Table of Contents

Issuing and Posting a Structured Invoice

Polish Localization allows you to issue and post a structured invoice in accordance with the provided and published schema. You can issue a structured invoice from the Sales Invoice, Sales Order, Sales Return Order, Sales Credit Memo, Service Invoice, Service Order and Service Credit Memo pages. To issue such an invoice, it is necessary to set up integration with the National System of e-Invoices.

Issuing a Structured Sales Invoice

To issue a structured sales invoice:

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Sales Invoices, and then select a related link.

  2. On the Sales Invoice page fill in the available fields in a standard way.

Note

Address data that is a combination of data from the Postal Code, City, Address, and Address 2 fields is sent in a single file.

  1. In the Delivery Date/Invoice Period Date Filter field specify the date of delivery of the item or service. If the invoice is issued for the so-called continuous delivery of goods or services, specify the dates for the entire period to which the invoice relates.
Note

If the invoice contains a specific date of delivery of goods or services, in the Delivery Date/Invoice Period Date Filter fill in a single date; the date will be copied to the Delivery Date field.

If the invoice has been issued for the so-called continuous delivery of goods and service (the period for which the invoice was issued in the cases referred to in Art. 19a(1) 3 first sentence and para. 4 and para. 5 point 4 of the Act), in the Delivery/Service Date or Invoice Period Date Filter field enter the date filter for period staring date..period ending date (e.g. 01.01.2026..31.01.26). The starting date of the invoice period will be saved in a separate field called Invoice Period Starting Date. The ending date of the invoice period is saved in the Invoice Period Ending Date field (the Invoice Period Starting Date and Invoice Period Ending Date fields are displayed dynamically on the page).

If the date or date range is correctly identified and inserted into the appropriate fields, the value in the Delivery Date/Invoice Period Date Filter is removed.

  1. To add optional or facultative data, required as part of structured invoices, which are not available in the standard document structure of Business Central, choose NSeI, Additional NSeI Document Elements or use the (Alt+I) key shortcut.

  2. The program opens the NSeI Document Elements page that contains a list of elements defined in the current version of the structured invoice. The list consists of parent nodes and child elements. To expand a node, select Expand Row to the left of the element.

  3. On the NSeI Document Elements page, additional fields are hidden by default. To display additional fields on the action bar, select Show Additional.

Note

The FactBox on the right contains a description for the structure element.

Important

To complete additional data, enter a text in the Element Value field in a selected schema line. You can enter the values only for structure elements that have the User-Defined Element or User-Defined Multiple Element option selected in the Value Source field. These values can also be entered using customizations designed for filling in relevant data in the structure.

Value Means that
User-Defined Element the element is entered once
User-Defined Multiple Element the element or node is entered multiple times, e.g Dodatkowy opis/Additional Description in the FA node
  1. In the invoice structure select a line that contains a field that you want to fill in, and then:
  • if the User-Defined Element option has been set for the entry, enter the relevant text in the Element Value field;
  • if the User-Defined Multiple Element option has been set for the entry, select the Open Record field in the Element Value column. On the page that is displayed, enter values respectively for each element of the section that is to be used multiple times. To create additional instances of a section/element, use the Add action. You can add as many multiple sections as required and allowed for the document schema.
Tip

To see how many times the invoice element set as User-Defined Multiple Element is used, display the No. of Records field on the page with the Personalize function. This field specifies how many times the additional invoice element is to be used in a given multiple section.

  1. When you fill in all the fields required on the Sales Invoice and NSeI Document Element pages, use the Preview Posting action. When posting the document, the document is validated and its compliance is tested against the valid NSeI schema, provided that you have previously selected the Enable for Sales Documents field on the NSeI Setup page. If any validation error occurs, a message is displayed that shows which invoice elements should be corrected.
Warning

If any error occurs that cannot be identified within the Polish Localization functionality, display a message that the invoice is not compliant with the NSeI schema. By default, an .xml file will be generated for the posted invoice, and when this .xml file is saved to a disk drive, it can be verified in an external verification tool against the reference schema of e-invoices in XSD format. The schema in XSD format can be downloaded from the NSeI Schema Versions by clicking the Download XSD Schema File. This action is hidden by default and can be made available through personalization.

  1. After invoice compliance is validated against the the NSeI schema, post the sales invoice in the system in a standard way.

