Business Partners – Company Addresses
This form allows you to manage your business partners and their details — addresses, bank accounts, events, contracts, price levels, payment terms, cost centers, reservations, and more. Companies can also be organized into various company groups, and the address book can be exported as a vCard.
The address book is used across all modules of the accounting system, so it is essential to pay close attention to its creation and maintenance.
Note
In this list, only the "Company Name" and "Abbreviation" fields are required — see the "Main Panel" chapter. Other fields do not need to be filled in unless you want to take advantage of the benefits their completion offers, which are described in the other chapters of this list.
You can open this list in the "Business Partners" module under the "Company Addresses" option.
The toolbar at the top of the table contains a number of buttons whose functions are described in the separate chapter "Program Controls". Most buttons are also used in other table views.
Exceptions are the "Documents", "Bulk Changes", and "Update All" buttons.
Pressing the "Documents" button displays a menu of all documents you create in ABRA Flexi that are linked to the company. These include documents from the "Goods", "Sales", "Purchasing", "Money", and "Accounting" modules. Confirming a selection such as "Issued Invoices" opens a table view of the issued invoices for the selected company, which you can work with in the same way as in the standalone "Issued Invoices" option in the "Sales" module.
Using the "Bulk Changes" button, you can perform bulk changes on record items. Bulk changes can be applied to different groups of items: only selected items or all displayed items. To make changes to selected items, you must first select them by checking the checkbox at the beginning of each item row. For bulk changes to all displayed items, apply the desired filter first. Then click the "Bulk Changes" button and choose the desired type of bulk change to open the "Bulk Changes Wizard". In the wizard, use the drop-down list to select the field you want to change and enter its new value. Confirm everything with the "Finish" button and the changes will be applied immediately.
Warning: Changes made are irreversible, so use this feature with caution.
Pressing the "Update All" button causes the application to update the data in the business partners address book. During the update, no other actions can be performed in the application. The update process, whose progress is visible, can be stopped by clicking the Cancel button. Once the process is complete, information about the number of company updates found will be displayed.
The following information is updated:
VAT payer reliability
Bank accounts
Company dissolution
This information is displayed in the "Dissolution" and "Unreliable Payer" columns. To make these columns visible, you need to add them to the displayed fields as described in the "Working with Data Windows" chapter. Bank account information can be found in the "Bank Accounts" tab on each business partner's record. These bank accounts are downloaded directly from the VAT payer registry.
The update is performed manually (ideally every day) by clicking the "Update All" button located on the toolbar at the top of the table.
__________________________________________________________________
Filter Dropdowns
Below the toolbar, there is also an option where you can expand drop-down lists to filter results by individual company groups or by relationship type. More information about relationship types can be found in the "Main Panel" chapter.
If "Company group unrestricted" and "Relationship type unrestricted" are pre-selected, all companies are shown in this list. If you select "Supplier" from the dropdown, only suppliers will be displayed in the list.
__________________________________________________________________
Main Panel
Press the "New" button or the keyboard shortcut Alt+N to open the form for a new record.
The toolbar at the top of the form contains a number of buttons whose functions are described in the separate chapter "Program Controls". Most buttons are also used in other forms.
Record detail:
The button is used to select documents related to the given company — for example, selecting issued invoices will display a list of all issued invoices for that company.
The button fetches the current company parameters from ARES into the Basic Information tab; only the values of fields that have changed will be offered. The system allows you to choose whether to keep the existing value — for example, the address — or replace it with the new value, for instance if the company has moved. A prerequisite for updating from the Internet is a completed Company Registration Number (IČO) or VAT Number (DIČ) and country.
After marking the relevant data
in the "Internet" column and confirming, the data will be updated.
Name: Required field, can contain up to 255 characters. Used to enter the exact company name as registered in the commercial register; this name is printed on all documents. Note: after entering the company name, the system automatically generates the first word of the name into the field
Abbreviation (which can be overwritten as needed). If you have set up foreign languages in the initial setup, pressing the button
allows you to fill in the "Name" field in the selected foreign languages. These language variants of the name are printed on documents when printing in a foreign language. Pressing the button
closes the fields for the name in foreign languages.
