Received orders are used to record binding requests from your customers. You can enter them manually or create them using the "Services" button from received inquiries and issued quotes. You can easily print received orders and use them to create issued advance invoices, invoices, sales receipts, and delivery notes. If you record orders for goods that are no longer in stock, you can create an issued inquiry or purchase order. If you receive multiple orders from your customers and want to order the required goods that are currently out of stock from your supplier, the application allows you to create a bulk inquiry or purchase order using the "Services" button. More about this and other features can be found in the "Services" chapter.

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.

When creating new documents or updating existing ones, links are established between individual documents. Since an order can be the very first document in the entire chain of a business cycle, navigating through all the links will illustrate the continuity of the entire business case. Given the complexity of the links between documents, only the direct links of the current document to the nearest documents will always be displayed. In practice, from a received inquiry you will see a link to an issued quote, from there to a received order, and so on to a delivery note and an issued invoice.

The application displays a list of all documents that are "linked" to the current document (selected by the cursor). Double-clicking on a linked document displays another list containing the required document. Another 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 ABRA Flexi feature makes it easier to search for and review documents.

This button is used to calculate the totals for the current selection (using checkboxes) of 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 with your mouse inside the totals result (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, …) and use Ctrl-V to paste the result from the clipboard into the editor, where you can then work with it further (print, archive, etc.).

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

The Services button is used to quickly create documents linked to the selected records.

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 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 billing 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 purchase orders.

If you are interested in additional company details, they are 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 it will look when printed. The document language can be changed in the preview. If the document is correct, you can print it (the "Printer" button in the top left corner of the preview), export the print version to standard PDF format (the "PDF/Acrobat" button), or send the document by email (the "Letter" button).

Function – Create Issued Inquiry

Selecting this function will generate issued inquiries. The prerequisite for correct generation is that each line item must have a supplier specified (if there are multiple suppliers, the primary supplier will be selected automatically) and that the "Order" checkbox is checked for the required items. After selecting the items to be ordered and confirming with the OK button, an issued inquiry will be created with a link to the received order. In the "Details" tab, the value "Order" will automatically change to "Already ordered". If necessary, this value can be changed and an issued inquiry can be created for a different supplier.

Function – Create Bulk Inquiry

This option allows you to create a bulk inquiry from multiple received orders. The same conditions must be met as when creating an individually created issued inquiry.

Function – Create Delivery Note

Selecting this function will generate a delivery note. The prerequisite for correct generation is that all items on the received order are in stock. If any item is not in stock, the creation of the delivery note will be rejected. Before confirming, you can set the quantity to be dispatched in the "Fulfill" field — this field is automatically pre-filled with the ordered quantity. After confirmation, the system will create a delivery note linked to the received order. The field "Movement type details" will be filled in with "Issue after order". The "Document status" field will remain empty. It will be filled with "Invoiced" if you invoice the delivery note using the Services button in the "Goods" module from this created delivery note. A barcode scanner can be used here: scanning one of the order's EAN codes will reset all quantities to be fulfilled to zero and load 1 piece of the given item (scanning the same EAN code again will add another piece of the item). If the number of units to be fulfilled does not match the number of units in the order, the item will be highlighted with a red border. Otherwise, it will be highlighted with a green border.

Function – Create Issued Invoice

Selecting this function will generate an issued invoice. The prerequisite for correct generation is that all items in the order are in stock. If any item is not in stock, the creation of the invoice will be rejected and it will be possible to create the invoice manually. A barcode scanner can be used here: scanning one of the order's EAN codes will reset all quantities to be fulfilled to zero and load 1 piece of the given item (scanning the same EAN code again will add another piece of the item). If the number of units to be fulfilled does not match the number of units in the order, the item will be highlighted with a red border. Otherwise, it will be highlighted with a green border.

Function – Reserve

This button performs a direct reservation of the ordered goods in the warehouse. After pressing the button, a form appears where you can check the "Reserve" flag to enable the "quantity" field, where you enter the quantity you want to reserve. Confirm with the OK button.

Function – Create Issued Advance Invoice

This function allows you to create an issued advance invoice. After confirming the button, a form will appear for entering the advance amount.

Function – Create Sales Receipt

This function allows you to create a sales receipt. First, you need to select the point-of-sale register to be used, then confirm the items to be fulfilled. The point-of-sale register will appear, through which you sell the items and create the sales receipt.

Function – Create Issued Purchase Order

This function allows you to create an issued purchase order based on received orders. To use this option, you must have the details filled in for the items in the received order under the "Details" tab — 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 order will be automatically created based on this data. In the "Details" tab, the value "Order" will automatically change to "Already ordered". If necessary, this value can be changed and an order can be created for a different supplier.

Function – Create Bulk Purchase Order

This function allows you to create a bulk issued purchase order from multiple received orders. When creating bulk orders, you must have checked the orders for which you want to order goods, and the same conditions must be met as when creating an individually created issued purchase order. All these options behave similarly. After confirming, the application reviews the received orders that have the value "Order" set in the "Order from supplier" field under the "Details" tab of their line items, and displays a dialog for selecting goods:

In the top toolbar, there is a checkbox that you use to select the items you want to order. In the adjacent field, you can display a list of suppliers who are filled in the table or who are listed in the price list under the "Supplier" tab. This allows you to filter items for creating an order for a single supplier only.

In the top toolbar, you can also filter goods from a single warehouse and hide non-orderable items — i.e., items where the stock quantity is higher than the ordered quantity.

A list of all outstanding items from individual orders will then be displayed.

If you have a supplier marked as primary in the price list under the "Supplier" tab, it will be automatically transferred to this table. The same result is 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 entered in the price list under the "Sales Prices" tab.

· Using the magnifying glass button, 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 to update the purchase price in the price list upon receipt checked in the company settings, the updated price will be displayed in this column.

On the left side of each row, you can also manually check the items you want to order. Bulk orders will be created, summarizing the goods by supplier. If some goods are already in stock, the order will be created in an amount such that the remaining stock after fulfillment will be zero. This amount can be changed manually.

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

For all items in orders processed this way, the value "Order" in the "Details" tab under the "Order from supplier" field will automatically change to "Already ordered". If necessary, this value can be changed and an issued purchase order can be created for a different supplier.

Function – Recalculate Fulfillment Percentage

This function is used to update the "% fulfillment" column based on the price of the ordered item and the current stock level. This column tells you what percentage of the order you are currently able to fulfill.

The % fulfillment is not calculated for items with a 100% discount. This value works with price, not quantity.

Note: At present, this can be worked around by saving the order with a unit price, calculating the % fulfillment, returning to the order, and changing the unit price to 0. After recalculating the % fulfillment, the correct percentage will be retained even for the order with a zero price.

Filter drop-downs allow you to quickly and easily filter the displayed documents. Set the filters according to your current needs; the most recently used filter setting 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) 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: 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, In transit, and Partially in transit.

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 item; for advanced filtering, use the global filter function.

Not done

You can use this status when an order is not yet prepared or approved.

Unspecified

This is the status an order has immediately after it is received; the order cannot proceed to further actions.

Ready

If approval is not required, the order is ready for further processing. The status change is made by the user.

Approved

This status indicates that the order has been approved and is ready for further processing. This status change is made by the user.

Partially issued/received

Part of the order has already been dispatched from the warehouse. This status change occurs automatically when a delivery note or invoice is created.

Issued/received

The entire order has already been dispatched from the warehouse. This status change occurs automatically when a delivery note or invoice is created.

Partially done

Part of the order has already been invoiced. This status change occurs automatically when a delivery note or invoice is created.

Done

The entire order has already been invoiced. This status change occurs automatically when a delivery note or invoice is created.

Cancelled

The order has been cancelled.

In transit and Partially in transit

These statuses allow further management of the order. They are typically used in connection with the creation of an issued purchase order.

Depending on the permissions assigned to a given user, status transitions may occur (if the company settings require that the following statuses be observed).

Document type (required field)

Select the document type from the list of document types. The selected type determines the behavior of the document and also carries the document's default values. (The system remembers the last used document type.)

