How to record unpaid receivables/payables
We recommend following these rules when entering them:
when recording a document, use the business partner's address that has already been created;
record unpaid documents in the accounting period in which they were issued;
record documents in the currency in which they were issued; for a foreign currency, use the document's original exchange rate (important for correct revaluation and for future payments);
for VAT purposes, record the document as follows:
for double-entry bookkeeping (for both VAT payers and non-payers) and tax records (for non-payers of VAT), record only the outstanding balance with a zero VAT rate; the exception is documents for which input VAT has not yet been claimed;
for tax records (for VAT payers), record the unpaid base amount and the unpaid VAT amount, both at the applicable VAT rate.
Posting unpaid receivables/payables
As the offsetting account (in double-entry bookkeeping), use the clearing account 395.xxx; for tax records, use the appropriate posting rule.
If you have a large number of documents, it is advisable to use imports from Excel – users can handle this on their own, or the import can be performed using XML files.
Example for double-entry bookkeeping:
A company is switching to Abra Flexi software as of 01.01.2025. On 31.10.2022, it issued an invoice with a total value of €1,000.00 at a document exchange rate of CZK 27.09/€. On 16.2.2023, €100.00 was paid at an exchange rate of 27.035. The unpaid balance as of 31.12.2024 is €900.00. We enter the invoice in 2023 with the corresponding date as a document without line items, with a zero VAT rate, at the outstanding balance of €800.00.
Example for tax records:
A company is switching to Abra Flexi software as of 01.01.2025. On 31.10.2022, it issued an invoice with a total value of €1,000.00 (€826.40 base + €173.60 VAT at 21%) at a document exchange rate of CZK 27.09/€. On 16.2.2023, €100.00 was paid at an exchange rate of CZK 27.035/€. The unpaid balance as of 31.12.2024 is €900.00. Because payments are handled differently in double-entry bookkeeping and in tax records, we enter the invoice in 2023 with the corresponding date as a document without line items at the 21% VAT rate, specifically €826.40 base + €73.60 VAT at 21%.