Purchase invoices: import, account assignment and posting

Where purchase invoices come from

• KSeF: automatic or manual fetching (see the article on connecting KSeF).
• Importing an FA(3) XML file: Purchase invoices, "Import XML", a file up to 5 MB and an optional KSeF number.
• Scan or photo: AI reading from the document archive (separate article).
• Manually: "Add manually", in PLN only, with net prices and VAT rates.

VAT invoices are imported. Credit notes, advance invoices and simplified invoices are rejected with a message. The buyer's NIP on the invoice must match the company's NIP. Duplicates (the same KSeF number or the same number from the same supplier) do not create a new invoice but open the existing one.

Account assignment proposal

In the invoice details, in the "Posting proposal" panel, the system proposes a cost account and the percentage of VAT to deduct for each line, with a confidence level and a rationale. The proposal is generated deterministically, in this order:

1. towar z katalogu w firmie z magazynem trafia na konto 300,
2. a supplier rule learned from your previous postings (by the supplier's NIP),
3. keywords (e.g. fuel, leasing, utilities, IT services, rent),
4. as a last resort, the default account with low confidence and the flag "Expense category not recognised".

Lines that the rules do not recognise may get a suggestion from a language model (requires a configured key and available AI credits). Such a suggestion is labelled, has confidence of no more than 70% and is never posted automatically. You can change the account and the VAT percentage in the "Invoice line account assignment" table.

Posting

The "Post" button creates an entry in the general ledger: cost accounts on the debit side (with non-deducted VAT), account 221 on the debit side (deducted VAT) and account 202 on the credit side. The entry cannot be edited, only reversed in the General ledger. After posting, the system remembers a rule for the supplier.

After the import, Anna also creates a "Post purchase invoice" action in the Team inbox (requires finance write permission). Automatic posting does not cover reverse-charge invoices, foreign currency invoices without conversion, or proposals from a scan.

Foreign currency invoices

They apply to XML import, KSeF and scans. If the invoice states a rate, the invoice rate is used; otherwise the NBP average rate (table A) from the last working day before the sale date is used, and for scans always the NBP rate. Details are shown in the "Foreign currency: conversion to PLN" panel. A payment of a different amount is settled with an exchange rate difference (accounts 761 and 762).

VAT white list and split payment

• For invoices from Polish suppliers of at least 15 000 PLN gross, the system checks the supplier's account in the VAT taxpayer register (the public API of the Ministry of Finance) and saves the result as evidence. You can also check manually with the "Check in register" button.
• When the account is not on the register, the team raises a critical "Do not pay" warning.
• Invoices marked for split payment (MPP) above 15 000 PLN get a reminder with instructions. Zaksio only reminds you; it does not make the split payment transfer.

Payables and payment

The "Payables" page shows posted invoices with the balance due, the ageing structure and the supplier's account. Payment of a purchase invoice is recorded by matching a transfer from the bank statement.