Internal number

This field is not editable; it is automatically generated after 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 prevents the possibility of entering an incorrect series.

Incoming number

Status

Select the status from the drop-down list. Some statuses are filled in automatically, e.g., upon dispatch from the warehouse or after invoicing.

When the order status is set to Issued, Done, or Cancelled, any remaining relevant warehouse reservations for the goods will be released.

Issued

The date stated on the written order, or the date on which the verbal order was placed.

Ordered

The date the order was placed.

Deadline

The requested delivery date.

Fulfilled

The date of full order fulfillment.

The value is automatically filled in when the order reaches the status "Done".

Description

This field is available for a more detailed description of the order and serves as a reference in the order table. This field is not required and is not printed on the final order.

Inquiry number

Optional field.

The inquiry number can be filled in manually. If the order was created from an inquiry, the application fills in the value automatically.

Variable symbol

Payment method

Optional field.

Select the appropriate payment method from the drop-down list. The values offered are those recorded in the menu Tools – Codebooks – Payment Methods, e.g., the defaults: Bank transfer, Cash, Postal order, Cash on delivery, Payment card, Offset. Using the F2 key, you can open the selection list for more advanced selection, editing, or adding a custom payment method.

Quote number

Optional field.

The quote number can be filled in manually. If the order was created from a quote, the application fills in the value automatically.

Shipping method

Optional field.

The values offered are those recorded in the menu Tools – Codebooks – Shipping Methods, e.g., Czech Post, PPL, In person. Using the F2 key, you can open the selection list for more advanced selection, editing, or adding a shipping method.

Shipping and dispatch

Optional field.

Intended for supplementary text regarding the method of delivery; this text is printed on the order.

You can type the text manually or use the drop-down list to select from predefined texts. When editing the text, + and magnifying glass buttons will appear above the field. If the currently entered note is not already among the predefined texts, it can be added by pressing the + button. Pressing the magnifying glass button opens the predefined texts codebook, where you can select a different existing text, or add, edit, and delete texts.

Pickup point ID

When shipping to a specific pickup point (Czech Post Balík na poštu, Czech Post Balíkovna, Zásilkovna, PPL Parcelshop, DPD Parcelshop, GLS Parcelshop, Uloženka, WeDo PickupPoint, WeDo Box), its ID is required. This ID can be entered in the "Pickup point ID" field. If a delivery note or invoice is generated from the order, the ID will be carried over. This field is only available in the Premium version of the application.

The payment account is the detail that will be printed in the bank details section on the invoice form. When creating a document, your "primary" account is automatically set here. If you want your customer to send payment to a different account than the standard one, you must select a different account from the drop-down list. Consider defining this value on the invoice/receivable type so that when creating a document, you do not need to worry about which account should appear on the invoice.

Bank account

Use the drop-down list to select the bank account to which payment should be received.

Account number

Filled in automatically based on the selected account.

Bank code

Filled in automatically based on the selected account.

Constant symbol

Fill in if required.

IBAN

Filled in automatically based on the selected account.

BIC

Filled in automatically based on the selected account.

This tab provides space for your own notes. These notes are not printed anywhere and serve only as information for you, e.g., what to watch out for when working with the record.

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. When editing the introductory text, + and magnifying glass buttons will appear above the field. If the currently entered text is not among the predefined texts, it can be added by pressing the "+" button. Pressing the magnifying glass button opens the predefined texts codebook, where you can select an existing text, or add, edit, and delete texts.

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. Controls are described for the Introductory text field.

This tab allows you to store various documents related to the given order, such as a company register extract or detailed requirements.

The top toolbar of the table contains a number of buttons, the meaning of some of which is described in the dedicated chapter "Application Controls".

Using the "New" button, you can add a new attachment. When adding, you can choose from the following options:

Next to an added attachment, there is a folder icon that allows you to view the attachment at any time. Using the floppy disk icon, you can save the attachment to a different location. The scanner button is used to scan the document; the second option allows you to select the scanner and scanning parameters.

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 empty).

