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Polish National System of e-Invoices (KSeF) - Overview

Updated

Introduction

This article is about: Perfect Gym's Integration with the Polish National System of e-Invoice (KSeF). This integration is a mandatory legal requirement for all businesses operating in Poland. It enables the electronic issuance and receipt of structured invoices in the required XML format. The Perfect Gym Manager will be able to generate and process invoices compliant with the FA(2) logical structure, and is being prepared to adopt the upcoming FA(3) structure. This integration supports the automated process of issuing and sharing structured invoices with the KSeF platform.

  • In this article, you will learn what the Polish National System of e-Invoice (KSeF) is, and how we are enhancing our systems to support Perfect Gym users in issuing and sharing structured invoices.
  • This article will be helpful for PG Champions, Front Desk Team, Club Managers, and Club Administrators.

Before you start

MANDATORY KSeF IMPLEMENTATION DEADLINES

In alignment with the official schedule set by the Ministry of Finance, the KSeF integration in your Perfect Gym system will be enabled on the following dates:

  • From February 1, 2026, for large entities (those with turnover exceeding PLN 200 million in the previous year).
  • From April 1, 2026, for all entities.

To enable KSeF integration, the following prerequisites must be met:

  1. Authorize in the KSeF application: Access both the PROD (Production) and PRE-PROD (Pre-production) environments via the official Polish Ministry of Finance website (e.g., Aplikacja Podatnika KSeF).

    • As a first step, you need to log in to the KSeF application in both the PRE-PROD and PROD environments.
    • Next, you need to grant authorization to Perfect Gym Solutions Spółka z ograniczoną odpowiedzialnością ( sp. z o.o.) so that invoices can be issued through the Perfect Gym Manager (PGM) system.

    • To grant authorisation, select Uprawnienia → Nadaj uprawnienia → Rodzaj uprawnień: Podmiotowi do wystawiania i przeglądania faktur →
      Data of the authorized entity:

      • NIP: 9512387811

      • Full name: Perfect Gym Solutions Spółka z ograniczoną odpowiedzialnością ( sp. z o.o.)

      • → Scope of permission: wystawianie faktur oraz przeglądanie faktur (see picture below).

      bf2b1d7f-df74-436a-a61f-4ffba6adeabf.png

    • After completing the authorization, you need to contact the PG Support Team and request them to enable the KSeF setting in your PGM system.

Feature description

The Polish National e-Invoice System (KSeF) enables the issuance and sharing of structured invoices. Initially, structured invoices will be used in business transactions as one of the permitted forms of documenting transactions, alongside paper invoices and the electronic invoices currently used in business transactions.

The structured invoice is in XML format, consistent with the logical structure of the e-Invoice FA(2) published in the Central Repository of Electronic Document Templates (CRWDE) on the ePUAP platform.

Our Key Focus Areas and Ongoing Actions:

  • The PGM system will generate valid XML e-invoices according to the KSeF FA(2) schema.
  • The PGM system will send e-invoices to the KSeF platform.
  • The PGM system correctly handles KSeF-assigned invoice numbers.
  • The integration is ready for the future transition to the FA(3) schema.

What changes PGM users can expect on UI?

To support the KSeF integration and compliance, the following changes will be visible to users in the PGM interface:

  1. On the invoice list page, we will add the KSeF number. This allows for easy identification and tracking of the official KSeF-assigned ID for structured invoices.
  2. On the manual invoice creation page, we will add validation that the user cannot create an invoice with an issue date other than today/yesterday. This aligns with the KSeF requirement for timely submission.
  3. On the Support Tools page, we will add a new tab with KSeF authorization. This will provide an interface for managing the system's authorization status with the KSeF platform.
  4. On the Invoices tab in PGM, we will disable the options to edit or delete invoices. This ensures compliance with regulatory requirements.
  5. On the Invoice Document, we will display the KSeF QR Code and the new "ZW" (Exempt) VAT rate (where applicable). This ensures that the generated documents fully comply with the visual requirements for structured invoices.
  6. In the PGM Reports, we will add a new report featuring columns for Invoice number, Invoice create date, Invoice send (to KSeF) date, Sending status, and Error description.
  7. For Automated Invoices (e.g., memberships), the issue date will now strictly reflect the actual date of generation. Invoice issue date will now equal the day the invoice is created to ensure the date aligns with the KSeF submission.

Mandatory Configuration Verification

Important note: To ensure your KSeF module is configured correctly and ready for use, you must review and complete the mandatory configuration checklist.

KSeF na Polish National System of e-Invoices - checklist

 

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