Accounting – Other Receivables

The Other Receivables form is used, for example, to record receivables not captured in the Sales module, to record overpayments, and to record receivables from sales paid by payment card.

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

Payment document

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

Exchange rate differences

When invoices in foreign currencies are paid, exchange rate differences arise due to changes in exchange rates. To account for these correctly, internal accounting documents are created.

Year-end revaluation (if the document is in a foreign currency)

When invoices in foreign currencies are not fully paid by year-end. Due to exchange rate changes, differences in the invoice amount must be included in the total invoice value at year-end. Internal accounting documents are used for their correct posting.

Stock issue slips, stock receipt slips

When creating an invoice with price-list "stock" items, stock issue slips or stock receipt slips are automatically generated.

Advances, advance tax documents

The application displays a list of all documents that are "linked" to the current document (the one with the cursor on it). Double-clicking a linked document displays another list containing the requested document. Another double-click opens the document window. In this way you can view the complete history of a document.

Example of how Flexi maintains links between documents:

When you are 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 check documents.

A button for summing documents is available on the right side of the top toolbar. More information about this function can be found in the chapter Documents -> Totals in Document List.

The bulk change function is designed for quickly changing the value of a specific field across many items at once. A description of its use can be found in the chapter Bulk Changes.

Print current document: Prints the document currently selected by the cursor. After pressing the button, a document preview is displayed so you can see what the document will look like when printed. When viewing the preview, you can change the document language. If the document looks 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).

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 that 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 tab displays in the first column invoicing and payment behavior data: Total invoiced, Unpaid, Paid after due date, Average payment delay in days, Invoicing limit, Defined payment terms

The second column will show all incomplete 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 further details about the company, they are available on the other tabs.

Cash payment: After pressing the button, the application generates a cash register document (cash receipt) that settles the invoice. This document takes the amount from the invoice. The contra account is taken from the primary account of the invoice being settled. The cash register document will not include VAT. The invoice will be set to Paid status and a link between the invoice and the cash register document will be created.

A detailed description of matching is in the chapter "Document Matching", which is shared for bank, cash register, and internal documents.

The application fills in the following values in the cash register document

Cash register

Selected from the list of cash registers to which the payment document is to be created.

Internal number

If no document series is defined for the cash register, you will be prompted to enter one.

Incoming number

Variable symbol of the invoice being settled

Variable symbol

Variable symbol of the invoice being settled

Issue date

The date is taken from the invoice issue date

Description

Name of the company on the invoice

Cost center

If a cost center is specified in the cash register document type, the application will use that value. Otherwise, it takes the cost center from the invoice.

Job/Contract

Taken from the invoice.

VAT classification

Not subject to VAT

Posting date

The date is taken from the invoice

Calculate payment status as of date: Using this function, you open a wizard in which you select a date for which you want to calculate the payment status. You choose the calculation and display options. If you want to display the payment status in a new window, check the "Open in new window" option.

After clicking the "Finish" button, a list of payment statuses as of your selected date will be displayed.

Function – Settle from overpayments in bank and cash register

This function allows you to settle an issued invoice using overpayments recorded in the bank. After pressing the button, the application offers you received payments that have not yet been matched to a document.

Only functions accessible when a document is open are listed here.

Document allocation: The allocation function can only be used on a document that contains no line items.

This function allows you to allocate a document to individual document line items. After pressing the button, the "Document Allocation" form is displayed:

In the form, you select and enter: Posting template, Base amount (CZK), Credit of base, VAT lines, VAT control statement line, Cost center, Activity, and Job/Contract.

Additional allocation lines can be added using the "Add item" button.

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 also applied the next time the list is opened. Filtering is possible 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 the year 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)

VAT period

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

The decisive date is the date of the taxable supply.

Document type

The individual document types that have been created are offered.

Payment status

Unpaid, Overdue, Partially paid, Paid.

When Unpaid is selected, documents with the status Partially paid are also included.

User

Filter documents that were created by a specific user.

The filter drop-downs offer an item with no restriction as the first option. In each drop-down, exactly one item can be selected; for advanced settings, use the global filter function.

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

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

Receivable type

Required field

Select from the list of document types (the application remembers the last entered other receivable type in a series of entered documents). The other receivable type determines the document's behavior and also carries the document's default values. (See "Other Receivable Type")

Internal number

Read-only field

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

In the logged-in user's parameters, you can predefine "their" document series. This eliminates the prompt asking which series to use, speeds up data entry, and also removes the possibility of entering an incorrect series.

