KSeF Connector
Choose it when you need a ready-made layer connecting KSeF with any ERP or accounting system. The component supports communication, mapping, validation, statuses and UPO.
View the KSeF Connector →Supportive description of manufacturer functions
Purchase invoice workflow from KSeF in Comarch ERP XL
For companies operating in Poland, Comarch features retrieve purchase invoices from KSeF (Poland's National e-Invoicing System), identify the business partner, and route each document to the expense or goods path. This page explains the mechanism and presents Astrafox's implementation at Mateus. For new projects, we first assess KSeF Connector and AMODIT.
Recommended Astrafox solutions
Choose an integration layer or a full document workflow
The scope should result from the problem: the connection of KSeF with the financial system itself or the work of users on the description, approval and control of the document.
AMODIT
Select it when the invoice is to go through a controlled flow: collection, description, approval, permissions and transfer of data to the financial system. We integrate AMODIT with any ERP.
View the invoice flow in AMODIT →Challenge and outcome
The document goes to the right path without manual data transfer
The biggest burden is not just collecting the invoice. Accounting still needs to identify the business partner, classify the document, determine the next step and provide all the information to the right person.
Before
The accountant downloads the invoice, reads the data and manually determines who should handle it.
After
Comarch BPM downloads the document to ACD, and the automation identifies the business partner by Polish tax ID (NIP).
Before
The team decides each time whether the invoice should go through cost approval or freight processing.
After
Rules from the business partner record in ERP XL direct the document to the appropriate path.
Before
An incomplete rule leads to unclear classification or requires correction of the document at a later stage.
After
A document without a complete rule stops for a conscious accounting decision.
Implementation at the client's site
Automation of purchase invoices from KSeF in Mateus
The project combines the functions of Comarch BPM, KSeF and Comarch ERP XL with classification rules designed for the client's process.
Mateus
From document download to description, approval or service in ERP
- Business challenge
- Mateus accounting manually collected, classified and transferred purchase invoice data for further processing.
- Solution
- We have implemented a process that downloads invoices from KSeF to the ACD point, reads the data, identifies the business partner by NIP and checks the rules in his ERP XL file. Based on this, it chooses the expense or goods path.
- Effect for the company
- The Mateus team has reduced the manual downloading, classification and transfer of invoice data and controls the status of each document.
How the circuit works
The rule selects the path and accounting resolves the exceptions
Automation supports steps for which complete data and rules exist. The document requiring a decision remains under accounting control.
01
Import to ACD
Comarch BPM downloads the purchase invoice from KSeF to the automatic document generation point.
02
Data reading
Automation starts document processing and uses the downloaded invoice data.
03
Business partner by tax ID
The process identifies the business partner and reads the rules saved in his ERP XL file.
04
Path selection
A complete rule sends the invoice to the cost circuit or to goods handling.
05
Description or ERP
The cost is submitted to the BPM form for approval; the goods document is transferred to ERP XL.
06
Exception decision
Failure to complete the rule retains the document and forwards it to accounting for resolution.
Two paths and an exception
Cost or goods invoice or accounting decision
Splitting is not a user declaration that is performed from scratch for each document. It results from the business partner's data and rules saved in ERP XL.
Cost invoice
Comarch BPM creates a workflow, fills out the form with invoice data and assigns the task to a designated employee. The document goes through a description and agreed approval of the expense invoice.
Goods invoice
The document is sent for further processing in Comarch ERP XL. The process separates it from the cost-specific description and approval path.
Incomplete rule
If the business partner record does not contain a complete basis for classification, the document remains to be decided by accounting. Automation does not replace resolution in an ambiguous situation.
Producer features
Comarch BPM also supports other channels for obtaining documents
Comarch documentation describes separate points and mechanisms for automatic document generation. These are the capabilities of the Comarch BPM product, which we analyze as a separate scope of configuration. They were not part of the Mateus implementation described unless the project source indicates otherwise.
