Integration with the National System of e-Invoices
In connection with the introduction of new regulations on the mandatory reporting of invoices to the National System of e-Invoices, it is required that financial and accounting systems should enable the handling of structured invoices and integration with the national central register of invoices. The National System of e-Invoices (NSeI/KSeF) enables business entities to issue and share structured invoices.
The National System of e-Invoices (KSeF) 1.0 was made available on January 1 2022 as a voluntary solution and since then it is possible to issue structured invoices within this system.
Ultimately, the National e-Invoicing System (KSeF) is to become a common system for issuing e-invoices. The obligation to use this system will apply to all taxpayers, both active and exempt from VAT, who, according to Polish law, are obliged to issue invoices.
The obligation to use the NSeI 2.0 when issuing invoices will come into force:
- from 1 February 2026 – for entities whose gross sales in 2024 exceeded PLN 200 million,
- from 1 April 2026 – for all other entrepreneurs.
The regulations provide for exemptions from the obligation to use the NSeI, which are justified by the specific nature of a given transaction or the status of the seller/customer or buyer/vendor.
From 1 February 2026, it will be mandatory to receive invoices via NSeI, except for situations provided for in the regulations, in which the invoice will be submitted in an agreed manner.
Integration with the NSeI in Polish Localization for Business Central
As part of the Polish Localization, solutions have been introduced to improve the handling of integration with the National System of e-Invoices, both as regards document validation and sending as well as downloading purchase invoices from the central register. The functionality ensures compliance of invoices that have been posted in Business Central with the schema valid within the National System of e-Invoices. Documents are sent and received asynchronously, automatically - by using a standard job queue, or manually - from the list of outgoing or incoming documents.
Integration with the National System of e-Invoices (NSeI) includes the following features provided as a part of:
the process of sending sales invoices to the NSeI:
- communication with the NSeI system by using interactive sessions,
- authentication in the NSeI from Business Central with an authorization token (a token with appropriate permissions should be generated in the NSeI Taxpayer Application (Aplikacja Podatnika KSeF) made available by the Ministry of Finance),
- support for the valid schema version,
- the ability to manually add optional data required as part of structured invoices,
- verification of sales invoices during posting to ensure compliance of the XML file with the valid schema of e-Invoices in XSD format made available by the Ministry of Finance,
- the possibility of skipping selected documents or customers when sending documents to the NSeI (such documents are excluded from validation against the NSeI schema),
- sending documents for invoices posted in the system: sales invoices, sales credit memos, prepayment sales invoices, sales prepayment credit memos, service invoices, service credit memos.
- receiving and processing the Official Receipt Certificate (ORC/UPO) for correctly sent and processed invoices in the National System of e-Invoices,
- updating posted documents and related entries in ledgers based on the received ORC with a unique NSeI ID and the date of receiving the document within the National System of e-Invoices,
within the process of downloading purchase invoices from KSeF:
- communication with the NSeI system by using interactive sessions,
- authentication with an authorization token,
- import of structured purchase invoices from the NSeI,
- registering purchase invoices received from the NSeI in the import register,
- converting an NSeI incoming invoice into a purchase document via E-Documents
Note
As part of the integration with the National System of e-Invoices 2.0, Polish Localization presently supports the test environment (Test) and pre-production environment (Demo) which allows sending documents in accordance with the FA(3) e-Invoice schema.
Working with the NSeI integration functionality requires the configuration of the settings and processes described in the following articles.
| To | See |
|---|---|
| Automatically generate basic dictionaries, schemas, define the mandatory company data, mappings of dictionary values | Setting up Integration with the National e-Invoicing System |
| Issue and Post a Structured Invoice | Issuing and Posting a Structured Invoice |
| Send a Structured Invoice to the NSeI | Sending invoices to the National System of e-Invoices |
| Create NSeI unavailability entries | Invoicing Modes and NSeI Unavailability Log |
| Download purchase invoices from the NSeI | Downloading Purchase Invoices from the National System of e-Invoices |
| Process the purchase invoice downloaded from the NSeI | Processing Purchase Invoices Downloaded from NSeI |
| Enter the NSeI number or designations to indicate that the NSeI number is missing | Entering an NSeI Number or Designation for a Missing NSeI Number |
See Also
For more information, go to the website of the Ministry of Finance: