Offer Issued

Sales – Issued Quotes

Issued quotes are recorded from the supplier's side when a customer is interested in purchasing your product. It is possible to create so-called variant quotes. The form is primarily used by larger companies and entrepreneurs.

Control Functions

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

Links between individual documents are created when documents are generated and updated.
Navigating through these links illustrates how the entire business case is chained together. Given the complexity of all the links, you will always see the "adjacent" link to the nearest document, and from there you can "move on" to the next document.

Received Inquiries

Issued Quotes

Received Orders

Delivery Notes (Outgoing)

Issued Invoices

Issued Inquiries

Received Quotes

Issued Orders

Goods Receipts

Received Invoices

The application displays a list of all documents that are "linked" to the current document (where the cursor is positioned). Double-clicking a linked document displays another list containing the requested document. A further double-click opens the document window. In this way, you can view the entire history of a document.

​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 Flexi feature makes it easier to search for and check documents.

The "Services" Function

Function – Company Summary Information

When creating or updating a document, it is sometimes important to obtain information about your financial relationship 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 shows all open and non-cancelled "commercial" documents: Open received inquiries, Open issued quotes, Uninvoiced received orders, Open issued inquiries, Open received quotes, Unstocked issued orders.

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

Function – Print Current Document

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

Function – Create Quote Variant

This option allows you to send the quote again in its original form, for example to a different company or to the same company with adjusted values.

Function – Create Received Order

This option allows you to automatically create a received order based on an issued quote. The issued quote is then moved to the "Done" status and no further orders can be created from it.

Filter Drop-Downs
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Filter drop-downs allow you to easily and quickly filter the displayed documents. Set the filters according to your current needs; the last-used filter settings are also applied the next time you open the list. 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 set up 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.

Each filter drop-down offers an unrestricted option as its first item. Only one item can be selected in each drop-down; for advanced filtering, use the global filter function.

The "Received Quote" Card
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A received quote is another link in the so-called business chain. You can enter it manually or create it from an issued inquiry using the service button. If you want to enter a new received quote, start by pressing the button. After pressing the button, an empty received quote form is displayed.

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 entered in a series of documents). The document type determines the document's behavior and also carries the document's default values.

Internal Number

Read-only field.

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

Incoming Number

The number of the quote sent to you by the supplier. If the quote was received in a different form, you do not need to fill in this field, or you can enter "phone, email, etc."

Issued

Required field.

For the first document in a series, the date is set from the computer's date if the entered accounting period matches the current calendar year. Otherwise, the date is set to the last day of the entered accounting period. For the next document in the series, the date is carried over from the previous document.

Due Date

Status

The initial status of a quote after it is created. The quote cannot proceed to further actions and this status is set automatically when the quote is created.

If approval is required, the quote is ready for further processing. The status change is performed by the user.

The quote has been approved for further processing in the form of an order. The status change is performed by the user.

The complete quote has been ordered. The status change is performed by the user or is set automatically when an order is created by copying the quote.

Status transitions may occur depending on the permissions set for the given user. (This applies if the company settings require that the following statuses be observed.)

Description

Enter additional details here for easier orientation in the quote list. This field is not required.

Panel 1, "Supplement" Tab
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Inquiry Number

Optional field.

You can fill in the inquiry number manually. If an order was created from an inquiry, the application fills in the value automatically.

Shipping Method

Optional field.

Values registered in the Tools – Codelists – Shipping Methods menu are offered, e.g. Czech Post, PPL, In person. You can press F2 to open a selection list for more advanced searching, editing, or adding a shipping method.

Shipping and Dispatch.

Optional field.

This field is intended for supplementary text regarding the shipping method.

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

Panel 1, "Note" Tab
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Note

Any note; can be entered manually or selected from predefined texts.

Not printed on the document.

Panel 1, "Introduction" Tab
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Introductory Text

Optional field. No character limit.

Text that will appear before the document line items in the printed version.

You can type the introductory text directly into the field. Using the button next to the field, you can open a multi-line editing field. While editing the introductory text, action buttons will appear above the field. If the text you have just entered is not among the predefined texts, you can add it by pressing the button. Pressing the button opens the predefined texts codelist, where you can select an existing text, or add, edit, and delete texts.

Panel 1, "Conclusion" Tab
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Closing Text

Optional field. No character limit.

Text that will appear after the document line items and before the VAT summary in the printed version. The controls are described under the Introductory Text field.

Panel 1, "Attachments" Tab
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On this tab, you can archive various documents related to the given quote, such as a calculation.

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

You can add a new attachment using the button. When adding an attachment, you have the following options:

An icon is displayed next to each attached file, allowing you to view the attachment at any time. Using the icon, you can save the attachment to a different location. The button is used to scan the document; the second option allows you to select a scanner and scanning parameters.

Panel 2, "Customer" Tab
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Company

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

You can enter the customer's abbreviation or company name (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 customer's record, 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 registered in the Business Partner Address Book that have the value Customer or Customer/Supplier selected in the Relationship Type field are offered.

Name

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

Note: After filling in the company name, if you click on the blue underlined label of the Name field, your web browser will open a 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 building number, orientation number, or a combination of both.

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

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 of the city along with its district if applicable, and will also fill in the corresponding value in the ZIP Code field.

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 a 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 districts.

Country

Select from the drop-down list the country where the company is registered. 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 move 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, self-employed individuals, or state organizational units by the Czech Statistical Office, commercial register, or trade licensing authority (older numbers with fewer digits are padded with leading zeros).

If you click on the blue underlined label of the Company Registration Number field while the value of a Czech company is filled in, your web browser will open a search results page in ARES (Administrative Register of Economic Entities) by registration number, displaying data from public registers. For a Slovak company, a similar page with search results from the Business 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 individual or legal entity required to pay taxes. The VAT number for legal entities consists of the country code prefix + company registration number; for individuals, it consists of the country code prefix followed by the digits of their birth number.

