KSeF na Polish National System of e-Invoices - checklist

• Edit the company.
• In the Basic Info section, verify the new checkboxes Is JST and Is GV.
• By default, Is JST and Is GV are not selected.
• Ensure that the settings are configured correctly according to your business requirements.
• For each option, select YES or NO as applicable.

This configuration is required for proper KSeF integration.

KSeF requires that all structured invoices include the JST and GV fields in accordance with the official schema, even if the transaction does not involve a JST entity or a VAT group.

• New settings have been introduced for each invoicing policy:
  • Cash Accounting Method (Metoda kasowa)
  • Self-Billing (Samofakturowanie)
  • Reverse Charge (Obciążenie)
  • Split Payment Mechanism (Mechanizm podzielonej płatności)
• By default, all options are not selected.
• Please verify and select the applicable options in accordance with your company’s tax settlement rules.

This configuration is required for proper KSeF integration to ensure that invoices are reported correctly and remain compliant with applicable tax regulations.

Please note that any change to these settings will be applied automatically to the entire database.

• New mandatory field will be displayed: “Podstawa zastosowania stawki ZW” during "ZW / zwolnione od podatku" selection.
• Client needs to make sure for all existing products, transactions, and payment plans, the proper reason for ZW selection is chosen:
  • Art. 43 ust. 1 ustawy o VAT
  • Art. 113 ust. 1 i 9 ustawy o VAT
  • Art. 82 ust. 3 ustawy o VAT
  • Dyrektywa unijna 2006/112/WE
  • Inne zwolnienia
• Verify the ZW selection in the following modules:
  • Sale → Payment Plans
    • Membership fee (With periods editor)
    • Administration fee (With periods editor)
    • Penalty for unpaid installment
    • Joining Fee (With periods editor)
    • Freeze available
    • Early termination fee tax
  • Sale → Membership addons
    • Gross fee vat
    • Penalty fee vat
  • Sale → Membership fee parts
    • Vat Rate
  • Sale → Warehouse documents
    • Add document
  • Sale → Products
    • VAT/GST
  • Finances → Invoices
    • VAT Rate on invoice items
  • User Profile → Transactions → Contracts
    • Add manual transaction
  • Settings → Support tools → Vat rates
    • Vat rates in master company settings
  • Settings → Support tools → Product Vat Rates
    • Update Vat Rates of Selected
• Verify that all existing products, transactions, and payment plans use only the following VAT rate selections:
  • 23, 22, 8, 7, 5, 4, 3, 0
  • NP / Nie podlega
  • ZW / Zwolniony
• Ensure that no other VAT rates are defined or used in the system.

This is a required change for proper KSeF integration. There should not be any other VAT rates except mentioned.

If any other VAT rate is created or used in PGM, KSeF will reject the invoice during submission.

This information needs to be verified by the client and selected accordingly.

• Select the Role you wish to grant access to (e.g., Administrator, Accountant).
• Click on the Permissions tab.
• In the search bar, type: ReportsCustomReportKSeFInvoices.
• Check the box next to the permission name.
• Click Save at the bottom of the page.

Report Access:

This permission is mandatory for any user who needs to view or generate the KSeF Report within the system. Without this, the report will not be visible in the menu.

You must request these changes from the PG Tech Support Team.

Compliance & Visibility:

• Invoices with a "ZW" (Exempt) tax rate are displayed correctly on the printout.
• The QR Code required by KSeF regulations appears on the final invoice document.