Basic Documents for Maintaining Accounting in Poland

The modern understanding of an accounting document is a written record of a completed business transaction or a document authorizing its execution, giving legal force to accounting data. These normative acts establish the mandatory procedure for preparing accounting documents and correcting errors for all organizations in Poland.

The rules for maintaining accounting in Poland are primarily regulated by the Accounting Act (Ustawa o rachunkowości). This law defines the basic principles and rules, as well as sets requirements for maintaining accounting for various types of enterprises.

What is considered an accounting document in Poland?

Accounting documents include:

• Primary documents (source accounting documents)
• Accounting registers

Document flow refers to the movement of accounting documents within an organization from the moment they are created until their completion (in particular, their use for preparing financial statements or archiving).

List of primary documents in accounting:

• Contract
• Invoice
• Payment order
• Goods receipt, transport, or goods-transport receipt
• Universal transfer document
• Fiscal or sales receipt
• Strict reporting form
• Certificate of completed work
• Payroll
• Acceptance and transfer reports, fixed asset disposal reports
• Cash receipts and disbursement documents
• Advance report
• Accounting memo.

The form of primary documents is determined by the company independently. The exception is document forms that, in cases specified by law, are approved by authorized state bodies in Poland. Information about the forms used and the list of documents is specified by the company in its accounting policy.

Retention periods for accounting documentation in Poland

The retention period for accounting documentation in Poland depends on the type of document and is regulated by the Accounting Act (ustawa o rachunkowości). There is no single universal period. Generally, the minimum retention period is 5 years, but for some documents, it can be significantly longer. Main retention periods:

• 5 years – most documents related to current operations. This includes, for example, invoices, receipts, bank statements.
• 10 years – documents related to tax obligations (e.g., tax returns). The exact period may depend on the specific type of tax.
• Up to 50 years – documents confirming ownership of assets (e.g., real estate purchase documents).

IMPORTANT! These are only general guidelines. The specific retention period for each document is determined by Polish law and should be verified depending on the specific case. It is recommended to consult with an accounting specialist in Poland or review the current legislation. Failure to comply with accounting documentation retention periods may result in penalties.

What documents should a company provide to an accountant?

At the initial stage of cooperation, the company should provide the accountant with the following documents:

• Founding documents
• Tax registration details
• Accounting documentation
• Tax reports
• Documents regarding liabilities to the budget.

Accounting is maintained based on relevant primary documents. They should also be provided to the accountant at the initial stage of cooperation. Subsequently, accounting documentation is transferred to the contractor in the manner specified in the bilateral agreement.

Working with primary documentation can be organized differently. It involves the complete transfer of accounting functions. This means that the accountant takes over both the creation of primary documents and their acceptance into the records. The format of cooperation with accounting documentation is discussed at the stage of negotiations regarding potential cooperation and when signing the contract.

If you have any further questions, please write to us at office@progressholding.pl.