You can enter the abbreviation or name of the customer's company (or just part of the abbreviation or name) and select the required company from the suggested records. You can also open the company list (using the magnifying glass button or the F2 key) and search for a company using filters, edit the found customer, or add a completely new record; to select a company from the list, simply double-click on 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 company name. The field is automatically filled in when a company is selected from the address book; otherwise, fill it in manually.

Note: If you click on the blue underlined label of the Name field after entering the company name, a page of search results from ARES (Administrative Register of Economic Entities) will open in your web browser, showing 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, orientation number, or a combination of both.

Note: If you click on the blue underlined label of the Street field after filling in both the City and Street fields, the Mapy.cz portal will open in your web browser, showing 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 based on the initial letters, along with 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 automatically filled in. 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 move to the first matching country.

Company ID (IČO)

Enter the business partner's company registration number — the unique eight-digit identification number of a legal entity, self-employed individual, or state organizational unit, assigned by the Czech Statistical Office, commercial register, or trade licensing office (older numbers with fewer digits are padded with leading zeros).

If you click on the blue underlined label of the Company ID field when a value is filled in for a Czech company, a page of search results from ARES (Administrative Register of Economic Entities) will open in your web browser, showing data from public registers based on the company ID. 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 natural or legal person required to pay taxes. The VAT number of legal entities consists of the country abbreviation + company registration number; the VAT number of natural persons also consists of the country abbreviation followed by the digits of their personal identification number.

If you click on the blue underlined label of the VAT number field when a value is filled in for a Czech company, a search form for registered entities of the Czech Ministry of Finance will open in your web browser, where you need to enter the partner's VAT number and press the Search button to display information about the VAT payer and their registration. For companies registered in other countries, the VIES VAT validation result from the European Commission system will open.

EAN

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

If the mailing address is the same as the company's registered address, check the flag; if it is different, fill in the following fields:

City

ZIP code

Country

Company

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 item using the Add button in the "Destinations" section 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.

Create invoice of type…

The drop-down list offers values recorded in the menu Sales – Document Types – Issued Invoice Types.

Cost center

Optional field.

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

The selected cost center appears only on internal document copies.

Activity

Optional field.

Allows line items to be categorized by activity.

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

Job order

Optional field.

You can select the relevant job order from those recorded in the codebook Sales – Job Orders. You can enter the abbreviation or name of the job order (or just part of it) and select the required job order from the suggested records. You can also open the job orders codebook (using the button or the F2 key) and search for a job order using filters, or edit it or add a completely new record.

Labels

Optional field.

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

After pressing the Attach button, a label selection form opens. 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 labels from a selected group only. Once you have set the labels, confirm with the OK button.

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

Invoice collectively

Check this box if you want to invoice collectively.

VAT country

Use the drop-down list to fill in the VAT country.

Text for invoice

Here you can enter text that will be carried over to the invoice.

Responsible person

Select the user from the drop-down list who is responsible for the given order.

Contact person

The name of the person who can be contacted regarding the given document.

Name

Filled in automatically when a contact person is selected. Can be filled in manually.

Phone

Filled in automatically when a contact person is selected. Can be filled in manually.

Email

Filled in automatically when a contact person is selected. Can be filled in manually.

The tab for 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 line item is added to the document, most fields on the tab become read-only and their values are updated with each change to a line item.

For entering a document without line items, the amounts are entered directly into the tab fields (with the exception of the tax base total and the VAT total). After changing the amount in one of the fields, the remaining fields are cross-calculated (note, however, that if you manually change the VAT amount, the row totals will be consistent, 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 to the inclusion of amounts for goods and services exempt from VAT). A document without line items is suitable, 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 discount percentage applied to the entire document. The discount amount may be taken from the document type or from the company record in the address book.

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

The fields are in rows labeled with the specific VAT rate:

Rounding method: Here you select whether the resulting rounding should be included in VAT. You can choose from:

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

VAT (precision): This setting follows from the previous one — use the drop-down list

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

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

Total (precision): This setting follows from the previous one — use the drop-down list to select from the available values: do not round, round to