Sales invoice: from draft to sending to KSeF

Invoice draft

Sales invoices, "Nowa faktura" (New invoice) button (requires the permission to write sales). Fill in the "Dane faktury" (Invoice details) card: Counterparty, Issue date, Sale date, Payment due date, Payment method and Bank account. By default the dates are today and the due date is 14 days. The "Pozycje" (Items) card accepts 1 to 1000 items with a name, unit, quantity (up to 4 decimal places), net price and VAT rate; you can link an item to a product from the catalogue.

• VAT rates: 23, 8, 5, 0, "zw." (exempt) and "np." (not subject to VAT). VAT is calculated on the net total in each rate. The summary in the form is a preview; the server calculates the final amounts.
• The "Waluta i scenariusz VAT" (Currency and VAT scenario) card lets you issue an invoice in a foreign currency (NBP average rate from the working day before the tax point) and choose a scenario: domestic sale, intra-EU supply (WDT), export, foreign services or reverse charge, with the EU VAT number checked in VIES. Details are in the article on EU VAT, OSS and foreign invoices. By default the invoice is in PLN with a domestic sale. The payment due date cannot be earlier than the issue date.
• You can add a new counterparty with the "Nowy kontrahent" (New counterparty) button. After entering the NIP, the "Pobierz z wykazu VAT" (Fetch from VAT register) button fills in the name and address. If the taxpayer does not have the status "Czynny" (Active), you will see a warning.
• You can edit the draft ("Edytuj" (Edit)) and delete it ("Usuń szkic" (Delete draft)).

Issuing

"Wystaw fakturę" (Issue invoice) (after confirmation) assigns a number, saves the VAT summary, posts the invoice to the general ledger and locks editing. Numbering has no gaps, is separate for each company, and takes the form FV/number/month/year with an annual counter. An issued invoice cannot be changed or deleted; a mistake is fixed with a credit note. The licence plan has a monthly document limit counted from issued invoices (not drafts).

Sending to KSeF

On the issued invoice click "Wyślij do KSeF" (Send to KSeF). This requires the company's NIP and address to be filled in and a saved KSeF token. Success sets the status "Przyjęta w KSeF" (Accepted in KSeF) and saves the KSeF number, while rejection sets the status "Odrzucona" (Rejected) with an error description in the KSeF card (the button then changes to "Wyślij ponownie do KSeF" (Resend to KSeF)). After issuing, Anna also proposes a sending action in the Team inbox, which has no automatic mode and always requires approval.

PDF and email

• "Pobierz PDF" (Download PDF) is available after the invoice is issued (file faktura-<numer>.pdf).
• "Wyślij e-mailem" (Send by email) opens a window with the recipient's address (by default the counterparty's email) and an optional message of up to 2000 characters. The message has the PDF attached, and the Reply-To is the company's contact email. It requires configured outgoing mail; a draft cannot be sent. Sending by email does not change the invoice status.

Payment status

The status ("Nieopłacona" (Unpaid), "Częściowo opłacona" (Partially paid), "Opłacona" (Paid)) is set automatically, based on settlements from the bank statement and cash documents. There is no "oznacz jako zapłaconą" (mark as paid) button on the invoice. After issuing, if the invoice contains items from the catalogue, Piotr also proposes a WZ goods issue.