VAT return.  


When you should send JPK_VAT 

From 1 January 2018, you must submit information on the records in the form of a JPK_VAT file without being called, by the 25th day after the end of each month.  If you have settled so far by a quarterly method, you should also send JPK_VAT every month.  However, this does not automatically change the method of settlement. You will settle your accounts as you have done up to now. 
 .

When you don't need to submit JPK_VAT 

You do not submit Standard Audit File for VAT purposes, if you are  a taxable person who carries out only transactions exempt from VAT, as indicated in the VAT Act.  This includes:  

  • sale of goods and services which are exempt from VAT, 
  • subjective exemption (inter alia for taxpayers whose value of sales did not exceed in the previous tax year PLN 200,000) 

If you are registered as a VAT exempt payer, you do not submit JPK_VAT. 

How to submit JPK_VAT 

How to prepare and send JPK_VAT 
 

To prepare JPK_VAT file you have several options:

  • use the free e-mikrofirma programme (which can be downloaded from the website of the Ministry of Finance),
  • use the free JPK 2.0 Klient tool to generate and send JPK_VAT,
  • create a JPK_VAT using an updated accounting program or one of the commercial online applications. If you are already using such a program, check if it has the function of sending JPK_VAT files or if you can directly download data to the JPK 2.0 Klient directly from the program. If you are not using the JPK 2.0 client application, please refer to the Interface Specification of Standard Audio File Version 2.3.
  • use the JPK_VAT e-gate which allows you to upload JPK_VAT from a variety of operating systems, including Apple computers.

The Ministry of Finance has prepared short instructional films in which it is shown how to fill in and send JPK_VAT step by step. The tutorials are available on YouTube channel of the Ministry of Finance.

How to sign JPK_VAT

You need an electronic signature. You can use one of two signatures or authorizing data to sign JPK_VAT:

Trusted Profile - free of charge electronic signature, which you can create in almost any office or through electronic banking. The authorization code sent to the authorization channel is sufficient for signature. See how to create a Trusted Profile.
qualified electronic signature - it is a paid electronic signature used for signing documents. If you have such a signature, prepare it and enter your PIN code.
authorising data - this is a free method. You will need: NIP or PESEL, name, surname, date of birth and the corresponding amount of income earned in 2016. Form available here (the link opens a new window in another website). This is the same signature method that is also used for sending tax returns.

Keep a VAT register, prepare JPK_VAT and send it via the e-mikrofirma program.

In the e-mikrofirma program (we will also find guides on how to use the program) you will issue domestic invoices, save purchase invoices and create VAT records. The program also allows you to create JPK_VAT files, sign them and send them to the system of the Ministry of Finance. It is intended for entrepreneurs conducting sole proprietorship. E-mikrofirma is not a finance and accounting program.

How to send JPK_VAT - step by step 

1. Create a trusted profile. 
 
To send JPK_VAT files you need a qualified certificate or a Trusted Profile.  
 
Trusted profile — unlike the qualified certificate - is free of charge.  
 
2. Download Klient JPK 2.0 application and send the file
 
After obtaining the Trusted Profile download and install application Klient JPK 2.0 for conversion and dispatch of JPK files.  Select it for  the version of the operating system which you are using on your PC (Windows, Linux). Send us a file prepared in advance (table in a spreadsheet data format) via Klient JPK application.  
 
3. Download an Official Confimation of Receipt (UPO).  
 
Correction of JPK_VAT 

 
After submission of the JPK_VAT file economic events may occur that require changes in VAT records (e.g. you will receive a corrective invoice from the contractor for the purchase for the company, you will issue correcctive invoice for sales or issue to your customers invoices to receipts, a turnover of which you have already settled and demonstrated in a previously submitted file). Then submit correction of JPK_VAT.  The correction must include all changes in JPK.  There are no limits to the number of transmitted corrections.  
 
Note!  Klient JPK 2.0 application allows you to test electronic submission of JPK_VAT now.  It provides free and secure generating and sending of the file.

 

 

E-mikrofirma programme

The Ministry of Finance has prepared a free e-mikrofirma application for download. It enables you to:

  • issue domestic invoices,
  • record purchase invoices,
  • automatically create a VAT register based on the entered documents.

Another version, whose release is planned at the end of January 2018, will also allow for: adding receipt sales, automatic generation of the JPK_VAT file based on VAT records, sending JPK_VAT to the system of the Ministry of Finance and downloading UPO (Official Acknowledgement of Receipt).

The first version of the application, which has been released, now gives you the possibility to record documents. The next version will automatically generate the JPK_VAT file.

The e-mikrofirma application is not a financial and accounting program. The User should verify the correctness of the entered and generated data in accordance with applicable regulations.

Download the e-mikrofirma and instructions

Sending JPK_VAT by attorney-in-fact

JPK_VAT may be sent by your attorney-in-fact, provided that you have issued a power of attorney on the UPL-1 form.

See more in the article on powers of attorney in tax matters.

Frequent questions and answers

  • Remember that submission of JPK_VAT does not exempt from VAT-7 and VAT-7K settlements.
  • If, due to the suspended business activity, you do not keep any records in the VAT register, you are not obliged to send JPK_VAT for the suspension periods. In some situations (e. g. when you make intra-Community acquisitions of goods) despite suspending your activity, you supplement the VAT register, submit a VAT return and send JPK_VAT.  Check if you need to send JPK_VAT if you have suspended your activity.  

See examples of life situations and answers to the most frequently asked questions about JPK_VAT.

Other obligations 

From 1 July 2018, in addition to the obligation to provide the monthly JPK_VAT files, tax authorities, in the course of tax proceedings or a tax control -  will be able to call a tax payer to provide other JPK files with information on:  

  • invoices 
  • accounting and tax books, 
  • bank statements 
  • warehousing turnover.  

In that case you will have no less than 3 days to provide the requested JPK files.  You can provide them on e.g. USB stick, a memory card, CD/DVD or another data medium, or send them by e-mail to the address indicated by the tax authority.  In justified cases (such as big amount of data, the absence of the responsible person) you can ask the tax authority to prolong the deadline given in the letter of  notice.  This will allow you to avoid the consequences if the requested files in time.  A person who refuses to give unduly JPK on request of the authority, may obtain a penalty of up to PLN 2,800.  
 
You can ask to postpone the deadline for submitting the JPK_VAT.  Submit a reasoned application before the expiry of the time-limit for lodging JPK_VAT to the competent head of the tax office.  
 

  • In case of questions about JPK_VAT contact the National Revenue Administration:  

 
          Phone:  801 055 055 or 22 330 03 30 
 

In each tax office there are designated contact persons within JPK VAT. Call or email and you will receive information about your case. Below we present a reference to all tax offices, then select your tax office, in the contact section you will find the service of JPK VAT. There are telephone numbers and e-mail addresses to contact persons. (see list of offices in the adress database of  KAS

Legal basis 

 

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