🧾 Introduction to Working with Documents
This chapter describes the general properties of a document and its basic structure. These principles apply to all modules of the ABRA Flexi system.
The top toolbar of the document form contains a number of buttons whose functions are described in detail in the separate chapter "Program Controls".
➕ Creating New Documents
New documents are created using the New button.
For cash, bank, and inventory documents, a split New button is available.
The right part of the button (with an arrow) allows quick selection of the movement type.
💡 Tip: The split button significantly speeds up your workflow if you frequently create the same type of movement.
🧩 Basic Document Structure
Each document is divided into:
four header panels:
top left
top right
bottom left
bottom right
bottom section – Line Items
📖 You can learn more about each panel and its tabs in the following chapters.
🗂️ Modules and Document Types
Primary documents are created in each module. Their structure — including the number of tabs and their content — must meet the requirements of the individual documents, which are described in detail below:
📦 Inventory Module
🛒 Sales Module
🧾 Purchasing Module
💰 Finance Module
📊 Accounting Module
🏢 Assets
🏷️ Document Type
When creating a new document, you must select a document type. It:
determines the basic properties of the document,
groups documents with the same behavior (posting, currency, cost center, etc.),
enables pre-filling of fields, saving you time.
⚠️ Note: Each module has its own set of document types — see the previous chapter.
🧠 Functions of Document Types
Document types in ABRA Flexi:
determine the posting method,
define the currency, cost center, and VAT country,
pre-fill accounts, text fields, and print templates,
enable automatic creation of inventory documents.
📌 Real-world example: You can have a separate issued invoice type for each cost center.
📑 Document Type Tabs
To make configuration easier, document type settings are divided into individual tabs. The tab composition may vary, but the content is essentially the same across types.
🧷 Document Type Header
Document Series – determines document numbering
💡 Tip: You can have a single series for the entire module or separate series for each type.
💳 Main Tab
In the main tab, you fill in values relevant to the given module:
Payment details (payment method, constant symbol, bank account, due date)
Shipping and dispatch – for issued invoices only
A checkbox to indicate whether inventory documents should be automatically generated from this type.
📊 "Posting" Tab
Cost Center - You can fill this in for each document type. It is up to you whether you want a separate document type for each cost center.
Activity - You can set up different document types for individual activities.
Currency - If you work with documents in different currencies, you can split them into multiple types.
VAT Country - If you have documents from different countries, you can split them into multiple types.
VAT Return Line - This line can be set in the document type. If you set a fulfillment code in the posting templates, it will be updated accordingly. This field is also influenced by settings in company address records, based on whether the company is registered for VAT or not, and also depending on the company's country — naturally, in the case of foreign trade.
Debit Account – Intended for issued invoices and receivables. If you have foreign invoices, you can track them on a separate analytical account.
Credit Account – Intended for received invoices and payables. If you have foreign invoices, you can track them on a separate analytical account.
Primary Account – Intended for all accounting documents.
Posting Templates - These can simplify the posting of all documents. They can be set up in document types and can also be adjusted when entering individual documents — both in the document header (bottom-left panel) and in document line items.
Rounding Method - Relevant only for cash documents and issued invoices.
Checkbox indicating whether documents of this type are accounting documents.
⚠️ Note: A non-accounting document type disables account field entry.
🧾 Print Tab
In some document types, you can configure printing or set up automatic printing immediately after a document is issued or saved. Simply select:
which documents you want to print,
whether you want them printed automatically.
This feature is very useful, for example, when printing issued invoices together with a goods issue note from the warehouse.
💡 Tip: Automatic printing saves time for staff — especially in environments where documents are issued in high volumes.
When automatic printing is enabled, the program will simply ask upon saving whether you want to print the newly created document. After confirmation, it will print the selected documents to the primary printer.
If you do not want the program to keep asking, select the "Don't ask again" option in the dialog. The program will then print documents automatically until the application is closed.
📝 Document Texts Tab
In some document types, you can configure pre-filled text for the following fields:
Description
Introductory Text
Closing Text
Texts entered here will be automatically inserted into the corresponding fields of newly created documents.
📌 Real-world example: If you always use the same commercial text (e.g., payment terms), you don't need to retype it each time — simply save it once in the document type.
