Deadlines for entries in KPIR

Keeping VAT records has a significant impact on the dates of entries in the KPiR. Please note that for VAT purposes, the purchase VAT register and the sales VAT register are necessary. Separate rules for recording them apply to both revenues and costs.

Entries in the book, taking into account the sale and the revenues obtained from it, should be made on an ongoing basis, after the end of the day, not later than before the commencement of operations on the next day. The taxpayer may also make entries in chronological order by the 20th day of each month for the previous month, if one of the following conditions is met:

• keeps records of non-accountable sales in the place of business;
• does not keep sales records, but records them using a cash register or makes sales documented only with invoices;
• the book is kept by an accounting office.

Additionally, attention should also be paid to the date on which individual economic events are recognized. The rules governing these issues are set out in the provisions of the Act of July 26, 1991 on personal income tax. Pursuant to Art. 14 sec. 1c, the date on which the income arises is the date of delivery of the item, sale of property rights or performance of a service, or partial performance of the service, but no later than the date of the invoice or payment of the amount due.

Entries in the book as tax deductible costs are recognized on different dates, depending on the type of cost.

The purchase of commercial goods and basic materials should be recognized in the book upon their receipt, at the latest before they are transferred to the warehouse, processed or sold (as evidenced by paragraph 17 of the Regulation of the Minister of Finance of August 26, 2003 on keeping the tax revenue and expense ledger). Wages and salaries for employees, social security contributions in the part covered by the employer, must be recognized on the date when these expenses are actually incurred, i.e. when they are paid or made available. Costs included in other expenses (which should be included in column 13 of the book) should be settled by the taxpayer depending on the cost accounting method chosen by them. In this respect, he can choose between settling costs according to the cash method (simplified) or according to the accrual method.

The cash method consists in taking into account the costs on the date they are incurred, i.e. on the date of issuing the accounting document. For the day of incurring the cost of obtaining revenues, Art. 22 sec. 6b of the Personal Income Tax Act, it is considered the date of issuing the invoice (bill) or other evidence constituting the basis for posting the cost.

The accrual method requires distinguishing between costs directly and indirectly related to the achieved income. The taxpayer should recognize direct costs in the period in which the corresponding revenues arise, and indirect costs - on the date they are incurred, i.e. on the date of issuing the accounting document constituting the basis for entry in the book.