One of the fundamentals of working with the ABRA Flexi system is having correctly configured code lists. Some of them are pre-filled with values defined by legislation (e.g. VAT Rates, Standard Chart of Accounts), while other values are maintained by each user according to their own needs.
Code lists help with filling in documents (e.g. Labels, Predefined Texts), posting entries (Posting Rules, Chart of Accounts, etc.) and making outputs clearer (e.g. Cost Centers, Jobs). They are used in almost all modules (Countries, Cost Centers and Jobs), or depending on your company's records (VAT Rates, VAT Return Lines).
Some code lists can also be supplemented during accounting operations by pressing the F2 key in a field that uses a code list value — this opens the relevant code list and allows you to add the value.
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Description of individual code lists
Intrastat
Tools – Code Lists – Intrastat
Several code lists that are essential and specific to reporting in the statistical system Intrastat are described in more detail in a dedicated chapter.
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VAT Rates
Tools – Code Lists – VAT Rates
This is a code list containing all VAT rates as defined by the legislation of the country selected when the company was created. It also includes rates that are no longer in effect.
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Cost Centers
Tools – Code Lists – Cost Centers
The form has a pre-set cost center called Headquarters; additional cost centers are created by the user as needed, for example for a store or a branch. Specifying a cost center is required for every posted document, as no document can be posted without one.
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Activity
Tools – Code Lists – Activity
This form is used by subsidized organizations. They record their primary and supplementary (secondary) activities here.
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Countries
Tools – Code Lists – Countries
This code list is primarily used when trading with foreign partners, and the values recorded in it are available in the Business Partners – Company Addresses menu and in documents under the VAT Country field.
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Currencies
Tools – Code Lists – Currencies
This code list is primarily used when trading with foreign partners and is used in documents in the Currency field. When a document is issued, this field is automatically populated with the currency you selected when setting up the company (which can of course be changed).
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Exchange Rates
Tools – Code Lists – Exchange Rates
This form contains a list of exchange rates used. It is used for documents created in a foreign currency (the system will find the applicable exchange rate for the given currency and insert it into the document). Exchange rates are retrieved based on the company settings (menu Company – Settings – tab Automatic Operations).
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Pricing Exchange Rates
Tools – Code Lists – Pricing Exchange Rates
Pricing exchange rates are useful if you maintain your inventory in CZK but also buy and sell goods in foreign currencies. This rate is used to convert the last purchase price and the defined selling price from the price list into a foreign currency. It also allows you to set, for example, a more favorable rate for converting selling prices or a fixed selling price for a specific period.
If a price conversion is performed using a pricing exchange rate, the unit price is highlighted in color on cash documents, as well as on received and issued invoices. If you hover over the field with your cursor, an informational tooltip will appear.
Example: the selling price of an item in stock is set at 100 per unit. The current exchange rate on the foreign exchange market is, for example, CZK 24.675 per Euro.
If you do not define a pricing exchange rate, the value of 100 per unit on a foreign-currency issued invoice line will appear in the "Base [currency]" field. The value of 100 in the "Base [CZK]" field will be converted using the exchange rate specified in the document on the "Currency" tab. The selling price will therefore be calculated as CZK 2,467.50 (100 × 24.675).
If you set a pricing exchange rate of CZK 24.00 per Euro, then the value of 100 per unit on a foreign-currency issued invoice line will be converted using the pricing exchange rate to 4.17 Euro (100 ÷ 24) and shown in the "Base [currency]" field. The "Base [CZK]" field will then convert the 4.17 Euro back using the current exchange rate specified in the document's lower right panel under the "Currency" tab, so that the correct rates are used for accounting purposes. This way you can ensure that, for example, your foreign partner receives the same prices throughout an entire month. If you want to use the current exchange rate for conversions, you must keep the pricing exchange rates up to date.
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Constant Symbols
Tools – Code Lists – Constant Symbols
This form contains the code list of constant symbols used in payment transactions. It is used when creating payment orders and when setting up bank account details in company addresses. The requirement to fill in a constant symbol for standard payments has been discontinued.
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Financial Institutions
Tools – Code Lists – Financial Institutions
This is a list of financial institutions. It is used when creating payment orders and when setting up bank account details in company addresses.
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Units of Measure
Tools – Code Lists – Units of Measure
This is a list of units of measure. They are used in the price list and when creating document line items.
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Postal Codes
Tools – Code Lists – Postal Codes
This form contains a list of all postal codes within the Czech Republic.
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Standard Chart of Accounts
Tools – Code Lists – Standard Chart of Accounts
The standard chart of accounts is fixed and is loaded according to the type of organization. It contains three-digit synthetic accounts as defined by accounting regulations. Users cannot modify or delete existing entries, but they may add
their own off-balance-sheet accounts.
Note: the ABRA Flexi system provides only synthetic accounts; analytical accounts must be created by each user individually.
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VAT Return Lines
Tools – Code Lists – VAT Return Lines
This form is used by VAT payers when creating all accounting documents, on the Posting and VAT Line tab in the VAT Lines field. Based on the data in this list, values from documents are transferred to the lines of the VAT Return form.
