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Afaktury.pl  >> KW cash disbursement document

KW document

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2026-10-22
2026-10-22
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Save KW

Online Cash Disbursement

In the digital age, many business processes are changing. Expense management is one area undergoing a clear transformation. Traditional methods such as paper receipts and manual settlements are giving way to innovative tools. One of them is an online KW (Cash Disbursement) document, and this article explains why this technology is worth knowing and what benefits it offers your company.

What is a KW (Cash Disbursement) document?

A KW, or Cash Disbursement, document is issued when a company makes cash expenditures or refunds cash from its till.

It is the primary document used to record cash transactions in a business. A KW document is an essential tool for controlling and monitoring company cash flow and recording all cash expenses and receipts.
In practice, a KW document may be issued daily or periodically, depending on the company’s needs. It supports day-to-day cash accounting and is also an important source document for financial reports and tax settlements.
Accuracy and reliability when issuing KW documents are therefore essential to the proper operation of the company and transparent financial management.

The main elements of a KW document include:

  • Transaction date: The KW document should state the date on which the expense was incurred. An exact date is important for both accounting and tax purposes.
  • Expense description: Every expense must be described precisely. This explains what the funds were spent on and whether the expense related to business activity.
  • Amount: The KW document must state the expense amount. This basic element shows how much money was spent.
  • Entity or contractor: If the expense concerned a service or goods supplied by an external entity, the KW document must include that contractor’s details. This matters for complaints, tax inspections, and cost analysis.
  • Reference number: When a company has many KW documents, each may need a unique reference number. This makes documents easier to identify and find.
  • Signature of the responsible person: The KW document should be signed by the person responsible for the expense or authorized to approve it. This confirms that the transaction was checked and approved under company procedures.

A KW document is not only a tool for monitoring and recording expenses but also an important part of tax and accounting settlements.
Complete and accurate documentation of every transaction helps a company avoid accounting errors, control costs, and meet tax and legal requirements.

Remember that KW documents must be accurate and reliable. Follow financial-management best practices and review and archive them regularly, so the company can retain control of its finances and manage expenses effectively.

Online Cash Disbursement

Online Cash Disbursement is an innovative tool that enables companies to manage expenses electronically. Traditionally, every receipt, bill, or invoice was stored on paper, often causing disorder and making documents difficult to manage.

Now, thanks to online invoicing software, all these processes are moving into the digital world. This means every document is available online, around the clock, from anywhere in the world.

Benefits of issuing KW documents online

Why consider an online KW document? Here are some of its main benefits:

1. Time savings
Managing financial documents traditionally, especially on paper, can be time-consuming. Online Cash Disbursement eliminates manual sorting, filing, and searching. All data is readily available and quick to find.

2. Transparency and control
Online Cash Disbursement provides full control over financial documents. You can track who spent company funds, when, and for what purpose. This helps prevent abuse and keeps expenses transparent.

3. Security and legal compliance
Documents stored in the cloud are protected against loss or damage. Many accounting-document applications also ensure compliance with local legal requirements for financial-document retention.

4. Ability to issue other accounting documents
Online invoicing software such as afaktury.pl can generate invoices, pro formas, corrective invoices, goods issues, requests for quotation, receipts, bills, and many other financial documents, streamlining company finance management.

How do you issue a KW document online?

To issue a KW (Cash Disbursement) document using online invoicing software such as afaktury.pl, follow these steps:

  • Log in to the application: Go to afaktury.pl and log in to your account, or register if you do not yet have one.
  • Select the KW Document option: After logging in, find the option for issuing a KW or Cash Disbursement document in the main menu. Click it to begin creating the document.
  • Complete the details: Fill in the required fields. Typical details include the transaction date, expense description, amount, contractor details where applicable, and other information about the expense.
  • Add attachments: If you have attachments or evidence relating to the expense, you can attach them to the KW document. The application usually accepts PDF, JPG, and other popular formats.
  • Approve and sign: After completing all details, approve the KW document. In some cases, additional confirmation or a signature from the person responsible for the expense may be required.
  • Send or save: Once approved, you can send the KW document to the contractor or save an electronic copy in your archive.
  • Monitor and archive: KW document applications often let you monitor document status and archive documents, making it easier to access the company’s financial history later.

Tools such as afaktury make company finances and documentation easier to manage while maintaining transparent settlements and expense control.

How a KW document relates to other financial documents

A KW (Cash Disbursement) document is an important part of a company’s financial system and is often linked to other financial documents. These links explain the context and origin of an expense and are necessary for correct bookkeeping.

The main links between a KW document and other financial documents include:

  • Purchase invoice: When a company buys goods or services, the supplier often issues a purchase invoice confirming the cost. Its invoice number, date, supplier, amount, and other details are therefore frequently transferred to the KW document for accounting purposes.
  • Bill: In some cases, company expenses are confirmed by bills rather than purchase invoices. Bills describe services or goods, amounts, and transaction dates; this information is also transferred to the KW document so the costs can be recorded.
  • Receipt: Receipts are shorter documents confirming purchases of goods or services. They may record small expenses such as office supplies or hand tools. Receipt details are also transferred to the KW document to post these expenses.
  • Accounting documents: KW documents are normally part of a company’s accounting process. Their information is used to post costs and revenue to the general ledger, enabling the company’s financial position to be monitored.
  • Complaints and returns: When a company handles customer complaints and refunds, the KW document may be linked to complaint and return documents. They confirm the related expenses and make those costs traceable.
  • Other financial documents: Depending on the industry and company, a KW document may relate to correction notes, corrective invoices, customs documents, requests for quotation, and other financial documents. This depends on the business and transaction type.

