This is a list of all created warehouse documents. Sales documents (invoices and cash receipts) can be automatically generated from them, and ancillary costs of acquiring inventory can be allocated.

You can open this list in the "Goods" module under Goods receipts/issues.

The top toolbar contains a number of buttons whose functions are described in a separate chapter: "Program controls".

Below the top toolbar there is a filter bar where you can narrow down your selection:

Function

Using this function, you can first create warehouse documents – goods receipts/issues – and then automatically generate a purchase/sales invoice from them.

You are first prompted to select the document type. The selected invoice form then opens, the line items from the warehouse documents are transferred to the invoice lines, and the company is also carried over. You can review, complete, and save the data.

Function

If you need to create warehouse documents – goods receipts/issues – first, do not want to issue an invoice, and payment will be made in cash. You are first prompted to select the document type.

The relevant cash receipt form then opens, the line items from the warehouse documents are transferred to the invoice lines, and the company is also carried over. You can review, complete, and save the data.

Function

This option allows you to easily create a transfer between your warehouses. As the first step, you create a goods issue in the usual way. After confirming this prompt, you will be asked to select the document type.

This is how you specify the warehouse to which you want to transfer the goods. The goods receipt form then opens, and the line items from the issue are transferred. You can review, complete, and save the data.

Function

This option is related to the company settings on the "Modules" -> "Goods" tab, where you can enable Allow generation of issue requests. If you have invoiced goods that have not yet been issued from stock, you can use this option to fulfill the goods issue with a zero quantity – the goods will be dispatched from the warehouse and the document status (of the goods issue) will change to "Generated from invoice".

In the warehouse document lines, the "Quantity/Issue UoM" column will be filled with the actual quantity dispatched. The values of the "Requested UoM" and "Quantity/Issue UoM" fields will be identical.

Using the filter drop-downs, you can quickly and easily filter the displayed documents. Set the filters according to your current needs; the last-used filter settings are applied the next time you open the list.

Calendar year (document issue date)

Years are offered in descending order from the next calendar year (based on the computer 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)

Warehouse

Individual created warehouses are offered.

Document type

Individual created document types are offered.

Movement type

Receipt, Issue"Plain" receipt, Receipt after invoice, Receipt after order, Receipt for invoicing, Receipt for transfer, Receipt of finished product, Receipt (credit note, return)"Plain" issue, Issue after invoice, Issue after order, Issue for invoicing (prices from price list), Issue for invoicing (prices manual), Issue for transfer, Issue of finished product, Issue (credit note, return)

Document status

Document status not set, Invoiced, Batch-invoiced, Generated from invoice, Settled by cash register, Generated from cash register, Transfer, Production

User

Filter documents that were created by a specific user.

The filter drop-downs show an unrestricted option as the first entry. Only one item can be selected in each drop-down; for advanced filtering use the global filter function.

Clicking the New button opens a form for a new document.
If you use only the right part of the split button with the drop-down list, the "Document type" will already be pre-set.

The top toolbar of the form contains a number of buttons whose functions are described in a separate chapter: "Program controls".

For easier navigation, the form is divided into five sections. The header has 4 sections, and the fifth section contains the line items.

This is the upper-left section of the "Header". It contains data relating primarily to the document itself. For easier navigation, it is divided into several additional tabs.

This tab is present on all documents. It contains the primary data that must be filled in for most documents.

Document type

Defines the basic properties of the document and groups documents into categories; the available values are those registered in the Goods – Warehouse document types menu: Transfer movement – between individual warehouses (goods, services), Standard warehouse movement – within a single warehouse (goods, services), Production

Movement type

Using the drop-down list, select whether the movement is a

If you used the second half of the split button drop-down list to open the form, you had the option to select immediately whether you want to create a new goods receipt, a new goods issue, or a new transfer. Based on your selection, this field will already be set. However, you can still choose a different option.

Movement type specification

For Movement type "Receipt", the following options are available:

For Movement type "Issue", the following options are available:

If goods receipts/issues are created automatically, this field takes on additional values so that you can easily identify the origin of the document from the text.

Warehouse

Determines the basic document settings (document series, warehouse account, and optionally the contra account, cost centre, activity, and currency); select the relevant warehouse from the drop-down list – warehouses registered in the Goods – Warehouse list menu will be offered.

Internal number

The value is automatically filled in after selecting the document series, or based on the Movement type and Warehouse fields. If you have not set up a receipt/issue series for the given warehouse, the relevant document series list will be presented for selection while you are filling in the document.

Variable symbol

A numeric payment identifier of up to ten digits.

Description

Automatically filled in based on the values in the Movement type and Posting rule fields; the value can be overwritten.

Issue date

If the selected accounting period matches the current calendar year, the date is set to the current date according to the computer clock when the first document in the series is opened (i.e. after launching this option) and can be overwritten. Note: if you need to post to a previous accounting period, the date when the first document in the series is opened is set to the last day of the selected accounting period; for subsequent documents in the series, the date is carried over from the previous document.

