Prepare an Incoming Invoice for Processing

After an invoice is retrieved from KSeF, review and prepare the information required to create the corresponding SAP Business One document.

You can verify the Business Partner and document type, process and adjust invoice lines, and review or change base document matching before creating the SAP Business One draft.

Before you start

Before you begin, make sure that:

• The invoice is available in CompuTec KSeF > Input Invoices. Read more

Prepare an incoming invoice for processing

Check the processing state

1. Open Input Invoices.

2. Find the invoice you want to process.

   

3. Open the invoice details.

   

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   The upper part of the page shows the current Integration Status, KSeF number, assigned Business Partner code, and processing stages.

   For a newly retrieved invoice, the Integration Status can be Received. At this stage, information required for further processing may still need to be determined or assigned.

Review the source invoice

Before processing the invoice, you can review its original KSeF data and document visualization.

Use the available invoice tabs to compare the information retrieved by CompuTec KSeF with the source invoice.

For example, Doc. Visualization provides a readable representation of the KSeF invoice that can help you verify supplier, document, amount, and invoice-line information.

Assign or create the Business Partner

CompuTec KSeF uses the supplier information from the KSeF invoice when determining the corresponding SAP Business One Business Partner.

In the BP Information section of your invoice, you can review the supplier information, including NIP, Name, Card Code, Address and Contact.

If the supplier does not yet have an assigned Business Partner code:

1. Click the Business Partner creation icon next to Card Code.

   

2. Select the required Business Partner Series, and click Create.

   

3. CompuTec KSeF creates the Business Partner in SAP Business One and assigns its Card Code to the incoming invoice.

4. After the Business Partner is assigned, click its Card Code to open the Business Partner master data when you need to review or maintain additional information.

   

Maintain Business Partner catalog numbers

For item documents, Business Partner catalog numbers can be used to associate supplier item information with SAP Business One items.

To review the available mappings:

1. In BP Information section of the invoice, click the Business Partner Card Code.

   

2. In the SAP Business One Business Partner master data, right-click and select BP Catalog Numbers.

   

3. Review the supplier catalog numbers and their corresponding SAP Business One item codes.

   

4. Add missing mappings when required.

5. Confirm the update and return to CompuTec KSeF plugin screen.

6. Return to the incoming invoice and process or review the invoice lines again.

Review the KSeF document type

In the Document Information section, review how the incoming KSeF document will be processed in SAP Business One:

• Doc. Type (KSeF) – Shows the document type received from KSeF. For example, VAT identifies a VAT invoice, while KOR identifies a correction invoice.
• Document Type (SAP) – Shows the SAP Business One document type determined for the incoming invoice.
• Document Sub Type – Indicates whether the document will be processed as an Item or Service document.

Additional information retrieved from the KSeF invoice can also be displayed in this section, depending on the data provided on the source invoice. This can include references, delivery information, payment information, and other document details.

KSeF document types

The Doc. Type (KSeF) field identifies the type of invoice received from KSeF.

CompuTec KSeF supports the following incoming document types:

• VAT – A standard VAT invoice or a settlement invoice. Both are processed as an A/P invoice in SAP Business One.
• ZAL – An advance invoice. It is based on a corresponding down payment request in SAP Business One.
• KOR – A correction invoice. It refers to an existing invoice that is being corrected.

note

For a settlement invoice, CompuTec KSeF does not automatically assign the related down payment because it cannot be matched automatically.

After the A/P invoice draft is created, open the draft in SAP Business One and assign the appropriate down payment manually.

Change the document type or subtype

If the automatically determined SAP Business One document type or subtype is not appropriate for the invoice:

1. Click Change Document Type.

   

2. Select the required Document Type (SAP) and Document Sub Type. For example, if an invoice was determined as a service document but represents purchased items, change Document Sub Type from Service to Item.

   

3. Click Save Document Type.

4. In our example, we changed Service to Item.

   

   Note

   The document subtype affects subsequent invoice-line processing. Item documents require SAP Business One item matching, while service documents require G/L account assignment.

Review bank account information

In Document Information, you can review the Bank Account section.

