Received Inquiry

You can find the overview of received inquiries on the workspace of the "Sales" module. This list records all inquiries from potential and existing customers who are interested in purchasing your products, goods, and services. From the recorded received inquiries, you can easily create issued offers, received orders, issued inquiries, or bulk inquiries depending on the next steps in the process.

Service Functions
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The document list has a top toolbar with function buttons and filter drop-downs. Both are used to quickly launch frequently used functions and apply selections.

The "Links" Function
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When documents are created and updated, links are formed between individual documents. Since a received inquiry may be the very first document in the entire business cycle, following all its links provides an illustration of how an entire business case is chained together. When you click the "Links" button, a table displays all documents linked to the current document (the one the cursor is on). From this table, you can simply double-click to open any linked document. This way, you can view the complete history of a document.

An example of how Flexi maintains links between documents:

When viewing any document in the middle of the described chain, you can use the Links function to navigate through the chain and view related documents. This ABRA Flexi feature makes it easier to search for and review documents.

The "Totals" Function
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This button is used to sum up the currently selected (checked) documents from the list. The totals are displayed in a new window as follows:

If you want to save the displayed totals to a file, first click inside the totals result area (to activate the cursor in the window), then press Ctrl-A (to select all results in the dialog), and then press Ctrl-C to copy the data to the clipboard. Open any text editor (WordPad, Microsoft Word, LibreOffice, Apache OpenOffice, etc.) and use Ctrl-V to paste the result from the clipboard into the editor, where you can work with it further (print, archive, etc.).

Note: On Mac OS X, use the Command key instead of the Ctrl key.

The "Services" Function
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Function – Company Summary Information

When creating or updating a document, it is sometimes important to obtain information about the "financial relationship" you have with a business partner, so that you can choose an appropriate response or course of action when creating further documents.

The application displays the company card with the Summary Information tab:

The first column of the tab displays invoicing and payment behavior data: Total invoiced, Unpaid, Paid after due date, Average payment delay in days, Invoicing limit, Defined payment terms.

The second column lists all open and non-cancelled "commercial" documents: Open received inquiries, Open issued offers, Uninvoiced received orders, Open issued inquiries, Open received offers, Unstocked issued orders.

If you need additional information about the company, it is available in the other tabs.

Function – Print Current Document

Prints the document currently selected by the cursor. After pressing the button, a document preview is displayed so you can see how the document will look when printed. While viewing the preview, you can change the document language. If the document looks correct, you can print it (the "Printer" button in the upper-left corner of the preview), export it to the standard PDF format (the "PDF/Acrobat" button), or send the document by email (the "Letter" button).

Function – Create Issued Inquiry

To use this option, you must have the fields in the received inquiry's "Details" tab filled in — specifically the company in the "Supplier" field and the value "Order" selected in the "Order from Supplier" field. You then simply select the document type, and the issued inquiry will be created automatically based on this information. In the "Details" tab, the value "Order" will automatically change to "Already Ordered". If needed, this value can be changed and an issued inquiry can be created for a different supplier.

Function – Create Received Order

Based on a received inquiry, this option allows you to quickly accept an order. Simply select the document type. Use this option when the requested goods are in stock. The received inquiry will then be set to the status "Done" and no further documents can be created from it. If you still need to use the inquiry further, simply go to the "Main" tab and change the "Done" value in the "Status" field to "Unspecified", and you can continue working with the inquiry.

Function – Create Issued Offer

Based on a received inquiry, this option allows you to quickly create an offer for the customer. Simply select the document type. Use this option when the requested goods are in stock. The received inquiry will then be set to the status "Done" and no further documents can be created from it. If you still need to use the inquiry, for example to create a received order, simply go to the "Main" tab and change the "Done" value in the "Status" field to "Unspecified", and you can continue working with the inquiry.

Function – Create Bulk Inquiry

Displays a table with goods suitable for inquiry.

In the top toolbar, there is a checkbox labeled Select Supplier. In the adjacent field, use the drop-down list to display suppliers that are already filled in the table or that are specified in the price list under the "Supplier" tab. This allows you to filter items for creating an inquiry for a single supplier only.

In the top toolbar, you can also filter goods from a single warehouse and use Hide non-orderable items to hide items where the stock quantity is higher than the demand for those goods.

A list of all outstanding items from individual inquiries is then displayed.