If you click on the blue underlined label of the VAT Number field while the value of a Czech company is filled in, your web browser will open the search form of the Czech Ministry of Finance for registered entities, 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 in 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 in barcode format on documents (for scanning with a barcode reader).

Panel 2, "Postal Address" Tab
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If the postal address is the same as the registered address, leave the checkbox checked. If the addresses differ, uncheck it and fill in the required details.

Panel 2, "Deliver to Address" Tab
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This tab is used for the address to which the goods are to be delivered. To use this tab, the address must be entered in the business partner address book.

This feature is available in the Premium version only.

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

Received Order Type

The drop-down list offers values registered in the Purchase – Document Types – Received Order Types menu.

Cost Center

Optional field.

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

The selected cost center appears only on internal document copies.

Activity

Optional field.

Allows you to classify line items by activity.

The drop-down list offers values from the codelist Tools – Codelists – Activity.

Project

Optional field.

You can select from the projects registered in the codelist Sales – Projects the one that the document relates to. You can enter the project abbreviation or name (or just part of the abbreviation or name) and select the desired project from the suggested records. You can also open the project codelist (using the button or by pressing F2) and search for the project using filters, edit it, or add a completely new record.

Labels

Optional field.

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

After pressing the Attach button, a label selection form opens. The left field shows Available Labels, and the right field shows the 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 labels from a selected group. After configuring the labels, confirm with the button.

If you need to add a label that is not yet in the Available Labels field, use the button. This opens the labels codelist (menu Tools – Codelists – 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/delivery note; persons from the Tools – Persons and Users menu are offered.

Contact Person

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

Name

Phone

Email

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

For entering a document without line items, amounts are entered directly into the tab fields (except for the base total and the VAT total). After changing an amount in one of the fields, the remaining fields are cross-calculated (note, however, that when the VAT amount is changed manually, 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 suitable, for example, for accounting firms entering a document brought in by a client.

Discount [%]

Optional field, available only for documents with line items.

Specifies the percentage discount applied to the entire document. The discount amount may be inherited from the document type or the company's address book record.

The rest 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:

Rounding method: Here you select whether the resulting rounding should be included in the VAT. The available options are:

VAT (method): This field sets the rounding method for the resulting VAT value. Use the drop-down list to select from the available options: up, down, mathematically.

VAT (precision): This setting relates to the previous one – use the drop-down list

to select from the available options: do not round, round to thousandths, hundredths, tenths, units, tens, hundreds, thousands.

Total (method): This field sets the rounding method for the resulting invoiced amount. Use the drop-down list to select from the available options: up, down, mathematically.

Total (precision): This setting relates to the previous one – use the drop-down list to select from the available options: do not round, round to thousandths, hundredths, tenths, units, tens, hundreds, thousands.

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Panel 4, "Currency" Tab
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Currency

Specifies the currency of the document amounts. The default value is the home (domestic) currency entered in Company Settings; if you keep the default, the remaining fields on the tab remain unavailable. If you want to create the document in a different currency, select a value from the list of available currencies. Once selected, the remaining fields on the tab will become available.

Exchange Rate

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

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

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

For item-free documents, values in the fields can be edited except for the base total and the VAT total; the remaining fields are cross-calculated (when the VAT amount is changed, the row totals will add up correctly, but the amounts will not correspond to the percentage VAT rate). For documents with line items, the amount fields are read-only and display values based on the document's line items.

Panel 5, "Document Line Items" Tab
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Document line 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 Line Items" Card

Main Panel

Price List Code

Required field.

Warehouse

Select from the drop-down list.

Label

Abbreviation (pulled from the price list).

EAN

Name

Full name of the price list item (filled in automatically when the price list code is selected).

Quantity

Number of units (the quantity in stock is displayed after selecting a warehouse).

UOM

Unit of measure.

Select from the drop-down list.

Units of measure can be configured in Codelists -> Units of Measure.

Price Level

If you have Price Levels configured, select the desired one from the drop-down list.

Unit Price

Price Type

VAT Rate

Item Discount (%)

Apply Document Discount (%)

Base (CZK)

VAT (CZK)

Total (CZK)

Base (currency)

VAT (currency)

Total (currency)

Note

Optional.

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

You can type the note directly into the field. Using the button next to the field, you can open a multi-line editing field. While editing the note, action 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 button. Pressing the button opens the predefined texts codelist, where you can select an existing text, or add, edit, and delete texts.

Labels

Optional field.

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

After pressing the Attach button, a label selection form opens. The left field shows Available Labels, and the right field shows the labels assigned to the current document line 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 labels from a selected group. After configuring the labels, confirm with the button.

If you need to add a label that is not yet in the Available Labels field, use the button. This opens the labels codelist (menu Tools – Codelists – Labels), where you can add the required label.

The "Details" Tab

Cost Center

No document can be posted without a cost center.

Activity

Project

Projects registered in the Sales – Projects menu are offered.

Reserve in warehouse

When this checkbox is selected, a reservation of the specified price list items in the warehouse is created.

Order from supplier

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

Volume

For a price list item, the value is taken from the price list.

Enter the volume value. The application can calculate the total volume on the invoice, allowing you to determine, for example, whether all the goods on the document will fit in a container.

Volume UOM

For a price list item, the value is taken from the price list.
Select from the list of permitted volume units of measure.

Do not group when creating an issued order

The cost center, activity, and project are automatically copied from the document header. For each field, "Copy value from document header" is checked. If you want to change the value on a line item, you must uncheck this option. Checked values on the line item will be automatically updated when they are changed in the document header.