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Using the Polish National e-Invoice System (KSeF) platform (Polish legislation)

Introduction

Poland has a national e-Invoice system (KSeF) platform that businesses can use. It provides an e-invoice structure and helps to standardise e-invoice transactions. As a result, Exact Globe+ also provides the facility where users can take advantage of this e-invoice platform.

The KSeF works based on receiving and sending back e-invoices. Exact Globe+ processes e-invoices and makes sure that incoming and outgoing e-invoices are compatible with the KSeF requirements.

Before you begin

Before you use the functionality, you must first set up the following master data:

  • Company data settings - To determine if the administration will communicate with the live or test portal for KSeF.
  • Document settings - You must define the invoice layout and use the KSeF invoice template to customise the KSeF submission fields.
  • Invoice code maintenance - You must define which invoice code is used for the KSeF submission and other normal invoices.
  • Certificate management - You must obtain a valid certificate issued by KSeF to connect to the KSeF portal.

National e-Invoice system (KSeF) settings

You can find the National e-Invoice System (KSeF) section at System > General > Settings > Company data settings. This setting allows you to choose whether to use the live, test, or pre-production KSeF environment together with the settings for the KSeF reference and KSeF certificate.

To test and validate e-invoicing processes before going live, select the Pre-production option at the Environment field. Using this environment helps ensure your systems are prepared for the mandatory use of KSeF, minimising risks and ensuring compliance.

KSeF invoice layout

The E-Invoice: KSeF layout field is found at System > General > Settings > Documents settings. You can use this layout to retrieve the values to generate the XML file for the KSeF e-Invoice submission. If you want any fields to be included in the XML file submission you have to add the data to this layout. The default layout is “PLKSEF01”. If this layout is not available, you can import the “PLKSEF01.fkl” layout file from the /etc folder in the Exact Globe+ installation folder.


You can choose from two templates at the E-Invoice field. The template you choose is used for generating the KSeF XML format and determines the output format. There are two templates available:

  • “EInvoice.Template.PL.FA2.xml” for invoices
  • “EInvoice.Template.PL.FA2.CN.xml” for credit notes

The invoice template is used by default. If you want to import the credit note template, you can import the XML template by clicking the New button and selecting the XML template from the /XML folder in the Exact Globe+ installation.

You can edit the template by customising the fields. However, the fields must be added to the KSeF layout first before adding them to the e-Invoice XML template.

 

Additionally, you can add the QR code, KSeF reference, and verification link in the invoice layouts. To add them, you must first add the database fields under the Header block at System > General > Settings. The QR code, KSeF reference, and verification link will be displayed in the invoices when you process the incoming and outgoing invoices.

Invoice code

The KSeF invoice checkbox is added in the General section at System > Logistics > Invoice codes. This checkbox allows you to define which invoice code you want to use for the KSeF invoice submission. You can select the XML template that you want to use for the invoice code at the E-Invoice: XML Template field.

Certificate management

You must obtain a valid certificate issued by KSeF to connect to the KSeF portal. This certificate will be used to authenticate the organisation and generate an authentication key. The authentication key authorises the credentials for subsequent operations, such as submitting e-Invoices to KSeF or downloading invoices from the portal. You can go to the test portal https://web2te-ksef.mf.gov.pl/ to authenticate and generate the authentication key.

Connecting to KSeF API

You can connect to the KSeF API by defining the fields in the National e-Invoice System (KSeF) section at System > General > Settings > Company data settings.

 

Certificate maintenance

The certificate is generated in the KSeF portal, uploaded, and added to Exact Globe+. Each environment has one certificate and it is shared among all the users. If the Serial number, Issuer, and Expiry date fields are blank, there are no active certificates saved in the environment. The certificate obtained from the KSeF portal contains the “.crt” and “.key” files. You can update the digital certificate by selecting the option at Digital certificate.

If you select CRT & KEY in the Digital certificate field, the .crt file and .key file fields will be shown.

 

If you select PFX in the Digital certificate field, the .ptx file field will be shown.

 

Once the certificate is saved, the Serial number, Issuer, and Expiry date fields will be automatically filled in.

 

You can have three certificates saved in every Exact Globe+ application (one certificate for each environment). If you change the environment option without clicking Save, Exact Globe+ will automatically check for the active certificates that are saved in the environment.

How Exact Globe+ processes invoices sent to and received from KSeF

Handling outbound invoices

Exact Globe+ handles sales invoices as outbound invoices to KSeF. These are listed on the Outgoing e-invoices screen. When you select the relevant sales invoices and click the Process button, the following will occur:

  • The KSeF XML file will be generated. This file is then sent to the KSeF portal for processing.
  • After KSeF has validated and accepted the invoices, it will respond with the KSeF reference IDs and acceptance dates. 
  • If the status is not accepted, you must make the necessary changes and go through the initial processing again to generate the KSeFXML, and submit it to the KSeF portal. The free field values must be provided when processing the invoice at Invoice > Entries > Invoices.

You can view invoices that have been processed and sent to KSeF at Invoice > Invoice > National e-Invoices System (KSeF) > Outgoing e-invoices.

Handling inbound entries

Exact Globe+ handles inbound invoices received from KSeF as purchase entries. You can manage the purchase invoices at Finance > Entries > National e-Invoices System (KSeF) > Incoming e-invoices. You need the necessary rights to download purchase invoices.

Additionally, you can automatically create new creditors when you download the invoices by selecting the Create master data option in the Download options section.

