A goods and material group plays two different roles in Flexi. On one hand, it controls the posting of stock and invoicing documents via contra accounts, and on the other hand, it serves as a pricing tool, since it is used to set the method of calculating the sales price and its rounding. In addition, the group is also used for general categorization of the assortment. The values entered in this form are offered in the header of a price list item in the Goods Group field in the Goods – Price List menu.

Posting. The basic function of this form is to divide stock inventory for the purpose of applying pricing. According to shared posting, goods are divided into groups, e.g., office supplies, materials, services, which share common posting. The contra accounts set on the group then apply to document items.

Pricing. For each group, you can set your own method for calculating the sales price, rounding, and quantity discounts. See the Basic Price Level tab.

Categorization and reporting. The group also serves as a general sorting criterion for the assortment. It is used for filtering and sorting in overviews, feeds into sales analysis, and is a common criterion in user queries. So even if you don't rely on groups for posting or pricing, it's worthwhile to set them up in a meaningful way.

The most common question from customers is: "some account popped up on my document and I don't know where it came from." The account on a document item can come from three places. Flexi evaluates them in this order:

Press the button or the Alt+N keyboard shortcut to open the form for a new record.

The top toolbar of the form has a number of buttons, the meaning of which is described in a separate chapter "Using the Program".

Required field, may contain up to 20 characters. The value must be unique among records.

The abbreviation (also code) is a shortened expression of the group. We recommend choosing an abbreviation that reflects the properties of the given group. That way, you won't need to think about what the group means.

Required field, may contain up to 255 characters.

Generally represents the record in overviews, printed reports, or selection lists, so the record should be described in a unique way. If you set up foreign languages in the initial setup, then after pressing the "+" button you can fill in the "Name" field in the selected foreign languages.

These language variants of the name are printed on documents when printing in a foreign language. Press the "-" button to close the fields for the name in foreign languages.

The remaining fields are divided into several tabs.

On this tab, you set contra accounts. They are used to simplify the posting of stock movements when issuing issued invoices, received invoices, cash documents, issue notes and receipt notes. The warehouse account is set in the list of warehouses.

You select values using the icons on the right – they will redirect you to the Accounting – Chart of Accounts menu.

Allows you, when selling price-listed goods, materials, products, and services on invoice or for cash, to split revenue posting across various analytical accounts.

When creating an invoice in the Sales – Issued Invoices menu (or a cash receipt document), depending on the selected Invoice Type (cash register), the Debit Account (usually 311/211) is saved to the document header on the Posting and VAT Line tab.

If you fill in the Posting Rule field on the Document Specification tab, then the other accounts (credit account and VAT accounts) are also pulled into the Posting and VAT Line tab. These accounts are then carried over to the document item.

If you select Item from price list as the Item Type and then the Code, the posting of this item on the Posting/Details tab => Credit base: is corrected according to the contra account set on the group assigned to the selected price list code. At the same time, the Copy value from document header flag will be cleared.

Example:
In the posting rule, you have set the rule "Revenue from sold goods" => Receipt credit account 604000. You divide revenue from goods in the chart of accounts, e.g., into 604001 Revenue from sold beams, 604002 Revenue from sold slats, 604003 Revenue from sold boards. However, you don't want to handle this split via the posting rule; instead, you have three goods groups (Beams, Slats, Boards), and in each group you fill in the appropriate contra account for issued invoices, thereby ensuring that revenue from these goods groups is automatically posted to the correct accounts.

Allows you, when selling goods, materials, products, and services from the price list on invoice or for cash, to split revenue posting across various analytical accounts.

When creating an invoice in the Sales – Received Invoices menu (or a cash receipt document), depending on the selected Invoice Type (cash register), the Debit Account (usually 321/211) is saved to the document header on the Posting and VAT Line tab.

If you fill in the Posting Rule field on the Document Specification tab, then the other accounts (credit account and VAT accounts) are also pulled into the Posting and VAT Line tab. These accounts are then carried over to the document item. If you select Item from price list as the Item Type and then the Code, the posting of this item on the Posting/Details tab => Debit base: is corrected according to the contra account set on the group assigned to the selected price list code. At the same time, the Copy value from document header flag will be cleared.

Example:
In the posting rule, you have set the rule "Purchase of goods (method A)" => Issue debit account 131000. However, you track purchases of goods from a certain supplier separately on a dedicated account 131001. You don't want to handle this split via the posting rule. Instead, you set up a separate group for this supplier's goods (there may be more than one group depending on how these goods are sold), where you fill in the contra account 131001, thereby ensuring that purchases of this goods group are automatically posted to the correct account.

The contra account set here for received invoices and cash payment documents will also automatically be filled in as the contra account on the automatically created receipt note, if "Automatically generate stock documents" is checked in the received invoice type and in the cash register. The warehouse account is filled in from the setting in the list of warehouses.

Information about which contra account is used for posting stock receipts, both when manually creating a receipt note and when automatically creating a receipt note upon purchasing price-listed goods on invoice or for cash. In that case, the Automatically generate stock documents flag must be checked in the Received Invoice Type and on the Cash Register List form. The warehouse account is set in the list of warehouses.

When manually creating a receipt note, depending on the selected warehouse, the Posting Rule is saved to the receipt note header on the Document Specification tab, and subsequently the account from this rule is saved to the Contra Account field on the Posting tab. The warehouse account is filled in from the List of Warehouses form (typically 132 for goods). These accounts are then carried over to the receipt note item on the Posting/Details tab.

If you select on the Main tab a code from the price list of goods that is assigned to a group, then the posting of this item on the Posting/Details tab => Credit base: is corrected according to the contra account set here for the group of the selected goods – the For Stock Receipt field.

