Invoice Statuses
Every invoice in Biurko carries a status that reflects its stage in the document workflow. There are four of them, and they describe the document itself. A rejection by KSeF is not a fifth status but the outcome of a transmission -- so you can see at once whether it was the document or the sending that failed.
DRAFT
The invoice has been created but is not yet ready for submission. You can freely edit all fields, add or remove line items, and adjust details. Draft invoices are not sent to KSeF and have no effect on your tax records. A draft stays a draft until you issue the document.
ISSUED
The invoice has been issued and has passed validation. All required fields are present, the NIP numbers are valid, the amounts are consistent, and the structure conforms to the KSeF FA(3) schema. An issued invoice is ready to be sent to KSeF. Its number is already assigned and the content can no longer be edited -- a mistake is fixed with a corrective invoice.
SENT
The invoice has been transmitted to the KSeF system and is awaiting processing. At this point, the invoice data is in transit or being evaluated by KSeF. You cannot edit a sent invoice. Most invoices are processed within seconds to a few minutes.
ACCEPTED
KSeF has accepted the invoice. It now carries an official KSeF reference number and an official timestamp, the UPO -- the official confirmation of receipt -- stays with the document, and the recipient can download the invoice from KSeF. This is the final status of a correctly processed invoice.
Rejection -- a transmission state, not an invoice status
When KSeF refuses to accept a document, the invoice does not switch to a "rejected" status: the rejection is recorded against the attempt to send it.
- Biurko shows the code and the text of the message KSeF returned; what the individual codes mean is explained in the separate article on KSeF error codes.
- You correct whatever KSeF objected to and send the document again.
- Until it is accepted, the invoice has no KSeF number.
- The history of every submission attempt is kept.