Loading Invoices from the KSeF Server
The online accounting program mKsiegowa.pl allows you to import purchase invoices from the KSeF system. You find it in the Purchases module->Supplier Transaction Inquiry, a KSeF tab appears.
Before starting to import purchase invoices, communication with the KSeF server must be configured.
After entering the screen, the program displays the most recently loaded invoices and purchase corrections. A button Import purchase invoices from the KSeF system should appear on the screen. After clicking it, the program checks the server to see if there are any invoices to import since the last import. If so, it loads them.
If communication with the KSeF server cannot be established, the program displays an appropriate message (e.g. "KSeF module has not been configured" or "No authorization"). In such cases, check the correctness of the configuration with the server.
Lack of communication may also result from a temporary server outage. In that case, close the screen and re-enter it from the Purchases menu.
Screen for Loading and Posting Purchase Invoices
The screen displays headers of purchase documents for a given period:
- Id – internal identifier of the invoice loaded from KSeF
- KSeF Time – the date of the invoice recorded in KSeF (from this moment the invoice is legally issued)
- Reference Number – the reference number of the invoice recorded in KSeF
- KSeF Number – the number assigned by the KSeF system, indicating formal acceptance of the invoice
- Seller's VAT ID – if a supplier with such a VAT ID exists in the database, the program allows you to check supplier data by clicking the VAT ID number
- Column Status:
- if the column contains a reference number of the accounting document linked to the invoice, it means the invoice has already been posted. Clicking the number allows you to view it.
- the link Post document allows you to interactively post the invoice
- in the XML column, you can view the invoice in its original XML format
Downloading Invoices from the KSeF System
First, click the button Import purchase invoices from the KSeF system. The loaded invoices should appear on the screen below.
If the loaded invoices are not visible, adjust the date range and click Show.
If you see a document number in the status column, it means the invoice has already been posted.
The icons on the right mean:
: the program has all data necessary to post the invoice (supplier with the specified VAT ID, and catalog items with codes found in the XML invoice file)
: some information required to post the invoice (supplier or catalog items) may be missing and might need to be added while posting the invoice
Posting Purchase Documents
Posting a document works similarly to entering an invoice manually, but based on the KSeF data, the program attempts to find the supplier by VAT ID and find catalog items using the UUID numbers (unique item identifiers used in the KSeF system).
Posting begins by clicking the link Post document on the right. After clicking, the program opens a new posting screen similar to the purchase invoice entry form.
The program attempts to:
- find a supplier with the given VAT ID
- find catalog items using the UUID markers in the XML file
If the supplier is not found in the database, the program offers to add the contractor using the data from the XML document. The program then displays an additional screen:
If catalog items referenced in the XML file via UUID fields are missing, the program searches for the closest match by name or identifier. On the screen, you can assign any entry from the catalog or add a new one based on the XML file.
You can add an item to the catalog using the icon 
based on the data contained in the XML file.
Verification of Our Company Data
If a button 
appears on the screen, it means that the company data included in the received invoice differs from the data saved in the Settings. Clicking the button allows you to check which data differs and take the appropriate action (e.g., request a corrective invoice).