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ROBOTIZATION OF PROCESSESNational System of e-Invoices Cockpit for SAP
Intergration of SAP system with National System of e-Invoices, automation and full control over e-invoicing in your company
National System of e-Invoices Cockpit for SAP - Lukardi's Proprietary Tool for Integration with National System of e-Invoices
National System of e-Invoices Cockpit is a modern solution that provides full and seamless integration z National e-Invoice System (PL KSeF).. It allows your company to automatically issue, receive and monitor electronic invoices, eliminating the risk of errors and delays.
From February 1, 2026 e-invoicing will become mandatory - National System of e-Invoices Cockpit allows you to meet the new legal requirements in a way intuitive, fast and compliant.
Automatic transmission of invoices - direct communication with National System of e-Invoices, without the need for manual data entry.
Receipt and archiving of documents - quick access to e-invoices in one place.
Status tracking - real-time feedback from National System of e-Invoices on invoice acceptance or rejection.
Advanced reporting - full control over e-invoicing processes and compliance with audit requirements.
National System of e-Invoices Cockpit Functions for SAP
Sales invoices in SAP
Data extractor implementation for National System of e-Invoices
Automatic re-dispatch in case of errors in National System of e-Invoices
Improvements in the process of generating JPK_V7M
Automation of business processes related to invoices
Automation of processes indirectly related to invoice processes
Additional reporting functionality
Customization of customer master data
Sales invoices outside SAP
Data transformation operations
Visualize invoices in multiple languages
Enhanced error handling
Handling of attachments
Data transformation operations
Purchase invoices
Automatic downloading of invoices from National System of e-Invoices
Invoice visualization
Simplified approval workflow
Adding KSeF number to accounting documents
Notifications of new invoices
Verification of downloaded invoices against SAP Master File data
Verification of downloaded invoices against exceptions
Automatic classification of invoices into workflow workflows
Tools to support SAP operations
Support in coordination with suppliers
Entitlements, archiving, administration
SSO eligibility and authorization
Allocation mechanism
Access to National System of e-Invoices
Authorization of operations in National System of e-Invoices
The archiving function includes: storing xml files for sales and purchase invoices.
Display the PDF image. from the SAP user level.
Screen to manually search for invoices from the archive.
Administration panel: schema versioning, status reports (power BI), application monitoring, audit trail and logs.
KSeF Cockpit Functions for SAP
Basic functions in the SAP invoicing process include:
- Implementing a data extractor for KSeF:
- Automatically collect all invoices issued in a given period and generate an XML file compliant with KSeF requirements.
- Automatic file transfer to KSeF (periodic communication between SAP and KSeF).
- Configure the system to specify the types of invoices that require manual confirmation before sending to KSeF.
- Validate invoices and send email notifications of errors to invoice creators or to the configured responsible person (in case of automatic invoice creation).
- Reading the status of delivered documents in KSeF.
- Extension of invoice objects with KSeF number and date.
- Automatic re-dispatch in case of errors in KSeF:
- Mechanism for automatic resending of invoices in case of errors in the KSeF system.
- Improvements in the process of generating JPK_V7M:
- Introducing corrections and improvements to the process of generating the Single Control File for Goods and Services Tax (JPK_V7M).
Additional information:
- The data extractor for KSeF provides automation of the process of submitting invoices to the National e-Invoice System.
- The system allows flexible configuration to suit individual user needs.
- The validation and notification mechanism minimizes the risk of errors and streamlines the invoicing process.
Additional functions in the SAP sales process include:
- Automation of business processes related to invoices :
- Generate KSeF invoices after entering a sales invoice in the SAP FI accounting module.
- Save generated invoices in the transition buffer.
- Automation of processes indirectly related to invoice processes:
- Implementation of additional automation processes to support invoicing.
- Additional reporting functionality:
- Expand reporting capabilities for invoice-related data.
- Customization of customer master data:
- Modification of customer master data in the system.
Core functions for the sales process outside of SAP include:
- Data transformation operations:
- Support for dictionaries and substitution.
- Integration of multiple data sources.
- Perform mathematical and logical transformations.
- Ability to manually add data.
- Visualization of invoices in multiple languages:
- Display invoices in language versions other than Polish.
- Extended error handling:
- Implementation of an advanced error handling mechanism.
- Attachment handling:
- Mechanism for handling invoice attachments
- Automatic generation of e-mails with attachments
- Web portal for managing attachments.
Additional functions in the sales process beyond SAP include:
- Data transformation operations:
- Support for dictionaries and substitution.
- Integration of multiple data sources.
- Perform mathematical and logical transformations.
- Ability to manually add data.
- Visualize invoices in multiple languages:
- Display invoices in language versions other than Polish.
- Enhanced error handling:
- Implementation of an advanced error handling mechanism.
- Attachment handling:
- Mechanism for handling invoice attachments
- Automatically generate e-mails with attachments.
- Web portal for managing attachments.
Core functions of the purchasing process include:
- Automatic download of invoices from KSeF: The system periodically queries the National e-Invoice System (KSeF) and automatically downloads new purchase invoices
- Invoice visualization: Downloaded invoices are converted to PDF format for easy viewing and archiving.