Incoming number

Optional field, accessible after checking

You enable the incoming number field by checking the checkbox next to the field label. Fill in this value only when creating an invoice/receivable based on a document already created in another application (e.g. Excel, Word, another accounting program). This option will be used by accounting firms that receive source documents from their clients.

Variable symbol

Read-only field

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

Document issue/receipt 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 the next document in a 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 enter 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 utility bills, phone bills, etc., which are issued only in the following month.

If the document substantively does not belong to the selected accounting period, this is an error and you must switch the application to the correct 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)

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

Due date

Optional field

The due date is calculated by adding the number of payment days to the issue date. The number of payment days is set in the Application Settings (Modules-Invoicing tab), or in the document type, or for the company. The customer's payment terms take the highest priority, followed by the issued invoice type. (If non-zero)

Description

Enter a description here for easier navigation in the document list. This field is not required.

All data from this panel will be printed on the document.

Contract number

Optional field.

The number of the contract or other document on the basis of which the invoice was created.

Payment method

Optional field.

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

Order number

Optional field.

Printed on the delivery note.

Delivery note

Optional field.

Document confirming the handover and receipt of goods. The value is printed on the stock document (receipt slip/issue slip).

Shipping method

Optional field.

The values available are those recorded in the menu Tools – Code Lists – Shipping Methods, e.g. Czech Post, PPL, In person. Using the F2 key, you can 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 choose from predefined texts. Using the "..." button next to the field, you can open a multi-line editing field for better readability. When entering text manually, you can use the autocomplete feature – as you type the initial letters, the suggestions are narrowed down from existing texts. When editing 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 code list, where you can select a different existing text or add, edit, and delete texts.

Payment to account is the information 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 money to a different account than the standard one, you must select a different account from the drop-down list.
Take advantage of the option to define this value in the invoice/receivable type so that you do not need to worry about which account should appear on the invoice when creating the document.

List of bank accounts

Select from the list of your bank accounts. The other fields are read-only. This is a so-called "View".

Account number

Bank sort code

Constant symbol

Select from the list of permitted constant symbols

IBAN

BIC

Specific symbol

Note

Any note; can be written manually or selected from predefined texts.

Not printed on the document.

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 (in which case you leave this field blank).

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 suggestions. You can also open the list of companies (using the magnifier 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 Partner 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: After filling in the company name, if you click on the blue underlined Name field label, your web browser will open a search results page in ARES (Administrative Register of Economic Entities) with data from the commercial register, trade register, list of VAT payers, etc.

Street

Enter the street of the company's registered address, including the building number, 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 with a map of the company's address.

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 part of a municipality in the field, and the application will suggest the full city name including any subdivision, and will simultaneously fill in the corresponding value in the ZIP code field.

ZIP code

Enter the ZIP code of the company's registered address (for foreign companies, the local equivalent of a ZIP code).

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

Country

Select from the drop-down list the country where the company is registered. 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 the search, you can type the first letters of the country name and the application will move you to the first matching country.

Company ID (IČO)

Enter the business partner's company registration number (IČO) – a unique eight-digit identification number assigned to legal entities, self-employed individuals, or state organizational units 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 Company ID field label when the value of a Czech company is filled in, your web browser will open a search results page in ARES (Administrative Register of Economic Entities) by company ID, with data from public registers. For a Slovak company, a similar page with search results from the Business Register (Obchodný 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 who is obliged to pay taxes. The VAT number of legal entities consists of the country abbreviation + company registration number; the VAT number of natural persons is again formed by the country abbreviation followed by the digits of the personal identification number.

If you click on the blue underlined VAT number field label when the value of a Czech company is filled in, your web browser will open the Czech Ministry of Finance's registered entity search form, 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 verification result from the European Commission will open.

EAN

Enter the International Article Number if you communicate electronically with the business partner or need to include their identification in the form of a barcode (for scanner reading) on documents.

In this panel, you enter the values required for posting the document. When line items are created, the values are automatically transferred to them. If any data in the document header changes, it is automatically transferred to the line items, except for those items where you have changed the value manually. Changes to a line item are possible after unlocking the value by unchecking the copy from document header flag.

Posting template

Optional field. Available for accounting documents only.

Facilitates the posting of individual documents by automatically filling in the document description, posting accounts, and 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 center

Required field for document posting.