Additional Invoice Line Description

To add an additional description to an invoice line:

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Sales Invoices, and then select a related link.
  2. On the Sales Invoice list page, select New and fill in the available fields in a standard way.
  3. On the Lines FastTab, select the line to which you want to add an additional description, and then choose the Related Information, Additional NSeI Document Elements.
  4. On the NSeI Document Elements page, select a value in the Element Value field in the Key line. If the Key line is not visible, first choose the Show Additional action.
  5. On the NSeI Document Element - Multiple page in the Key field select the name of the field to show additional data for the line. Next, in the Value field, enter a value for the additional data for the line.
  6. Use the Add action to add additional descriptions to the invoice line, and repeat step 6.
  7. Once you have filled in all the necessary details, post the invoice.
Important

An additional description added to a line in the .xml invoice file will have the appropriate line number assigned by the system added.

Issuing a Sales Invoice without Sending it to the NSeI

It is also possible to issue sales invoices that are not to be sent to the National System of e-Invoices.

To issue a sales invoice and not to send it to the NSeI, you can use optional methods:

  • On the NSeI Setup page, deselect the Enable for Sales Documents option. Documents will not be validated against the schema, and thus it will not be possible to send them to the National System of e-Invoices.
  • On the Sales Invoice page, go to the General FastTab, select a value in the Missing NSeI No. Reason field. The Skip on Sending to NSeI field will be automatically selected when sending to NSeI. The document will not be validated against the schema of the structured invoice and will not be sent to NSeI.
  • On the customer card, on the General FastTab, select a value in the Missing NSeI No. Reason field. By default, the value in this field will copied to all sales documents issued for this customer.
  • On the customer template card, on the General FastTab, select a value in the Missing NSeI No. Reason field. By default, the field value is entered on the customer cards that you create. This allows you to exclude certain groups of customers when issuing structured invoices.
  • On the Sales Doc. Nos. Templates page**,** select a value in the Missing NSeI No. Reason field. By default, the field value is entered on sales documents that you create.
Important

If the document was posted and the Skip on Sending to NSeI field was not selected, you can use the Skip on Sending to NSeI on the NSeI Outgoing Documents page instead. To learn more about this action, read: .

Issuing a Sales Invoices including a Third Party

The application supports auto-completion of the .xml file with the data of a third party (Podmiot3) being:

  • Bill-to Customer - in the event that the invoice contains data of internal units, subsidiaries, that are separate entities within the customer's company, which themselves are not customers within the meaning of the Act,
  • Local Government Unit - Bill-to Customer or
  • VAT Group Member - Bill-to Customer.
Important

In the case of an invoice issued for a local government subordinate unit (JST), VAT group member, or another invoice recipient, the invoice issuer should fill out the Podmiot3 section, in particular, by entering the VAT Registration No. or internal identifier if IDWew is used for authorization purposes. IDWew is a unique identifier of a plant (branch) of a legal entity or other separate internal unit of the taxpayer (the so called internal identifier). The identifier can be generated within the NSeI system. It consists of a VAT Registration No. (NIP) of the taxpayer and string of numeric characters, e.g. 1111111111-33334.

Warning

In order to use the feature for automatic completion of third-party data on a sales invoice, it is necessary to select Bill-to/Pay-to No. in the Bill-to/Sell-to VAT Calc. field on the General Ledger Setup page.

Issuing a Sales Invoice including a Third Party as a Bill-to Customer

Important

On the customer card, on the Invoicing FastTab in the VAT Reg. No. field fill in the VAT Registration No. of the local government subordinate unit or VAT group member or Internal ID with VAT Reg. No. that is the IDWew of the subordinate unit.

To issue a sales invoice including a third party as a bill-to customer:

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Sales Invoices, and then select a related link.

  2. On the Sales Invoices list page choose New.

  3. In the Customer No. field on the General FastTab on the Sales Invoice page, select the entity(Podmiot3) that is to be included as the bill-to customer (Podmiot3).

  4. On the General FastTab enter a value in the Sell-to VAT Registration No. or Internal ID with VAT Reg. No. fields (if one of these values has been entered on the customer card it will be inserted automatically).

  5. In the Bill-To Customer field on the Shipping and Billing FastTab, select the entity that is to be included as the customer (Podmiot2).

  6. Fill in the missing data in the standard way and post the invoice.

Issuing a Sales Invoice including a Third Party as a Local Government Unit or VAT Group Bill-to Customer

The process for handling transactions with local government units and VAT groups, including issuing invoices for these entities has been described in Handling Transactions with Local Government Units (JST) and VAT Groups.

Issuing a Credit Memo to Correct Additional NSeI Document Elements

The process of issuing a credit memo for non-monetary data is described in the article: Header Correction Wizard

See Also

Setting up Integration with the National System of e-Invoices

Sending Invoices to the National System of e-Invoices

Invoicing Modes and NSeI Unavailability Log

Downloading Purchase Invoices from the National System of e-Invoices

Processing Purchase Invoices Downloaded from the NSeI

Entering an NSeI Number or a Designation for a Missing NSeI Number

Self-billing in the NSeI