How to issue a purchase order — corporate merch in Poland
A clean PO unlocks production within 24 h: the field-by-field guide we walk every new buyer in Poland through, so the KSeF e-invoice three-way-matches your AP system the first time.
Step 1 — Required header fields
PO number, PO date, buyer name, NIP, KRS number, REGON, registered address, ship-to address(es), buyer billing email for the KSeF e-invoice PDF mirror, requested delivery date, currency (PLN or EUR), Incoterms (typically DAP buyer site or EXW Warszawa), payment terms.
Step 2 — Line items in detail
Each line: our quote reference, item description (e.g. "Cotton t-shirt 180 gsm, 1-colour screen print left chest"), SKU code, quantity, unit price excl. VAT, line total excl. VAT, applicable VAT rate (23% standard, 0% reverse-charge EU), line discount. Setup and strike-off as separate lines.
Step 3 — VAT logic on the PO
Polish B2B: VAT 23%. EU B2B with valid VIES NIP: reverse-charge — invoice without VAT, buyer self-assesses. Non-EU: invoice without VAT, EUR.1 origin certificate for customs.
Step 4 — KSeF e-invoice delivery
Since the KSeF mandatory rollout, all B2B invoices in Poland are issued through KSeF (Krajowy System e-Faktur) operated by the Ministry of Finance. The KSeF ID appears on the PDF copy we email; the buyer can also pull the invoice from KSeF using their NIP. Save our NIP in your supplier master for reuse.
Step 5 — Payment terms and milestones
Default: 50% advance on PO confirmation, 50% on dispatch. Recurring clients with credit line: Net 30. Enterprise with credit insurance: Net 60. Polish split-payment (mechanizm podzielonej płatności) mandatory above 15 000 PLN for sensitive goods, optional for general merch. Late-payment interest per Polish Civil Code.
Step 6 — Confirmation and three-way match
We sign and counter-stamp the PO within 4 working hours. Production starts after artwork sign-off. On dispatch the KSeF e-invoice references your PO number so your AP system three-way-matches PO ↔ goods receipt ↔ invoice automatically.
FAQ — issuing POs for Poland
Verbal POs?
For top-up reorders from master agreements yes, with express email confirmation. New SKUs always need a written PO.
PO in English?
Yes — bilingual EN/PL POs are fine; KSeF e-invoice goes out in Polish as required but with English mirror columns on the description.
Amending a PO?
Send PO revision (PO-001-R1) referencing the original. If production has started we quote any cost impact; if not, no impact for content changes.
Framework agreement?
Yes — master agreement with call-off POs is standard for enterprise. We set unit-price lookups by SKU; you call off monthly.
Multi-entity billing?
Yes — one PO can split to multiple billing entities via separate KSeF invoices, each with its own NIP.