Allows you to assign the document within the cost center structure of the posted company. This field must be filled in for document posting even if the company does not use cost center tracking (in that case, the cost center named "Headquarters" is automatically selected).

Activity

Optional field.

Allows you to categorize line items by activity.

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

Job/Contract

Optional field.

You can select the relevant job/contract from those recorded in the code list Sales – Jobs/Contracts. You can enter the abbreviation or name of the job/contract (or just part of it) and select the required entry from the suggestions. You can also open the jobs/contracts code list (using the button or the F2 key) and search using filters, or edit an existing entry or add a completely new one.

Labels

Optional field.

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

After pressing the Attach button, a label selection form opens. The left field shows Available labels, and the right field shows the 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 only labels from a selected group. Once you have set up 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 code list opens (menu Tools – Code Lists – Labels), where you can add the required label.

In this panel, you enter the values required for posting the document. When line items are created, the values are automatically transferred to them. If any data in the document header changes, it is automatically transferred to the line items, except for those items where you have changed the value manually. Changes to a line item are possible after unlocking the value by unchecking copy from document header.

VAT country

Required field for VAT payers on accounting documents.

The country in which value added tax will be remitted.

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

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

When the posted company 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 lines

VAT return lines are filled in according to the selected posting template; you can change them manually.

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 in the selected document type; the value can be changed using the drop-down list. The available values are loaded from the VAT control statement lines code list, are limited to lines corresponding to the currently selected VAT country and document type, and lines corresponding to the document movement type are offered first.

If you are not sure which VAT control statement line to select, leave the field blank – before creating 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, the system will check whether the total document amount meets the condition of the selected VAT control statement line value. You will also be notified if the selected control statement line does not correspond to the document movement type.

Place of supply – domestic

Displayed for documents with a foreign business partner.

By checking this, you indicate that the service was provided domestically, which means that the mandatory VAT recapitulation data will be displayed in print reports.

Debit account (MD)

The debit account is automatically transferred to the document line item field.

Debit account for base amount

Debit account for VAT.

(The listed fields are not accessible on invoice line items.)

When matching an invoice with a bank document, cash register, or internal document, the debit account is transferred as the "contra account" credit (DAL) to the bank account, cash register account, or debit account of the internal document. This is necessary to maintain the accounting balance. If the operator does not fill in the debit account and the invoice is linked to a payment document, the application will automatically ensure that when it is added or changed, the "contra account" in the payment document is also updated.

Credit account (DAL)

The credit account is automatically transferred to the document line item into the Credit account for base field. When you change the value, it is automatically applied to line items where "Copy from document header" is checked.

If you do not fill in the credit account, you will need to enter this value on every line item individually. This warning also applies to the following VAT accounts.

VAT account – standard rate

The account is automatically transferred to the document line item into the Credit VAT account field if the line item carries the Standard VAT rate.

VAT account – reduced rate

The account is automatically transferred to the document line item into the Credit VAT account field if the line item carries the Reduced VAT rate.

VAT account – 2nd reduced rate

The account is automatically transferred to the document line item into the Credit VAT account field if the line item carries the 2nd Reduced VAT rate.

Exclude from balance

When this flag is checked, the document will not be reflected in the balance.

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 being dispatched by you, the posted company. If goods are being exported to a third country and, upon leaving the Czech Republic (or Slovakia in the case of Slovak legislation), they have not yet been released under any export customs procedure 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 the case of trade with a third country where the goods were released into free circulation in another EU member state before being received into 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 appropriate transaction from the drop-down list; the values available are from the menu

Tools – Code Lists – Intrastat – Trade Transactions.

Delivery terms

Select the delivery term from the drop-down list; the values available are from the menu Tools – Code Lists – Intrastat – Delivery Terms.

Mode of transport

Select the mode of transport from the drop-down list; the values available are from the menu Tools – Code Lists – Intrastat – Mode of Transport.

Special movements

The values available are from the menu Tools – Code Lists – Intrastat – Special Movements.

The tab in 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 document line item is added, most fields on the tab become read-only and the field values are updated with every 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 of the fields, the remaining fields are cross-calculated (note, however, that if the VAT amount is changed manually, the row totals will match but the amounts will not correspond to the percentage VAT rate). For so-called line-item-free documents, the application automatically creates items of the "Accounting item" type, the number of which corresponds to the number of VAT rates used (or the entry 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