Lump sum revenue record - what should it look like?

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After the tax card, the lump sum on recorded income is one of the most frequently chosen forms of settling accounts with the tax office. Entrepreneurs who use it to make settlements are required to keep records of revenues. In the article, we will describe what the correct revenue record should look like and how to complete it.

Revenue register - who should keep it?

The revenue record should be kept by entrepreneurs who, when submitting the CEIDG-1 application, indicated that they would benefit from lump-sum taxation on recorded revenue. This obligation also applies to private individuals who have decided to tax private rent at a flat rate.

It should be emphasized that there are two limitations to the possibility of using the lump sum as a form of taxation. The first is the income limit that can be achieved on a lump sum. Pursuant to Art. 6 sec. 4 point 1 of the Act on flat-rate income tax on certain revenues earned by natural persons, the limit is EUR 2 million (in PLN - PLN 9,030,600). If this limit is exceeded in the year preceding the tax year in which we use the lump sum, then the right to this form of taxation is lost.

Example 1.

In November 2020, Mr. Stanisław achieved an income in excess of PLN 9,030,600 (the limit for the lump sum for 2021). Due to the limit being exceeded, it is obliged to apply a different form of taxation from January 1, 2021.

On the other hand, the second limitation is the provision (Article 8 (1) of the aforementioned Act) defining taxpayers who cannot benefit from lump-sum taxation.

Art. 8 sec. 1 of the Act on flat-rate income tax on certain revenues earned by natural persons:

"Taxation in the form of a lump sum on recorded income does not apply to taxpayers:

1) paying tax in the form of a tax card on the terms set out in Chapter 3;

2) benefiting, on the basis of separate provisions, of temporary income tax exemption;

3) which, in whole or in part, receive revenues from:

a) running pharmacies,

[...]

c) activities in the field of buying and selling foreign exchange values,

[...]

f) activities in the field of trade in parts and accessories for motor vehicles;

4) producing products subject to excise duty, on the basis of separate regulations, with the exception of the production of electricity from renewable energy sources;

5) undertaking activities in the tax year after the change of activities performed:

a) independently for activities conducted in the form of a partnership with a spouse,

b) in the form of a partnership with a spouse for activities conducted independently by one or each of the spouses,

c) independently by the spouse for the activity conducted independently by the other spouse

- if the spouse or spouses, before the change, paid income tax on the basis of general principles for this activity ”.

In a situation where the taxpayer took advantage of lump-sum taxation and performed the service or supply of goods listed in art. 8 sec. 1 of the above Act, then loses the right to taxation with a lump sum already at the moment of achieving this income. From the date of losing the right to tax with a lump sum, income tax should be paid based on the tax scale.

Example 2.

Mr. Radosław runs a sole proprietorship, which is taxed with a lump sum, and sells evening dresses as part of it. In the meantime, he decided to expand his business to selling auto parts. He sold the car parts on March 15, 2021. Does he still have the right to lump sum taxation?

On March 15, 2021, Mr. Radosław lost the right to settle with the lump sum, because he sold the goods, which excludes the possibility of lump sum taxation, and thus must change the form of taxation on that day and make settlements using the tax scale.

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Revenue record - how to keep it?

Revenue records should be kept fairly and in a non-defective manner. By keeping "non-defective", the legislator means that the records should be kept in accordance with the provisions of:

  • the act on flat-rate income tax on certain revenues earned by natural persons and

  • Regulation of the Minister of Finance on keeping records of revenues and a list of fixed assets and intangible assets.

On the other hand, keeping the revenue records "fairly" means that the entries in the records reflect the actual state of affairs.

Revenue records may be kept on paper or electronically. In the case of keeping records electronically (in the ICT system), the condition for recognizing the records as correct is:

  1. specification in writing of a detailed operating manual for the computer program used to keep records;

  2. the use of a computer program that provides immediate insight into the content of the entries made and enables printing of all data in chronological order, in accordance with the record template;

  3. storing the recorded data on IT data carriers in a way that protects them against destruction or distortion, violation of the established rules of their processing or their unauthorized modification.

Taxpayers who are obliged to keep records of revenues, but do not do it or do it in an unreliable manner, must take into account financial consequences. In such cases, the tax office itself estimates the taxpayer's income, imposing on him a tax five times higher than that which should be applied. The rate can therefore be as high as 75% of income.

Entries in the records are made in chronological order, not later than by the 20th day of each month for the previous month.

If the revenue record is kept personally by the entrepreneur, there is no obligation to inform the tax office about it. If it is outsourced to an external company, this fact must be reported within 7 days from the conclusion of the contract with the accounting or accounting office using the CEIDG-1 form.

From 2021, the flat-rate tax rates have changed. All rates applicable from 2021 are described in the article: Lump sum on recorded revenues - available flat rates.

Records of revenues - discussion of the formula

The model of the revenue record has been specified in the Regulation of the Minister of Finance on keeping revenue records and the list of fixed assets and intangible assets. Includes the following items:

  • no. - the ordinal number of the entry;

  • entry date - the date on which the revenue was recognized in the revenue record;

  • date of obtaining income - the date on which the income was achieved and the tax obligation arose on the basis of PIT;

  • number of the document on the basis of which the entry was made;

  • determination of the amount of income according to a specific flat rate;

  • revenue summary;

  • comments - we supplement in them, for example, with information about the subsidy obtained.

Revenue records and JPK_EWP

If the revenue record is kept electronically, you should take into account the need to generate the JPK_EWP file at the request of the office. The Standard Audit File for revenue records applies to entrepreneurs taxed with a lump sum on recorded revenue.

Entrepreneurs keeping a record of revenues only in paper form are exempt from the obligation to generate and deliver JPK_EWP at the request of the office.

Revenue and JPK_EWP records in the wFirma.pl system

In the wFirma.pl system, the revenue record can be downloaded from the RECORDS »REVENUE RECORDS tab, where at the bottom of the table, select the period for which the file is to be downloaded and use the PRINT option.

However, JPK_EWP in the system can be created from the level of two tabs: RECORDS and TAXES.

  1. Records - in the RECORDS »REVENUE RECORDS tab, where at the bottom of the table, select the period for which the file is to be downloaded and use the DOWNLOAD JPK_EWP option.

  1. Taxes - in the tab START »TAXES» SINGLE CONTROL FILE »ADD» ADD JPK_EWP.