Setting up Integration with the National System of e-Invoices

Polish Localization enables handling of the structured invoices according to the valid NSeI schema. To ensure proper communication with the National System of e-Invoices, you should define the required settings and initiate the correct dictionaries and schemas.

Generating Settings Automatically

To run automatic generation of the basic settings:

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

2. On the Assisted Setup page, select an appropriate line that contains the Set up NSeI 2.0.

3. Run the Start Setup action.

4. On the NSeI 2.0 Assisted Setup page, you will see the instructions. Follow the instructions and fill in the required fields.

• VAT Registration No. - The field is filled in automatically on the Company Information page (the field cannot be edited).

• NSeI Authorization Type - Specifies the authorization method for connecting to the National System of e-Invoices. In the current version, the following options are the only ones available:

  • NSeI Token - an NSeI token is used for authorization in the NSeI,
  • NSeI Certificate - an NSeI certificate is used for authorization in the NSeI.

• Authorization Token - Specifies the authorization token for the National System of e-Invoices. The authorization token can be generated in the NSeI Taxpayer Application (Aplikacja Podatnika KSeF) on the following page: podatki.gov.pl/ksef. For detailed information, see Instrukcja uwierzytelniania w Aplikacji podatnika KSeF.

• Environment Type - Specifies the NSeI environment type to or from which documents will be sent/downloaded by selecting one of the available options:

  • Test - the test version of the environment,
  • Demo - the pre-production version of the environment (demo).
  • Production - the production version of the environment.

Important

After selecting the the Production environment, it will not be possible to choose another environment. If documents were issued in the Test or Demo environments, and you selected the Production environment, all records are deleted from the NSeI Session, NSeI Incoming Document, NSeI Outgoing Document and NSeI Official Receipt Certificate tables.

• Validation Type - Specifies how structured invoices generated during invoice posting will be validated against the schema.
  • Local - The schema stored in the database will be used to verify the generated .xml files.
  • Online - The schema made available online by the Ministry of Finance will be used to verify the generated .xml files. If this option is selected, Internet access is necessary, because each time invoices are posted, the template structure of the document is downloaded from the website.

5. After filling in the required fields, choose the Initialize action. The NSeI version will be initialized.

6. Then select Nextto navigate to VAT rate mapping and payment method mapping.

7. On the NSeI VAT Rate Setup page, use the dictionary of the valid elements to set up the NSeI VAT Rate value for different VAT business posting group combinations. For details on how to set VAT rates, see: Mapping VAT Rates for the National System of e-Invoices.

8. On the NSeI Payment Method Setup page, assign the appropriate value in the NSeI Payment Method field to all payment methods that exist in the system by selecting a value from the dictionary of available elements based on the schema. To learn more about setting up payment methods, see: NSeI Payment Method Mapping.

9. When you complete the assisted setup process for NSeI 2.0.0, choose Finish.

Important

To enable NSeI functionality for sales documents, go to the NSeI Setup page and choose Enable for Sales Documents that specifies whether sales documents are to be validated against the NSeI schema, and whether to create NSeI outgoing documents based on them.

NSeI Setup

To change the NSeI settings that have been defined:

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

2. On the NSeI Setup page, on the General FastTab, fill in the field as described below:

• Environment Type - Specifies the NSeI environment type to or from which documents will be sent/downloaded by selecting one of the available options:
  • Test - the test version of the environment,
  • Demo - the pre-production version of the environment (demo).
  • Production - the production version of the environment.

Important

After selecting the the Production environment, it will not be possible to choose another environment. If documents were issued in the Test or Demo environments, and you selected the Production environment, all records are deleted from the NSeI Session, NSeI Incoming Document, NSeI Outgoing Document and NSeI Official Receipt Certificate tables.

