Who can issue an interest note in a Polish company?

In Poland, an interest note can be issued by any employee authorized by the management board to perform such actions. It does not need to be a special power of attorney (specifically for these actions), but a general power of attorney is sufficient for handling certain matters within the company, which includes issuing interest notes. The scope of such a power of attorney can therefore coincide with the scope of the employee’s duties.

Can the purchase of goods in Poland be considered a deductible expense if there is no proof of the transaction?

To consider the purchase of goods as a deductible expense in Poland, the transaction must be documented by an accounting voucher. According to Article 21 of the Polish Accounting Act, an accounting voucher should contain at least:

– A description of the type of voucher and its identification number;

– The names and addresses of the parties involved in the business transaction;

– A description of the transaction and its value, if possible, also stated in physical units;

– The date of the transaction, and if the voucher was issued on a different date, the date of the voucher’s issuance;

– The signature of the issuer of the voucher and the person to whom or from whom the assets were delivered or received;

– Confirmation of the verification and classification of the voucher for inclusion in the accounting books by indicating the month and manner of entry into the accounting books (posting), signed by the person responsible for these entries.

Can the accounting books for a company registered in the Polish National Court Register, with only foreign shareholders and all board members being citizens of other countries, be kept in English?

The accounting books of a Polish company must be kept in Polish and in PLN (Polish currency).

Do the accounting books need to be kept at the registered office of a Polish company?

The accounting books can be kept outside the registered office of a Polish company, but in such a case, the relevant Polish Tax Office for the company’s registered office must be notified of the location where the accounting books are kept (you have 15 days from the date they are issued to be kept) and must ensure the availability of these books (along with the accounting documents) at the company’s registered office upon request by the supervisory authorities or with their consent at another location (e.g., at an accounting office that has been contracted to keep these books).

Do the accounting books have to be opened on the date of registration of the company in the Polish National Court Register?

The accounting books do not need to be opened on the date the company is registered in the Polish National Court Register (KRS), but within 15 days from the date of the first economic event that has financial or property implications for the company (e.g., issuing a sales invoice, making a purchase, etc.).

Does the defectiveness of an accounting voucher (e.g., an incorrectly issued sales invoice and the refusal of the seller to correct it) invalidate the expense as a deductible expense in Poland?

The defectiveness of an accounting voucher does not invalidate the expense covered by it as a deductible expense according to Polish accounting regulations. However, in such a case, all other evidence must be provided to prove that the expense occurred and that the cost was incurred. Such evidence can include, for example, witness statements from participants in the transaction.

If you are looking for bookkeeping services we offer, contact us:

Accounting Office / Accounting Kraków

PHONE: +48 12 345 21 06
EMAIL: biuro.krakow@prwt.pl

Accounting Office / Accounting Warsaw

PHONE: +48 22 292 47 21
EMAIL: biuro.warszawa@prwt.pl