Internal Documents

Accounting – Internal Documents

This form is used to create accounting and closing entries that are not related to matching. Exchange rate differences and residual differences generated based on company settings (menu Company – Settings – tab Automatic Operations) are recorded here.

Note! Internal documents cannot be matched with a payment — they are used solely for posting (exchange rate differences, payroll entries, etc.). If you need to match a document with a bank or cash payment, or offset it against another document, you must create an Other Receivable or Other Payable.

Toolbar Functions

The document list has a top toolbar with function buttons and filter drop-downs. Both are used for quickly launching frequently used functions and selecting views.

The "Links" Function

When documents are created and updated, links are established between individual documents. These include:

Settling Document

Issued and received invoices, receivables, and payables after payment are linked to bank documents, cash register (internal documents).

Exchange Rate Differences

When invoices in foreign currency are paid, exchange rate differences arise due to changes in exchange rates. Internal accounting documents are created to post these correctly.

Year-End Revaluation (if the document is in a foreign currency)

When foreign currency invoices are not fully settled by year-end, the differences in the invoice value resulting from exchange rate changes must be included in the total invoice value. Internal accounting documents are used for their correct posting.

Stock Issues, Stock Receipts

When an invoice is created with price-list "stock" items, stock issues or stock receipts are created automatically.

Advances, Advance Tax Documents

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 required document. A further double-click opens the document window. This way you can view the entire history of a document.

Example of how Flexi maintains links between documents:

First, you record a customer inquiry.
Based on it, you create your offer (or several variants).
You then receive the customer's order.
To fulfil it, you send inquiries to your suppliers.
Based on the most favourable supplier offers, you place orders by creating issued purchase orders.
Goods delivered by the supplier will be accompanied by received invoices, which will be linked to several stock receipts upon warehousing.
It is time to deliver the goods to the customer: the issued invoice is linked to warehouse stock issues.
The issued invoice is later settled in the bank. If it is in a foreign currency, exchange rate differences may arise, or documents may be revalued if payment occurs in the following year.

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 review documents.

The "Totals" Function

In the top toolbar on the right, the "Totals" button is available for summing documents. For more information about this function, see the chapter Documents -> Totals in Document List.

The "Bulk Changes" Function

The bulk changes function is used to quickly change the value of a specific field across many items at once. A description of how to use it can be found in the chapter Bulk Changes.

Function "Services – Create/Remove Link to ATD (Advance Tax Document)"

After selecting this service, the application allows you to create a link (connection) between an advance tax document and the bank statement or cash document for which the advance tax document was created (manually). Normally, the advance tax document is created automatically from the bank or cash register when an advance payment is settled.

After selecting the function, you first specify whether the advance payment was settled via bank or cash register. You then locate the corresponding document and confirm the link by clicking the "Select" button.

Filter Drop-Downs

Using the filter drop-downs, you can easily and quickly filter the displayed documents. Set filters according to your current needs; the last-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 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 the year chosen in the filter)

VAT Period

12 calendar months, 4 quarters (in the year of the selected accounting period or the year chosen in the filter)

The determining date is the date of the taxable supply.

Document Type

The individual document types that have been set up are offered.

User

Filter documents that were created by a specific user.

Filter drop-downs offer an unrestricted option as the first item. Each drop-down allows you to select exactly one item; for advanced filtering, use the global filter function.

The "Internal Document" Card

The "Internal Document" card cannot contain line items (it is a so-called item-free document).

Like all other modules, the cash register shares General Document Properties with them.

For further detailed information, we recommend using the following links:

Panel 1, Tab "Main"

Internal Document Type

Required field

Select from the list of internal document types (the application remembers the last internal document type entered in a series of documents). The internal document type determines the behaviour of the document and also carries the document's default values. (See "Internal Document Type")

Document Number

Read-only field

The value is filled in automatically after selecting a document series.

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 entry of an incorrect series.

Incoming Number

Required field

Variable Symbol

Read-only field

The variable symbol is generated automatically from the incoming number by removing all non-numeric characters.

Issue Date

Required field

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

The posting date value is automatically generated from the issue date.

If you enter a date that is later than the end of the accounting period, the application will set the last date of the current accounting period as the posting date. This applies to documents that are created after the end of the accounting period but substantively belong to that period. Examples include energy or phone invoices, which are issued the following month.

If the document does not substantively belong to the selected accounting period, this is an error — you must switch the application to a different accounting period and create the document there.