- Simplified approval workflow:
- Invoices are automatically imported into SAP and created as objects in MIR7/MIRO transactions.
- Based on the identifier (e.g., the supplier's Tax ID number), the system generates an approval task for the appropriate substantive person.
- The substantive person describes the invoice, and after approval, the system directs the document to the next persons according to the defined approval levels.
- After full approval, the document is forwarded to the accounting department for posting and payment processing.
- Adding KSeF number to accounting documents: Accounting documents related to purchases are automatically enriched with the KSeF number.
- Notifications of new invoices: The system generates notifications when new purchase invoices appear in the system.
Additional information:
- The system ensures that the KSeF is periodically debugged, ensuring that the data is up-to-date.
- The approval process is customizable, allowing it to be tailored to the individual needs of the organization.
- The system automatically transfers documents between departments.
The primary functions of the authorizations include:
- SSO and authorization
Authentication and authorization module, providing functionality Single Sign-On (SSO) For all components of the implemented system (except SAP). - Allocation mechanism
- Access granting mechanism based on assigning users to one or more privilege groups
- Access to National System of e-Invoices
- Granting access to KSeF will be done directly in the application Ministry of Finance (MF) By an authorized employee.
- Optional access management for individual employees for KseF.
- Authorization of operations in National System of e-Invoices
- Authorization mechanism allows operations to be performed in KSeF without user involvement, eliminating the need to use each time electronic signature or electronic seal.
The archiving function includes:
- Store xml files for sales and purchase invoices.
- Display the PDF image. from the SAP user level.
- Screen to manually search for invoices from the archive.
Additional features:
- Storing data in the archive in the form of a database for further analysis and reporting,
- Optimize storage costs in the archive.
- Versioning of the schema (relative to the date)
- Status reports (power BI)
- Application monitoring
- Audit trail and logs
- Support for multiple simultaneous users
- Administration panel
Tasks performed by the National System of e-Invoices Cockpit for SAP
- Creation of electronic invoices in XML format (SD, FI)
- Authorization with authorization token or qualified seal
- Manual or automatic transmission of invoices to KSeF through an interactive session
- Receive and record National System of e-Invoices registration number and date
- Support for all documents subject to National System of e-Invoices: invoice, advance and final invoice, correction invoices
- Mechanism to support the collection of invoices from suppliers
- For purchase invoices - conversion of .xml to .pdf form
- Dedicated solution in SAP
- Ability to send an invoice to the customer (in pdf format) after approval by National System of e-Invoices
National System of e-Invoices Integration Process for SAP
How to prepare for the implementation of the National System of e-Invoices Cockpit - step 1
To effectively prepare for the implementation of National System of e-Invoices Cockpit, entrepreneurs should take several important steps. A key step is to carry out Analysis of existing financial and accounting processes, which will identify areas that need to be adapted to the new regulations.
How to prepare for the implementation of the National System of e-Invoices Cockpit - step 2
Equally important is the implementation of appropriate software to enable the transfer of files according to the required standards. It is also worthwhile to ensure that employees are trained to provide them with the necessary knowledge and skills to efficiently operate the new system.
How to prepare for the implementation of the National System of e-Invoices Cockpit - step 3
Entrepreneurs should ensure that the data collected is complete and precise. It is crucial to carefully analyze all financial operations in order to minimize the risk of errors, which could result in sanctions.
Business benefits of implementing National System of e-Invoices Cockpit for SAP
o 90% fewer errors
Reduction of accounting errors by 90% - Automatic validation and elimination of nonconformities.
o 40% shorter time
Saving time and resources - even 40% shorter invoice processing time, eliminating manual operations.
Compliance
Full regulatory compliance - Automatic transmission of invoices to KSeF in accordance with applicable regulations.
Data Security
Encrypted transmission and compliance with the highest standards of information protection.
What the implementation process looks like
We will guide you through the process of implementing the KSeF Cockpit.
0 - Training and initial workshop | Presentation of the current scope of National System of e-Invoices requirements, discussion of the scope of the schema, presentation of the standard model of National System of e-Invoices operation. We will then conduct a preliminary discussion of the situation in your organization and present a work schedule. |
1 - Familiarize yourself with the documentation | Analyze invoice process descriptions, data mappings, technical documentation and other documentation as described in the bid requirements. |
2 - Detailing workshop | A series of workshops with the client's employees allowing them to clarify requirements and ask questions that arose during the analysis of the documentation. The number and length of workshops depends on the quality of the documentation provided. |
3 - Preparing the initial architecture | Preparation of a technical concept proposal to be confirmed with the Company's stakeholders. The concept may still include scenario solutions for joint decision with the Client |
3 - Validation of the initial architecture | Workshop with stakeholders to confirm preliminary architecture prepared |
4 - Preparing the target architecture | Finalize the documentation based on the results of the validation workshop. |
Lukardi - Your Partner in Digital Transformation
Pre-implementation consultancy
Requirement analysis
Business and technical workshops
Concept preparation
SAP mapping
Implement of standard solution
Installation of SAP note
Configuration of applications, interfaces and reports
Implementation of extensions and optimizations
Testing
Documentation preparation
Hypercare post-deployment support
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