Do you purchase goods and resell them – wholesale, in a retail store, or both at once? This guide is a map for setting up ABRA Flexi for a company that maintains inventory management: from setting up the company and warehouses through pricing and price formation and sets, to sales, stocktaking, and margin evaluation. The sections are in the order you'll need them when getting started, so you can work through them from top to bottom.

Before diving into the setup, it's worth knowing the boundaries. This will save you time looking for functions that aren't in the system.

What ABRA Flexi handles without add-ons:

What you won't find in ABRA Flexi by default – and how it's typically handled:

Your answers will determine which sections are mandatory for you and which you can skip. Go through them before you start creating anything – some choices are difficult to change later.

This part is the same for every company. It's worth spending an hour on it at the start – you'll otherwise keep coming back to unfinished setup at every subsequent step.

In company settings (top right, under the user icon) you fill in the address, company ID, tax ID, and VAT payer status. Two subsections are essential for a trading company.

This is also where you enable the use of cost centers and working with a barcode scanner.

Everyone who accesses Flexi should have their own account. A warehouse worker, an invoicing clerk, a salesperson, and an accountant all need to see different things – and above all, different prices. Rights are assigned via user roles; they're defined in the desktop application but also apply to the web interface.

If you're setting up another company with the same rules, copying settings will save you work. This copies all user settings, such as filters, sorting, etc.

A document type is a template – it determines the accounting entry, due date, texts, rounding, and above all what follow-up document gets created. A document series gives documents their numbering. Think through both in advance – numbering is difficult to change retroactively.

A possible set of document types for a trading company:

The document type is also where you set up the accounting entry template and the flag indicating whether the document is accounting-relevant. This matters: under Method A, warehouse documents must be accounting-relevant; under Method B, they must not be. When these get out of sync, Flexi shows the message "The Accounting parameter of the document type does not match the warehouse setting."

With your accountant, also check the chart of accounts and the accounting period. You can change the chart of accounts over time, but the accounting period usually can't be changed once set.

Without a bank account and a cash register, you can't post payments – and thus can't find out who owes you money.

In the company directory, for a Czech company it's enough to type the name and Flexi will pull the other details from the ARES registry. Pricing, discounts, due dates, and shipping all tie back to the directory.

A comprehensive hub is available in the article on setting up opening balances, and the general procedure is in migrating data from another system. For the most common source systems, we have guides from Pohoda and from ABRA Gen; the accounting side is summarized in Getting Started with Accounting.

Once you've studied the above, let's look below at what's key in this case if you're selling goods.

Typical situation: you have a price list in Excel, you know your stock levels, and you have unpaid invoices on both sides. There's a fixed order to the process – you can't receive goods into stock without a price list, and you can't start issuing goods without an opening balance.

A small wholesaler can get by with a single warehouse; a company with a store and headquarters needs at least two. If you have no experience with inventory management, start with the video guide.

Create a separate warehouse wherever you need to know the balance separately:

You create a new warehouse in the list of warehouses using the New button; one warehouse already exists in every company, and there's no limit on the number of additional ones. Pay attention to the Abbreviation (identifier used for imports), Automatic warehouse (a stock card is created for every new price list item – you want this enabled for a company with a single warehouse), the default receipt and issue series, the warehouse account (most commonly 132), and the cost center that warehouse documents will inherit from the warehouse.

Warehouse placement (from the Premium plan) records a room, rack, and shelf on the stock card. It's created in a separate agenda – you don't have to set up all three; a single record with a combined label is enough, and a proven convention is 3_B2 for room 3, rack B, shelf 2. The Display flag must remain active, and you can add the field to the stock card via form settings; you can set up placements in bulk via import.

Transfers between warehouses are done via a transfer note – an issue note from one warehouse linked to a receipt note in another. Prepare a pair of warehouse document types for this: a receipt type (a regular receipt movement type is enough) and an issue type with the movement type specification set to "Issue for transfer" and a reference to the receipt type in the Transfer Document Type field. The default type PŘEVODKA usually exists in a company, but it doesn't replace this pair on its own.

If you have a single warehouse, this section doesn't apply to you. With multiple warehouses, four different mechanisms can determine the warehouse on a document – not a single setting.

