Accounting export
Your accountant needs two lists every month: the invoices you issued and the carrier invoices you approved. Export for accounting makes both as clean VAT registers in Excel or CSV, marks what was handed over so the next month's file carries only new documents, keeps every file in Files, and makes the JPK_FA file of your VAT invoices.
Before you start
- Export for accounting is in the ⋯ of Billing, Invoices (the sales register) and of Billing, Carrier costs (the cost register). Both open the same Accounting export dialog.
- A file without marking can be downloaded by anyone who can see the invoices. Marking documents as exported is "for people who edit, or for the accountant once an admin allows it"; a member limited to some TMS modules needs Finance.
- JPK_FA "is made by an admin, or by the accountant once an admin allows the export".
- The Settings tab is an admin's.
The Accounting export dialog
The dialog has four tabs: File, History, JPK_FA and Settings.
File
- Open ⋯, Export for accounting on Invoices ("The sales VAT register of a period for your accountant.") or on Carrier costs ("The register of carriers' cost invoices of a period for your accountant.").
- Set the Period: From and To, at most one year at a time.
- Pick the Format: Excel or CSV.
- Leave Mark as exported ticked to mark the documents (below), or untick it for a plain file: "A file without marking: every document of the period, nothing is marked."
- Tick Include documents exported before to put them in again: "They go into the file again; their first export mark stays."
- Click Download. "Exported 42 documents."
When everything of the period was exported already: "All 42 documents of this period were exported already. Tick "Include documents exported before" to download them again."
What the registers hold
| Register | Documents | Rows |
|---|---|---|
| Sales | Every issued sales document whose issue date is in the period: invoices, corrections and debit notes. Never drafts, cancelled documents or pro formas. | One row per document and VAT rate, so net, VAT and gross per rate add up to the document. A foreign-currency row carries the NBP rate, its date and table, and the PLN amounts. |
| Purchases | Approved carrier costs (approved, in a payment batch or paid) whose invoice date, or without one the day received, is in the period. | One row per cost. |
Both registers carry the contractor's accounting account (konto FK) and the Second accounting account (konto FK) from its card, and the Rejestr VAT code from the settings. The column headings are in Polish (for example Numer faktury, Rejestr VAT), whatever the app language. The CSV is semicolon separated with a decimal comma, so it opens correctly in a Polish Excel. Text a spreadsheet would run as a formula gets a leading apostrophe.
"A Comarch Optima or Symfonia import file is not available yet: the register works in any spreadsheet."
Mark as exported
With Mark as exported ticked, "The next export of this period leaves these documents out. The file stays in Files."
- An invoice then shows the stamp "Exported 03.11.2026 (Anna Kowalska)" in its Accounting section, and the invoices list has an Export column and filter (Exported, Not exported). An admin can Take the export mark back on the invoice: "The next accounting export carries this invoice again. Write why."
- A cost is stamped too: "Each cost in the file gets a stamp; reopening it then needs an admin and a reason." The cost card says Handed to accounting under Who did what, and the cost can no longer be edited, re-rated or split until an admin reopens it ("The accountant already has this cost. Write why it comes back, so the next export carries it again."). See The cost card.
History
History keeps every export: the date, the kind (sales or purchases), the number of documents ("42 documents", "with earlier ones" when exported documents were included), and Download the file from Files. "The file was removed from Files" when it is gone.
JPK_FA
JPK_FA (for the tax office): "The VAT invoices of a period in the JPK_FA(4) structure, checked against the Ministry of Finance schema."
- Open the JPK_FA tab and set the period.
- Quanty checks first and lists anything to fix under "Before the file can be made:", for example "Fill in the company's NIP (Settings > Company).", "Fill in the JPK data: tax office, street (Settings tab here).", "FV/0142/10/2026: the invoice has no lines." or "FV/0150/10/2026: a foreign-currency invoice without an NBP rate."
- When "The file is ready." with the summary ("Invoices: 38, corrections: 2, lines: 61"), click Download JPK_FA.
"Check the file with your accountant before it goes to the tax office." The period must lie between 1 July 2016 and 1 January 2030. Invoices issued by another system running next to Quanty are left out: "the system that issued them files their JPK."
Settings
Settings (admins; "Only an admin changes these settings."):
| Setting | What it means | Example |
|---|---|---|
| The accountant may export | "A person with view-only access may run an export that marks documents and download JPK_FA. Nothing else changes for them." Off by default. | on |
| VAT register codes: Sales and Purchases | "How the accounting program names the register (the "Rejestr VAT" column of the file)." At most 20 characters. | SPRZ, ZAK |
| Data for JPK_FA | "The registered address as in the NIP registration, and the tax office in charge": Tax office, Voivodeship, County, Municipality, Street, Building no., Flat no., Town and Postal code. | Pierwszy Urząd Skarbowy Poznań-Grunwald |
Give your accountant a Viewer seat and switch on The accountant may export: they can then make the monthly files and JPK_FA themselves, and change nothing else.
Good to know
- While Marcos TMS is connected, the file and the marked exports leave out the invoices Marcos TMS issued: it hands them to accounting itself ("Exported in the system it comes from"). Invoices issued in Quanty stay in.
- A file can hold up to 20 000 documents; export a shorter period when you have more.
- The export marks only what is in the file: a document added to the period later goes into the next export.
Not tax advice
Quanty prepares the registers and the JPK_FA file from your invoices and costs and checks the file against the Ministry's schema. What you file, and when, is for you and your accountant to decide.
Related pages
- Invoices: the invoices in the sales register.
- TMS carrier costs and payments: the costs in the cost register.
- The cost card: a cost handed to accounting.
- The contractor card: the contractor's accounting account.