Date of Taxable Supply (Tax Supply Date)

Required for an accounting document if you are a VAT payer (Configuration)

The date of the taxable supply (Tax supply date). For the first document in a series, it is carried over from the issue date. For subsequent documents, it is copied from the previous document.

Order Number

Description

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

Panel 1, Tab "Note"

Note

Any note — can be typed manually or selected from predefined texts.

Not printed on the document.

Panel 2, Tab "Company"

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 leave this field empty).

You can enter an abbreviation or company name (or just part of it) and select the required 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 a company using filters, edit the business partner's record before selecting it, or add a completely new record; to select a company from the list, simply double-click its record.

Only companies recorded 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 a company is selected from the address book; otherwise, fill it in manually.

Note: After filling in the company name, if you click the blue underlined label Name, a browser window will open displaying search results in ARES (the Administrative Register of Economic Entities) with data from the commercial or trade register, the VAT payer list, etc.

Street

Enter the street address of the company's registered office, including the building number, orientation number, or a combination of both.

Note: After filling in the City and Street fields, if you click the blue underlined label Street, a browser window will open showing 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 — including any district — based on the letters entered, and will also fill in the corresponding value in the ZIP Code field.

ZIP Code

Enter the ZIP code of the company's registered office (or the local equivalent for foreign companies).

When a valid ZIP code is entered, the City field is filled in automatically. 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 districts.

Country

Select from the drop-down list the country in which the company is registered. If you selected a 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 jump 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 organisational units by the Czech Statistical Office, the commercial register, or the trade licensing office (older numbers with fewer digits are padded with leading zeros).

If you click the blue underlined label IČO for a Czech company with a value already entered, a browser window will open displaying search results in ARES (the Administrative Register of Economic Entities) by registration number, with 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 natural or legal person liable to pay taxes. The VAT number of a legal entity consists of the country code + company registration number; for natural persons, it consists of the country code followed by the digits of their birth number.

If you click the blue underlined label DIČ for a Czech company with a value already entered, a browser window will open with the search form of the Czech Ministry of Finance for registered entities, where you must enter the partner's VAT number and click the Search button to display information about the VAT payer and their registration. For companies registered in other countries, the VAT (VAT) verification result in the European Commission's VIES system will be displayed.

EAN

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

Tab "Specification"

In this panel you enter the values required for posting the document. When line items are created, these values are automatically transferred to them. If a value in the header is changed, it is automatically transferred to the line items, except for those where you have already changed the value manually. A change at line item level is possible after making the value accessible by unchecking the copy from document header flag.

Posting Template

Optional field. Available for accounting documents only.

Simplifies the posting of individual documents by automatically filling in the document description, posting accounts, and the VAT line according to the selected posting template.

Select a posting template from the drop-down list. Press F2 to open a table view of the list for more advanced selection, editing, or creation of a new posting template.

Cost Centre

Required field for posting the document.

Allows you to assign the document within the cost centre structure of the company being accounted for. This field must be filled in to post the document, even if the company does not use cost centre accounting (in that case, the cost centre named "Head Office" is selected automatically).

Activity

Optional field.

Allows line items to be classified by activity.

The drop-down list offers values from the Tools – Code Lists – Activity code list.

Job/Contract

Optional field.

You can select from the jobs/contracts recorded in the Sales – Jobs code list the one to which the document relates. You can enter an abbreviation or job name (or just part of it) and select the required job from the suggested records. You can also open the jobs code list (using the button or by pressing F2) and search for a job using filters, or edit an existing one or add a completely new record.

Tags

Optional field.

Used for labelling documents with tags, which are then displayed in the field and can primarily be used for filtering.

Clicking the Attach button opens the tag selection form. The left panel shows Available Tags and the right panel shows the tags assigned to the current document. You can assign or remove tags using the arrow buttons between the two panels. If you use tags extensively, you can use the Groups drop-down list to display only tags belonging to a selected group. Once you have configured your tags, confirm with the "OK" button.

If you need to add a tag that is not yet in the Available Tags panel, use the "Manage Tags" button. This opens the tags code list (menu Tools – Code Lists – Tags), where you can add the required tag.

Tab "Posting and VAT Line"

In this panel you enter the values required for posting the document. When line items are created, these values are automatically transferred to them. If a value in the header is changed, it is automatically transferred to the line items, except for those items where you have already changed the value. A change at line item level is possible after making the value accessible by unchecking copy from document header.

VAT Classification

Required for VAT payers when the document is an accounting document.

