Subiekt 123 in brief
Subiekt 123 is an InsERT application that runs in the browser, with nothing to install. It is used to issue invoices and receipts and to keep records of customers, goods and services. The warehouse module, fiscal device support and extra users are bought separately. It also issues correcting and foreign-currency invoices, generates JPK files, handles KSeF and works with the InsERT nexo accounting programs.
Despite the shared name, it is not an online edition of Subiekt GT. It is a separate product with its own account and its own programming interface.
What flows between the systems
There is one direction: from the platform to Subiekt 123.
- Sales invoice. The document is created in Endora Commerce after order confirmation, and a copy of it reaches Subiekt 123.
- No intermediate files. Data moves directly between the systems. There is no CSV export and no manual import.
- Document mapping. The platform records which document in Subiekt corresponds to which invoice. The vendor-side document identifier is shown on the invoice page in the admin panel.
Product records, stock levels and orders are not part of this integration. That is the job of the ERP connector, described on the Subiekt GT page.
What the admin sees
All accounting integrations share one place in the admin panel: the “Invoice ledger” section in the sales area. It has two tabs.
Deliveries is the list of invoice copies sent to Subiekt 123. Each entry has a status:
| Status | What it means |
|---|---|
| Queued | the copy is waiting to be sent |
| Awaiting vendor | the document was handed over, the platform awaits a reply |
| Succeeded | the document is in Subiekt 123 |
| Failed | the attempt failed, the “Reason” column explains why |
| Stopped | further attempts have been halted |
The list can be filtered by status, and a failed delivery can be retried with the “Retry” button. Access is governed by a pair of permissions: one for viewing deliveries, one for managing the ledger. The accounting team can therefore follow statuses without being able to change settings.
Routing holds two decisions worth making before the first invoice:
- Invoice numbering. The invoice gets an Endora number, or the platform waits for the number assigned by the vendor. A change has to be confirmed, and invoices already issued keep their numbers.
- KSeF routing. The document is submitted by the platform’s native module or by the vendor, which here means Subiekt 123.
KSeF: on the platform side or on InsERT’s
When routing points to the vendor, the invoice reaches KSeF, Poland’s national e-invoicing system, from Subiekt 123, and the platform’s native KSeF module does not send it. The document therefore does not show up in KSeF twice.
This option has consequences on the InsERT side:
- A KSeF certificate generated in the Taxpayer Application (Aplikacja Podatnika) has to be entered in Subiekt 123.
- Submission has its own statuses there: “Do wysłania” (to be sent), “Wysyłanie” (sending) and “Zarejestrowano” (registered). The last one means a KSeF number has been assigned. Subiekt 123 downloads the UPO confirmation by itself.
- InsERT counts documents sent to and received from KSeF against a limit that depends on the licence type. With a high invoice volume, check it in the price list before go-live.
InsERT’s own description of this part is on the page KSeF in Subiekt 123 (in Polish).
What to prepare before go-live
- An active Subiekt 123 account with a licence covering the modules you need.
- Access to InsERT API. Subiekt 123 is one of the applications served by InsERT API. Access is switched on in the Konto InsERT service, in the “Moje produkty” module. The steps are described in InsERT’s technical e‑help (in Polish).
- A decision on numbering and KSeF, meaning the two settings on the “Routing” tab. It is best agreed with your accountants.
- The connection in the shop admin panel. Once the integration is switched on, its tab with connection settings appears in the invoice ledger. You configure it once.
One accounting program at a time
The invoice ledger allows one active vendor at any given moment. Subiekt 123, wFirma and inFakt are alternatives to choose from, not a set to combine. To change vendor, the current one has to be switched off first. Delivery history stays in the admin panel even after an integration is switched off.
When Subiekt 123, and when something else
- Subiekt 123: the company already invoices in it, or its accounting office works on InsERT nexo programs and wants sales documents in the same ecosystem.
- Subiekt GT through the ERP connector: the source of product records, stock and orders is a desktop trade-and-warehouse system. That integration has a wider scope and works differently.
- The native KSeF module alone: invoices are created in the platform and the company does not need copies of them in an invoicing program.
- wFirma or inFakt: that is where the company’s books are kept.
