Accounting – Other Liabilities

The Other Liabilities form is used to record other liabilities.

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:

Settling document

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

Exchange rate differences

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

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

When foreign currency invoices are not fully settled by year-end, price differences must be included in the total invoice amount due to exchange rate changes. Internal accounting documents are used to record these correctly.

Goods issue notes, goods receipt notes

When an invoice is created with price-list "stock" items, goods issue notes or goods receipt notes are created automatically.

Advance payments, 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 opens another list containing the required document. Another 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:

When viewing any document in the middle of the described chain, you can use the Links function to navigate through the chain and see related documents. This Flexi feature makes it easier to search for and review documents.

A button for summing documents is available on the right side of the top toolbar. For more information about this function, refer to the Documents -> Totals in Document List chapter.

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 Bulk Changes chapter.

Print current document: Prints the document currently selected by the cursor. Clicking the button displays a document preview so you can see how it will look when printed. The document language can be changed in the preview. 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 first column of the tab displays invoicing and payment behaviour data: Total invoiced, Unpaid, Paid after due date, Average payment delay in days, Invoicing limit, Defined payment terms.

The second column shows all incomplete and non-cancelled "commercial" documents: Open received inquiries, Open issued offers, Uninvoiced received orders, Open issued inquiries, Open received offers, Undelivered issued purchase orders.

If you need further information about the company, it is available on the other tabs.

Services function – Sign for payment

Use this option if you have enabled Require signature before issuing a payment order under "Company" -> "Settings" -> "Modules" tab -> "Purchasing" tab. If the designated person uses this option to approve a liability, the document will be marked in the tabular overview under the "Payment order signature" column, and a payment order can then be issued for it.

Calculate payment status as of date: This function opens a wizard in which you select the date for which you want to calculate the payment status. You select 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 "Finish", 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 a document using overpayments recorded in the bank. After clicking the button, the application will offer received payments that have not yet been matched to a document.

Function – Cash payment

This option allows you to quickly create a cash payment document that will be immediately matched with the selected liability.

Function – Import payroll

This option allows you to import liabilities from an external payroll module — i.e., not from the payroll module that is part of Flexi. It is used when migrating to Flexi from another accounting system.

This section lists the services that can be performed directly on an open document.

This function allows you to distribute a document across individual document line items. Clicking the button opens the "Document Distribution" form, where you select the Posting template, Base amount (CZK), Debit account for base, VAT lines, VAT control statement line, Cost centre, Activity, and Job order.

You can add another line by clicking the "Add item" button.

Filter drop-downs allow you to filter the displayed documents easily and quickly. Set the filters according to your current needs; the last used filter settings are also applied the next time you open the list. 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's 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).

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 individually created document types 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.

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.

Liability type

Required field

Select from the list of other liability types (the application remembers the last type entered in a series of documents being entered).

The other liability type determines the behaviour of the document and also carries the document's default values.

Internal number

Read-only field

The value is automatically populated after a document series is selected.

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

Incoming number

Required field

Variable symbol

Read-only field

The variable symbol is created 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's date (provided 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 belong to that period in substance — for example, invoices for energy or telephone services, which are typically issued the following month.

If the document does not substantively 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

Required for an accounting document if you are a VAT payer.

Apply taxable supply

Required field if the document affects VAT.

The date you select for the taxable supply, i.e. the date on which you are claiming your VAT deduction. You can change the value as needed within the applicable legal requirements.

In Company Settings, under the Modules tab, the Purchasing tab and its Purchasing sub-tab, you can choose which field of the other liability (and simultaneously the received invoice) will be used to automatically populate the Apply taxable supply field (e.g. the Due date field, current date). If the option Do not pre-fill is selected, the field will be empty and must be filled in by the user.

Due date

Required field

The due date is automatically carried over from the document receipt date. The date plays a role when creating a payment order.

Description

Optional field.

Enter additional details here for easier navigation within the document list.

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. Values are taken from the Tools – Code Lists – Payment Methods menu, e.g. the defaults: Bank transfer, Cash, Postal order, Cash on delivery, Payment card, Offset. You can press F2 to open a selection list for more advanced selection, editing, or adding a custom payment method.

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 stock document (goods receipt note/goods issue note).

Shipping method

Optional field.

Values are taken from the Tools – Code Lists – Shipping Methods menu, e.g. Czech Post, PPL, In person. You can 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 "..." button next to the field, you can open a multi-line editing field for better readability. When typing manually, an autocomplete feature is available — as you type the initial characters, the list of existing texts narrows down. When editing text, "+" and "magnifier" buttons appear above the field. If the text you just entered is not among the predefined texts, you can add it by clicking the "+" button. Clicking the "magnifier" button opens the predefined texts code list, where you can select a different existing text or add, edit, and delete texts.

Bank account

Account number

Bank code

IBAN

BIC

Note

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

Not printed on the document.

On this tab you can archive various documents related to the given liability, such as contracts.

The table's top toolbar contains a number of buttons, the meaning of some of which is described in the separate chapter "Application Controls".

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

Next to an inserted attachment there is a "Folder" icon that allows you to view the attachment at any time. Using the "floppy disk" icon, you can save the attachment to a different location. The "scanner" button is used to scan the document; the second option allows you to select a scanner and scanning parameters.

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 you leave this field empty).