🗒️ Notes Tab
In the Description and Notes fields, you can save your own texts and notes for each document type to help streamline document entry.
⚙️ Administration Tab
This tab contains:
the validity period for the given document type,
for some document types, the option to set the sort order of line items for printing,
the option to mark the primary document type.
Marking one type as primary automatically removes the primary designation from any other type. This setting is particularly relevant during initial module configuration in company settings.
⚠️ Note: If you change the document type, values will be overwritten only if they are filled in for the newly selected type.
If a value is not pre-filled in the document type, the setting from the previous type is retained and must be manually updated.
An exception applies to non-accounting documents — all account fields must be cleared and account entry must be disabled.
📊 The Role of Document Types and Posting Templates
🧮 Basic Accounting Settings
When creating a new accounting document, you always select a document type. Based on this selection, the system automatically:
fills in the debit/credit accounts,
transfers contra accounts and VAT accounts from posting templates,
sets the cost center.
These values can always be manually adjusted.
At the same time, the cost center is transferred from the document type into the document's "Document Specification" tab — again, only if it has been filled in the document type. This cost center can also be manually changed in the document.
🏢 Impact of Company and Company Group on Posting
In the top-right section of the document, you select the company.
Each company can have:
its own cost center,
assignment to a company group with defined primary accounts.
If these values differ from those transferred from the document type, they will be overwritten according to the company or company group settings.
💡 Tip: This setup is ideal when working with multiple analytical accounts or multiple cost centers.
🧩 Posting in Line Items
In every document, you can add line items in the bottom panel.
Accounts and the cost center are automatically transferred to each line item.
Options for working with line items:
keep the original settings,
select a different posting template,
manually change the account or cost center,
use settings from the product group.
If the accounts differ from the pre-filled values, they will be automatically overwritten.
By making good use of posting settings in document types, posting templates, company groups, and product groups, you can achieve a high level of automation and posting accuracy.
The same approach can also save you significant effort when managing cost center accounting.
Pay close attention to this feature of the program.
📑 Document and Its Tabs
Documents are created in all modules as described above.
Each document is divided into:
Header (4 panels),
Line Items (bottom panel).
This structure ensures clarity and consistent operation across all modules.
The number of tabs depends on the module and on the individual document type. Tabs with the same name have the same meaning across all modules.
🟦 Top-Left Panel – Document Header
This panel contains information primarily related to the document itself. The number of tabs varies depending on the requirements of the given document, so some tabs may not be present on all documents. The following is a general overview of this panel. More detailed information can be found in the documentation for each individual document.
📄 Main Tab
Contains:
document type,
internal number – filled in according to the configured document series
variable symbol – for issued invoices, it is generated based on the internal number. For received invoices, you must enter the incoming invoice number (the variable symbol of the received invoice)
dates (issue date, tax point date, due date),
document description.
📎 Supplement Tab
Contains supplementary information — contract number, order number, delivery note number, payment method details, and optionally shipping and dispatch method.
🏦 "Payment to Account" / "Payment from Account" Tab
This tab is available on issued invoices, received invoices, received orders, other payables, and other receivables. It contains your bank details — account name from the account list, account number, bank code, constant symbol, specific symbol, and optionally IBAN and BIC. These details are generated automatically if they have been filled in the selected document type.
🗒️ "Notes" Tab
Here you can add any internal note that will not be printed on the document.
✍️ "Introduction" Tab
This tab is only available on issued invoices, issued offers, issued inquiries, issued orders, and received orders. It is used to enter text that will be printed before the "Delivery Description" section.
✍️ "Conclusion" Tab
This tab is only available on issued invoices, issued offers, issued inquiries, issued orders, and received orders. It is used to enter text that will be printed after the line items — before the "VAT Summary" section.
📎 "Attachments" Tab
The content of this tab is not printed on the document. It is for your own use when you need to store any attachments (documentation, warranty cards, declarations of conformity, etc.).
🟩 Top-Right Panel – Business Partner
Contains information about the customer, supplier, mailing address, delivery destination, and bank accounts.
"Customer" / "Supplier" / "Company" Tab
Contains basic information about the company for which the document is issued. Includes the company abbreviation, name, address, company registration number, and VAT number.
"Mailing Address" Tab
This tab is only available on issued invoices. It is the address to which the invoice should be delivered. These details are generated automatically if they have been filled in the company list.