• Environment URL - Specifies the URL of the NSeI environment. The field is not editable.
• QR code URL - Specifies the URL of the QR code. The field is not editable.
• Validation Type - Specifies how structured invoices generated during invoice posting will be validated against the schema.
  • Local - The schema stored in the database will be used to verify the generated .xml files.
  • Online - The schema made available online by the Ministry of Finance will be used to verify the generated .xml files. If this option is selected, Internet access is necessary, because each time invoices are posted, the template structure of the document is downloaded from the website.
• NSeI Authorization Type - Specifies the authorization method for connecting to the National System of e-Invoices. In the current version, the following options are the only ones available:
  • NSeI Token - an NSeI token is used for authorization in the NSeI,
  • NSeI Certificate - an NSeI certificate is used for authorization in the NSeI. It requires configuring and adding additional components on the Azure portal (Application Features and Key Stores). To learn more about the setup process, read Configuration of Additional Components on Microsoft Azure.
• Authorization Token - Specifies the authorization token for the National System of e-Invoices. The authorization token can be generated in the NSeI Taxpayer Application (Aplikacja Podatnika KSeF) on the following page: podatki.gov.pl/ksef. For detailed information, see Instrukcja uwierzytelniania w Aplikacji podatnika KSeF.

Important

It is required that authorization token is assigned appropriate permissions, e.g. the right to issue invoices and/or access invoices.

• Authentication Certificate - Specifies the certificate used to authenticate to the NSeI system.
• Offline Certificate - Specifies the certificate used to mark the invoice with a code to confirm the identity of the issuer when issuing invoices in OFFLINE mode (i.e. Offline24, Offline - system unavailability, NSeI Failure modes).
• Enable for Sales Documents - Specifies whether sales documents are to be validated against the NSeI schema, and whether to create outgoing NSeI documents based on them.

Important

If you choose the Enable for Sales Documents field when the Environment Type field is set to Production, the field becomes non-editable and there is no way to disable the field.

• Show Returnable Packaging Deposit As - Specifies where the deposit amount for returnable packaging is shown on the sales invoice. The following options are available:

  • • Invoice Line - the deposit amount for returnable packaging will be shown in the NSeI invoice lines,
  • • Additional Charges/Deductions - the deposit amount for returnable packaging will be listed under additional charges/deductions.

• NSeI No. Validation Type - Specifies whether the system is to check whether an NSeI incoming document or a posted purchase document with the NSeI number exist when entering a number the NSeI Document No. field on purchase documents and in journals. The following options are available:

  • Error - the NSeI number will be validated, and if there is no incoming NSeI document or a posted purchase document with the same, an error message will appear and the document cannot be posted;
  • Warning - the NSeI number will be validated, and if there is no incoming NSeI document or a posted purchase document with the same NSeI number, a warning will appear and you will requested to decide whether the document should be posted;
  • None - no validation of the NSeI number is performed in the system (the string entered must match the format of the NSeI number).

• Total Failure - Specifies whether there has been a total failure disrupting communication with the NSeI system and whether invoices will be sent to the NSeI. The field is non-editable and is selected if Total Failure is selected as an unavailability type on the Unavailability Log page.

• Disable VAT Amount (LCY) Validation - Specifies whether the system should verify the VAT amount in PLN in purchase documents during posting in foreign currencies.

• Self-Billing Type - Specifies whether invoices can be issued and what type is to be used:

  • Standard - invoices can be issued in the self-billing mode.

1. On the NSeI Setup page, on the General FastTab, fill in the field as described below:

• E-mail Address to Forward Documents from NSeI - Specifies the e-mail addresses to which downloaded NSeI documents should be forwarded. You can enter multiple e-mail addresses separated by a semicolon (;).
• Cash Basis Accounting - Specifies that the company issues invoices using the cash basis accounting method which should be marked accordingly in the NSeI records.
• Default Sending Profile - Specifies the default sending profile that will be used to send documents to the NSeI using the Send Batch to NSeI action.
• Default Unit of Measure Code - Specifies the code of the default unit of measure that will be used on sales/service documents when selected on a line of type G/L account, if no other unit of measurement is specified in the G/L account card in the Default Unit of Measure.
• Max No. of Documents per Incoming Batch - Specifies the maximum number of documents that are to be included in a single batch of incoming documents sent from the NSeI.
• Default E-Document Service - Specifies the default e-document service that will be used for creating e-documents for the NSeI.
• Time Interval (milisec.) - Specifies the time interval in miliseconds.
• Default Missing NSeI No. Reason for Disabled NSeI - Specifies the default designation for sales documents to be inserted in the Missing NSeI No. Reason field for the SAF-T VAT with declaration when the Enable for Sales Documents field is not selected.

