How to Get Your First KSeF Account for SAP?

January 22, 2024

KSeF, KSeF SAP

A Guide on Setting Up Your First KSeF Account: Poland’s National E-invoice System 

In the digital era, the automation of administrative processes has become essential for businesses to thrive. In Poland, the National E-invoice System, known as KSeF, plays a crucial role in streamlining invoicing procedures. Setting up your first KSeF account might seem like a daunting task, but fear not – we’re here to guide you through the process step by step. 

Understanding the Basics: 

Before delving into the setup process, let’s get familiar with some key concepts related to KSeF: 

• What is KSeF? The Krajowy System e-Faktur (National E-invoice System) is a centralized platform in Poland designed to facilitate electronic invoicing between businesses. 
• Why Use KSeF? KSeF aims to enhance the efficiency of invoicing processes, reduce paperwork, and minimize errors, ultimately creating a more seamless business environment. 

Setting Up Your first KSeF Account: 

Now, let’s walk through the detailed steps to create your first KSeF account: 

Step 1: Registration 

The initial step involves registering your access to the KSeF platform. Here’s what you need to do: 

• Fill ZAW-FA form to apply for first administrative access 
• Look for the login section and provide company Tax Identification Number (NIP)  
• Visit the official KSeF website and log in with your digital signature or PESEL number (the one applied via ZAW-FA form). 

Step 2: Integration with Your SAP ERP System 

For seamless operation, consider integrating your KSeF account with your existing SAP ERP system: 

• Generate unique access token for your application, 
• Install required 3-rd party software in your SAP SD/FI system, 

• Consult with your IT department where to put generated access token, 

Step 3: Generating Electronic Invoices 

Now that your account is set up and integrated, it’s time to start creating electronic invoices: 

• Log in to your KSeF account and try to make an invoice 
• Try the same with your SAP KSeF software directly from SAP 

Step 4: Submission and Confirmation 

After generating an electronic invoice, it’s time to submit it from SAP to KSeF: 

• Submit the invoice as per the guidelines provided by your SAP software provider. 
• Monitor your account for confirmation of successful submission and check if you receive KSeF number for each invoice (you may check it via official website too). 

Step 5: Compliance with Legal Requirements 

Ensure your electronic invoices comply with all legal requirements: 

• Familiarize yourself with the legal standards for electronic invoices in Poland. 
• Regularly update your invoicing practices to align with any changes in regulations. 

Congratulations! You’ve successfully set up your first KSeF account. As you continue to use the National E-invoice System, stay informed about any updates or changes, ensuring ongoing compliance with regulations and maximizing the benefits of this digital platform with the help of Haergi in KSeF SAP. Embrace the future of invoicing with KSeF in SAP!