Sending e-invoices from an Polish legal entity
For a Polish company, all domestic invoices must be sent to the KSeF for approval and, once approved, e-invoices will be made available by the KSeF to the recipient.
The user process for sending an e-invoice doesn't change from what's described in:
How to use ExFlow e-Invoicing
The only significant difference is that the record in ExFlow Document Integration / Outgoing documents is kept as "Sent" until the application response from the KSeF is received. At that stage, the e-invoice is marked with a Document status and substatus that reflects the KSeF response.
This status is refreshed by the customer selecting the e-invoice record and clicking "Get status".
A key aspect of the e-invoice process in Poland is that -if invoice is approved- the KSeF will send in the application response a number (KSeF number) and a URL. These to elements are processed by ExFlow e-Invoicing and stored in the Invoice Journal invoice record standard fields so they can be used when printing out the invoice.
This applies both to domestic and cross-border invoices. Beware that for cross border invoices, KSeF won't make the invoice available to the buyer -a non Polish company- and the seller must send the invoice to its customer making sure that the KSeF number and URL/QR are included in the invoice.
Recommended setup is to have the batch job ExFlow execute customer documents: ExFlow document integration / Periodic / Batches / Customer / ExFlow execute customer documents
User can see the status either in:
- ExFlow document integration / Common / Outgoing documents, or
- ExFlow document integration/ Workspaces / Document integration workspace
Sending a corrective invoice (credit note) to a Polish buyer
In order to assure the correct mapping of information for a corrective invoice as required by KSeF, make sure that you follow this pattern when creating a credit note:
- Original line with negative values. This will create the reversal of the previously submitted line
- Corrected line. D365 Finance provide this pattern as standard functionality when creating a credit note.
Sending e-invoices to a cross-border recipient
When sending an e-invoice to a cross-border customer -not using a Polish NIP-, the user's processes are two:
- Send the e-invoice to the KSeF to get it cleared.
- Once the e-invoice is aproved, send the invoice to the recipient.
Get the cross border invoice cleared by KSeF
Remember to set up as explained in Setting up the Polish legal entity.
Once the setup is done, proceed to post the invoice and send it normally to KSeF via Pagero and update the status to see when it has been cleared. ExFlow e-Invoicing will update the Invoice Journal record with the KSeF number and the URL to generate a QR.
Send the invoice to the recipient
When the invoice has been cleared, user can send the invoice by any way provided by its Dynamics 365 Finance printing/emailing capabilities. The information included in the invoice must include the KSeF number and a QR codifying the validation URL provided by KSeF at approval time.