The Warehouse Mapping agenda is often mistakenly thought of as a general rule for determining the warehouse. That's not the case – it determines the warehouse solely for items contained within a set or a bill of materials: when a set is sold, its components are issued from it; during manufacturing, the material is issued from it. Path: Records → Directories → Goods → Warehouse Mapping. The form has four fields – Warehouse, Price List (for a single item only, otherwise leave blank), Product Group, and Cost Center (blank = all). The most efficient approach is to map by product group.

The price list is the heart of a trading company – every item you buy or sell must be set up here. A comprehensive walkthrough of the setup is described in Setting Up the Price List.

Every item has an inventory type that determines how it's handled:

These two are often confused, yet they do different things. A product group sets shared properties – accounting and pricing. The price list tree is used purely for categorization, like folders on a computer (and for transferring categories to an e-shop).

Create a new item using the New button; in the top right you can switch the form variant between full and simple. Always fill in the Code/Abbreviation (must be unique – it's used in imports, by the scanner, and for e-shop integration), Name, Inventory Type, the Stocked flag, unit of measure, price type and VAT rate, selling price, and EAN or PLU. You can attach a product image, and foreign-language names are entered in translations.

If you have your price list in Excel, use import (available from the Business plan). Technically only Code/Abbreviation, Name, and Inventory Type are required. A reasonable set of columns is code, name, unit of measure, stocked, VAT rate, price type, inventory type, and selling price; an unspecified rate defaults to 21%, and an unspecified price type defaults to "excl. VAT." Test the import on a single item first using the Test Import button, and simplify repeated imports with smart imports.

Without EAN codes, neither the scanner, quick receiving, nor register sales work properly. The EAN is entered directly on the item; the barcode scanner is available from the Premium plan, and the web interface treats it as a keyboard, so there's no hardware to configure – just make sure it isn't disabled in company settings. You'll use it in receipt notes, issue notes, invoices, orders, and stocktaking. If you don't have EANs, turn on the Also search price list codes toggle. Label printing is handled by a thermal label printer.

Do you buy in cartons and sell by piece? ABRA Flexi cannot convert between units of measure – this is handled by packaging, i.e., a multiple of the base unit. It's set on the Packaging tab; an item can have a maximum of five packaging options, and the price is calculated as a multiple of the selling price (quantity discounts, however, work with the number of units, not packages). Each packaging option can have its own EAN, so the scanner recognizes the carton. The first packaging position is filled in automatically on a new document – if you want to sell primarily by piece, put "piece" in the first position.

Need to track color, size, or another parameter for an item? Use price list attributes. They're also available via the API (useful for e-shop variants), but by default they don't feed into anything else and don't appear in any outputs – getting them into a print report requires custom development. Tags are useful for quickly marking promotions and clearance sales; you may also be affected by EKO-KOM packaging record-keeping.

A stock card is the intersection of an item and a warehouse – one item in three warehouses has three cards. A card is non-editable; its values arise exclusively from stock movements. It's created automatically once an item is flagged as stocked and has Define warehouse placement filled in.

Fields you monitor on the card:

Stock Balance as of a Date will show you the stock level for any given day. If the card's value doesn't add up, run Recalculate Warehouses. If you need to trace a specific batch, that's what batches and expiration dates and serial numbers are for (from Business). However, ABRA Flexi will not automatically split an issue across multiple batches – if you're issuing from several batches, create multiple line items.

You can get inventory into ABRA Flexi three ways – via stock balance import (required columns: accounting period, price list, warehouse, balance in units and in CZK, from which the average price is calculated), via receipt notes (manual, but a fully controlled route, suitable when splitting into batches), or via stocktaking, when you don't know the exact balance. The import creates receipt notes dated the first day of the period, in "Not invoiceable" status, with offsetting account 395xxx; the accounting entry is resolved afterward using bulk changes. A comprehensive overview is given in How to Create a Warehouse and Fill Stock Levels.

This is one of the most important decisions in the entire setup. The valuation method determines the value of every issue note – and thus your margin and the warehouse balance in accounting. It's set at the company level, one company = one method for all warehouses.

The price on an issue note cannot be changed manually – ABRA Flexi fills it in according to the set method. On a receipt note, on the other hand, it can be adjusted. The choice of valuation method is completely unrelated to inventory accounting Method A and B; these are two independent decisions.

This is where your margin gets decided. ABRA Flexi has several pricing tools that combine with each other – and that's usually the source of questions like "why did the price on my invoice change?" A hub article is available at Pricing.

In wholesale, rules almost always tie back to a customer's price list group. If you need to send a customer a complete price list, that's what the so-called individual price list is for.