If you have marked a supplier as primary in the price list under the "Supplier" tab, that supplier will be automatically transferred to this table. The same result can be achieved by filling in the supplier in the "Details" tab. Otherwise, the field will remain empty. You can fill it in two ways:

· Using the drop-down list, you can select from the list of suppliers recorded in the price list under the "Supplier" tab.

· Using the magnifying glass icon, you can select a company directly from the company list in the "Business Partners" module.

The "Price" column displays the price you entered in the price list. If you have the option Update purchase price in price list upon receipt enabled in company settings, the updated price will be shown in this column.

In each row on the left, you can manually select the items you want to include in the inquiry. Bulk inquiries are then created, summarizing goods by supplier. If some goods are already in stock, the inquiry quantity is set so that the remaining stock after fulfillment would be zero. This amount can be changed manually.

If you click the "+" button on the left, a list expands where you can find out:

· Who inquired about the goods

· When they inquired about the goods

· How much they requested

· You have the option to open the received inquiry from here

Filter Drop-Downs
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Filter drop-downs allow you to quickly and easily filter the displayed documents. Set the filters according to your current needs; the last used filter configuration is also applied the next time the list is opened. You can filter by the following parameters:

Calendar Year (document issue date)

Years are offered in descending order, from the next calendar year (based on the computer's date) down to 1990.

Date (document issue date)

For the current accounting period only: Last 7 days, last 35 days, current day, current week, current month.

Always available: 12 calendar months, 4 quarters (in the year of the selected accounting period or in the year selected in the filter).

Document Type

The individual document types that have been created are offered.

Status (fulfillment)

Not done, Unspecified, Ready, Approved, Partially issued/received, Issued/received, Partially done, Done, Cancelled.

User

Filter documents that were created by a specific user.

The filter drop-downs offer an unrestricted option as the first item in each list. Each drop-down allows you to select exactly one value; for advanced filtering, use the global filter function.

The "Received Inquiry" Card
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A received inquiry is typically the first link in the business chain. You can record an inquiry received in writing, by email, or verbally.

Panel 1, "Main" Tab
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Document Type

Required field.

Select from the list of document types (the application remembers the last document type used in a series of entered documents). The document type determines the behavior of the document and also carries the document's default values.

Internal Number

Read-only field.

The value is filled in automatically once a document series is selected. In the logged-in user's settings, you can pre-define "their" document series. This eliminates the prompt asking which series to use, speeds up data entry, and also removes the risk of entering an incorrect series.

Incoming Number

The number or code of the inquiry sent to you by the potential customer. If the inquiry was received in another form, you do not need to fill in this field, or you can enter a note such as "phone, email, etc."

Inquiry Date

The date stated on the written inquiry, or the date when a verbal inquiry was made.

Issue Date

Required field.

For the first document in a series, the date is set from the computer's date (provided the entered accounting period matches the current calendar year; otherwise, it is set to the last day of the entered accounting period). For subsequent documents in the series, the date is carried over from the previous document.

Deadline

The requested delivery date for the goods or service.

Inquiry Status

Select a status from the drop-down list (Unspecified, Ready, Partially done, Approved, Partially issued/received, Issued/received, Done, Cancelled).

Description

Enter additional details here to help identify the inquiry in the list. This field is optional and is not printed on the final inquiry.

Panel 1, "Supplement" Tab
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Payment Method

Optional field.

Select the appropriate payment method from the drop-down list. The values available are those recorded under Tools – Codebooks – Payment Methods, such as the defaults: Bank transfer, Cash, Money order, Cash on delivery, Payment card, Offset. Press F2 to open the selection list for a more advanced search, editing, or adding a custom payment method.

Shipping and Dispatch

Optional field.

Intended for supplementary text regarding the shipping method, which can be used when generating the final invoice.

You can type the text manually or select from predefined texts. When editing the text, buttons will appear above the field. If the note you have just entered is not among the predefined texts, you can add it by pressing the corresponding button. Pressing the other button opens the predefined texts codebook, where you can select a different existing text, or add, edit, and delete texts.

On the final invoice, this is printed in the shipping method field.

Panel 1, "Note" Tab
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Note

Any free-text note; can be typed manually or selected from predefined texts.

Not printed on the document.

Panel 1, "Attachments" Tab
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In this tab, you can store various documents related to the inquiry, such as drawings or requirements.

The top toolbar of the table contains a number of buttons; the meaning of some of them is described in the separate section "Application Controls".

Use the button to add a new attachment. When adding an attachment, you can choose from the following options:

Each inserted attachment has an icon that allows you to view the attachment at any time. Another icon allows you to save the attachment to a different location. A button is available for scanning the document; a second option allows you to select the scanner and scanning parameters.

