The National e-Invoicing System (KSeF) is a platform created by the Ministry of Finance that enables the issuance, receipt, and archiving of structured invoices. Although the process of document transmission is electronic, many users – both entrepreneurs and accountants – ask one fundamental question: how can you actually view the content of an invoice sent to KSeF? In this article, we explain the available ways to preview invoices in KSeF, what default visualization is, and how to ensure convenient and compliant access to documents, especially in an SAP environment.
How does invoices access in KSeF work?
To view invoices in the KSeF system, several conditions must be met:
- User authorization
Only authorized individuals have access to invoices. Permissions are granted by the taxpayer (e.g., company owner) and can cover various levels of access – from viewing to issuing documents.
To gain access to the KSeF system, a company representative must submit the ZAW FA form to the tax office, available here:
https://www.podatki.gov.pl/media/7525/zaw-fa-01-18.pdf
2. Invoice identifier
Each invoice in the system receives a unique KSeF number, which allows for unambiguous identification and searching.
Example of a KSeF invoice number:
9512479714-20240403-A3F89B2E2CFC-29
3. Appropriate tool for handling invoices
Invoices in KSeF can be viewed using:
- the free KSeF Taxpayer App (provided by the Ministry of Finance),
- an integrated ERP system, such as SAP with the KSeF module,
- third-party applications (from technology partners).
Technical methods for viewing invoices in KSeF
KSeF Taxpayer App
The app provided by the Ministry of Finance allows users to:
- search invoices by specific parameters (NIP, dates, numbers),
- view data in XML format,
- download invoices to a local drive.
More information about the app can be found on the Ministry of Finance’s website.
ERP systems (e.g., SAP)
ERP systems integrated with KSeF, such as SAP, allow for automatic downloading of invoices, their presentation in a readable form, and further data processing in areas such as accounting, document circulation, or reporting.
KSeF API interface
The API provided by KSeF allows for the creation of custom integration tools, enabling:
- invoice search and filtering,
- downloading XML files,
- connecting data with financial-accounting systems.
Default invoice visualization – what is it?
Invoices in KSeF are XML files, compliant with the logical structure of an e-invoice. For many users, this format may be difficult to read. That’s why the option of so-called default visualization has been introduced.
How does visualization work?
- PDF generation – the system converts XML data into a clear PDF document, resembling a traditional paper invoice.
- Availability – the visualization can be downloaded via the Taxpayer Application or from within an integrated ERP system.
- Compliance – the PDF includes all key information: parties’ details, line item specifics, summaries, VAT rates, etc.
When is it worth using default visualization?
Invoice visualization is particularly useful when:
- you need to quickly check the contents of an invoice without analyzing the XML file,
- you send the document to a contractor who does not use a system that supports KSeF,
- you archive documents as PDFs for internal procedures.
Limitations and practical issues
It’s worth remembering that:
- visualization is not the source document – the official version of the invoice is the XML file,
- access to invoices requires authorization – both in the Taxpayer Application and via API,
- when dealing with a large number of invoices, searching and generating visualizations may require adequate system support (e.g., SAP).
Unfortunately, the Ministry of Finance has not provided an API through which all integrators could download a standardized visualization from KSeF, so the invoice displayed in different programs may look different.
SAP integration with KSeF and access to invoices
In companies using SAP, it is possible to automate the process of downloading invoices from KSeF and their immediate visualization. The user receives a readable invoice preview directly in the system, with the option to export to PDF and link with other accounting documents.
Such integration eliminates the need to manually download XML files, speeds up the work of finance departments, and ensures full compliance with KSeF requirements.
See also:
Declared Data in KSeF – what do they mean and why are they crucial for companies using SAP
Learn what data must be included in the invoice for it to be correctly accepted by the system.
New concept for the functioning of the e-invoice attachment in KSeF
Learn about the new FA(3) logical structure and e-invoice attachments in KSeF.
Access to invoices in KSeF is possible for both users working directly with the system and those using ERP systems. Default visualization can serve as a practical supplementary tool that significantly facilitates everyday work with documents.
Companies that want to simplify invoice viewing, reduce the risk of errors, and fully automate document handling should consider integrating KSeF with SAP or another ERP system.
Would you like full insight into invoices sent and received via KSeF without leaving SAP?
At Haergi, we help implement solutions that provide:
- convenient and secure invoice preview,
- compliance with the e-invoice XML structure,
- automatic document visualization.
Contact us and see how we can simplify your daily work with invoice in KSeF.
