Self-Billing in the National System of e-Invoices

Polish Localization allows you to issue invoices in the self-billing mode in the National System of e-Invoices. The functionality is available on the Purchase Invoice and Purchase Credit Memo pages. To issue an invoice in the self-billing mode, it is necessary to set up integration with the National System of e-Invoices.

NSeI Setup

To enable the self-billing functionality:

1. Choose the icon, enter NSeI Setup, and then choose the related link.

2. On the NSeI setup card, on the General FastTab, in the Self-Billing Type field select:

   • Standard - it is possible to issue invoices in the self-billing mode.

Default Self-Billing Types

To facilitate the self-billing process, the Polish Localization enables you to define the default self-billing type on purchase documents. The default settings are defined on the vendor card and purchase document number series templates, and depend on the self-billing types.

Default Self-Billing Type for a Vendor

To enter the default self-billing type on the vendor card:

1. Choose the icon, enter Vendors, and then select a related link.

2. Select the vendor to which you want to assign the default self-billing type.

3. On the vendor setup card, on the General FastTab, in the Self-Billing Type field select:

   • Standard - by default, purchase invoices and purchase credit memos will be created for this vendor in the self-billing mode.

Default Self-Billing Type for the Purchase Document Number Series

To define the default self-billing type in the purchase document number series:

1. Choose the icon, enter Purchase Doc. Nos. Templates, and then select a related link.

2. On the Purchase Doc. Nos. Templates page, choose the Edit List action, and then select the template code to which you want to assign the default self-billing type.

3. In the Self-Billing Type field select:

   • Standard - by default, purchase invoices and purchase credit memos that were assigned the number series template will be created in self-billing mode.

Automatic Assignment of a Vendor Invoice No.

Polish Localization allows you to automatically generate a vendor invoice number and a vendor credit memo number in the self-billing process.

1. Choose the icon, enter Purchases & Payables Setup, and then select a related link.

2. On the Self-Billing FastTab enter the number series in the following fields:

   • Vendor Invoice Nos. - Specifies a number series used in the Vendor Invoice No. field in purchase invoices created in the self-billing mode.

   • Vendor Cr. Memo Nos. - Specifies a number series used in the Vendor Cr. Memo No. field in purchase credit memos created in the self-billing mode.

Setup for Retrieving Registration Data and NPWD No.

Government Reporting Setup

By default, the data required for the Rejestry node in NSeI structured invoices are retrieved from the Company Name, REGON, National Court Register No., NPWD No. fields on the Gov. Reporting Setup page.

Vendor Card

If you want to retrieve the registration data and the NPWD number (BDO number) as vendor data, select the Use Vendor Data in NSeI Register for Self-Billing field on the vendor card. The information will be retrieved from the Name, REGON, the Company Name, REGON, National Court Register No., NPWD No. from this vendor card.

Purchase Invoice

Important

To issue invoices in the self-billing mode, the company should be authorized by the vendor to issue invoices in the self-billing mode in the National System of e-Invoices.

To issue a structured purchase invoice in the self-billing mode:

1. Choose icon, enter Purchase Invoices, and then select a related link.

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

3. On the vendor setup card, on the General FastTab, in the Self-Billing Type field select Standard.

4. Enter the number in the SAFT Ext. Document No. field , if no number series has been set in Vendor Invoice No. field on the Purchases & Payables Setup page.

5. Once you have filled in all the required fields on the Purchase Invoice page, use the Verify Self-Billing Permissions to verify that the seller is authorized to run the self-billing process to issue invoices on behalf of the customer. The Self-Billing Permissions Received field value will be updated accordingly.

6. Choose the Preview NSeI Invoice (Self-Billing) action. When viewing the invoice, its content and compliance with the NSeI schema is validated by default. If any validation error occurs, a message is displayed that shows which invoice elements should be corrected.

7. After invoice content and compliance with the NSeI schema are validated, use the Issue Invoice (Self-Billing) action. At this point, the Self-Billing Status field value should change to Sending to NSeI. The invoice is blocked for posting and editing.