Understanding the links between KW and other financial documents is important both for correct bookkeeping and financial audits.
Accurate, comprehensive tracking of all company costs and revenue is essential for sound financial management and reliable financial statements.

Summary

Online Cash Disbursement is a revolutionary tool that makes company expense management easier. Electronic storage of financial documents saves time, improves control, and keeps data secure.
This innovative approach to financial management is worth adopting. Try issuing a KW document online and see how it can improve your company’s work.

KW document — PDF printout

KW document — PDF printout example
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[D]
The columns in the table correspond to successive fields in the Standard Audit File for Tax according to the specification published on the website of the Ministry of Finance.
Field names and descriptions from the specification:
LpSprzedazy - Row number in the VAT sales register
NrKontrahenta - Number used to identify the customer for tax or value added tax purposes
NazwaKontrahenta - Customer's full name or company name, Adres Kontrahenta - Customer address
DowodSprzedazy - Sales document number
DataWystawienia - Sales document issue date
DataSprzedazy - Sale date, if specified and different from the sales document issue date. Otherwise - empty field
K_10 - Net amount - Supply of goods and provision of services within the country, exempt from tax
K_11 - Net amount - Supply of goods and provision of services outside the country
K_12 - Net amount - including provision of services referred to in Article 100(1)(4) of the Act
K_13 - Net amount - Supply of goods and provision of services within the country, taxed at 0%
K_14 - Net amount - including the supply of goods referred to in Article 129 of the Act
K_15 - Net amount - Supply of goods and provision of services within the country, taxed at 5%
K_16 - Output tax amount - Supply of goods and provision of services within the country, taxed at 5%
K_17 - Net amount - Supply of goods and provision of services within the country, taxed at 7% or 8%
K_18 - Output tax amount - Supply of goods and provision of services within the country, taxed at 7% or 8%
K_19 - Net amount - Supply of goods and provision of services within the country, taxed at 22% or 23%
K_20 - Output tax amount - Supply of goods and provision of services within the country, taxed at 22% or 23%
K_21 - Net amount - Intra-Community supply of goods
K_22 - Net amount - Export of goods
K_23 - Net amount - Intra-Community acquisition of goods
K_24 - Output tax amount - Intra-Community acquisition of goods
K_25 - Net amount - Import of goods settled in accordance with Article 33a of the Act
K_26 - Output tax amount - Import of goods settled in accordance with Article 33a of the Act
K_27 - Net amount - Import of services, excluding services purchased from value added tax taxpayers to which Article 28b of the Act applies
K_28 - Output tax amount - Import of services, excluding services purchased from value added tax taxpayers to which Article 28b of the Act applies
K_29 - Net amount - Import of services purchased from value added tax taxpayers to which Article 28b of the Act applies
K_30 - Output tax amount - Import of services purchased from value added tax taxpayers to which Article 28b of the Act applies
K_31 - Net amount - Supply of goods and provision of services for which the buyer is the taxpayer under Article 17(1)(7) or (8) of the Act (completed by the supplier)
K_32 - Net amount - Supply of goods for which the buyer is the taxpayer under Article 17(1)(5) of the Act (completed by the buyer)
K_33 - Output tax amount - Supply of goods for which the buyer is the taxpayer under Article 17(1)(5) of the Act (completed by the buyer)
K_34 - Net amount - Supply of goods and provision of services for which the buyer is the taxpayer under Article 17(1)(7) or (8) of the Act (completed by the buyer)
K_35 - Output tax amount - Supply of goods and provision of services for which the buyer is the taxpayer under Article 17(1)(7) or (8) of the Act (completed by the buyer)
K_36 - Output tax amount on goods and services included in the physical inventory referred to in Article 14(5) of the Act
K_37 - Return of the deducted or refunded amount spent on purchasing cash registers, as referred to in Article 111(6) of the Act
K_38 - Output tax amount on the Intra-Community acquisition of means of transport, reported in field K_24, payable by the deadline referred to in Article 103(3), in conjunction with paragraph 4 of the Act
K_39 - Tax amount on the Intra-Community acquisition of motor fuels, payable by the deadlines referred to in Article 103(5a) and (5b) of the Act
Select the appropriate parameter for the item:
GTU_01 - alcoholic beverages
GTU_02 - fuels
GTU_03 - heating oils and lubricating oils
GTU_04 - tobacco products
GTU_05 - waste
GTU_06 - electronic devices and their parts and materials
GTU_07 - vehicles and automotive parts
GTU_08 - precious and base metals
GTU_09 - medicines and medical devices
GTU_10 - buildings, structures and land
GTU_11 - trading in greenhouse gas emission allowances
GTU_12 - intangible services, including marketing and advertising services
GTU_13 - transport and warehousing services
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