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Advance & Settlement Invoices

The advance invoice mechanism allows you to group advance invoices (ZAL) issued to the same buyer and then issue a single settlement invoice (ROZ) that refers to all advances in the group.

Creating a Settlement Group​

  1. Go to the Invoice List ("Sales" tab).
  2. Find the advance invoice (type ZAL) that you want to add to the group.
  3. Click the action menu (⋮) next to the invoice and select Add to settlement group.
    • If you don't have an open group yet, a new one will be created automatically.
    • If you already have an open group, the invoice will be added to the existing one.
  4. Repeat step 3 for subsequent advance invoices for the same buyer.
Tax ID (NIP) Validation

All invoices in a group must have the same buyer (the same Tax ID/NIP). The system will not allow you to add an invoice with a different NIP than the other invoices in the group.

Group Preview​

When you have an open (unfinished) advance group, a yellow warning message will appear on the invoice list:

You have an unfinished advance group (X invoices). Create a settlement invoice or delete the group.

Click the Show button to expand the group preview. You will see a table with all invoices in the group, their amounts, and a summary (Total: Net, VAT, Gross).

In the group preview, you can:

  • Remove an individual invoice from the group (trash icon 🗑️).
  • Preview an invoice (eye icon 👁️).
  • Create a settlement invoice — via the "Create settlement invoice" button.
  • Delete the open group — via the "Delete open group" button (deletes the group association, but not the invoices themselves).

Creating a Settlement Invoice (ROZ)​

  1. In the group preview, click Create settlement invoice.
  2. The system will automatically:
    • Open the invoice creator with the type ROZ (settlement invoice).
    • Populate references to all advance invoices from the group (KSeF numbers).
    • Calculate the advance amounts to be settled.
  3. Complete the missing data (invoice line items, dates, etc.) and proceed to the submission step.
  4. Send the invoice to KSeF.

After successfully sending the settlement invoice:

  • The system automatically links the KSeF number of the settlement invoice to the group.
  • The group is marked as completed (settled).
  • The open group warning will disappear from the invoice list.

Importing Advance Invoices from XML​

If you have a settlement invoice XML file containing references to advance invoices (NrKSeFFaZaliczkowej), you can import it:

  1. In the Send Invoice section, upload the XML file.
  2. Click Import advance invoices from XML.
  3. The system will read the KSeF numbers of the advance invoices from the XML and automatically create a settlement group.

When there is an open (unsettled) advance group, a warning icon (⚠️) will appear in the side menu next to "Invoice List" as a reminder to complete the settlement.

Tips
  • Before creating a settlement invoice, ensure that all advance invoices for the given transaction have been added to the group.
  • The settlement invoice should contain line items corresponding to the final delivery/service, taking into account the advances already paid.
  • Once a settlement invoice is sent to KSeF, the group can no longer be modified.
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