Important

Entities that are not required to invoice via NSeI as of February 1, 2026 should select the BFK value in the Default Missing NSeI No. Reason for Disabled NSeI field, which will be automatically inserted in the Missing NSeI No. Reason field when posting sales documents.

• Default Missing NSeI No. Reason for Failure Mode - Specifies the default designation for sales documents to be inserted in the Missing NSeI No. Reason field for the SAF-T VAT with declaration during the failure mode configured on the NSeI Unavailability Log.
• Default Missing NSeI No. Reason for Total Failure - Specifies the default designation for sales documents to be inserted in the Missing NSeI No. Reason field for the SAF-T VAT with declaration during the total failure configured on the NSeI Unavailability Log page.
• Delete Invoice XML After Posting - Specifies whether the system should delete the associated XML file and QR code for the related incoming NSeI document after the purchase document has been posted.

Settings of the e-Invoice Schema

Taking into account that it is possible that the Ministry of Finance will change the schema for structured invoices, Polish Localization provides a functionality for defining multiple versions and related dictionaries.

Thanks to this, subsequent schema versions can be delivered as predefined codeunits in subsequent versions of the application. Initialization of a new schema version is run automatically during the installation of the application update or by selecting the Set up NSeI 2.0 action on the Assisted Setup page.

To validate and confirm the setup that has been defined for the valid e-invoice schema:

1. Choose the icon, enter NSeI Schema Versions, and then select a related link.

2. The NSeI Version Schema page lists all schema versions a within the system:

• System Code - Specifies the system code of the schema version (non-editable field).
• Schema Version - Specifies the version number of the schema (non-editable field).
• Form Variant- Specifies a form variant (non-editable field).
• Starting Date - Specifies the date from which the schema version is effective (non-editable field).
• Status - Specifies the setup status for the schema version. The options are:
  • New,
  • Under Development,
  • Certified,
  • Closed.

The setup verification process and setting of the appropriate status have been described in Setup Validation for e-Invoice Schema.

Viewing the e-Invoice Schema

To view the e-invoice schema:

1. Choose the icon, enter NSeI Schema Versions, and then select a related link.
2. On the NSeI Schema Versions page, select the required schema version, and then choose the **Open NSeI Schema **.

The NSeI Schema Dictionary page lists all elements of the schema version that has been made available by the Ministry of Finance. Different attributes are used to describe the schema:

• Name - Specifies the element name used in the schema (non-editablefield).

• Description - Specifies the element description used in the schema (non-editablefield).

• Data Type - Specifies the element data type used in the schema (non-editable field). Data types are represented by dictionaries set in the schema.

• Element Type - Specifies the element type specified in the schema setup (non-editablefield). The following types of elements are possible:

  • Mandatory - Specifies the field that is mandatory due to technical requirements. These fields must be filled in and validated against the schema of the invoice when it is posted. If this fields are not filled in, the structured invoice will not be issued. These fields include: Buy-from Country Code or Total Receivables Invoice Amount These fields can be filled in automatically by the system or manually - by a user when filing in the standard fields on a sales invoice, sales order, sales return order or sales credit note.

  • Optional - Specifies the fields that are mandatory, because of the requirements of the VAT Act. These fields do not impact the semantic correctness of the xml file. For example, it can be a field with the amount of 23% tax rate or delivery date. These fields can be filled in automatically by the system or manually- by the user by filling in standard fields on sales documents or by using a dedicated action.

    • Facultative - Specifies fields which are not required by the NSeI or under the VAT Act, but due to a business practice or other regulations; e.g. this can apply to bank account number or excise refund fields. These fields can be filled in automatically by the system or manually the user.

• Value Source - Specifies where the value will be retrieved for the element (non-editable field). The following options are available:

  • System - Specifies that the value of the element will be copied from the standard Business Central field or calculated based on the existing data in the document. This also applies to fields that can be filled by using publishers.

  • User-Defined Element - Specifies that the value of the element will be set manually by the user.

  • User-Defined Multiple Element - Specifies that the element can occur multiple times in the document structure as required. The user manually enters the number of occurrences of the element and the value of the element (there are multiple sections in the structure).

• Skip on Sending to NSeI- This is a logical field where the user can decide that the element in not to be included when creating a structured invoice sent to the National System of e-Invoices. This setting applies only to elements of the Facultative type.

