Poland has a national e-Invoice system (KSeF) platform that businesses can use. It provides an e-invoice structure and helps to standardise e-invoice transactions. As a result, Exact Globe+ also provides the facility where users can take advantage of this e-invoice platform.
The KSeF works based on receiving and sending back e-invoices. Exact Globe+ processes e-invoices and makes sure that incoming and outgoing e-invoices are compatible with the KSeF requirements.
Before you use the functionality, you must first set up the following master data:
You can find the National e-Invoice System (KSeF) section at System > General > Settings > Company data settings. This setting allows you to choose whether to use the live or test KSeF environment.
To test and validate e-invoicing processes before going live, select the Pre-production option at the Environment field. Using this environment helps ensure your systems are prepared for the mandatory use of KSeF, minimising risks and ensuring compliance.
The E-Invoice: KSeF layout field is found at System > General > Settings > Documents settings. You can use this layout to retrieve the values to generate the XML file for the KSeF e-Invoice submission. If you want any fields to be included in the XML file submission you have to add the data to this layout. The default layout is “PLKSEF01”. If this layout is not available, you can import the “PLKSEF01.fkl” layout file from the /etc folder in the Exact Globe+ installation folder.
You can choose from two templates at the E-Invoice field. The template you choose is used for generating the KSeF XML format and determines the output format. There are two templates available:
The invoice template is used by default. If you want to import the credit note template, you can import the XML template by clicking the New button and selecting the XML template from the /XML folder in the Exact Globe+ installation.
You can edit the template by customising the fields. However, the fields must be added to the KSeF layout first before adding them to the e-Invoice XML template.
Additionally, you can add the QR code, KSeF reference, and verification link in the invoice layouts. To add them, you must first add the database fields under the Header block at System > General > Settings. The QR code, KSeF reference, and verification link will be displayed in the invoices when you process the incoming and outgoing invoices.
The KSeF invoice check box is added at System > Logistics > Invoice codes. This check box allows you to define which invoice code you want to use for the KSeF invoice submission. You can select the XML template that you want to use for the invoice code at the E-Invoice: XML Template field.
To connect to the KSeF portal, the company must be authenticated so that access tokens can be generated. The generated tokens are used to give users specific rights for certain roles in KSeF, such as to access the invoices, issue invoices, view permissions, and manage permissions. Exact Globe+ saves these generated tokens for each user.
You can manage the tokens for the users at System > HR & Security > National e-Invoices System (KSeF) > Maintain.
The KSeF maintenance screen lists all users that has a token to work with KSeF invoices. The token is generated in the KSeF portal and added to Exact Globe+. Each token determines the role of the user. The possible options for each user are:
If there are changes to the KSeF portal, for example when a token is revoked, inactive, or other reasons that may prevent a user from processing transactions successfully, the token will not be automatically synchronised to Exact Globe+. If this is the case, you can click Validate to resynchronise so the token can be used again.
You will see the screen below when you click New in the KSeF maintenance screen. This screen allows you to link the generated token key for the Exact Globe+ user. The token key allows the linked user to access the roles set up for the token key at KSeF. The Description, Role, Active, and Validated fields will be automatically synchronised from KSeF.
For security reasons, each user should have their own unique token. This means that a separate token must be generated for each user on the KSeF portal and then entered into Exact Globe+.
Exact Globe+ handles sales invoices as outbound invoices to KSeF. These are listed on the Outgoing e-invoices screen. When you select the relevant sales invoices and click the Process button, the following will occur:
You can view invoices that have been processed and sent to KSeF at Invoice > Invoice > National e-Invoices System (KSeF) > Outgoing e-invoices.
Exact Globe+ handles inbound invoices received from KSeF as purchase entries. You can manage the purchase invoices at Finance > Entries > National e-Invoices System (KSeF) > Incoming e-invoices. You need the necessary rights to download purchase invoices.
Additionally, you can automatically create new creditors when you download the invoices by selecting the Create master data option in the Download options section.
When you click the Download button in the Incoming e-invoices screen, the following will occur:
The status of the invoices will be updated accordingly after the invoices have been allocated, approved, rejected or processed.