KSeF 2.0 Test Environment: Automate the Retrieval of Electronic Documents with the Cloud Edition

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You are setting up your system for the new invoice format required for KSeF 2.0 and want to understand how to test automated retrieval of invoices from the tax authority portal to achieve end-to-end processing of electronic documents.

With the Schedule Jobs app in SAP Document and Reporting Compliance, cloud edition, you can create one job that automates the retrieval of supplier or self-billing invoices from the tax authority portal to your business system (for example, SAP S/4HANA or SAP ERP) . This makes the following activities in your business system obsolete:

• Processing eDocument Inbound Messages
• Processing Incoming Messages with Additional Filters
• Processing eDocument Status Message
• Processing Status Messages for Multiple eDocuments

Meaning, you no longer use the eDocument Inbound Message Handler for these activities. Instead, you use Schedule Jobs app.

How it works?

1. You schedule a job in the SAP Document and Reporting Compliance, cloud edition. The system automatically creates a request based on the job configuration.
2. The cloud edition takes invoice data from Krajowy System e-Faktur (KSeF), a platform from the Polish tax authority used to exchange electronic invoices.
3. The cloud edition decrypts retrieved invoices, creates visualization as PDF files and pushes to the destination business system selected for the job.
4. The business system creates the electronic document and updates its status. The XML (FA(3)) and PDF files are available in the history of the electronic document. Here you can also check if any duplicate documents were retrieved.
   Note: To see the attached XML (FA(3)) and PDF files, select the electronic document and open Attachments in the Manage Electronic Documents app, or History in the eDocument Cockpit transaction.

Test Use Cases

In this blog, I share details on two key scenarios for downloading invoices that you might want to apply with the Schedule Jobs app:

• Downloading purchase invoices
• Downloading sales invoices for self-billing

Prerequisites

You have already performed the general integration settings for test environment as described in this blog: KSeF 2.0 Test Environment: Setup and Integrate Your System with the Cloud Edition.

Now, you can test configuring automated jobs for retrieving your invoices from tax authority portal using the Schedule Jobs app.  To access the app, go to the SAP Document and Reporting Compliance, cloud edition launchpad in your associated SAP BTP subaccount. See Scheduling Jobs.

Configuration is guided through a step-by-step wizard:

1. Define the general settings for the job, by selecting:
   • Process Flow:  Retrieving Documents for E-Invoices Through KseF (PL)
   • Identification Number: Select the NIP number you have set for communication type E-Invoices Through KSeF 2.0 (PL). See Managing Communication Settings.
     
     
2. Configure additional properties required by KSeF 2.0 to provide the data to the cloud edition. This is where you pay attention to achieve the scenarios.
   

   Scenario 1: You want to schedule job to retrieve invoices where your company is the buyer.

   • subjectType: Subject2 (Buyer)
   • dateType: Issue (Use for KSeF 2.0 test environment).
     Note: Later, for production, it’s recommended to use PermanentStorage (based on archival date) to avoid missing invoices.

   Scenario 2: You want to schedule a job to retrieve invoices issued under self-invoicing mode where your company acts as the seller.

   • subjectType: Subject1 (Seller)
   • dateType: Issue (Use for KSeF 2.0 test environment).
     Note: Later, for production, it’s recommended to use PermanentStorage (based on archival date) to avoid missing invoices.
   • sellerNIP: Your company NIP number
   • isSelfInvoicing: Select the checkbox
     
     
3. Define the frequency of your job. Example configuration can be:
   
   • Every 2 hours – the cloud edition will send a request for retrieving the invoices every 2 hours and will get the invoices created in between.
   • One-Time – you can use this to get the invoices for a certain period in the past, for example, the period before the first run of your recurring job.
     
     Note: You can have only one recurring job per combination of process flow and identification number and as many one-time jobs as you need. For example, If you already have created a recurring job for Retrieving Documents for E-Invoices Through KseF (PL) for NIP number 123XXXXXXX, you will be able to create only one-time jobs. To create a recurring job with different parameters, you must first delete the existing one.
     
     
4.  Select the destination you created for the business system in which you want to receive the documents. See Setting Up Connectivity.

Once you save your configuration, you can monitor the results of your job runs – time details, status, results, troubleshooting steps. See Viewing Results of a Job Run.

For more information on KSeF 2.0 related features covered by SAP, you can access the Regulatory Change Manager for Mandatory e-Invoicing through KSeF in Poland.