Name – second line: Use this field if the company name is long, and enter the part of the company name that should be printed on a second line on documents. Note: to the right of the Name and Name – second line fields, there are icons that allow you to enter the company name in the selected application languages.
Abbreviation: Required field, can contain up to 20 characters. The value must be unique among records. Contains the company abbreviation and is automatically generated after filling in the company name (it takes the first word from the Name field); it can be overwritten as needed. Note: we do not recommend using an abbreviation that is unrelated to the company name (as it would be difficult to remember).
EAN: International barcode, entered if you communicate electronically with the company or need to print this code on invoices to enable barcode scanner use.
Company group: Use
to select from company groups. We recommend always filling in this field. It will make it easier to search for companies and simplify the entry of primary accounts on documents, etc. The following values can be selected: Supplier and Customer.
Relationship type: Select using
from a predefined list that cannot be modified — it is fixed. The relationship type is used when offering companies during document creation, helping to reduce the number of companies offered and speed up your work. You can select from the following options in the drop-down list:
Customer/Supplier (default value) — the company will be available for selection on all documents.
Customer — the company will be available for selection on issued invoices, warehouse receipts, bank and cash receipt documents, internal documents, and in other receivables.
Supplier — the company will be available for selection on received invoices, warehouse issue slips, bank and cash payment documents, internal documents, and in other liabilities.
Manufacturer — the company will be available for selection in the price list on the "Further Specifications" tab.
Social insurance — the company will be available for selection in the "Company" menu under "Settings" in the "Modules" tab → "Payroll" → "Insurance".
Health insurance — the company will be available for selection in the "Employees" menu under "HR" in the "Payroll Parameters" tab → "Health Insurance".
Tax office — the company will be available for selection in the "Company" menu under "Settings" in the "Modules" tab → "Payroll" → "Tax".
All — a company with this type will always be displayed.
For clarity, filling in the address book record is divided into several tabs.
Tabs in the upper half of the record:
tab "Basic Info"
tab "Postal Address"
tab "Details"
tab "Texts"
tab "Labels"
tab "Administration"
tab "Summary Info"
tab "Attachments"
Tabs in the lower half of the record:
tab "Bank Accounts"
tab "Contacts"
tab "Events"
tab "Reservations"
tab "Certificates"
__________________________________________________________________
Tab "Basic Info"
In this tab, you fill in the most important contact details of the company.
Company Registration No. (IČO): The eight-digit identification number of the business entity assigned by the Czech Statistical Office, the Commercial Register, or the Trade Licensing Office. After filling in this field, the application automatically populates the VAT Number (DIČ) field. Once the IČO field is filled in, its underlined label becomes active — clicking it will open the Czech Ministry of Finance (MFČR) website in your browser with information related to that IČO.
VAT Number (DIČ): The tax identification number assigned by the tax authority to every natural or legal person required to pay taxes. The VAT number of a legal entity consists of the country abbreviation plus the IČO; for natural persons it is derived from their birth registration number. The value is filled in automatically based on the IČO field (if the IČO and DIČ have different values, you can overwrite the DIČ field). Once the DIČ field is filled in, its underlined label becomes active — clicking it will open the VAT payer register in your browser with information about the given VAT payer and their registration.
Fill in the following details according to the commercial register — these are the company's registered office details. If the company uses a different postal address, enter it in the "Postal Address" tab.
Fill in the registered office details according to the commercial register.
Street: If you fill in the Postal Code and City fields and then click the highlighted label of the Street field, mapy.cz will open in your browser — the location of the given object will be loaded based on the data entered in the tab.
Postal Code: When entering a postal code, a link to the postal code directory is available. Entering a valid postal code will automatically populate the City field.
City: When entering the city name, you can use the autocomplete feature (start typing the city name in the field and the directory will suggest the city name along with its district, while also filling in the Postal Code field automatically).
Country: Select using the drop-down arrow from the Countries directory (menu Tools – Directories – Countries).
Responsible person: Select using the drop-down arrow from the Persons and Users directory. The person entered here is automatically populated into documents in the Responsible Person tab in the lower left panel.
VAT payer: If you are not a VAT payer, this flag does not need to be checked; the value is linked to EU business partners, to documents (the Accounting and VAT Line tab), and to VAT returns.