Panel 2, "Customer" Tab
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Company

You can select a business partner from the Address Book (subsequent fields will be filled in automatically), or you can fill in the partner's details manually (in which case, leave this field empty).

You can enter the abbreviation or name of the customer's company (or just part of the abbreviation or name) and select the desired company from the suggested records. You can also open the company list (using the button or by pressing F2) and search for the company using filters, edit the found customer, or add a completely new record; to select a company from the list, simply double-click its record or press the Select button.

Only companies recorded in the Business Partners Address Book that have the value Customer or Customer/Supplier selected in the Relationship Type field are offered.

Name

Enter the exact name of the company. The field is filled in automatically when a company is selected from the address book; otherwise, fill it in manually.

Note: If you click on the blue underlined Name field label after filling in the company name, your web browser will open the search results page in ARES (Administrative Register of Economic Entities) with data from the commercial register, trade register, VAT payer list, etc.

Street

Enter the street of the company's registered address, including the house number, street number, or a combination of both.

Note: If you click on the blue underlined Street field label after filling in the City and Street fields, your web browser will open the Mapy.cz portal with a map of the company's address.

City

Enter the name of the city or municipality where the company is registered.

When entering the city name, you can use the autocomplete feature: start typing the name of the city, municipality, or district in the field, and the application will suggest the full name based on the initial characters, along with the corresponding ZIP code.

ZIP Code

Enter the ZIP code of the company's registered address (or the local equivalent for foreign companies).

When a valid ZIP code is entered, the City field is filled in automatically. When entering the ZIP code, you can again use the autocomplete feature: start typing the first digits of the ZIP code or the beginning of the city name, and the application will suggest possible cities, municipalities, or their districts.

Country

Select the country where the company is registered from the drop-down list. If you selected the city or ZIP code from the autocomplete, the Czech Republic or Slovakia will have been filled in automatically. To speed up your search, you can type the first letters of the country name and the application will jump to the first matching country.

Company Registration Number (IČO)

Enter the business partner's company registration number — a unique eight-digit identification number assigned to legal entities, sole traders, or state organizational units by the Czech Statistical Office, the commercial register, or the trade licensing office (older numbers with fewer digits are padded with leading zeros).

If you click on the blue underlined IČO field label after entering the value for a Czech company, your web browser will open the search results page in ARES (Administrative Register of Economic Entities) based on the registration number, with data from public registers. For a Slovak company, a similar page with search results from the Business Register (Obchodný register) will be displayed.

VAT Number (DIČ)

Enter the business partner's VAT number, if they are a VAT payer. The tax identification number is assigned by the tax authority to every natural or legal person required to pay taxes. The VAT number for legal entities consists of the country code prefix + company registration number; for natural persons, it consists of the country code prefix followed by the digits of their national ID number.

If you click on the blue underlined DIČ field label after entering the value for a Czech company, your web browser will open the search form for registered entities of the Czech Ministry of Finance, where you need to enter the partner's VAT number and press the Search button to retrieve information about the VAT payer and their registration. For companies registered in other countries, the VAT (VAT ID) verification result from the European Commission's VIES system will be displayed.

EAN

Enter the International Article Number if you communicate with the business partner electronically or need to include their identification on documents in the form of a barcode (for scanning with a reader).

Panel 2, "Postal Address" Tab
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If the postal address is the same as the company's registered address, check the corresponding checkbox.

If it differs, fill in the fields accordingly.

Panel 2, "Destination" Tab
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This tab is used to specify the destination. It can be configured in the company address book when editing a record; you can add an entry using the button in the "Destinations" tab at the bottom of the form.

Select using the drop-down list; the fields will be filled in automatically based on the information entered in the company address book.

Panel 3, "Specification" Tab
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In this panel, you enter the values required to further specify the document. When items are created, data is automatically transferred to the corresponding fields. If a value in the document header is changed, it is automatically propagated to all items, except for those where you have manually changed the value. Changing a value at the item level is possible after unlocking the value by unchecking "copy from document header".

Create Offer of Type…

The drop-down list offers values recorded under Purchase – Document Types – Received Offer Types.

Cost Center

Optional field.

Allows you to assign the document within the cost center structure of the accounting company. If the company does not use cost center accounting, the cost center named "Headquarters" is selected automatically.

The selected cost center appears only on internal document copies.

Activity

Optional field.

Allows you to categorize items by activity.