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VAT Control Statement Lines
Tools – Code Lists – VAT Control Statement Lines
This code list is used by VAT payers in the Czech Republic when creating all accounting documents, on the Posting and VAT Line tab in the VAT Control Statement Line field, or for document line items on the Posting/Details tab in the VAT Control Statement Line field. Based on the data in this list, values from documents and their line items are transferred to the lines of the VAT Control Statement form.
The code list entries are predefined and cannot be edited.
Abbreviation: The abbreviation of the VAT control statement line.
Name: The name of the VAT control statement line.
Description: The full description of the VAT control statement line, including specific extensions.
Note: Not used.
Fill in goods numeric code
Fill in goods type
XML transaction abbreviation
Valid from: The calendar year from which the record is valid. Together with the following field, it defines the period of validity of the record in the code list.
Valid to: The calendar year in which the record's validity ends.
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List of Goods Under the Reverse Charge VAT Regime
Tools – Code Lists – List of Goods Under the Reverse Charge VAT Regime
This code list contains the types of cases specified by law in which the reverse charge VAT regime applies.
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Labels
Tools – Code Lists – Labels
A label is a universal filtering tool. You can assign any combination of labels to each form. Labels can be used to filter records in any table using the fan-shaped button.
Note: labels cannot be carried over to other forms.
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Label Groups
Tools – Code Lists – Label Groups
If you use labels in the system, you can now also organize them into groups, for example by color. This allows for better organization of labels and easier filtering.
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Posting Rules
Tools – Code Lists – Posting Rules
Posting rules simplify the posting of documents when maintaining cash-basis accounting or double-entry bookkeeping. They are used in individual modules within the document type settings:
Inventory – Posting Rules for Goods Receipts–Issues,
Sales – Posting Rules – Posting Rules – Issued Invoices,
Purchasing – Posting Rules – Posting Rules – Received Invoices,
Money – Posting Rules – Posting Rules – Cash Documents
Money – Posting Rules – Posting Rules – Bank Documents,
Accounting – Posting Rules – Posting Rules – Internal Documents,
Accounting – Posting Rules – Posting Rules – Other Receivables,
Accounting – Posting Rules – Posting Rules – Other Payables.
Before adding additional posting rules, you must have your chart of accounts prepared in advance.
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Predefined Texts
Tools – Code Lists – Predefined Texts
This form contains a list of predefined texts.
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Certification Authorities
Tools – Code Lists – Certification Authorities
A certification authority is an entity that issues digital certificates (electronically signed public encryption keys). It facilitates the use of PKI (Public Key Infrastructure) by using its authority to confirm the accuracy of the information contained in a publicly available public key. Based on the principle of trust transfer, you can trust the information stated in a digital certificate provided that you trust the certification authority itself.
Many commercial certification authorities operate on the Internet, and they typically have their public keys embedded directly in web browsers and other software. This can simplify a user's decision about how much to trust the web servers they connect to. There are also free certification authorities, as well as those governed by the laws of a specific country or by an organization's internal regulations.
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Payment Reminders
Tools – Code Lists – Payment Reminders
Contains predefined reminder types and texts.
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Payment Methods
Tools – Code Lists – Payment Methods
This is a very simple code list that can be used in forms within the Sales and Purchasing modules.
The payment methods "Cash" and "Card" are pre-configured; any additional entries are left to the user.
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Shipping Methods
Tools – Code Lists – Shipping Methods
This is a very simple code list that can be used in forms within the Sales and Purchasing modules.
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User Link Types
Tools – Code Lists – User Link Types
User links serve an informational purpose. They allow individual documents to be linked together in cases where no system-generated link is created.
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Contract Statuses
Tools – Code Lists – Contract Statuses
This is an informational code list that you create yourself and that is used in customer and supplier contracts.
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List of Code Lists
List of code lists pre-filled by the ABRA Flexi system:
VAT Rates,
Countries,
Currencies,
Constant Symbols,
Financial Institutions,
Units of Measure,
Postal Codes,
Standard Chart of Accounts,
VAT Return Lines,
List of Goods Under the Reverse Charge VAT Regime,
Payment Methods,
Shipping Methods.
List of code lists that must be filled in before you start working with the ABRA Flexi system:
Cost Centers,
Activity,
Labels,
Label Groups,
Posting Rules.
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List of Other Code Lists
The cornerstone of the entire accounting system is the chart of accounts. Please pay special attention to its creation.
Another list that must be prepared in advance and that is used in individual document types is document series. It is not a classic code list and is therefore not included among them, but it is used in virtually all modules. Basic document series are pre-configured. Individual document series are created within each module under the "Document Series" option. Their internal structure is identical across all document series, which is why a consolidated overview of their structure is available.
There is also a further set of lists that users create themselves, within the individual modules where they are used (though they may also be used in other modules). These too require attention before you begin entering individual documents. Good organization of these lists will simplify your work later on.
Additional important lists are grouped below by the module in which they can be found and where they can be created or edited.
Module "Business Partners"
Module "Inventory"
Module "Sales"
Module "Purchasing"
Module "Money"
Module "Assets"
Module "Accounting"