1. Country-Specific Features
  2. Region-Specific SuiteApps
  3. European Union Electronic Invoicing
  4. Poland-Specific Electronic Invoicing Features
  5. Poland KSeF Outbound Transactions

Poland KSeF Outbound Transactions

The European Union Electronic Invoicing SuiteApp supports outbound invoice and credit memo transactions for NetSuite users in Poland through Krajowy System e-Faktur (KSeF).

Before you process outbound transactions, complete the following configurations:

Configuring the Poland Subsidiary Record

The following subsidiary settings described in this section are required for using the Poland-specific features provided by the European Union Electronic Invoicing SuiteApp:

  • Setting the subsidiary Numer Identyfikacji Podatkowej (NIP) number

  • Verifying the subsidiary address

To configure the Poland subsidiary record:

  1. Go to Setup > Company > Subsidiaries.

  2. Select the Polish subsidiary you want to configure and click Edit.

  3. If you are using SuiteTax, enter the subsidiary NIP value in Tax Reg. Number located on the Tax Registrations subtab.

    If you are using Legacy Tax, enter the subsidiary NIP value in VAT Registration No.

  4. On the Addresses subtab, verify that the subsidiary address is complete.

  5. Click Save.

Configuring the Poland Customer Record

The following customer settings described in this section are required for using the Poland-specific features provided by the European Union Electronic Invoicing SuiteApp:

  • Setting the customer Numer Identyfikacji Podatkowej (NIP) number

  • Assigning the Poland E-Document Package

To configure the Poland customer record:

  1. Go to Lists > Relationships > Customers.

  2. Select the customer you want to configure and click Edit.

  3. If you are using SuiteTax, enter the customer NIP value in Tax Reg. Number located on the Tax Registrations subtab on the Financial tab.

    If you are using Legacy Tax, enter the customer NIP value in Tax Reg. Number located in the Tax Information section on the Financial subtab.

  4. Click Save.

To assign the Poland E-Document Package to a customer:

  1. Go to Lists > Relationships > Customers.

  2. Select the customer you want to edit and click Edit.

  3. On the E-Document subtab, in the E-Document Package field, select Poland E-Document Package from the list.

  4. Click Save.

Configuring E-Document Templates for Poland

To configure the e-document templates for Poland:

  1. Go to Setup > E-Documents > E-Document Templates.

  2. On the E-Document Templates List page, select Poland E-Document Package.

  3. Click Edit.

  4. In the Subsidiary field, select a Polish subsidiary.

  5. Click Save.

Setting the QR Code to the Polish Tax Authority in Custom Templates

To set the QR Code to the Polish Tax Authority in custom templates:

  1. As an Administrator, go to Customization > Forms > Advanced PDF/HTML Templates.

  2. Select the PDF/HTML template that you want to edit.

  3. Click Customize to customize a standard template, or Edit to edit a custom template.

  4. For a standard template, click Template Setup.

  5. In the Title field, enter a template name in case it doesn't already have a custom name.

  6. Click the Source Code toggle.

  7. If a warning pop-up window appears, click Yes.

  8. Copy the following code and paste it into the template editor:

                      <#-- KSeF QR Code BEGINNING -->
  <table class="QR" style="width: 100%">
    <tr>
      <td align="right">
        <#if record.custbody_euei_pl_qr_code_string?has_content>
          <#assign anchor = record.custbody_euei_pl_qr_code_string>
          <#assign urlStart = anchor?index_of('href="') + 6>
          <#assign urlEnd = anchor?index_of('"', urlStart)>
          <#assign url = anchor?substring(urlStart, urlEnd)>

          <p align="center">
            <barcode codetype="qrcode" showtext="true" height="100" width="100" value="${url}"/>
            <br/>
          </p>
        </#if>
        <#if record.custbody_euei_pl_ksef_number?has_content>
          <p align="center">
            ${record.custbody_euei_pl_ksef_number}
          </p>
        </#if>
      </td>
    </tr>
  </table>
<#-- KSeF QR Code END -->

  9. Click Save.

For more information, see Source Code Editing in the Template Editor.

Configuring Tax Code Mapping for Poland

To configure tax code mapping for Poland:

  1. Go to Setup > Accounting > Taxes > Tax Codes.

  2. Select the tax code you want to configure and click Edit.

  3. In the Poland Tax Category field, select the required Poland tax category.

  4. Click Save.

Processing Outbound Transactions for Poland

To process outbound transactions for Poland:

    • For invoices:

      • Go to Transactions > Sales > Create Invoices > List (Administrator).

      • Go to Customers > Sales > Create Invoices > List (Accountant).

    • For credit memos:

      • Go to Transactions > Customers > Issue Credit Memos > List (Administrator).

      • Go to Customers > Credits and Returns > Issue Credit Memos > List (Accountant).

  2. Select a transaction and click Edit.

  3. Fill in all required fields, including Poland-specific values as needed. For example, select the appropriate Poland Tax Code in the transaction line.

    If the transaction line uses an exempt or out-of-scope tax category, on the Poland E-Invoicing tab, enter the applicable Poland Tax Exemption Reason Code.

  4. If both transaction currency and subsidiary currency are non-PLN, enter Poland Exchange Rate (PLN) on the Poland E-Invoicing subtab.

    You do not need to enter an exchange rate if the subsidiary currency is PLN and the transaction currency is not. The standard exchange rate is used in this case.

  5. On the E-Document subtab, make sure the Poland KSeF Outbound Invoice/Credit Memo template is selected in the E-Document Template field.

  6. Click Save.

  7. Click Generate E-Document to generate and attach the XML file to the transaction.

  8. Click Certify E-Document to submit the generated XML to KSeF for certification.

  9. For certification progress and messages, check E-Document Status and E-Document Audit Trail on the E-Document subtab.

    After successful certification, KSeF response details are stored on the Poland E-Invoicing subtab, in the KSeF Number and KSeF QR Code URL fields.

Note:

Generation can fail if required Poland validations are not met, for example missing tax category mapping or missing exchange rate in required non-PLN scenarios.

Related Topics

General Notices