You can enter the supplier's abbreviation or company name (or just part of the abbreviation or name) 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 a company using filters, edit the found supplier, 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 Supplier or Customer/Supplier selected in the Relationship type field are offered.

Name

Enter the exact company name. The field is automatically populated when a company is selected from the address book; otherwise, fill it in manually.

Note: After entering the company name, if you click on the blue underlined label Name, your web browser will open a search results page in ARES (Administrative Register of Economic Entities) with data from the commercial or trade register, the VAT payers list, 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 label Street, your web browser will open 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 based on the initial characters, along with the corresponding Postal code.

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 automatically populated. 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 their 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 the 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)

Enter the business partner's company registration number — the 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 on the blue underlined label IČO when the field is filled in for a Czech company, your web browser will open a search results page in ARES (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 individual or legal entity liable to pay taxes. The VAT number of legal entities consists of the country code abbreviation + company registration number; for individuals it consists of the country code abbreviation followed by the digits of their birth number.

If you click on the blue underlined label DIČ when the field is filled in for a Czech company, 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 click Search to retrieve information about the VAT payer and their registration. For companies registered in other countries, the VAT number 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 on documents in barcode form (for scanning with a reader).

Supplier's account

The application automatically sets the "primary" account of your supplier based on the settings in the bank account list of the selected company. Change the value if the invoice specifies different bank details.

The following values are automatically populated after a company is selected. If no bank account details are stored for the company, you can enter the account details manually.

Account number

The company's bank account number.

Bank code

A four-digit number that uniquely identifies the bank.

Constant symbol

Identifies the nature and method of payment; it has not been mandatory to fill in since March 2014.

IBAN

International bank account number as defined by the ISO international standard.

BIC

Unique identification of the recipient's bank.

Specific symbol

Up to ten-digit number, e.g. birth number, contract number, company registration number, account number.

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 carried over to items except those where you have manually changed the value. A change at the item level is possible after enabling editing 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 VAT line based on the selected posting template.

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

Cost centre

Required field for posting the document.

Allows the document to be assigned 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 items to be classified by activity.

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

Job order

Optional field.

You can select the relevant job order from those recorded in the Sales – Job Orders code list. You can enter the abbreviation or name of the job order (or just part of it) and select the desired order from the suggested records. You can also open the job orders code list (using the button or by pressing F2) and search for a job order using filters, or edit it or add a completely new record.

Tags

Optional field.

Used for tagging 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 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 the tags of a selected group. After setting the tags, confirm with "OK".

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.

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 carried over to items except those where you have manually changed the value. A change at the item level is possible after enabling editing 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.

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

When 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 lines

VAT return lines are filled in according to the selected posting template and can be changed manually.

VAT control statement line

VAT payers only. Optional field.

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 configured for the selected document type; the value can be changed using the drop-down list. The available values are loaded from the control statement lines code list and are restricted to lines corresponding to the currently selected VAT country and document type; lines matching the document's transaction direction are offered first.

If you are unsure which 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, the system will check whether the total document amount meets the condition for the selected VAT control statement line value. You will also be notified if the selected control statement line does not correspond to the document's transaction direction.

Posting date

Debit account (MD)

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

If you do not fill in the debit account, you will have to manually enter this value on every single item. This note also applies to the VAT accounts listed below.

Credit account (DAL)

The credit account is automatically transferred to the document line item into the field

Base credit account

VAT credit account.

(The listed fields are read-only on invoice line items.)

When an invoice is matched with a bank transaction, cash register entry, or internal document, the credit account is transferred as the "contra account" debit entry to the bank account, cash account, or the internal document's credit account. This is necessary to maintain the accounting balance. If the operator does not fill in the credit account and the invoice is linked to a settling document, the application will automatically ensure that the "contra account" in the settling document is added or updated accordingly.

VAT account – standard rate

This account is automatically transferred to the document line item into the VAT credit account field when the item carries the standard VAT rate.

VAT account – reduced rate

This account is automatically transferred to the document line item into the VAT credit account field when the item carries the reduced VAT rate.

Place of supply – domestic

Displayed for documents with a foreign business partner.

By checking this box, you indicate that the service was provided domestically, which means the mandatory VAT recapitulation data will appear in printed reports.

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 European Union member states. 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 shipped by you, the company being accounted for. If goods are being exported to a third country and have not yet been released into any export customs procedure upon leaving the Czech Republic (or Slovakia in the case of Slovak legislation) because that 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 goods were released into free circulation in another EU member state before being received in 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 are taken from the Tools – Code Lists – Intrastat – Commercial Transactions menu.

Delivery terms

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

Mode of transport

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

Special movements

Values are taken from the Tools – Code Lists – Intrastat – Special Movements menu.

The tab showing the domestic currency (usually labelled "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 their values are updated with each change to a line item.

For entering a document without line items, amounts are entered directly in the tab fields (with the exception of the base total and VAT total). After changing an amount in one field, the remaining fields are cross-calculated (note, however, that manually changing the VAT amount will result in the row totals matching, but the amounts will not correspond to the percentage VAT rate). For so-called item-free documents, the application automatically creates items of the type "Accounting item", the number of which corresponds to the number of VAT rates used (or the entry of an amount for VAT-exempt goods and services). An item-free document is useful, for example, for accounting firms entering documents brought in by clients.

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: