Skip to main content

KSeF na Polish National System of e-Invoices - checklist

Updated

Introduction

In Perfect Gym, the integration with the Polish National System of e-Invoices (KSeF) allows for the automated issuing and sharing of structured invoices directly with the government platform. This article provides a comprehensive guide to ensuring your system is correctly configured to meet Polish tax requirements and maintain seamless communication with the Ministry of Finance.

  • In this article, you will learn how to prepare your PGM environment, verify mandatory company data, configure VAT rates, and manage technical settings for a successful KSeF rollout.

  • This article will be helpful for PG Champions, Club Managers, Finance Team and Club Administrators.

Before you start

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).

  2. Grant Permissions: In the KSeF application, grant authorization to Perfect Gym Solutions S.A. to issue invoices on your behalf.

  3. Contact Support: Request the Perfect Gym Support Team to enable the KSeF settings within your PGM system.

Feature description

Configuration Check-List

System path Required actions Bussiness justification
Go to PGM → Sale → Warehouse → Companies

  • 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.

Go to PGM → Settings -> System Settings → Integrations → KSeF

  • 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 .

Go to PGM → Settings → Support Tools → VAT Rates

  • New options have been added to the VAT rates configuration :

    • ZW / Exempt from VAT (Art. 43 sec. 1 of the VAT Act)

    • ZW / Exempt from VAT (EU Directive 2006/112/EC)

    • ZW / Exempt from VAT (Other exemptions)

    • NP / Not subject to VAT

  • 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 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 .

For all other companies, ensure the Country is filled. It is highly recommended to fill all available fields, as missing data in Perfect Gym will result in missing data on the KSeF invoice.

 

Was this article helpful?

0 out of 0 found this helpful
Return to top

Related articles