Movement type specification

This field is not mandatory. You can choose from the following options:

If goods receipts/issues are created automatically, this field takes on additional values so that you can easily identify the origin of the document from the text.

Document status

The value is set automatically; the field can take the following values:

Note: if this field is empty, the document is still awaiting further processing, or the Movement type is Plain receipt/issue.

Description

You can enter text here for easier navigation in the document list. This field is not mandatory. If you have a description for the document filled in in the warehouse list on the "Document texts" tab, that description will be transferred here.

The values on this tab do not need to be filled in. It contains supplementary information only.

Order number

Optional field. Printed on the delivery note.

Delivery note

Optional field. A document confirming the handover and receipt of goods. The value is printed on the warehouse document (goods receipt/issue).

Shipping method

Optional field. Values registered in the Tools – Codebooks – Shipping methods menu are offered, e.g. Czech Post, PPL, In person. Press F2 to open a selection list for more advanced selection, editing, or adding a shipping method.

Shipping and dispatch.

Optional field.

Intended for supplementary text relating to the shipping method; the entered value is printed on the delivery note. You can type the text manually or select from predefined texts using the drop-down list. Clicking the button with three dots next to the field opens a multi-line editing field for better readability. When typing manually, an autocomplete feature is available – as you type the initial characters, the suggestions narrow down from existing texts. When editing the text, "+" and magnifier buttons 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 magnifier button opens the predefined texts codebook, where you can select a different existing text or add, edit, and delete texts.

Pickup point ID

When dispatching to a specific pickup point (Czech Post Parcel to Post Office, Czech Post Parcel Locker, 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 goods issue or invoice is generated from an order, it will be transferred. This field is only available in the Premium version of the program.

Note

A field for any information that is not printed on the document; if notes repeat across documents, you can again use the split button to save the text to the list of predefined texts.

Introductory text

Printed on the invoice.

Closing text

Optional field. No character limit.

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

Data on this tab is not printed on the document. It is for your own use if you need to store any attachments (documentation, warranty certificates, declarations of conformity, etc.)

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

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

Next to each attached file there is an icon that allows you to view the attachment at any time. Using another icon you can save the attachment to a different location. A button is available for scanning the document; the second option allows you to select the scanner and scanning parameters.

This section displays basic information about the business partner.

Company

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

You can enter the company's abbreviation or name (or just part of it) and select the desired company from the suggested records. You can also open the company list (using the icon on the right or by pressing F2) and search for the company using filters, edit the business partner's company record before selecting it, or add a completely new record; to select a company from the list, simply double-click its record.

Only companies registered in the Address book of business partners that have the value Customer, Supplier, or Customer/Supplier selected in the Relationship type field are offered.

Name

Enter the exact company name. The field is filled in automatically when selecting a company from the address book; otherwise, fill it in manually. Note: After entering the company name, if you click on the blue underlined Name field label, your web browser will open the ARES search results page (Administrative Register of Economic Entities) with data from the commercial register, trade register, VAT payers list, etc.

Street

Enter the street of the company's registered address, including the building number or orientation number, or a combination of both. Note: After filling in the City and Street fields, if you click on the blue underlined Street field label, your web browser will open the Mapy.cz portal 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 and the application will suggest the full name including any district, and will also fill in the corresponding value in the Postal code field.

Postal code

Enter the postal code of the company's registered address (or the local equivalent for foreign companies). When a valid postal code is entered, the City field is filled in automatically. When entering the postal code, you can again use the autocomplete feature: start typing the first digits of the postal code or the beginning of the city name and the application will suggest possible cities, municipalities, or districts.

Country

Select the country where the company is registered from the drop-down list. If you selected a city or postal 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)

The field is filled in automatically if you selected the company from the address book; otherwise, it can be filled in manually. Note: after filling in this field, if you click on the IČO field label, ARES (overview of selected economic entities) will open in your web browser with data from the commercial register, trade register, VAT payers list, etc.

VAT number (DIČ)

The field is filled in automatically if you selected the company from the address book; otherwise, it can be filled in manually. Note: after filling in this field, if you click on the DIČ field label, ARES (overview of selected economic entities) will open in your web browser, where you can verify the data directly from the VAT payers list.

EAN

The company's internationally unique number assigned by the relevant authority, required for EDI electronic communication, or if you need this code printed on the invoice for use with a barcode scanner.

Allows you to specify an address for postal correspondence. Filling in this tab is only relevant if the company has a place of business at a different location from its registered office as listed in the public register. The postal address can be filled in for each company in the Address book; when a company is selected, it will be automatically added to the document. The postal address will be printed on documents so that it is visible through the window of a standard windowed envelope when folded.

Postal address is the same as registered address

When this checkbox is selected, the following fields are unavailable and the registered address from the Supplier/Customer tab is used. When unchecked, the remaining fields on the tab become accessible.

Street

City

Postal code

Country

Company

The data on this tab is printed on delivery notes and is taken from the Business partners – Company addresses menu on the Destination tab; it cannot be filled in manually. It specifies the location to which the goods/product should be delivered.

This tab cannot be filled in manually. The data is taken from the address book, from the "Destination locations" tab.