The most common way a trading company works. It's set on the Pricing tab of the item detail, which is not shown by default – add it via form settings. Advanced pricing is available from the Business plan, and minimum margin alerts from Premium. Quantity tiers support up to five levels.

Formulas Flexi uses:

A price level links a group of items with a group of customers, and you use it whenever you have multiple price tiers. It uses the same formulas but is calculated only at the document level, so you don't need to recalculate anything. It has a validity period – it's the closest thing Flexi has to promotional and seasonal pricing – and it supports quantity discounts. Note: a quantity discount replaces the original discount, it's not an additional 25% on top of the original 20%.

Individual prices are the most commonly used tool of all in wholesale. Selling prices are entered on the Individual Prices tab, purchase prices on the Suppliers tab – both in the price list and in the directory. They can be set for a specific company, for a price list group, or for all companies (typically a fixed price in a foreign currency), can be limited by validity period and cost center, and can include quantity discounts. For a supplier, you can enter their product code, which you'll use when importing invoices in ISDOC format. You can upload them in bulk via selling price import and purchase price import.

This is a source of confusion worth explaining. The purchase price in the price list is a record-keeping value used to calculate margin-based pricing; you can have it overwritten upon receipt, or recalculate it in bulk using the Update Purchase Prices in Price List function (the source being either the average warehouse price or the last purchase price). The purchase price on a sales document line item, on the other hand, is the actual cost from the stock card – and this is what sales analysis uses when calculating margin.

Do you sell discounted sets, gift packages, or starter kits? That's what sets and bundles are for – a tool trading companies use more than any other segment, and one where misunderstandings about what a set actually is happen most often. This functionality is available from the Business license plan.

Three sentences that explain everything else:

If you enter a purchase price for a set, it's only indicative; the actual costs are calculated from the issue note for the components.

A set is not a separate record type – it's created from a price list item.

You can create sets in bulk via Excel import. It has a peculiar behavior: sets can only be created from the perspective of a specific price list item, even when importing multiple sets at once – it doesn't matter which item you launch the import from. Required columns are Set, Price List, and Quantity; all referenced items must exist before the import. The import runs in independent transactions, so an error on one row won't cancel the whole file.

When selling, you add the set to an issued invoice as a single line item – the customer sees the set on the document, not its breakdown. Saving the invoice will create (if the invoice type is set to generate a warehouse document) an issue note for the individual components, which you can find via Link Information. Both receiving and issuing therefore always happen only at the component level.

The following list will save you the most support questions.

The most common question in this entire area. The difference is simple: a set doesn't manufacture anything, a bill of materials does.

Many trading companies eventually start assembling part of their product range themselves – repackaging, assembling, adding accessories. As soon as selling creates a new item with its own stock inventory, it stops being a set and becomes manufacturing.

The purchasing side has three jobs: order on time, receive stock correctly, and don't forget to include shipping and customs duties in the cost of the goods. You can shorten the document chain – the minimum is an issued order and a receipt note.

By default, a warehouse document is created from an invoice automatically based on the document type setting, so you don't need to do both. On a received invoice, you'll appreciate creating an invoice from a PDF and signature-based approval for a payment order – for a company with multiple buyers, this replaces an approval workflow (Flexi doesn't have one built in; you need an external application, such as Wflow).

If you receive invoices in ISDOC format, you can import them including price list items and directly receive the goods into stock from them. Do you supply retail chains? ABRA Flexi has EDI support; start with the EDI tutorial.

To keep goods from running out, set the minimum stock level on the stock card in the Min. Stock (units) field – manually, via import, or already when creating the cards. The Order to Minimum function is then available among the services on an issued order under More Functions, and it always orders the difference between the current stock level and the minimum: 0 in stock, 1 already ordered, minimum 5 → it will suggest 4 units. It's available from the Business plan. If you need to order according to your own rule, an order can also be generated from a custom query.

The most underestimated topic among trading companies. If you pay CZK 20,000 for a delivery plus CZK 10,000 for shipping and customs, but only receive CZK 20,000 worth into stock, then every item's cost price – and thus your margin – is skewed. This is handled by allocating incidental costs to inventory, in two ways: via the Incidental Costs field on a receipt note line item, or via the Allocate Incidental Costs to Inventory service in the footer of a displayed receipt note (which spreads the cost across all line items).