• Additional User Element - Specifies whether a given element will appear on the NSeI Document Elements page from the level of the NSeI, Additional NSeI Document Elements actions on the header of the sales/service document. The field can be selected only for elements with the Value Source field set as User-Defined Element or User-Defined Multiple Element.

Additional Setup for e-Invoice Schema

Each schema version requires setting up VAT rates and payment methods.

Mapping VAT Rates for the National System of e-Invoices

To map VAT rates for the National System of e-Invoices:

1. On the NSeI Schema Versions page, select the Dictionaries action, and then select VAT Rate Setup.
2. On the NSeI VAT Rate Setup page, use the dictionary of the valid elements to set up the NSeI VAT Rate value for different VAT business posting group combinations.

• 23 - 23% rate,
• 22 - 22% rate,
• 8 - 8% rate,
• 7 - 7% rate,
• 5 - 5% rate,
• 4 - 4% rate,
• 3 - 3% rate,
• 0 KR - 0% rate for the sale of goods and provision of services within the territory of the country (excluding intra-Community supply of goods (ICS), and export),
• 0 WDT - 0% rate for intra-Community supply of goods (ICS),
• 0 EX - 0% rate for export of goods,
• zw - tax exemption, in the case of this rate, the legal basis for the exemption applied should be provided,
• oo - reverse charge in domestic trade,
• np I - non-taxable supply of goods and provision of services outside the territory of the country (excluding transactions referred to in Article. 100 sec. 1 point 4 of the Act and OSS), e.g. provision of services outside the EU,
• np. II – non-taxable provision of services o the territory of the country as referred to in Art. 100 sec. 1 point 4 of the Act, e.g. intra-Community provision of services.
• VAT OSS - transactions within the VAT OSS procedure.
• N/D- the rate does not apply to the sales transaction or is blocked.
• BRAK - a technical rate that is not mapped to VAT rates used in the NSeI.

Important

The "oo" designation is reserved only for transactions subject to the reverse charge in domestic trade.

In the case of transactions where the place of taxation is a country other than Poland and the tax is settled by the buyer, the designation "np I" or "np II" (and not "oo") should be used.

Note

However, in order to use other VAT OSS rates correctly, it is necessary to prepare modifications.

Note

By default, when you open the NSeI VAT Rate Setup page, the synchronization with the combinations of VAT business posting groups defined on the VAT Posting Setup page is run.

NSeI Payment Method Mapping

To map NSeI payment methods:

1. On the NSeI Schema Versions page, select the Dictionaries action, and then select Payment Method Setup.
2. On the NSeI Payment Method Setup page, define the appropriate value in the NSeI Payment Method field for all payment methods that exist in the system by selecting a value from the dictionary of available elements based on the schema.
3. For a payment method mapped to the INNA/OTHER code in the structured invoice field is not filled in the FormaPlatnosci field. The PlatoscInna field will be filled with 1, and the OpisPlatnosci field will be the description of the selected payment method.

Note

To allow you to specify a different payment method, the INNA (OTHER) payment code has been added to the standard payment method dictionary (labels 1 through 7).

Note

You can also set up NSeI payment methods from the Payment Methods page by selecting the NSeI Payment Method field.

Currently, for the payment method used — whether it has the NSeI 6 payment method (bank transfer) assigned to it or an empty payment method, the bank account number assigned to the sales document and/or company details is transferred to the NSeI invoice. If you need to include a bank account in a NSeI invoice for other payment methods, you must define the proper settings on the Payment Methods page. To do so:

1. Choose the , enter Payment Methods, and then select a related link.
2. For payment methods for which a bank account is to be entered and which have a NSeI method other than 6 (bank transfer) or none assigned, choose the NSeI - Send Bank Account No. field.

Additional Settings

Mapping a NSeI Tax Exemption Base

To map the basis for the NSeI tax exemption:

1. On the NSeI Schema Versions page, select the Dictionaries action, and then select VAT Exemption Setup.
2. On the NSeI Tax Exemption Setup page for VAT clauses for sales exempt from VAT that have been set up in the system, define the appropriate value of the NSeI VAT Exemption Base field by selecting a value from the dictionary of available elements from the logical structure (P_19A., P_19B or P_19C).
3. Verify that the Description field in the VAT Clauses table specifies the provision of an act or directive that is a basis for tax exemption for each VAT clause that applies to sales transactions exempt from VAT.
4. Make sure that corresponding VAT clause codes have been assigned to all VAT posting group combinations that relate to exempt sales transactions.