Important

One delivery date can be used per invoice and it represents the date of the business operation.

1. On the NSeI Outgoing Documents page should show a new document. For more information, read Sending Invoices to the NSeI.

2. After receiving the NSeI document number, the Self-Billing Status field changes the NSeI Document No. Received. It will be possible to post the invoice.

3. Post the invoice.

Purchase Credit Memo

Important

To issue invoices in the self-billing mode, the company should be authorized by the vendor to issue invoices in the self-billing mode in the National System of e-Invoices.

To issue a structured purchase credit memo in the self-billing mode:

1. Choose the icon, enter Purchase Credit Memos, and then select a related link.

2. On the Purchase Credit Memos page fill in the available fields in a standard way.

3. On the vendor setup card, on the General FastTab, in the Self-Billing Type field select Standard.

4. Enter the number in the SAFT Ext. Document No. field , if no number has been entered in Vendor Invoice No. field on the Purchases & Payables Setup page.

5. Fill in the Corrected Vendor Invoice No..

6. Once you have filled in all the required fields on the Purchase Credit Memo page, use the Verify Self-Billing Permissions to verify that the seller is authorized to run the self-billing process to issue credit memos on behalf of the customer. The Self-Billing Permissions Received field value will be updated accordingly.

7. Choose the Preview NSeI Invoice (Self-Billing) action. When viewing the credit memo, its content and compliance with the NSeI schema is validated by default. If any validation error occurs, a message is displayed that shows which invoice elements should be corrected.

8. After invoice content and compliance with the NSeI schema are validated, use the Issue Invoice (Self-Billing) action. At this point, the Self-Billing Status field value should change to Sending to NSeI. The invoice is blocked for posting and editing.

Important

One delivery date can be used on an invoice and it represents the date of the business operation.

1. On the NSeI Outgoing Documents page should show a new document. For more information, read Sending Invoices to the NSeI.

2. After receiving the NSeI document number, the Self-Billing Status field changes the NSeI Document No. Received. It will be possible to post the invoice.

3. Post the invoice.

Linking an Incoming Document to a Purchase Document Issued in the Self-Billing Mode

After a document is sent to the NSeI from the NSeI Outgoing Documents page a similar document also appears on the NSeI Incoming Documents page. To link an incoming document with a purchase document, select it and use the Create E-Document action.

NSeI Permissions Request Log

Issuing purchase invoices and purchase credit memos in the self-billing mode is possible after the customer has granted the appropriate permissions in the NSeI Taxpayer Application (Aplikacja Podatnika KSeF). To view these permissions, choose the Verify Self-Billing Permissions on the Purchase Invoice and Purchase Credit Memo pages. Polish Localization offers NSeI Permissions Request Log, which shows all executed requests with their results, allowing you to control the granted permissions and validate them.

To open the NSeI permissions request log:

1. Choose the icon, enter NSeI Permissions Request Log, and then select a related link.

2. On the NSeI Permissions Requests Log view the list of all requests for NSeI permissions. Verify the values in the following fields:

   • Entry No. - Specifies the number of the request for NSeI permissions.
   • Scope - Specifies the scope of the permissions that have been requested for:
     • Self-Billing - permissions for issuing invoices in the self-billing mode,
   • Account Type - Specifies the account type of a contractor the request for NSeI permission was submitted.
   • Account Type - Specifies the account type of a contractor the request for NSeI permission was submitted.
   • VAT Registration No. - Specifies the VAT Registration No. of the contractor the request for NSeI permission was submitted.
   • Request Date Time – Specifies the date and time when the request was sent to the NSeI.
   • Permission Received - Specifies the result of the NSeI permission request. The following values can be selected in this field:
     • Not Verified - the permission has not been verified,
     • Yes - the permission specified in the Scope has been granted,
     • No - the permission specified in the Scope has not been granted.
   • Response Text - Specifies the text message received from the NSeI KSeF as a response to the request for NSeI permission that was sent.

See Also

Setting up Integration with the National System of e-Invoices

Sending Invoices to the National System of e-Invoices

Invoicing Modes and the 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 Numberr