Destination

If you have multiple destination locations registered for the given company, the one marked with the Primary destination flag will be pre-filled automatically; you can select a different destination location using the drop-down list.

Name

Street

City

Postal code

Country

This is the lower-left section of the "Header". It contains data that has an impact primarily on accounting, as well as on cost centre management, project tracking, activities, and similar areas.

Posting rule

Optional field. Available for accounting documents only.

Simplifies posting of individual documents by automatically filling in the document description, posting accounts, and VAT line based on the selected posting rule. Select the posting rule from the drop-down list.

Press F2 to open a table view of the list for more advanced selection, editing, or creating a new posting rule. To post the document, you must have the account filled in on the Posting tab or in the lower section of the form under Line items.

Note: if you filled in the Posting rule field in the warehouse list on the Posting tab, the value will be pre-set automatically (if needed, you can select a different rule from the drop-down list).

Cost centre

Filling in this field simplifies posting; to post the document, it is necessary to have the cost centre filled in directly on the individual line items. Note: if you filled in the Cost centre field in the warehouse list on the Posting tab, the value will be pre-set automatically (if needed, you can select a different one from the drop-down list).

Activity

This field is automatically filled in if the Activity field is set in the Goods – Warehouse list menu on the Posting tab (if needed, a different activity can be selected from the drop-down list).

Project

Optional field.

You can select the relevant project from those registered in the Sales – Projects codebook. You can enter the project abbreviation or name (or just part of it) and select the desired project from the suggested records. You can also open the projects codebook (using the magnifier button or by pressing F2) and search for a project using filters, or edit 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 particularly useful for filtering. Pressing the Attach button opens the label selection form. The left panel shows Available labels, and the right panel shows labels assigned to the current document.

You can assign or remove labels using the arrow buttons between the two panels. If you use labels extensively, you can use the Groups drop-down list to display only the labels of a selected group. 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. This opens the labels codebook (menu Tools – Codebooks – Labels), where you can add the required label.

Posting date

This is the date of the taxable supply; it is loaded from the Issue date field on the Main tab and cannot be changed.

Warehouse account

The field is automatically filled in with the value specified in the Goods – Warehouse list menu (on the Posting tab in the Warehouse account field); otherwise, select it using the icon on the right. Warning: if this field is not filled in – either here or in the individual line items – the document will not be posted.

Contra account

The field is automatically filled in with the value specified on the Document specification tab in the Posting rule field; otherwise, select it using the icon on the right. Warning: if this field is not filled in – either here or in the individual line items – the document will not be posted.

Posting status

If all line items on the document have the Warehouse account, Contra account, and Cost centre fields filled in and you then save the document, this flag will be checked both on the document detail and in the Posted column of the table. Warning: this flag cannot be unchecked.

Intrastat is an electronic data collection system mandatory for all member states of the European Union. This tab allows you to record all required data.

Country of dispatch

The country from which the product was dispatched.

Country of destination

The country to which the product is to be delivered. Fill in if the document contains items dispatched by you, the invoicing company. In cases where goods are being exported to a third country and have not yet been released into an export customs procedure upon leaving the Czech Republic (or Slovakia, in the case of Slovak legislation), because this release will be carried out by customs authorities in another EU member state, enter that member state.

Country of origin

The country from which the product originates. Fill in if the document contains items for which you are the recipient. In cases of trade with a third country where the goods were released into free circulation in another EU member state before being admitted to the Czech Republic (or Slovakia, in the case of Slovak legislation), enter that member state.

Region of origin

The region from which the product originates.

Transaction

Select the relevant transaction from the drop-down list; values from the Tools – Codebooks – Intrastat – Trade transactions menu are offered.

Delivery terms

Select the delivery terms from the drop-down list; values from the Tools – Codebooks – Intrastat – Delivery terms menu are offered.

Mode of transport

Select the mode of transport from the drop-down list; values from the Tools – Codebooks – Intrastat – Mode of transport menu are offered.

Special movements

Values from the Tools – Codebooks – Intrastat – Special movements menu are offered.

Responsible person

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

Contact person

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

Name

Phone

E-mail

This is the lower-right section of the "Header". It contains, in a single tab, the data relating to the financial part of the document.

Total [CZK]

The total amount of the warehouse document in CZK; automatically loaded as a sum from the line items.

Currency

If the document is to be in a foreign currency, select it from the drop-down list – the Exchange rate and Currency fields will become accessible. Note: if you have a value set in the Currency field in the Goods – Warehouse list menu on the Posting tab, the currency will be transferred based on the selected warehouse.

Exchange rate

This field becomes accessible after selecting any value other than Czech koruna in the Currency field; the value will be loaded if you have the Exchange rates form filled in under Tools – Codebooks; the exchange rate can also be entered manually.

Total [currency]

This field is automatically filled in by calculation from the preceding values, if the document is issued in a foreign currency.

To add a line item to the goods receipt/issue, click the Add button.

The top toolbar of the form contains a number of buttons whose functions are described in a separate chapter: "Program controls".

Clicking the button opens the card for creating a new line item. Items are