From 2024, a general obligation to issue invoices online comes into effect, and this also applies to SAP. The National e-Invoicing System is coming, which involves major changes in the organisations of accounting in every company. This is a novelty that will have to become an everyday occurrence for many entrepreneurs.
We have compiled a set of frequently asked questions and prepared a comprehensive set of answers so that it is easier to familiarise yourself with the new invoicing rules in KSeF and SAP.
Will the KSeF system allow sharing of e-invoice download rights by role, invoice type, issuer?
According to a statement from the Ministry of Finance, the possibility of splitting by role will not be possible. The system will allow access to all E-invoices, without division.
The system is created in the context of the TIN so to allow such a function in KSeF, the TIN value would have to be split into specific sections – legally this is not possible.
What about attachments, will the Ministry of Finance servers accept attachments?
An e-invoice, in the statutory sense, is understood to be an invoice and not attachments that contain billing or additional information. Of course, looking at the matter from the technical side, it is possible to attach these types of files to an e-invoice, but not in the KSeF system.
If we send additional information, we can attach it to the invoice as a link, along with a brief description of what is included.
Will the issuer of the E-invoice receive back the number assigned by KSeF in SAP?
Yes, as soon as an e-invoice is sent, you will receive a feedback message as to whether it has been accepted by the system. Also, at the end of the session, a UPO will be returned with the number assigned by the issuer, the KSeF number and the specific date of issue and the special abbreviation of the invoice in question, so that it can be appropriately assigned in the company’s financial and accounting documents.
How will the system work, in the case of an entity issuing bulk invoices, e.g. severao thousand pieces, where the date of issue in the entity’s system may differ from the date of sending in KSeF? (difference of at least 1 day)
E-invoices that are issued must have the date contained within the document. An invoice issued today, for example, must be sent on the same day, not later.
The solution to this problem can be to fill in invoices interactively and send them immediately to the KSeF system (so-called interactive mode).
The KSeF system supports two methods of uploading documents, the so-called interactive mode and batch mode (invoice packs).
The interactive system is so much safer than the batch system, because when an e-invoice is sent in error, it is returned. Other correctly completed invoices are accepted.
By contrast, when sending invoices via the batch system, the erroneous invoice will be returned along with all the others, i.e. if there is one erroneous invoice among several thousand invoices sent, all invoices will be returned.
Will it be possible to perform administrative operations, i.e. the appointment of invoice persons and the generation of authorisation tokens through the application provided by MF? In other words, can the SAP application only authorise with a token?
Yes, by all means, such an option is already available on the KSeF pages. When we are logged into the system, we have the option to generate the aforementioned token and paste it into the SAP application.
What is meant by ‘sent’? What if the invoice is not properly validated?
If an e-invoice is sent interactively and arrives in the KSeF system, it is tagged with a reference number so that its entire process can be checked – this is then the point at which the E-invoice is checked for the date of issue.
However, if we are talking about a batch dispatch, the case is as follows: we can request the batch dispatch to start on the same day and still send the data on the following day.
Theoretically, if the shipment took up to three days, the invoices would still be processed with the date the shipment session was established.
What identifiers does the KSeF system assign?
The KSeF system assigns several identifiers when accepting an invoice:
- Session ID: this is the number of our connection, with each new connection to the KSeF gateway we get another session number, which can be used to check the status of the invoices we have sent in it;
- item identifier: this is a temporary invoice number in the session, KSeF gives each invoice a temporary sequence number, equivalent to a line number;
- Invoice ID: this is the correct KSeF number which is assigned as the unique identifier of the invoice in KSeF, this number only appears once the invoice has been correctly accepted in the MF.
Want to find out more? Go to the page dedicated to e-invoicing in SAP and join the pilot! This will ensure that you are ready for the inevitable changes to the invoicing system.