KSeF (National e-Invoice System)

The KSeF module is used to automatically receive invoices from the National e-Invoice System and initiate document circulation based on them. To start it, go to the main menu, select Modules, and then KSeF. After clicking the “Add inbox” button, a window will open allowing you to add a new inbox. The following fields must be completed:

• Name – enter the name of the inbox; it will be displayed under this name in the menu.
• Inbox icon – select an icon that will make it easier to identify the inbox.
• NIP – enter the TAX number of the company whose KSeF inbox you want to connect to.

Note: For each environment, you can create a maximum of one inbox and one outbox for a given tax identification number (NIP).

• Token – a unique string of characters generated in the KSeF Taxpayer Application, used to authenticate and establish a session with KSeF via the API. The token must be generated in the KSeF Taxpayer Application before saving a new mailbox.
• Environment – depending on which KSeF installation you want to connect your mailbox to, select the “Production”, “Pre-production”, or “Test” environment.
• Type – specify whether the system should retrieve outgoing invoices, incoming invoices, or invoices assigned to your KSeF mailbox for an other entity.
• Default process – select the process that will initiate document workflow from this KSeF inbox. The field is not mandatory; the process can also be specified later, when starting the workflow of a specific invoice.
• From when to download invoices – specify the date from which the system should start downloading documents from the inbox. The system allows you to download invoices from the last 12 months at most.
• Permissions – grant permissions to selected users or user groups to view invoices downloaded from KSeF. Persons with access will be able to view all documents in the box and start the process based on the selected invoice.

Note: Users with the OWNER and ADMIN roles have full access regardless of the selected options. Note: Remember that the tax identification number (NIP) you use to log in to the test or pre-production KSeF installation must be the same as the NIP you enter in the Add inbox window. The login method depends on the environment specified in the form. Logging into the KSeF test environment Wejdź na stronę: https://ap-test.ksef.mf.gov.pl/ Select the Log in option – „Uwierzytelnij się w Krajowym Systemie e-Faktur” (Authenticate yourself in the National e-Invoice System). The system will display a message stating that you are logging into the publicly available KSeF test environment, where only anonymized, fictitious data should be used. Please note that anyone who logs in using your NIP number will have access to your inbox in the test environment. In the next view, click the button „Zaloguj uwierzytelnieniem testowym” (Log in with test authentication). Select your company’s tax identification number (NIP) and enter it in the field below. In the section „Podpisz testowe żądanie autoryzacyjne” (Sign the test authorization request) set in the field „Typ identyfikatora” (Identifier type) the NIP Stamp or NIP Signature option, and then re-enter the NIP number. After filling in the above information and clicking the button “Uwierzytelnij do aplikacji testowej” (Authenticate to the test application) you will be transferred to the test inbox. Logging into the KSeF pre-production and production environment Go to the website: Link to demo: https://ap-demo.ksef.mf.gov.pl/ Link to production: https://ap.ksef.mf.gov.pl/ The pre-production environment uses real authentication data, consistent with the official business owner registry. To log in, you must have real credentials—the same ones that will be required in the production environment. Then select the Log in option – „Uwierzytelnij się w Krajowym Systemie e-Faktur” (Authenticate yourself in the National e-Invoice System). Login is performed using a trusted profile, a qualified certificate, or a fingerprint of a qualified certificate. The interface of the test and pre-production environments is identical, and permissions are granted in the same way. Click on the item “Tokeny” (Tokens) and then “Generuj token” (Generate token).   The new token creation view will appear. Enter the “Nazwa tokena” (Token name), and then select the permission associated with the token – “przeglądanie faktur”  (View invoices).

Generating the token may take a moment. The token will be displayed only once, so copy it and enter it in the Add inbox window in Dew-X.

After entering the token, click Save in the Add inbox window. If there are invoices in the assigned KSeF inbox, they will be downloaded to the system. Documents are synchronized several times an hour, and information about the time of the last data download is located above the table. Each line begins with an “eye” icon. Clicking on it will display a window with a preview of the invoice. The second icon allows you to download the XML file of the invoice. The third icon is active only when the invoice has been used to start a process or processes. In this case, clicking on it will display information about the instances of processes in which the document has been used. This information is also linked to the “Used” column, which allows you to easily sort documents that are already participating in processes from those that have not yet been assigned to them. Clicking the arrow icon allows you to launch any process available in the organization based on the selected invoice. After clicking the “Start” button, a new task will appear in the task box of the selected user. If you want the invoice data to be automatically imported into the form, use the KSeF plugin available in the process creator. However, if you need a different way to upload data, please contact us — we will be happy to see what solution we can prepare for you 🙂