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 and Sales Credit Memo pages. To issue such an invoice, it is necessary to set up integration with the National System of e-Invoices. For detailed information about this topic, read Setting up Integration with the National System of e-Invoices.
Issuing a Structured Sales Invoice
To issue a structured sales invoice:
Choose icon, enter Sales Invoices, and then select a related link.
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.
- 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 or services (the period for which the invoice was issued in the cases referred to in art. 19a.3.1 and 19.4 and 19.5.4 of the Act), in the Delivery Date/Invoice Period Date Filter field specify the dates for the entire invoice period. 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/Service Date field or the invoice period date filter is removed when the page is refreshed.
To add optional or facultative data, required as part of structured invoices, which are not available in the standard document structure of [!INCLUDE Business_Central_md], choose Related, Invoice, Additional NSeI Information or use the (Alt+I) key shortcut.
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.
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 Source Value field.
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 Additional Description in the FA node |
- 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.
- When you fill in all the fields required on the Sales Invoice and NSeI Document Element page, 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 Check Sales Documents Against NSeI Schema field on the Gov. Reporting 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.
- After invoice compliance is validated against the the NSeI schema, post the sales invoice in the system in a standard way.
Copying NSeI Document Elements to a Sales Credit Note
If you create a sales credit note (for a single corrected document) by using the sales correction wizard and the Get Posted Doc&ument Lines to Reverse or Copy Document actions, the NSeI document elements will automatically be copied from the corrected document. If the sales correction invoice refers to multiple documents, the system displays information that NSeI documents have to be filled in manually
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 Gov. Reporting Setup page deselect the Check Sales Documents Against NSeI Schema field. 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 document page such as Sales Invoice deselect the Skip on Sending to NSeI option on the General FastTab. The document will not be validated against the schema and will not be sent to NSeI.
- Deselect the Skip on Sending to NSeI option on the General FastTab on the customer card. By default, the value in this field will copied to all sales documents issued for this customer. This allows you to exclude certain groups of customers when issuing structured invoices.
See Also
Setting up Integration with the National System of e-Invoices
Sending Invoices to the National System of e-Invoices
Downloading Purchase Invoices from the National System of e-Invoices