Comarch OCR
The service recognizes data from image files such as PDF and JPG. Comarch BPM works with it through specific configuration points.
Mailbox
BPM creates a document based on the message and transfers selected attachments, e-mail content and recipients' data.
e-Delivery (e-Doręczenia, Poland's electronic registered mail)
The manufacturer provides an ACD point for importing documents from the e-Delivery box and tools for modeling their further workflow.
ZUGFeRD and XRechnung
A separate ACD point type is used to import e-invoices in the ZUGFeRD and XRechnung formats.
Automation of processes
The automatic operating mode executes scripts and supports ACD points, including the import of purchase documents from KSeF.
BPM cooperation with ERP XL
The manufacturer's documentation describes KSeF, ACD, automation, workflow and other functions of cooperation between Comarch BPM and ERP XL.
Open Comarch documentation →For whom
When accounting supports KSeF, costs and purchases of goods in different paths
The process works well in organizations that want to combine the import of documents from KSeF with ERP rules and a controlled approval flow.
Lots of repetitive classification
The same types of documents from known business partners are regularly included in costs or merchandise purchases, and the rules can be recorded in the ERP file.
Distributed cost approval
The invoice must be described and approved by a designated employee, and accounting needs ongoing control of its status in workflow.
Exceptions requiring a decision
An organization does not want to automatically pass documents without a complete rule. Such invoices are to be sent to accounting for resolution.
Astrafox experience in Comarch ERP XL
We combine ERP, document flow and accounting rules
Astrafox is a Comarch Authorized Integrator and has been a Comarch partner since 2003. Our consultants hold current Comarch certifications. In the project for Mateus, we combined Comarch BPM, KSeF, and Comarch ERP XL, using ACD, automation, and rules based on business partner data.
Related solutions
Connect the purchasing workflow with other ERP XL processes
KSeF in Comarch ERP XL
Sending sales invoices and corrections, omission rules, UPO and modification of data transferred to KSeF.
See KSeF for sales in XL →Implementation of Comarch ERP XL
Preparation of ERP, files, and rules needed to further handle purchasing documents.
See Comarch ERP XL implementations →Additional modules and integrations
Astrafox solutions combining Comarch ERP XL with sales, finance, logistics, and data exchange processes.
See solutions for ERP XL →Maintenance, support, and SLA
Ongoing support of the working Comarch ERP XL, its extensions and integration with clear rules for accepting notifications.
View ERP XL support →FAQ
Frequently asked questions about the purchase invoice workflow from KSeF
How do purchase invoices get from KSeF to Comarch BPM?
Comarch BPM downloads purchase documents from KSeF to the ACD point. Automation triggers further service: reading data, identifying the business partner and selecting the document path.
How does the process recognize cost and purchase invoices for goods?
The process identifies the business partner by its Polish tax ID (NIP) and checks the rules saved in his Comarch ERP XL file. On this basis, it directs the invoice to the expense or goods path.
What happens to an invoice without a complete rule?
The document remains to be decided by the accounting department. It is not automatically classified when the rule in the business partner record does not provide a complete basis for selecting the path.
What does the approval of a expense invoice look like in Comarch BPM?
The system creates a BPM workflow, fills in the form with invoice data and assigns the task to a designated employee. The employee describes the document and sends it through an established approval path.
Do purchase invoices for goods also enter the approval flow?
In the described implementation, purchase invoices for goods are sent for further processing in Comarch ERP XL, and expense invoices are sent to the form, description and approval in Comarch BPM.
Does Comarch BPM also accept documents from outside KSeF?
Yes. The manufacturer provides separate mechanisms for Comarch OCR, mailbox, e-Delivery and e-invoices ZUGFeRD and XRechnung. Their use is a separate scope of configuration and does not mean that all these channels were part of the implementation described on this page.
Connect KSeF with the purchase invoice workflow
Check out KSeF Connector for integration with ERP and AMODIT for document description, approval and control.