Supplier invoices from KSeF

What it does

The invoices your suppliers issue to your NIP arrive in KSeF. POSolid fetches them into Invoice Manager → Supplier invoices → Invoices from KSeF, so you can receive the goods into stock straight from the e-invoice, set aside what isn't stock, and book suppliers' corrections against the delivery they correct.

Getting started

1. Make sure the venue has a valid NIP and a KSeF login for its current environment — see KSeF connection setup. Without them there is nothing to fetch.
2. Open Invoices from KSeF. New invoices are checked every hour; Fetch from KSeF checks now. The first check looks 30 days back.
3. Tap View lines to see an invoice — its lines are downloaded from KSeF the first time anyone opens it.
4. For a delivery of goods, tap Receive into stock. The receive screen opens filled from the invoice: check the lines, match them to your products (or add the supplier from the invoice), and save.
5. For an invoice that isn't stock — rent, a repair, a service — tap Not stock. Back to new undoes it.
6. For a supplier's correction, tap Book correction (see below).
7. Download PDF or Download XML gives you the invoice for reading, printing or your accountant.

Key things to know

• Statuses: New (waiting for you), Received (in stock) and Not stock. The list shows New by default.
• A notification tells the people who receive stock when new supplier invoices arrive. It goes away when none is left waiting.
• Duplicate check. If you already typed in or scanned a delivery with the same number from that supplier, POSolid asks first: Same delivery — link it, or Different delivery — receive it. Linking marks the KSeF invoice received without booking the goods twice.
• Booking a supplier correction:
  • It works only when the corrected invoice was received into stock. Otherwise there is nothing to correct — set the correction aside as Not stock.
  • Fewer goods are a return: they come out of the corrected delivery first, then from your oldest other stock of that product.
  • A new price revalues what is left of that delivery; stock already used keeps the price it was used at.
  • More goods than invoiced are received on the receive screen instead.
  • A correction is booked once: pressing again, or two people at once, can't return the goods twice.
• KSeF limits. KSeF allows a limited number of checks and downloads an hour. If they're used up, the screen says when to try again.
• A new NIP starts a new list. Invoices addressed to your old NIP can no longer be downloaded with the new NIP's login.
• The PDF is for reading. The supplier's invoice itself is the XML in KSeF.
• Viewing needs the View invoices permission; receiving, setting aside and booking corrections need the stock-movement permission. The register exists only for venues in Poland.

FAQ

Q: A supplier says they sent an invoice, but it isn't here.
A: Tap Fetch from KSeF. If it's still missing, check that it was issued to your current NIP and that your KSeF login is saved for the environment you use.

Q: I received the goods by hand before the e-invoice arrived. Will they be booked twice?
A: No — when you tap Receive into stock, POSolid finds the delivery with the same number from that supplier and offers to link it instead.

Q: Why can't I book a correction?
A: Its original invoice was never received into stock, it has already been booked or set aside, or it only adds goods — receive those on the receive screen.