KSeF statuses and Needs attention

What it does

After an invoice is issued in Poland, POSolid sends it to KSeF in the background and keeps trying until KSeF answers. The invoice list and each invoice's page show where it stands, and anything that needs a person is gathered under Needs attention.

Getting started

1. Open Invoice Manager → Invoices. The KSeF column shows each document's status.
2. Open an invoice to see, once accepted, its KSeF number and when KSeF accepted it.
3. Open Needs attention to see every invoice KSeF held back or rejected. Each one says why.
4. Also on the invoice page: the e-invoice XML exactly as sent, and KSeF's official receipt (UPO) once KSeF issues it.

Key things to know

• Statuses:
  • Sending — on its way, usually done within seconds.
  • In KSeF — accepted; it has a KSeF number.
  • Needs attention — sending stopped and needs someone; the page says why.
  • Rejected — KSeF refused it. It can't be changed; issue a new document.
  • Not sent — never sent to KSeF.
• Needs attention has a counter in the menu, and the people who issue or manage invoices get a notification. Most often the KSeF login is missing, expired or lacks permission: save a working one in KSeF connection setup and held invoices are sent again automatically. For anything else fix the cause and tap Send again.
• Refunded — needs a correction. An invoice whose order was refunded at the till after it was issued is flagged until you issue the correction — see Invoice corrections.
• The PDF preview is not an invoice. Before KSeF accepts the invoice, the PDF says on top that it isn't an invoice and has no KSeF number or QR code. Don't hand it to the buyer as the invoice. On Test and Demo every page says it's a test document.
• Deleting a test document. A Test or Demo document that never reached KSeF and has no corrections can be deleted with Delete test document; its orders can then be invoiced again. A Production invoice can never be deleted — it is corrected.
• Sending again and deleting need the Manage invoices permission.

FAQ

Q: An invoice says "Needs attention". What do I do?
A: Open it — the panel at the top explains the reason. If the KSeF login is missing or expired, save a new one in Configuration; held invoices are then sent automatically. Otherwise fix the cause and tap Send again.

Q: Why does my PDF say it is not an invoice?
A: It's a preview: KSeF hasn't accepted the invoice yet, so it has no KSeF number. Wait until the status shows In KSeF and download it again.

Q: Could an invoice end up in KSeF twice if the connection drops?
A: No. If it's unclear whether KSeF received an invoice, POSolid checks with KSeF before sending it again, and recognises an invoice that is already there.

Q: KSeF rejected an invoice. Can I fix it?
A: A rejected invoice can't be changed. Read KSeF's reason on the invoice page and talk to your accountant about the replacement document.