When applicable, this section displays bank account information associated with the invoice and Business Partner.

The Account assigned to BP field indicates whether the account is assigned to the Business Partner.

Process the invoice

You can process the incoming invoice using one of the following actions:

• Process – Processes the invoice and determines the required SAP Business One data. Use this option when you want to review or change the results before creating a draft.
• Process (Force) – Processes the invoice and attempts to create the SAP Business One draft in the same operation. Use this option for invoices that you expect CompuTec KSeF to process without manual changes.

To let CompuTec KSeF process the invoice, follow these steps:

1. Click Process.

   

2. Wait for the processing steps to complete.

   

3. Review the processing result.

4. Click Close.

5. Return to Invoice Lines and check the values assigned to the lines.

   

Correct unmatched or incorrect data

Assign an Item Code or G/L Account manually

If a line has not been matched automatically during processing, or you want to change the assigned value:

1. Find the required line.

2. Click the selection icon in Item Code / Account.

   

3. Select the required SAP Business One item or G/L account.

   

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   The available selection depends on the document subtype.

When multiple invoice lines require the same adjustment, use the available line actions to update the required lines together when applicable.

Review item master data

After an item code has been assigned, you can click the code to open the corresponding SAP Business One item master data.

When required, maintain additional identification information used for item matching. For example, you can maintain an EAN in the Bar Code field of the item master data.

Review invoice lines

1. In the Invoice Lines section of the invoice, review the information retrieved for each invoice line, including the description, quantity, prices, tax information, and other available line data.

   

2. Check Item Code / Account and Line Status.

   note

   If no corresponding SAP Business One Item Code or G/L Account has been determined, the line remains pending.

   You can assign the required value in one of the following ways:

   • Click Process to let CompuTec KSeF determine the value automatically. For Item documents, CompuTec KSeF attempts to match an Item Code. For Service documents, it attempts to determine a G/L Account.
   • Assign an Item Code or G/L Account manually in Item Code / Account.
   • You can also manually change a value assigned during automatic processing.

Adjust invoice lines

You can adjust the structure of the incoming invoice lines before creating the SAP Business One draft.

For example, you can split an invoice line when different quantities from the same KSeF invoice line need to be matched with different SAP Business One base documents.

To adjust invoice lines, use the available actions in Invoice Lines, such as Group Selected, Split selected, and Edit lines.

Split an invoice line

To split an invoice line:

1. In Invoice Lines, select the line that you want to split.

2. Click Split selected.

   

3. Specify the number of lines that you want to create and click Next.

   

   note

   Splitting a line removes its existing base document match. If you undo the split later, the previous match is not restored and the line must be matched again.

4. Review the resulting lines and enter the Quantity for each line. Make sure that the total quantity of the split lines corresponds to the quantity of the original invoice line.

   

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   Adjust the Unit Price when required.

5. Click Split selected to confirm.

   The original line is replaced in the standard view by the newly created lines. The Kind column identifies the source line, for example, Split from #2.

   

   note

   The new lines may have the Pending status and require processing and base document matching before you continue.

6. To view the original line together with its split lines, click Show Grouped/Split.

   

Undo a line split

If the line was split incorrectly, you can restore the original line.

1. Click Show Grouped/Split to display the original and split lines.

2. Find the split lines and click the undo split icon next to Split from #....

   

The split lines are removed and the original invoice line becomes available for processing again.

note

If the original line was previously matched with a base document, undoing the split does not restore that match. Match the line with the required base document again.

Group invoice lines

You can group multiple incoming invoice lines when they should be processed as a single SAP Business One document line.

1. In Invoice Lines, select the lines that you want to combine.

2. Click Group Selected.

   

3. Review the grouped line and confirm the operation.

Use Show Grouped/Split to review the original KSeF lines included in the grouped line.

Edit invoice lines

Click Edit lines when you need to adjust editable values on the incoming invoice lines before continuing with processing.

Review the changes before creating the SAP Business One draft.

Assign dimensions or a project

Use Dimensions / project for all lines to assign dimensions or project information to the invoice lines when required.

