Advicero Nexia
Home / Blog / KSeF ABC part 1

KSeF ABC part 1

While talking with our clients about new National e-Invoicing System in Poland (hereinafter: KSeF) implementation, discussing basic, specifical terms, which they have not encountered before, takes up a lot of time. Below, we would like to present you the first part of our KSeF glossary, the knowledge of which will make it easier to understand and use the KSeF.

1. Structured invoice – electronic invoice issued by KSeF in XML format using interface software, according to a top-down logical structure. An invoice is considered to have been correctly issued once it has been assigned a KSeF number.

2. XML format – this is the format used for issuing structured e-invoices. It is a markup language used to store and transmit data in a way that is readable by both humans and computers.

3. KSeF identification number – a unique number, which identifies an issued e-invoice. The number is assigned automatically in the moment of a document issuance and is visible after authorization and login to the KSeF.

4. Bundle shipping – an e-invoice issuer, in case of issuing multiple invoices, can send them to KSeF in a so-called bundle instead of sending them one by one. A maximum of 500k invoices can be sent in a single bundle.

5. Interactive shipping – sending to KSeF one, individual e-invoice. If taxpayer issues multiple e-invoices per month, this method is more time-consuming than bundle shipping. However, it is important to note that when using the bundle method, if even one e-invoice is incorrect, whole bundle will be rejected by the KSeF.

6. Logical structure FA(2) – electronic specimen, also an e-invoice’s electronic structure, which organizes the data entered by the issuer within the document. The second version of the logical structure is currently in force, but introducing another version is highly likely due to the development of the KSeF.

7. Obligatory fields – required information which must be included in an e-invoice for it to be correctly issued, such as taxpayer identification number, invoice identification number, and date of issuance.

8. Contingent fields – fields which are obligatory to fill if one of the statutory prerequisites is fulfilled.

9. Optional fields – additional fields, which can be voluntarily filled by an e-invoice issuer. An example of such field is an e-invoice description. Utilizing optional fields to streamline invoicing should be discussed within the implementation of KSeF. They can assist in transmitting data that previously was indicated on the invoice but does not fit within the logical structure.

10. Semantic validity – model/diagram is semantically valid if all interpretations that validate the premises validate the conclusion. In the context of KSeF, an e-invoice is semantically valid if all obligatory fields are filled, and the e-invoice issuer has appropriate authorization.

We hope that our glossary was helpful and and has clarified the challenging terminology related to KSeF. In the next part of the KSeF ABC, we will present the terminology regarding KSeF authentication and authorization.

If you have any questions or need support in implementing KSeF or beyond, please do not hesitate to contact Advicero Nexia specialists.