Note

If there are no combinations available on the page, use the Update NSeI VAT Exemption Setup.

Defining the Reverse Charge VAT Annotation

To define the "reverse charge VAT" annotation setting in the P_18 field in the NSeI file:

1. On the NSeI Schema Versions page, select the Dictionaries action, and then select VAT Exemption Setup.
2. On the NSeI VAT Exemption Setup page, for VAT clauses defined in the system related to sales for which the "reverse charge" annotation (P_18) is applicable, select the NSeI Reverse Charge field.

Note

If the invoice was issued for intra-Community supply of goods (ICS) or export of goods, the invoice does not contain the annotation "reverse charge."

Cash Basis Accounting Method

A global setting has been made available for taxpayers who use the cash basis accounting method for VAT settlement, with respect to the amount subject to tax liability under Article 19a( 5)(1) or Article 21( 1) of the Act and who are required to submit invoices to the NSeI. To enable the annotations for cash basis accounting method (the P_16 field in the NSeI schema):

1. On the NSeI Setup page select theCash Basis Accounting field.
2. When you select this filed, the P_16 field will contain 1.

To enable the cash accounting method designation (the P_16 field in the NSeI schema) for individual documents, read Issuing and Posting a Structured Invoice.

Bank Account Data

Bank Account Card

If the Company Bank Account Code field in the document header is used to specify the bank account number for invoicing purposes, you should fill in the fields on the Bank Account Card page as follows:

• Name – Specify the name of the entity (bank) where the bank account is held to which the payment for the invoice will be made.

• IBAN – Specify the full bank account number to which the payment for the invoice will be made.

• Bank Account Description – Specify additional information to specify the bank account to which the payment for the invoice will be made.

Company Information

To specify the bank account number on the Company Information page on the Payments FastTab for invoices in PLN currency and for invoices recorded in foreign currency with the option to post the VAT amount in PLN, fill in the fields according to the description below:

• Bank Name – Specify the name of the entity (bank) where the bank account is held to which the payment for the invoice will be made.

• IBAN – Specify the full account number to which the payment for the invoice will be made.

• Bank Account Description – Specify additional information to specify the bank account to which the payment for the invoice will be made.

Validating the Setup for the e-Invoice Schema

Each schema requires a set of dictionaries and additional settings. Initialization of a new schema version is run automatically during the installation of the application update or by selecting the Set up NSeI 2.0 action on the Assisted Setup page. Before the NSeI schema (with additional settings) is used in the system when posting documents, it should be verified and approved by the user.

To approve the NSeI schema setup:

1. Choose the icon, enter NSeI Schema Versions, and then select a related link.

2. The NSeI Version Schema page lists all schema versions within the system.

3. To approve all settings associated with a given version of the NSeI schema, set the Status field to Approved. The status can be changed only, if the setup for a specific NSeI schema version is complete. Otherwise, a relevant error message is displayed.

Note

If all the settings, you define with theSet up NSeI 2.0 action are correct, the current NSeI schema is set to Certified by default.

4. To make changes to the NSeI schema version, in the Status field select the New or Under Development option.

User Permission Sets

As part of the application, sets of permissions dedicated to NSeI support have been added:

• ITIPLNSEI ADMIN - Specifies a set of administrative permissions that ensure access to NSeI functionalities.
• ITIPLNSEI POSTSALINV- Specifies the set of permissions for users who post sales invoices. The permission set does not allow you to send invoices to the NSeI.
• ITIPLNSEI PURCHINV - Specifies a set of permissions that allows you to download purchase invoices and create e-documents.
• ITIPLNSEI SENTSINV - Specifies the set of permissions that allows you to send posted sales invoices to the NSeI.

Additionally, a basic set of permissions: ITIPOLISHLOC contains all the permissions necessary to use the NSeI functionality.

See Also

Issuing and Posting a Structured Invoice

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 Numberr

Self-Billing in the National System of e-Invoices