The Krajowy System e-Faktur (KSeF), or National e-Invoice System, is an e-invoicing platform introduced by the Polish Ministry of Finance. It is part of Poland's broader effort to digitalize tax processes, streamline financial transparency, and enhance efficiency in B2B transactions.

The KSeF system mandates the issuance of structured invoices, using a specific XML format defined by Poland’s tax authorities. This format allows for consistent, machine-readable invoices that ensure:

• Data accuracy: Standardized fields help minimize errors and inconsistencies across invoices.

• Real-time data access: Polish tax authorities can monitor VAT transactions and detect discrepancies or suspicious activities promptly.

• Automated compliance: The system reduces the administrative burden for businesses by automatically verifying VAT, invoice integrity, and compliance with Polish tax law.

The Poland Krajowy System e-Faktur (KSeF) integration in NetSuite allows businesses to create, validate, and prepare structured electronic invoices that comply with Poland’s national e-invoicing requirements.

Through this integration, users can generate KSeF-compliant XML files directly from NetSuite transactions and store them securely in a designated File Cabinet folder. These XML files are then automatically transferred to the Ministry of Finance (KSeF platform) via an Operator.

This design ensures a reliable, compliant, and traceable workflow from invoice creation to official submission.

In addition to sales invoices, the integration supports purchase invoice processing. KSeF XML files from suppliers are received via an Operator and stored in a designated File Cabinet folder. Each file is saved in NetSuite as a KSeF Purchase Invoice custom record, where invoices can be viewed and entered using the invoice viewer. Alternatively, files can be processed by an AP solution. A link is created between the NetSuite transaction and the KSeF Purchase Invoice for easy reference.

• Send to KSeF Function: Available once a sales invoice (including correction invoices and advance invoices) reaches Posting status. This function generates a KSeF XML file with one click.

• Bulk Processing: Generate multiple XMLs at once through a dedicated page.

• Automatic Validation: Ensures invoices meet all KSeF data requirements before XML creation.

• Secure File Handling: Generated XMLs are stored in a designated File Cabinet folder and transferred automatically to the operator’s SFTP.

• Status and KSeF ID Tracking: Returned responses and assigned KSeF IDs can be recorded in NetSuite for audit and reference.

• Regulatory Compliance: Ensures adherence to Poland’s mandatory e-invoicing framework and KSeF data standards.

• Automated Workflow: Streamlined process from invoice creation to XML generation and operator submission.

• Error Reduction: Built-in validation minimizes data errors and reduces risk of rejected invoices.

• Audit Readiness: Each transaction retains its KSeF ID and submission details for easy reference and compliance reporting.

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