"Destination" Tab
This tab is only available on issued invoices and goods issue notes. It specifies the destination, branch location, or delivery address. It is relevant when goods are delivered to a different location than the mailing address or registered office.
"Supplier's Account" / "Company Account" Tab
This tab is only available on received invoices, other payables, and bank documents. Bank details are transferred here if they have been filled in the company list. Bank details can be entered manually or modified after being loaded automatically.
🟨 Bottom-Left Panel – Accounting
This panel is primarily used for accounting processing of the document.
"Document Specification" Tab
Contains the posting template and cost center — these are values transferred from the document type if you pre-filled them there. You can also select them manually here. Additionally, you can select a job order and attach labels.
"Posting and VAT Line" Tab
This tab is available on all accounting documents — i.e., documents that are expected to be posted. It contains accounts and other data relevant to accounting and VAT records. Based on the selected posting template, the debit, credit, and VAT accounts are transferred here. For VAT tracking and automatic population of the VAT Return form, the VAT country and VAT return lines must also be filled in.
"Responsible Person" Tab
Responsible Person – automatically set to the user currently logged into the program, i.e., the person entering the document.
Contact Person – the name of the business partner's contact person. By default, this shows the person listed in the "Contacts" tab who is marked as Primary. You can select from the business partner's available contact persons.
🟥 Bottom-Right Panel – Financial Values
"CZK" Tab
This tab shows the total document value in CZK, broken down by tax base, VAT, and total price including VAT, according to individual VAT rates.
"Currency" Tab
If you want to enter the document in a foreign currency, select the appropriate currency in this tab and enter the exchange rate if it is not already defined in the separate exchange rates list.
"Rounding Method" Tab
These values are transferred from the document type if pre-filled there. This rounding applies only to itemized documents — i.e., documents with line items in the bottom panel. You can change the rounding for a specific document here.
"Warehouse" Tab
This tab replaces the previous tabs in this panel within the "Inventory" module for warehouse documents. It shows the total value of warehouse line items in CZK, or in foreign currency if applicable — in which case the exchange rate used is also displayed.
📦 Bottom Panel – Line Items
Here you can add:
line items,
posting items,
text lines,
advance payment and tax document deductions,
batch invoicing.
With the exception of warehouse documents, the toolbar contains a split button used to select the type of line item you want to add to the document (warehouse documents have only a single button).
Clicking the right part of the button opens a window for a broader selection of item types.
Here you can choose from several line item creation options.
Line Item
This option can also be launched directly from the toolbar using the left part of the Add split button.
In both cases, you can enter a line item specifying quantity and unit price. If you select a "Price List Code" for this item, it will be treated as a stock item. If you do not select a "Price List Code," it will be treated as a general — non-stock — item.
Posting Item
This item type is most commonly used for received invoices, cash desk documents, and bank statements to allocate the document across multiple accounts.
Text Line
This is a line of text that will be printed on the document alongside the line items. No additional data is required.
Advance / Tax Document Deduction
This item type is used for deducting advance payments or advance tax documents.
Batch Invoicing of Issues / Receipts
This option allows you to select warehouse items for batch invoicing on an issued or received invoice. For issued invoices, the tax point date is set based on the issue date of the last issued goods issue note. Based on the customer/supplier entered on the invoice, the program will display all uninvoiced documents for that company.
By checking the box at the top, you can select all issue notes for invoicing. Alternatively, you can select them individually by checking each row. Once selected, the "Document Status" column in the document row will display "Batch Invoiced," and the "Batch Invoicing" column in the warehouse document list will be marked with a checkmark.
Document Without Line Items
If you do not want to add line items using the methods described above, you can enter the values in CZK or foreign currency directly in the document "Header" in the bottom-right panel. Depending on the number of rows filled in (VAT values), between 1 and 3 line items will be automatically created in the bottom panel, which cannot be further edited.
"Main" Tab
This is the tab you will always fill in when creating line items for a document. Its content varies depending on the selected item type.
"Line Item" Option
Use this item type when you need to enter a quantity and unit price. The content of the dialog may vary depending on the document type; more detailed information for each variant is always provided in the documentation for the specific document type.
If you select the "Price List Code" option, it is treated as a stock item