Prepare your ERP system to handle structured invoices within the National e-Invoicing System (KSeF). The KSeF module in the Polish Localization Package of Oracle NetSuite is a ready, fully functional and comprehensive cloud solution for managing electronic documents. This solution enables efficient and secure connection with the Ministry of Finance platform.

 

Overview of the KSeF Module in Oracle NetSuite

The National e-Invoice System is a platform for issuing and receiving invoices electronically. The KSeF module in the Polish Localization Package of Oracle NetSuite is a comprehensive cloud solution for managing electronic documents. This solution enables efficient and secure connection with the Ministry of Finance platform using tokens generated from the administrator's profile, generating and sending invoices individually or in bulks, as well as receiving confirmations of sending. The KSeF module creates a register of incoming and outgoing documents and enables automatic creation of purchase documents based on xml files received from our supplier.

Basic assumptions and information about the e-invoice system:

  • The structure of the e-invoice file consists of over 300 fields and contains mostly information contained in the JPK_V7 and JPK_FA files, extending the scope with additional data;
  • From the moment the obligation to use the e-invoice system is introduced, only an invoice with a number from the KSeF system will be recognised as a fully valid document;
  • Transactions with natural persons (B2C) are not subject to mandatory registration in the e-invoice system;
  • For documents sent to KSeF, the date of obtaining the e-invoice ID number will be treated as the date of receipt of the document by the buyer;
  • Invoices will be stored in the KSeF system for 10 years.

 

Key Benefits of the KSeF Module in the Oracle NetSuite Polish Localization Package

  • Secure generation, sending and receiving of e-invoices to/from KSeF (authentication with an official token);
  • Automation of the invoice sending process through appropriate script configuration (securing the process against sending unapproved documents, documents not covered by the KSeF system, or sending them twice);
  • Automation of invoice status verification in the KSeF system (retrieving current information about the processing stage of a given document in KSeF can occur without user intervention);
  • Visibility of KSeF status in the VAT sales register;
  • Handling the visibility of KSeF data also from the purchasing process side in the purchase register and managing information required by the new JPK_VAT7 file format;
  • KSeF Registry functionality for the purchasing process – this module allows you to download information about documents recorded in the e-invoice platform for a given company in a specified time period. This functionality allows comprehensive process handling from within NetSuite without the need to log in to the Ministry's website;
  • Mechanism for importing purchasing documents in the KSeF Registry module, which enables automatic linking of the invoice with the corresponding purchase order and identification of tax settings of purchase invoices – supporting automation of accounting processes;
  • Full transparency of the process of linking the invoice in NetSuite with the record, session, and status from the KSeF level;
  • Ability to adapt the system to customer requirements and needs;
  • Full customization of optional fields considering the requirements and expectations of invoice recipients;
  • Line grouping rules – a rule configuration mechanism ensuring correct presentation of sales lines, tailored to specific business requirements;
  • Full support for all types of documents, including corrections;
  • Comprehensive customer support regarding system availability in case of more advanced architecture using external systems (file transfer, file visibility management at the level of a sales system other than NetSuite);
  • Full support for offline mode also using external systems;
  • Additional mechanisms for invoice materialization in PDF format and full compliance with workflow processes, allowing flexible modeling of the sending process via email and the KSeF gateway.

 

KSeF Module in the Advanced Polish Localization Package:

 

Sending the KSeF invoice

 

Visibility of KSeF status in the VAT sales register 

Using additional columns, we can perform collective verification of the document processing status in the KSeF system at the stage of reconciliation of VAT sales registers.

 

KSeF Registry

Key experts
Hubert SKRUKWA
Head of IT Consulting
Warsaw
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