Both methods also flow into the accounting entry for the warehouse document. If you want to increase the value of already-received stock without adjusting the old receipt notes, the procedure is described in Correcting an Incorrect Stock Card Balance. However, this method should be used sparingly and is more of a "quick" fix for the warehouse balance.

Do you buy from or supply abroad? ABRA Flexi will let you enter the document, but it won't decide for you – consult the VAT regime with your accountant or tax advisor.

There are several approaches depending on how you sell – wholesale goes through orders and invoices, retail through the point-of-sale register, and e-shop through integration. The full chain is described in the sales cycle guide; most wholesalers start right from a received order.

An order comes in and you want to block the goods in the warehouse. That's what reservations do – the mode is set in company settings, in the Sales subsection.

If you need to create an issue note for goods that aren't in stock, you can enable generation of issue requests. Instead of a valued issue note, a zero-value request is created, which you must settle after receiving the goods using the Update Issue Requests function – it doesn't happen on its own, and the Requested (units) field on the card will stay positive. Note that reservations take precedence over requests.

A delivery note is not a separate document type – it's a print report generated from an issue note or an issued invoice; you print it from the printer icon. An overview of options is described in Print Reports, and custom reports are managed in Custom Reports.

For new or higher-risk customers, it's common to sell against an advance payment. Prepare document types of the kind Advance – not a tax document and Tax document for advance, issue the advance invoice, once paid create the tax document for the advance payment, and deduct the advance on the final invoice. Deducting the advance is the most common source of small rounding discrepancies – on your first such documents, check that the final invoice after the deduction actually comes out to zero.

If a customer returns goods:

Complaints/returns: ABRA Flexi doesn't have a module specifically for tracking complaints. The recommended approach is to create a custom received order type with its own document series and, optionally, a returns warehouse; enter the complaint as a received order of this type and close it with an issue note against that order. Create the receipt to the returns warehouse manually – from a received order, only an issue note can be generated as a warehouse document. The guide is written for the desktop application, but the same principle applies to the web interface. Item warranty periods are handled by Product Warranty.

Incorrect document: a document that affected the warehouse or VAT can't always simply be deleted – the procedure is described in Cancelling a Document. If you're unable to delete an incorrectly created receipt note or received invoice, the reason is usually a linked document (typically an issue note that issued goods received via that receipt note).

If you have a physical store, you won't be issuing an invoice to a customer at the counter. That's what the point-of-sale register is for – a dedicated agenda optimized for speed and scanner use. A register sale is a simplified document that both issues the goods from stock and records the payment.

Before issuing your first register sale, you need to determine which register and what settings you want to use. This is what records in the Point-of-Sale Registers agenda are for – if you've been using Flexi for a while, these are effectively types of register sales. Create one record for each physical register, set the warehouse, document series, and accounting entry template, define issue note generation, and in the Accounting section check Allow Refunds if you want to accept returns. Also check that the Offer on POS toggle is enabled for your payment methods.

Register sales don't get posted to accounting on their own – the Post Register Sales service at the bottom of the agenda handles this. You enter a date (governed by the register sale's issue date), the register (if there are multiple point-of-sale registers, the posting has to be repeated for each one separately), the cash register and cash document type for cash payments, and the receivable type for card revenue. The model is simple: cash goes into the cash book, card payments as an other receivable, which you then match against the incoming payment from your card processor.

Returning goods is done by entering a register sale with a negative quantity – this generates a negative issue note. The procedure and advanced parameters are described in Returning Goods at the Point-of-Sale Register. Do you sell gift vouchers? The procedure is in the article Vouchers and Gift Cards – it's handled with a price list item and a payment method, not a separate agenda.

If you sell online alongside wholesale, the e-shop is just another sales channel over the same warehouse and same price list – the setup isn't duplicated, only the integration is added. A comprehensive guide is in the article I Have an E-shop – How to Set Up ABRA Flexi?, and an overview of connection options is in Connecting Any E-shop.

Revenue alone doesn't tell you anything. To know which store or which delivery is profitable, you need to break down your documents. Flexi has three independent dimensions – don't mix them together, each answers a different question.

The profitability of a single business case is shown by project accounting analysis. The project must include both sides – not just the issued invoice, but also the received invoice and receipt note for the purchased goods. Otherwise the analysis will show revenue with no cost, producing a nonsensically high profit.

This is where it's decided how the warehouse gets reflected in your financial results. The choices in this section belong to your accountant – Flexi respects them but won't decide on her behalf. Both methods lead to the same result at year-end; they differ in when the cost arises.

