Identification Numbers for E-Commerce Companies in Poland

Depending on storage location, movement of goods, imports, and product type, multiple identification numbers may be required when selling goods to or within Poland.

Value Added Tax – Registration for Taxable Transactions or Storage of Goods in Poland

Companies must register for value added tax once taxable transactions are carried out in Poland or goods are stored there.

VAT Identification Number

General designation: VAT Identification Number
Country-specific designation in Poland: Tax Identification Number NIP (for intra-Community purposes NIP-EU)
Relevance: Required when taxable transactions are carried out in Poland, when goods are stored there, or when intra-Community supplies from Poland take place.
Example: Use of a fulfillment warehouse in Poland by a non-Polish e-commerce company.
Relations: Required for Intrastat Declarations, mandatory on invoices, and fundamental for accounting processing.
Special regimes: One-Stop-Shop OSS and Import-One-Stop-Shop IOSS.
Example format: PL1234567890

Intrastat – Reporting Obligations for Intra-Community Movements of Goods

Within the European Union, movements of goods must be reported statistically once certain thresholds are exceeded.

Intrastat Declaration

General designation: Intrastat Declaration
Country-specific designation in Poland: Intrastat Declaration
Relevance: Required when statistical thresholds for movements of goods between EU Member States are exceeded.
Example: Transfer of goods from a warehouse in Germany to a warehouse in Poland.
Relations: Usually requires an existing VAT Identification Number.

Customs – Identification for Imports and Exports with Poland

When trading with countries outside the European Union, companies must be clearly identified for customs procedures.

EORI Number

General designation: EORI Number
Country-specific designation: EORI Number
Relevance: Required when goods are imported into Poland from third countries or exported from Poland and companies submit customs declarations themselves.
Example: Import of goods from a third country into Poland.
Relations: Used within the European Union customs system and may be linked to VAT registration.

Excise Duty – Registration Requirements for Excise Goods

Certain goods such as alcohol, tobacco products, or energy products are subject to additional tax registration requirements.

Excise Registration

General designation: Excise Registration
Country-specific designation in Poland: Excise Registration
Relevance: Required when excise goods are produced, stored, or traded in Poland.
Example: Sale of alcoholic beverages to customers in Poland.
Relations: May be relevant in combination with customs procedures and VAT registration.

Packaging – EPR Registration for Supplying Packaged Goods to End Consumers

Companies supplying packaged goods to private end consumers in Poland must register under extended producer responsibility.

EPR Registration for Packaging

General designation: EPR Registration for Packaging
Country-specific designation in Poland: BDO Register
Relevance: Required when packaged goods are supplied to end consumers.
Example: Shipping goods in packaging to customers in Poland.
Relations: Independent of VAT registration but often required for marketplace participation.

Electrical and Electronic Equipment Waste – Registration for Placing Electrical Equipment on the Market

When selling electrical or electronic equipment in Poland, extended producer responsibility obligations apply for waste management.

WEEE Registration

General designation: WEEE Registration
Country-specific designation in Poland: BDO Register – Electrical Equipment
Relevance: Required when electrical or electronic equipment is placed on the Polish market.
Example: Sale of consumer electronics to customers in Poland.
Relations: May apply in addition to battery-related obligations.

Electrical Batteries – Separate EPR Registration for Batteries or Battery-Operated Products

Batteries and products containing batteries are subject to specific producer responsibility obligations.

EPR Registration for Batteries

General designation: EPR Registration for Batteries
Country-specific designation in Poland: BDO Register – Batteries
Relevance: Required when batteries or products with integrated batteries are sold.
Example: Sale of electronic devices with integrated batteries.
Relations: May apply in addition to WEEE registration.

Invoicing – Obligation to Use Legal Identification Numbers Correctly

Invoices must correctly display legal identification numbers to ensure compliance with tax obligations.

Mandatory Invoice Information

Relevance: Mandatory indication of the VAT Identification Number and, where applicable, reverse charge notes.
Relations: Incorrect invoicing directly affects VAT compliance and accounting accuracy.

Accounting – Systematic Processing of All Registrations and Identification Numbers

All registrations must be correctly processed in accounting and ERP systems to ensure consistent tax reporting.

Proper Accounting Treatment

Relevance: Correct processing of VAT Identification Numbers, EORI Numbers, and BDO registrations.
Relations: Deviations between ERP systems, marketplace data, and tax returns increase the risk of audits.

Data Protection – Organisational Obligations for Processing Personal Data

E-commerce companies regularly process personal data and must comply with the General Data Protection Regulation.

Data Protection Obligations

Supervisory authority: Personal Data Protection Office Poland UODO
Relevance: No specific identification number for typical e-commerce companies, but comprehensive organisational obligations apply under the General Data Protection Regulation.

Digital Identity – Access Requirements for Electronic Administrative Procedures

Electronic government portals are used for tax and administrative procedures in Poland.

Electronic Administrative Access

Relevance: No separate economic identification number, but digital access systems such as ePUAP are required.
Relations: Electronic procedures require identification within national systems.

Anti-Money Laundering – Relevance Depending on Business and Payment Models

For typical goods-based e-commerce businesses, there are generally no specific registration numbers for anti-money laundering, but obligations may arise depending on certain financial or payment models.

Anti-Money Laundering Obligations

Relevance: No specific registration number for typical goods-based e-commerce businesses; relevant only in specific financial or payment scenarios.
Supervisory authority: General Inspector of Financial Information Poland GIIF

Transparency on Registration Requirements

Identification numbers are part of a comprehensive compliance structure and should always be assessed in relation to the specific business model. For questions regarding registration requirements or classification of obligations, DutyPay provides support for the Polish market.