When you click the Download button in the Incoming e-invoices screen, the following will occur:

  • The KSeF XML file is received and the inbound invoices are automatically allocated based on creditor name and VAT number.
  • Inbound invoices can be automatically approved or rejected based on your specified white- and blacklist. You can manage the whitelist by clicking the Creditors by categories button in the Download options section.
  • You can go through the list and approve the relevant invoices. You can also route them for processing as standard, IIR or PLOFKE invoices.
  • Finally, click Import to import the inbound invoices. The purchase entries will be generated accordingly.

The status of the invoices will be updated accordingly after the invoices have been allocated, approved, rejected or processed.

Validate KSeF

You can include the KSeF ID in all the sales and purchase entries through the XML import, SDK, and entity. However, these entries will only pass the initial format validation. To complete validation, the KSeF ID must match the corresponding HTML file from the KSeF portal, ensuring it is correct and linked to the right entry. Validating the HTML from the KSeF portal enhances financial data accuracy and compliance. This allows you to manage and validate KSeF IDs in the financial entries using HTML files downloaded from the KSeF portal without integrating with the KSeF system.

To validate KSeF HTML and financial entries, go to Finance > Entries > Validate KSeF HTML.

 

Import file directory settings

You can define the default directory path where all the KSeF invoice HTML files that are downloaded from the KSeF portal will be stored. These files will be used for matching.

Select the directory of the HTML files at Import directory in the National e-Invoice System (KSeF) section at System > General > Settings > Company data settings.

 

Validation conditions

The following conditions are required before you validate the entries:

  • You have defined the Import directory field in the National e-Invoice System (KSeF) section at System > General > Settings > Company data settings.
  • The KSeF files have been retrieved from the KSeF portal and saved with the .html extension.
  • The financial entries exist in the sales and purchase journals (entries from the general journals are excluded) and contain valid KSeF references with the correct format.

Automatic validation

If you want to validate all the HTML files in the import file directory with the sales and purchase entries, do the following:

  1. Go to Finance > Entries > Validate KSeF HTML.
  2. Click Automatic.
  3. A message will be displayed. Click OK to continue.

The system will do the following:

  • Retrieve all the HTML files from the defined import directory.
  • Extract the contents from each file.
  • Match the extracted data with the sales and purchase entries using the KSeF reference.

Matched HTML files are automatically moved to an archive folder in the same path as the Import directory. A copy of each matched file is also saved as a document attachment linked to the financial entry.

If you click Automatic in the Validate KSeF HTML screen, all the HTML files in the import directory will be processed and matched with the sales and purchase entries that contain KSeF references, regardless of whether the record is displayed in the overview.

Manual validation

You can validate the HTML file manually if you only want to validate one HTML file.

  1. Go to Finance > Entries > Validate KSeF HTML.
  2. Click Manual. You will see the manual HTML overview screen.
  3. Double-click on a line in the overview that you want to validate, and a check mark will be displayed under the Selected column.
  4. Click Validated.
  5. The contents will be retrieved from the selected file and matched with the sales and purchase entries using the KSeF reference.
  6. The matched result will be displayed under the Response message column. You can then link or unlink the entries.
  7. The successfully matched HTML files will be moved to the archive folder which will be automatically created within the same path as the Import directory.
  8. A copy of each matched HTML file will be saved as a document attachment and linked to the financial entry.

Matching process

The following will be taken from the HTML and used in the matching process:

  • Invoice number
  • KSeF reference
  • Seller tax number
  • Buyer tax number
  • Invoice date
  • Invoice amount and currency

If the financial entries are created without KSeF reference, the debtor or creditor tax number is required.

Validation error

If matching fails during automatic or manual validation, you can rectify the problem.

There is only one HTML file but there are multiple entries that match the criteria

There might be multiple financial entries sharing the same Our ref. or Your ref., which prevents the system from matching the correct entry. If this error occurs, the error code “7” will be displayed in the Response message column in the manual HTML overview screen (click Manual at Finance > Entries > Validate KSeF HTML). You can resolve this by doing the following:

  1. Double-click the line that displays error code “7”.
  2. Click Link to open the link confirmation screen. The screen will display the KSeF reference with the list of matching entries based on the invoice number, invoice amount, and other details.
  3. Select the correct entry and click Select to complete the manual linking and validate the entry.

Incorrect KSeF reference linked to the financial entries

You can create financial entries with KSeF reference using XML, connectivity layer, or SDK. Errors may occur when the entries are created, which results in incorrect KSeF reference being assigned. To resolve this, do the following:

  1. Locate the entry with the error message “KSeF ID found! Invoice data: [Data.InvoiceNumber] – Not matched!” (error code 2 or 3) in the Response message column in the manual HTML overview screen.
  2. Select the line with the error and click Unlink. An unlink confirmation will be displayed.
  3. Click OK to remove the incorrect KSeF reference from the financial entry.

Archive HTML files

HTML files that are retrieved from the KSeF portal must be saved in the import file directory before the system can use them to validate the financial entries with the KSeF references. To prevent the directory from being overloaded, each time the HTML file is successfully matched with the financial entry, the following occurs:

  • The original HTML file will be moved to a local archive folder created in the same path as the import directory.
  • A copy of the HTML file will be saved in the system as a document attachment linked to the matched financial entry.

     
 Main Category: Attachments & notes  Document Type: Online help main
 Category:  Security  level: All - 0
 Sub category:  Document ID: 31.907.675
 Assortment: Exact Globe+  Date: 09-01-2026
 Release:  Attachment:
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