The drop-down list offers values from the codebook under Tools – Codebooks – Activity.

Job/Contract

Optional field.

You can select the relevant job/contract from those recorded in the codebook under Sales – Jobs/Contracts. You can enter an abbreviation or the name of the job/contract (or just part of it) and select the desired record from the suggestions. You can also open the jobs/contracts codebook (using the button or by pressing F2) and search using filters, edit an existing record, or add a completely new one.

Labels

Optional field.

Used to tag the document with labels, which are then displayed in the field and can especially be useful for filtering.

Pressing the Attach button opens the label selection form. The left field shows Available Labels, and the right field shows labels assigned to the current document. You can assign or remove labels using the arrow buttons between the two fields. If you use labels extensively, you can use the Groups drop-down list to display only the labels from a selected group. Once you have configured the labels, confirm with the button.

If you need to add a label that is not yet in the Available Labels field, use the corresponding button. The labels codebook will open (menu Tools – Codebooks – Labels), where you can add the required label.

Panel 3, "Responsible Person" Tab
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Responsible Person

The user responsible for the given goods receipt/issue; persons are offered from the menu Tools – Persons and Users.

Contact Person

The name of the user to contact regarding the given document.

Name

Phone

E-mail

Panel 4, "CZK" Tab
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The tab showing the home currency (usually labeled "CZK") provides a financial overview of the entire document and a breakdown of amounts by VAT rate. After the first document item is added, most fields in the tab become read-only and are updated with every item change.

For entering a document without line items, amounts are entered directly into the tab fields (except for the tax base total and VAT total). When an amount is changed in one field, the remaining fields are cross-calculated (note, however, that if you manually change the VAT amount, the row totals will add up correctly, but the amounts will not correspond to the percentage VAT rate). For so-called item-free documents, the application automatically creates items of the type "Accounting Item," the number of which corresponds to the number of VAT rates used (or the entry of amounts for VAT-exempt goods and services). A document without line items is useful, for example, for accounting firms entering a document brought in by a client.

Discount [%]

Optional field, accessible only for documents with line items.

Specifies the percentage discount applied to the entire document. The discount amount can be carried over from the document type or from the company's record in the address book.

The remainder of the tab consists of fields in three columns:

The fields are arranged in rows labeled with specific VAT rates:

Calculation and rounding method for item-free documents:

Base

If the base amount is entered first, the corresponding VAT will be calculated precisely.

VAT

If the VAT amount is entered first, the corresponding base will be calculated precisely.

Including VAT

If the amount including VAT is entered first, the corresponding base and VAT will be calculated using a coefficient (for the 21% rate, the base = 0.1736 × total; for the 15% rate, the base = 0.1304 × total).

The rounding defined in the document type is not applied to item-free documents; the calculation described above is used instead. You can adjust the final amount after calculation as needed.

Panel 4, "Currency" Tab
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Currency

Determines the currency of the document amounts. The default value is the home (domestic) currency set in Company Settings; if left as the default, the remaining fields in the tab are unavailable. To create a document in a different currency, select a value from the list of available currencies. Once selected, the remaining fields in the tab will become accessible.

Exchange Rate

A pair of fields that allows you to set the exchange rate between the home currency and the selected currency. After selecting a currency, the exchange rate for the document's issue date is fetched from the internet, but it can be adjusted or entered manually. If the exchange rate cannot be retrieved, the home currency field will be highlighted with a colored border and set to 0.00.

The remainder of the tab consists of fields in three columns:

The fields are arranged in rows labeled with specific VAT rates:

For so-called item-free documents, the values in the fields can be edited, with the exception of the base total and VAT total; the remaining fields are cross-calculated (however, changing the VAT amount will result in correct row totals, but the percentage VAT rate will not be maintained). For documents with line items, the amount fields are read-only and display values based on the entered document items.

Panel 5, "Document Items" Tab
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Document items can be created in two ways.

Individual Item Created by the User

Items Generated by the Application

A group of items is created by loading the contents of another document.

The "Document Items" Card
​ Main Panel
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Price List Code

You can select the document item from the Price List (subsequent fields will then be filled in automatically), or you can fill in the item details manually (in which case, leave this field empty).

You can enter the abbreviation or name of the price list item (or just part of it) and select the desired item from the suggested records. You can also open the price list selection (using the button or by pressing F2) and search for the item using filters, edit the found item, or add a completely new record; to select an item from the list, simply double-click its record.

Warehouse

Required field for a stock item.