For the entire company, only one method applies to all warehouses – for details see Method A and Method B. Under Method A, every warehouse document is posted according to the template on its document type; the account can also be set on the product group, which takes precedence over the account from the header. A comprehensive overview is given in Accounting Within the Warehouse, and regularly check that the warehouse value matches the warehouse account.

Stocktaking is the only way to reconcile the accounting balance with reality. For a trading company, it's done at least once a year; retailers often do it store-by-store on a rolling basis.

At the end of an accounting period, you need to lock the data so no one can change it retroactively.

The full year-end procedure is summarized in Year-End Closing in ABRA Flexi; don't forget to make company backups.

Periods can also be locked on a monthly basis, e.g., after filing a VAT return. An error discovered after filing VAT is handled via a supplementary VAT control statement.

Two record types a trading company needs but which are unrelated to the warehouse: assets (shelving, a forklift, store fixtures, a delivery van – a depreciated asset card is created with the acquisition price, depreciation group, and date of acquisition, and Flexi calculates the depreciation itself) and payroll, for which you should start with the guide How to Get Started with Payroll.

Finally, the most interesting part: how much you're making, and on what. The key tool is sales analysis, which can calculate margin.

Other outputs you'll appreciate:

Once document volume grows, manual entry can no longer keep up. ABRA Flexi has a REST API that lets you connect practically anything – an e-shop, a carrier (Balíkobot, Touchstore), a WMS and fulfillment provider, a POS system, or a B2B portal for your customers.

The questions trading companies ask us most often.

A set is a sales tool – you sell existing goods under one code, components are only issued upon sale, and the set has no inventory of its own. A bill of materials is a manufacturing tool – it creates a new item with its own inventory, and materials are written off during manufacturing. A detailed comparison is in the table above.

Standard Flexi doesn't calculate this, because a set has no inventory of its own. Use the Set Stock Availability add-on – it's free for Premium plans and also takes fulfilled reservations into account.

Most often the customer has an individual price set, which takes precedence over everything else. The second possibility is a price level tied to their price list group, and the third is a standing discount in the directory. Check them in this order.

No. Pricing in the price list creates a fixed price, and the recalculation must be triggered manually with a button. If you want prices calculated in real time, use price levels (calculated only at the document level), or automate the recalculation via the API.

For an item that already has stock movements, as of version 2026.3.0 it can no longer be enabled or disabled retroactively. You would have to issue out the stock, change the setting, and receive it back in, or ask our support team for an exception. So decide on this before the first receipt into stock.

Not by simply toggling it for an existing warehouse – that would lead to inconsistent valuation. The correct approach is to create a new warehouse with the desired method, sell off or transfer the goods, and limit the validity of the original warehouse. FIFO is also only available from the Premium plan.

A delivery note isn't a separate document, but a print report generated from an issue note or an issued invoice – you'll find it under the printer icon. If you need total weight on it, there are free add-ons for the Business and Premium plans.

Flexi doesn't have a dedicated complaints module. The recommended approach is a custom received order type with its own document series and, optionally, a dedicated returns warehouse. You have to create the receipt to the returns warehouse manually – only an issue note can be generated from a received order.

Yes, if you enable generation of issue requests in company settings. Instead of a valued issue note, a zero-value request is created, which you settle after receiving the goods using the Update Issue Requests warehouse function – it doesn't resolve itself automatically.

Not yet. The web version of the point-of-sale register doesn't support connecting to POS hardware or a payment terminal – only the desktop application can do that. The barcode scanner, however, works in the web interface in keyboard mode, without any hardware setup.

In sales analysis, in the Gross Margin and Profit [%] columns. Costs for stocked items come from the stock price; for non-stocked items, from the purchase price in the price list. Margin trends over time, turnover, and dead stock aren't supported by standard outputs – those are handled with a custom query.

Flexi cannot convert between units of measure. The solution is packaging – you set up to five packaging options on an item as multiples of the base unit, and each can have its own EAN. The packaging price is calculated as a multiple of the selling price.

Yes, you can set a ban on further sales to a customer once a certain value of overdue invoices remains unpaid. You'll find this setting in the directory. Handle reminders for unpaid documents with reminders.

The price list item must be flagged as stocked and must have the Define warehouse placement field filled in on the Details tab. Without this, the card won't be created. If a warehouse has the Automatic Warehouse flag enabled, a card is created automatically for every new item.

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