KSeF Purchase Invoices
Processing purchase invoices from KSeF in SAP
A purchase invoice retrieved from KSeF is just the beginning of the process. KSeF Purchase Invoices helps you move from the technical retrieval of an invoice from KSeF to its complete processing. As a result, the mandatory KSeF requirement becomes a catalyst for streamlining and automating the entire purchase invoice workflow, and the finance team gains a complete view of KSeF integration for both sales and purchase invoices within a single SAP dashboard.
KSeF Purchase Invoices is an extension of the All for One KSeF package for handling purchase invoices after they have been retrieved from KSeF. The solution prepares data from purchase invoices for further processing in SAP and helps organize the subsequent steps in document handling: assigning a cost owner, managing the approval workflow, linking attachments, and recording the activity history. The result is a single, transparent workspace in SAP where you can monitor sales and purchase invoices and track their subsequent linkage to accounting documents.
More than 60 companies are already using KSeF Purchase Invoices. Depending on the organization’s needs, the process can run in Rockawork, an SAP workflow, or another invoice processing system.
Our product is designed for the following SAP systems: S/4HANA Cloud Private, S/4HANA on-premise, and SAP ECC/ERP version 6.0 or higher. If you use a different SAP system or a system from a different vendor, please contact us—we will propose an alternative solution.
What happens to a purchase invoice after it is retrieved from KSeF?
Mandatory KSeF speeds up and streamlines the receipt of purchase invoices, but it does not complete the invoice processing workflow. After the document has been retrieved, the organization still needs to handle the invoice efficiently, link it to the appropriate business context, and maintain control over costs.
Process challenges
Once an invoice has been received from KSeF, it becomes crucial to assign, describe, and forward it for further handling quickly. In practice, the organization needs to determine:
- who is responsible for the cost and what the purchase relates to,
- how to link the invoice to attachments, a purchase order, a receipt, or an expense,
- who should approve it and how to enter the data into SAP for accounting purposes.
With a well-designed process, an invoice retrieved from KSeF is immediately routed into a structured workflow, where the cost owner, attachments, approval, and posting are all part of a single, transparent process.
Cost control and reporting
KSeF ensures compliance and access to invoices, but it does not replace internal cost controls. Management and finance departments need up-to-date information on:
- what costs arise in departments, teams, or projects,
- who approved the invoice, on what basis, and with which attachments,
- what stage the document is at and where delays or escalations occur.
A well-organized purchase invoice workflow provides the organization with real-time visibility into invoice statuses, a complete decision history, and the data needed for reporting, audits, and faster responses to business inquiries.
Three scenarios for processing purchase invoices from KSeF
KSeF Purchase Invoices helps link an invoice to the cost owner, attachments, approval, and posting in SAP — in Rockawork, an SAP workflow, or another invoice processing system. With a single KSeF dashboard in SAP, your organization can view the entire e-invoicing process in one place: from sales and purchase invoices to the related accounting documents.
Electronic processing of purchase invoices via Rockawork
This is the recommended approach for companies that want to use KSeF to fully digitalize their purchase invoice processing.
Processing purchase invoices through an SAP workflow
For organizations that want to process purchase invoices in SAP and use existing mechanisms or tools available in that environment.
Integration with other solutions
An offering for companies that already have their own tools for invoice processing, workflow, archiving, or document management outside SAP and Rockawork.
