A global ERP and Polish requirements: how to avoid the gap between the standard system and local regulations
RadosławDudziak
Spis treści
Selecting an ERP system is a long-term decision. Companies compare financial management, sales, logistics, manufacturing, integration options and the use of artificial intelligence. In Poland, one more question must be added to that list: does the system genuinely support local legal and accounting requirements and who is responsible for updating it when those requirements change?
A declaration that a system is available in Poland does not provide a complete answer. Localization may be a maintained part of the solution that evolves with the product or a set of modifications created for a specific implementation. End customers usually see the difference only when regulations, reporting structures or communication with public authorities change.
What a modern ERP system should provide
A modern ERP should not merely record documents. It should support daily work by organizing processes, connecting data from different areas of the company, suggesting the next action and reducing manual work.
When comparing solutions, companies should verify:
- whether the system covers finance, sales, purchasing and operations in one consistent environment;
- whether it automates repetitive tasks and helps users choose the next action;
- whether analyses and reports can be created by describing the expected result;
- whether business users can adjust views, fields and their way of working;
- whether the solution can evolve without blocking future updates;
- whether the system supports industry-specific needs and Polish legal and accounting requirements.
Only the combination of these elements shows whether the system will genuinely improve the company’s work or merely replace an existing tool with a newer interface.
Automation, data analysis and the ability to adapt the system
Artificial intelligence has value when it solves specific user problems. In an ERP system, this may mean carrying out a selected task, suggesting the next step, assisting with a document or helping the user reach the required data more quickly.
When assessing these capabilities, companies should verify:
- which tasks the system can perform independently and which still require user approval;
- whether suggestions are based on data and context available in the system;
- whether analyses can be prepared without involving a technical specialist each time;
- whether users can adjust their views and fields without creating another IT project;
- how permissions, data quality and accountability for the result are controlled.
The point is not simply to have artificial intelligence on the feature list. What matters is whether users complete work faster, with fewer errors and without moving data to additional tools.
Polish requirements must be part of the same solution
Automation and system flexibility do not solve the problem if processes required in Poland remain outside the core ERP. This applies in particular to VAT, SAF-T, KSeF, the split-payment mechanism, foreign currency valuation, statutory reporting and business partner verification.
KSeF illustrates the scale of this requirement. The process covers more than generating an XML file: it includes sending and receiving invoices, communication with the Ministry of Finance system, document statuses, KSeF identifiers, official acknowledgements, QR codes, corrections, permissions, certificates and exception handling.
When selecting an ERP system, it is therefore worth establishing:
- the actual scope of Localization for Poland;
- whether Polish processes run directly in the ERP system or in separate tools;
- who is responsible for localization development and regulatory updates;
- how errors, statuses and situations requiring user control are handled;
- which processes require additional applications, integrations or implementation work;
- how the solution is tested before production launch.
Example: Localization for Poland for Business Central
During the webinar, we will show how this approach works in Microsoft Dynamics 365 Business Central. Localization for Poland is a set of extensions developed, tested and distributed by Companial. It adapts Business Central to Polish regulations and accounting practice.
Selected functionality includes:
- VAT records and settlements;
- generation of SAF-T files, including JPK_VAT, JPK_FA, JPK_KR, JPK_MAG, JPK_BANK and SAF-T structures for corporate income tax reporting;
- KSeF sales and purchase invoice processing;
- communication with the Ministry of Finance API;
- document statuses, sessions, KSeF identifiers and official acknowledgements;
- QR codes and KSeF-related printouts;
- the split-payment mechanism;
- National Bank of Poland exchange rates and balance-sheet valuation;
- Polish financial statements and reports;
- VAT status, bank account and REGON data verification;
- the Polish language version of the Business Central interface.
This is a concrete example of how a global ERP can be extended with functionality required in the Polish market. It still requires analysis of the company’s processes, correct configuration and testing of actual scenarios before production launch.
See how it works in practice
On 24 September 2026, we will run a free webinar presenting Microsoft Dynamics 365 Business Central from the perspective of companies considering the selection or replacement of an ERP system. Instead of attempting to cover several industries in one session, we will focus on a small number of practical capabilities that show how a modern system can support daily work.
We will show how the system can carry out selected tasks, suggest the next steps and help users work with documents and data. We will also demonstrate how analyses and reports can be created by describing the expected result in everyday language instead of having a technical specialist build them from scratch. Another example will show how business users can adjust views, fields and their way of working and, in simple cases, make changes without programming knowledge. A separate part will explain how Localization for Poland supports SAF-T, VAT and KSeF processes directly inside the ERP system. The webinar will be delivered in Polish, will last one hour and will include a live question-and-answer session.
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