Based on the selected legislative country, a list of VAT classification options is offered. For issued invoices, only output VAT classifications (taxable supplies made) will be shown in the help. A validation check is also performed, where the user is notified of any discrepancy between the type of trade in the VAT classification and the customer's country and their VAT registration status (Domestic, EU VAT-registered, EU non-VAT-registered, and Outside EU).

VAT Country

Required field for VAT payers on an accounting document.

The country in which VAT will be remitted.

The value in this field is automatically set to the legislative country specified in Company Settings on the Legislation tab. The value can be changed by selecting from the drop-down list.

If the Restrict VAT country selection option is checked in Company Settings, the selection will be limited to relevant countries based on the current document values.

If the company being accounted for is registered for MOSS, the appropriate VAT country may be automatically selected based on the business partner's country and their VAT registration status.

VAT Control Statement Line

VAT payers only. Field is not required.

This field is used to specify the line of the VAT control statement form into which the VAT base amounts and VAT amounts will be loaded. It also serves as the default value for the Control statement line field on the Posting/Details tab of document line items being added.

The VAT control statement line value will be set according to the value defined for the selected document type; the value can be changed using the drop-down button. The values offered are loaded from the VAT control statement lines code list, restricted to lines corresponding to the currently selected VAT country and document type, with lines matching the document's movement type listed first.

If you are unsure which VAT control statement line to select, leave the field empty — before generating the VAT control statement, you will be notified about documents without a selected VAT control statement line and will be able to set the correct line. If the document has no impact on the control statement, select line 0.0.

When saving a document with the Czech Republic as the VAT country, a check will be performed to verify that the total document amount meets the condition for the value of the selected VAT control statement line. You will also be notified if the selected control statement line does not correspond to the document's movement type.

Posting Date

The posting date (also referred to as the "moment of occurrence of the accounting transaction") is copied from the document date. Users can only change it within the range of the current accounting period.

If you enter an issue/receipt date that is later than the end of the accounting period, the application will set the last date of the current accounting period as the posting date. This applies to documents that are created after the end of the accounting period but substantively belong to that period. An example would be energy or phone invoices, which are issued the following month after the end of the "monthly service".

If the document does not substantively belong to the selected accounting period, this is an error — you must switch the application to a different accounting period and create the document there.

Posted

This field is read-only for users. The application updates it automatically based on the posting status.

The Posted field indicates whether all accounts and cost centres are correctly filled in for an accounting document. For an item-free document, the application checks for the presence of the required values in the header. For a line-item document, the values on all line items are checked. If everything is in order, the Posted field is checked. Otherwise, it remains unchecked.

After creating a document, the operator may not fill in all the details because they are not yet known. The company's accountant can easily find unposted documents by this value and complete them later. The existence of "incomplete" documents will prevent important accounting operations such as year-end closing, balance sheet generation, and profit and loss statement generation from being carried out.

Base Account – Debit

Base Account – Credit

VAT Account – Debit

VAT Account – Credit

Tab "CZK"

The tab with the home currency (usually labelled "CZK") provides a financial overview of the entire document and a breakdown of amounts by VAT rate. After adding the first line item 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, amounts are entered directly into the tab fields (except for the base total and VAT total). After changing an amount in one field, the remaining fields are cross-calculated (note, however, that if you manually change the VAT amount, the row totals will balance, but the amounts will not correspond to the percentage VAT rate). For so-called item-free documents, the application automatically creates line items of the "Accounting Item" type, with the number of items corresponding 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, accessible only for documents with line items.

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

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

Base
VAT
Including VAT

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

Exempt (0 %)
Reduced Rate
2nd Reduced Rate
Standard Rate
Total

Tab "Rounding Method"

This tab is accessible only for documents with line items.

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

Into base and VAT – rounding inherits the VAT rate from the document
Into 0 rate – rounding will have a VAT rate of 0%
Individually – selecting this method allows you to configure rounding to your own preference, for example if you do not want documents to be rounded

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

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

to select from the available options: no rounding, round to thousandths, hundredths, tenths, units, tens, hundreds, thousands.

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

Total (precision): This setting follows on from the previous one — use the drop-down list to select from the available options: no rounding, round to thousandths, hundredths, tenths, units, tens, hundreds, thousands.

Tab "Currency"

Currency

Specifies the currency of the document amounts. The default value is the home (domestic) currency entered in Company Settings; if left as-is, 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 accessible.

Exchange Rate

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

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