The following values are general electronic contact details for the company. Other specific personal contacts can be found in the separate "Contacts" tab.
Phone
Mobile
FAX
WWW
Unreliable Payer
: If a VAT payer breaches their tax administration obligations in a serious manner, the tax authority will decide that such a payer is an unreliable payer. (Act No. 235/2004 Coll., on Value Added Tax, § 106a)
If you are a VAT payer and purchase a service or goods from a business partner who is an unreliable payer, you automatically assume the risk of being liable for the unpaid value added tax from the given taxable supply.
The "Unreliable Payer" flag is a non-editable field that informs you about unreliable VAT payers. For the unreliable payer status to display correctly, you must first run an update using the "Update All" button located on the toolbar at the top of the table. Once the update is complete, you will be informed how many company updates were found. If a payer is unreliable, the "Unreliable Payer" flag will be automatically checked in the record of the specific business partner. The unreliable payer update is performed via the tax portal service, and to perform it, the VAT payers in the address book must have their IČO and DIČ filled in.
__________________________________________________________________
Tab "Postal Address"
The postal address (= invoice delivery address) is printed on the invoice in the Postal Address box, located in the upper right. When the printed invoice is folded into thirds and inserted into a windowed envelope, this address is visible through the window. This address is also displayed when creating an issued invoice in the Postal Address tab.
Postal address is the same as the billing address: Check this flag if the company receives mail at its registered address and you do not need to fill in this tab further (when printing the invoice, the address from the Basic Information tab will be printed in the Postal Address box). If the postal address differs from the registered address, fill in the following fields:
Company: Company name (in most cases it will be the same as the name in the header).
Street
Postal Code
City
Country: Values are pulled from the menu Tools – Directories – Countries.
EAN: Enter the international barcode if you communicate electronically with the company or need to print this code on invoices to enable barcode scanner use.
__________________________________________________________________
Tab "Details"
Cost center: This is an informational field that is not carried over anywhere; note: it is important to select a cost center on documents, as a document cannot be posted without one. You can select it using the drop-down arrow from the cost centers list.
Export format: Choose the format in which you want the data to be exported. Select using the drop-down arrow from the available options (EDI, XML). EDI — a communication format, the European standard for inter-company communication; provided by EDITEL and CCV companies; requires purchase. XML — a document format.
Payment method: Choose the form in which payments with this company will be made (e.g. cash on delivery, cheque, payment card, bank transfer, cash, postal order, offset, etc.). Payment methods can be set up in directories.
Mark as complete when partially invoicing an order: If received orders from this company are partially invoiced, they will be marked with the status Complete rather than Partially complete.
Price group: List of price groups from the menu Goods – Price Groups; divides customers into groups based on the defined method for determining selling prices.
Discount [%]: The discount entered here is transferred to documents in the Sales module. Using the Bulk Changes button on the toolbar in the Company Addresses table view, this field can be updated in bulk.
Note: The update always applies to the companies currently displayed in the table view, i.e. those selected using a filter. It is not possible to select them individually by checking the checkbox on the left.
Payment terms [days]: If you require different payment terms for a given customer than those specified for the given invoice type in the menu Sales – Document Types – Issued Invoice Types under the Invoice tab, fill in this field; when issuing an invoice, this value will then recalculate the Due Date field in the menu Sales – Issued Invoices under the Main tab.
Invoice limit: Allows you to set a sales limit for a company that does not pay invoices on time. Enter the total amount of unpaid invoices that represents the limit for the given customer; when this limit is exceeded, you will be notified when saving the invoice:
The operator is also notified in the same way if the limit is exceeded during the invoice being created.
Maximum number of days overdue: The number of days you are willing to allow the given company (customer) beyond the set payment term (minimum 1 day); if you have invoices unpaid beyond this period, you will be notified when issuing a new invoice.
Prohibit sales after exceeding payment terms: If you do not want to sell goods to the given company after its invoice payment term has been exceeded, check this flag — the invoice being issued cannot then be saved. The same applies to issue slips; just like an invoice, they cannot be saved.
The following 2 fields are only displayed in this tab if you have selected Relationship Type tax office, health insurance, or social insurance in the main panel.