At the same time, the Copy value from document header flag will be cleared.

The posting behaves similarly when automatically generating a receipt note upon purchase on invoice and for cash.

This option determines which contra account is used for posting stock issues, both when manually creating an issue note and when automatically creating an issue note upon selling price-listed goods on invoice or for cash. In that case, "Automatically generate stock documents" must be checked in the issued invoice type and in the cash register list. The warehouse account is set in the list of warehouses.

When manually creating an issue note, depending on the selected warehouse, the posting rule is saved to the issue note header on the Document Specification tab, and subsequently the account from this rule is saved to the Contra Account field on the Posting tab. The warehouse account is saved from the list of warehouses (typically 132 for goods). These accounts are then carried over to the Posting/Details tab. If you select on the Main tab a code from the price list of goods that is assigned to a group, then the posting of this item on the Posting/Details tab => Debit base: is corrected according to the contra account set here for the group of the selected goods – the For Stock Issue field. At the same time, Copy value from document header will be cleared.

The posting behaves similarly when automatically generating an issue note upon sale on invoice and for cash.

Minimum margin (%) - The minimum difference between the purchase price and the sales price, in %.

Determines which type of sales price rounding applies to; choose one of these options:

excluding VAT

According to the sales price calculation method, the sales price excluding VAT is calculated from the purchase price, then rounded according to the rounding method, and the precisely calculated value added tax is added. This results in the final sales price including VAT, which is no longer rounded.

including VAT (precise)

According to the selected sales price calculation method, the precise sales price excluding VAT is calculated from the purchase price, and the precisely calculated value added tax is added. This results in a precisely determined sales price including VAT, which is then rounded according to the rounding method. From this rounded sales price, VAT is then calculated back precisely.

Determines the rounding of the sales price for the given goods group. Which price is rounded is determined by the price type (excluding VAT, including VAT-precise, including VAT-coefficient).

Method - Choose from the options: up, down, mathematically.

Order - Choose from the options: do not round, or round to thousandths, hundredths, tenths, units, tens, hundreds, thousands.

Reflect in price list - If you make a change in the goods group, using this option ensures that the changes made are reflected in all price list items of this group.

A separate method for calculating the sales price can be set for each group of goods and materials.

Base price

This is the starting price used to calculate the base sales price for the given goods group; choose from the following options:

Calculation method

This field is available if you selected Purchase price in the Base price field; you can choose one of the following options:

Example: I buy something for CZK 50 and sell it for CZK 100, i.e., with a profit equal to what it cost me. The margin is therefore 100%.

% (percentage) - Indicates the percentage depending on the calculation method. This may be a margin percentage or a discount rate percentage.

For each group of goods and materials, you can set sales prices with quantity discounts. You can use the same calculation method as in the previous case by setting a lower discount rate or lower margin.

There is another option here as well:
– base it on valid sales prices by granting trade discounts (discount rate). This option is designed especially for negotiations between a wholesaler and a dealer, where the supplier sets the sales price and negotiates the purchase price for the dealer. Since the only starting price is the sales price, the sales price must be taken as the base (100%) for calculating the purchase price for dealers. The percentage value of the discount rate indicates by how much the purchase price for the dealer will be lower than the regular sales price.

calculation = SP-(SP/100*%discount)

Example: You offer a dealer that what you sell for CZK 100 you will give to them for CZK 50. So you're giving them a 50% discount.

Base price

The starting price used to calculate the base sales price for the given goods group; choose from the following options:

Calculation method

"purchase price" – the calculation method offers two options: margin or discount rate,

"sales price" – the only calculation method option – apply a discount.

From quantity

You can set up to 4 quantity levels, thereby creating 4 levels of quantity discounts. If you set a quantity discount starting from, e.g., 10, 50, 100 units (unit = kg, pcs, liter = as specified in the price list), then when selling 1-9 units, the base price (1st) will be automatically offered; when selling 10-49 units, the 2nd price will be automatically offered; when selling 50-99 units, the 3rd price will be automatically offered; when selling 100 or more units, the 4th price will be automatically offered.

%(percentage) - Indicates the percentage depending on the calculation method. This may be a margin percentage, discount rate percentage, or discount percentage.

If you make a change in the goods group, using this option ensures that the changes made are reflected in all price list items of this group.

Description - The data entered in this field are printed in the goods groups printed report.

Note - Here you can enter additional information that you need to have stored for the given goods group.

Tags – you can attach various tags to a specific goods or material group; using the Attach button, a table for selecting tags will be displayed; from the left-hand table Available Tags, use the arrow to move the tags you want to assign to the given agreement into the right-hand table Selected Tags, and confirm the selection with the OK button; if you need to add a tag that is not yet in the left-hand Available Tags table, use the Manage Tags button; this opens the tags codebook (menu Tools – Codebooks – Tags), where you can add the desired tag.

The "Administration" tab contains information about the time validity as well as the visibility of the given record in the codebook (list). The validity of the record is specified by a range of calendar years. Within the specified range of years, the record is valid; in the remaining years, the record is not valid and will not be displayed in the codebook at all. By limiting validity, you ensure that during routine use of the codebook, the user will not be delayed by browsing through records that are no longer used.

Since the time validity is tied to calendar years, it does not correspond to fiscal accounting periods.

Valid from - The calendar year the record's validity begins.

Valid to - The calendar year the record's validity ends. If you want unlimited validity for the record, do not change the preset value of "0" in the Valid from field and the value of "9999" in the Valid to field. The record will then be usable in all calendar years and will appear in the list in every calendar year.

If you fill in the Valid from and Valid to fields with the value "2016", the record can only be used in 2016, i.e., it will only be visible in the list during that year (see accounting period in the side navigation header).