If the item is a stock item, use the drop-down list to select the warehouse from which the item will be issued.

Code

Field can contain up to 20 characters.

The code is the abbreviation or identifier under which the price list item is recorded. When a price list item is selected, the field will be populated with the item's code, but the value can be edited.

EAN

Field can contain up to 20 characters.

Enter the International Article Number.

Name

Field can contain up to 255 characters.

The full name of the item as it will appear on the document. If you selected a price list item, its name will be filled in automatically.

If you have configured foreign languages in settings, pressing the corresponding button allows you to fill in the "Name" field in the selected languages. These names are then used when printing the document in a foreign language. Press the button again to close the foreign-language name fields.

Quantity

Required field.

Used to specify the item quantity.

Stock Level

Informational field — value cannot be changed.

For price list items with the inventory type set to "Goods in stock," this displays the quantity available in the selected warehouse.

A check is also performed to verify whether the specified quantity can actually be issued. If the stock level is insufficient, the application will display a warning. If the company settings do not allow generating issue requests, the document item cannot be saved.

UOM (Unit of Measure)

Select the unit of measure for the quantity from the drop-down list. For a price list item, the unit of measure is carried over from the price list.

Serial Numbers

If a price list item is selected for which serial numbers are tracked, a "Serial Numbers" button will appear in the form. Clicking it opens a dialog for entering serial numbers.

Note: Serial numbers being entered are automatically stripped of invisible characters (spaces, tabs, etc.) at the beginning and end.

Price Level

Unit Price

For a price list item, the value is carried over from the price list.

If the item is a price list item, the application fills this in automatically.

Price Type

For a price list item, the value is carried over from the price list.

VAT Rate

For a price list item, the value is carried over from the price list.

The field is optional and inaccessible for non-VAT payers.

The field can have the following values: Standard, Reduced, Zero. The actual percentage value is populated from the configuration.

Item Discount [%]

The field is accessible only for price list items and text line items. This is an individual item discount.

Apply Document Discount [%]

If a discount is entered in the document header, this checkbox is automatically checked and reflected in the item price. If you uncheck it, the discount entered in the document header will not be applied to this item.

Purchase Price

Margin

Min. Margin

Total Price

Base (home currency)

VAT (home currency)

Total (home currency)

Base (document foreign currency)

VAT (document foreign currency)

Total (document foreign currency)

Note

Optional

You can enter any note about the item in this field. The note is for your information only and is not printed on any document.

You can type the note manually. Using the button next to the field, you can open a multi-line editing field. When editing the note, buttons will appear above the field. If the note you have just entered is not among the predefined texts, you can add it by pressing the corresponding button. Pressing the other button opens the predefined texts codebook, where you can select an existing text, or add, edit, and delete texts.

Labels

Optional field.

Used to tag items with labels, which are then displayed in the field and can especially be useful for filtering.

Pressing the Attach button opens the label selection form. The left field shows Available Labels, and the right field shows labels assigned to the current document item. You can assign or remove labels using the arrow buttons between the two fields. If you use labels extensively, you can use the Groups drop-down list to display only the labels from a selected group. Once you have configured the labels, confirm with the button.

If you need to add a label that is not yet in the Available Labels field, use the corresponding button. The labels codebook will open (menu Tools – Codebooks – Labels), where you can add the required label.

"Details" Tab
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Cost Center

No document can be posted without a cost center.

Activity

Job/Contract

Jobs/contracts recorded under Sales – Jobs/Contracts are available.

Reserve in Warehouse

In the company settings (menu Company – Settings – Modules tab – Sales tab), you can specify whether to allow reservations into negative stock and whether to perform reservations automatically.

If you set reservations to be performed automatically, a reservation for 1 UOM will be created as soon as a stock item is selected. If you enter more UOM, the application will ask whether you want to increase the reserved quantity. Confirming with YES will reserve the quantity up to the ordered amount.

If the ordered quantity exceeds the available stock, the reservation will be made up to the stock level. If the company settings allow reservations into negative stock, the reservation will be made for the full ordered quantity, even if it is not in stock.

If the company settings do not have automatic reservations enabled, checking the "Reserve in Warehouse" checkbox makes the "Reserve UOM" field accessible, and you can fill it in manually. If the company settings do not allow reservations into negative stock, you can reserve a maximum quantity up to the stock level. If you attempt to reserve a higher quantity, it will be automatically reduced.

Reserve UOM

Order from Supplier

This value is for informational purposes only. (do not order, order, already ordered)

Ordered UOM