You can also use the action available for an individual line to maintain dimensions or project information for that line only.

Match base documents

CompuTec KSeF can match an incoming invoice with the corresponding base documents in SAP Business One.

The type of base document and the information used for matching depend on the incoming invoice type and subtype.

How base document matching works

CompuTec KSeF searches for base documents based on the incoming invoice type:

• Advance invoice – Searches for a corresponding paid down payment request in SAP Business One based on the invoice amount.
• VAT invoice – Item – Searches the supplier's open Goods Receipt POs using available information such as the document reference, item, and quantity.
• VAT invoice – Service – Searches the supplier's open purchase orders using available invoice-line information, such as the description and value.
• Correction invoice – Uses the KSeF number of the original invoice to find and verify the corresponding A/P invoice in SAP Business One.

note

If CompuTec KSeF does not find the required base document automatically, or the proposed match is not appropriate, you can use Match Base Documents to select the base document and match the invoice lines manually.

Match base documents manually

To review or change the base document matching:

1. Open the incoming invoice.

2. Click Match Base Documents at the top of the page.

   

3. In Select Base Documents, review the documents available under Candidate Base Documents.

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   The documents displayed here depend on the incoming invoice type and subtype.

4. Select the SAP Business One document that you want to use as the base document.

   

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   You can use the available filters and search options to find the required document when necessary.

5. Click Step 2 to continue to line matching.

6. In Match Lines, review the proposed mappings between Base Document Lines and Incoming Invoice Lines.

   

   The left side displays the lines from the selected SAP Business One base document. The right side displays the incoming KSeF invoice lines and their current mappings.

   note

   A single incoming invoice can contain lines that correspond to different SAP Business One base document lines. Review the proposed line mappings and adjust them when required.

7. If the proposed mappings are correct, click Apply.

8. If you want to change a mapping, drag the required line from Base Document Lines on the left and drop it onto the corresponding Incoming Invoice Line on the right.

9. Click Apply.

10. The selected base documents and line mappings are applied to the incoming invoice.

Review the matched base documents

After applying the matching, return to Invoice Lines.

The Base Document column displays the SAP Business One document matched with each invoice line.

Review the following information:

• Item Code / Account – The SAP Business One item or G/L account assigned to the invoice line.
• Base Document – The SAP Business One base document matched with the line.
• Line Status – Indicates the current processing state of the invoice line.

When a line has been successfully processed and matched, its Line Status is Resolved.

The value in Base Document is a link to the corresponding SAP Business One document. Click the link if you want to review the source document and verify the match.

note

Review the base document assignments before continuing, especially if you changed the automatically proposed mappings manually.

Troubleshooting

Debug invoice processing

The Debug Pipeline action is intended for administrators who need to troubleshoot invoice processing.

It provides detailed information about the processing steps and messages involved in creating the SAP Business One draft. Use this information to identify the stage at which processing failed and review the related message.

note

Debug Pipeline is a diagnostic action and is not required during standard incoming invoice processing.

Redownload the invoice from KSeF

Use Redownload from KSeF when you need to remove the current invoice data from CompuTec KSeF and retrieve the invoice again from KSeF.

Important

This permanently deletes the local invoice record and downloads it from KSeF as a completely new record. Any local changes, including the assigned category, invoice-line edits, and links to the draft or target document, are discarded and can't be restored.

1. Click Redownload from KSeF.

   

   note

   Unlike resetting the invoice to Received, downloading it again replaces the local record itself. Use Reset to Received when you only want to redo processing, and Redownload from KSeF when the local record no longer matches what you need from KSeF.

2. Confirm the action.

   

   CompuTec KSeF removes the invoice from its database and downloads it again from KSeF.

3. Wait for the invoice to be retrieved.

4. Open the invoice and process it again as required.

Result

The incoming invoice is prepared for SAP Business One draft creation.

The required invoice-line data is assigned, and any applicable base documents are matched. Review the invoice and make sure the processing results are correct before continuing.

If you used Process (Force) and processing was successful, CompuTec KSeF may have already created the SAP Business One draft.

Next step

The next processing steps are described in Create and review an SAP Business One draft.