Code for printouts: Enter the code that must be displayed on official printed forms.
Name for printouts: Enter the name that must be displayed on official printed forms — for example, on VAT returns for the tax office.
__________________________________________________________________
Tab "Texts"
The texts entered in this tab will appear on the specific issued invoice for the given company.
The "Texts" tab is present in all directories and all lists. It contains two fields where you can enter data according to your own needs. Filling them in is not required.
Description: Any comment.
Note: Any remark.
Salutation: Appears only in email communication.
__________________________________________________________________
Tab "Labels"
You can attach various labels to a specific company and create your own custom categorization. For example, for non-paying companies you can add a "Non-payer" label and then use it to find all non-paying companies.
Clicking the "Attach" button displays a table for selecting labels. From the left table Available Labels, use the arrow to move the labels you want to assign to the given contract into the right table Selected Labels, and confirm your selection with the "OK" button.
The method for selecting the appropriate label is described in the "Program Controls" section in the chapter "Working with Data Windows".
If you need to add a label that is not yet in the left table Available Labels, use the "Manage Labels" button. This opens the labels directory (menu Tools – Directories – Labels), where you can add the required label.
__________________________________________________________________
Tab "Administration"
The "Administration" tab contains information about the validity period and the visibility of the given record in the directory (list). The validity of a record is specified as a range of calendar years. Within the specified range of years, the record is valid; outside those years, the record is not valid and will not appear in the directory at all. By limiting the validity period, you ensure that users are not slowed down by scrolling through outdated records during routine use of the directory.
Since validity is based on calendar years, it does not correspond to fiscal accounting periods.
Valid from: The calendar year in which the record's validity begins.
Valid to: The calendar year in which the record's validity ends.
If you require unlimited validity for the record, do not change the default value of "0" in the Valid from field and "9999" in the Valid to field. The record will then be usable in all calendar years and will appear in the list in every calendar year.
If you fill in both the Valid from and Valid to fields with "2016", the record will only be usable in the year 2016, meaning it will only be visible in the list in that year (see accounting period in the sidebar navigation header).
__________________________________________________________________
Tab "Summary Info"
This tab provides statistical information about the business activities of the given company — invoicing volumes and outstanding amounts. You can find out how much you invoice, how the company pays, what still needs to be done for the company within the so-called business cycle. Summary information in the address book is displayed according to user access rights.
The data from this tab is also available in the Purchasing and Sales modules on business cycle documents by pressing the "Services" button on the toolbar and selecting Company Summary Information.
Total invoiced: The sum of the total amounts of all invoices you have issued to the selected customer.
Unpaid: Calculated from the Total invoiced field, this is the amount that has not yet been paid.
Unpaid past due: From the Total invoiced amount, this shows the amount that has not yet been paid and is already past due.
Avg. payment delay: Shows the timeframe in which the customer pays invoices (the system calculates the differences between payment dates and due dates): invoice paid early = negative value, invoice paid after due date = positive value. These values are added together, divided by the number of paid invoices, and the calculated value is entered in this field. The higher the positive number, the later the payments: negative value — the customer tends to pay invoices before the due date, value of "zero" — the customer pays invoices on average exactly on the due date, positive value — the customer tends to pay invoices after the due date. Example: one invoice paid 4 days early (-4), a second invoice 3 days late (+3), a third invoice 10 days late (+10). Calculation: -4+3+10=9. Divided by 3 (there were 3 invoices) = 3. The "Avg. payment delay" field will show a value of 3, meaning on average 3 days late.
Invoice limit: Value carried over from the "Invoice limit" field filled in on the "Details" tab.
Defined payment terms: Value carried over from the Payment terms [days] field filled in on the "Details" tab.
Open received inquiries: If you receive an inquiry, its value will be displayed here. When you create a received order via the "Services" option on the toolbar, the value of that inquiry will be cleared here.
Open issued quotes: If you issue a quote, its value will be displayed here. When you create a received order via the "Services" option on the toolbar, the value of that quote will be cleared here.
Open issued inquiries: If you issue an inquiry, its value will be displayed here. When you create an issued order via the "Services" option on the toolbar, the value of that inquiry will be cleared here.
Open received quotes: If you receive a quote, its value will be displayed here. When you create an