First, go to the Business Partners – Supplier Contract Types menu to create a contract type. You will then use this contract type on the Supplier Contracts form in the header, in the Contract Type field. To create a new supplier contract type, click the New button. The contract itself can either take into account or ignore the settings of its type (using the Ignore contract type settings function within the contract).
Contract header:
Name: Identifies the contract type, e.g., "Service Agreement", "Lease Agreement", etc.
Abbreviation: A shortened name for the contract, which is automatically populated based on the value entered in the Name field.
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Tab "Basic"
Auto-generate
This toggle determines whether an invoice should be generated for the contract when the URL /c/firma/smlouva/generovani-faktur.xml is called (see Generating Invoices from Contracts); this function is related to the Auto-send by email to clients flag.
Variable symbol is generated from the invoice number
Ensures that the variable symbol on a newly created invoice is generated from the invoice number (the variable symbol entered on the Supplier Contracts form under the Generation Settings tab will not be used); clients can set up a standing order.
Issue date from VAT date
The taxable supply date, also known as the VAT date.
The date on which the VAT payer is required to declare VAT.
This field is not filled in by the customer.
Generate zero invoices as well
Used in mutual offset situations (where both parties generate invoices for the same amount).
Handle overpayments
Enable this if a client pays more than the amount due on the contract; additional documents are automatically generated and matched against the overpayments.
Invoice type
Determines the type of invoice to be generated. Examples of default types include:
"INVOICE: Invoice – tax document"
"ADVANCE: Advance invoice", "TAX: Advance tax document".
Billing day
The day on which the invoice should be generated; if left blank, the day of the month based on the contract creation date will be used.
Billing month
The month within a quarter (e.g., 1st month of the quarter), half-year (e.g., 1st month of the half-year), or year in which the invoice should be generated.
This field is not relevant for monthly invoices and should be left blank in that case.
Billing method
Choose whether the invoice should be created before the agreed period (non-tax document) or after it (invoice).
Invoice days in advance / after
Enter the number of days before or after the billing period for which the invoice should be generated. Typically, 14 or 31 days in advance and 1 or 7 days after are used.
When invoicing "in advance", we recommend setting a value greater than the invoice due period; otherwise, the client could be denied a service or product for non-payment, even though the invoice is not yet overdue.
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Tab "Texts"
Internal information for the administrator; filling in these fields is optional.
Description – a more detailed description of the contract type
Note – additional information regarding the management of the contract type record
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Tab "Selection Keys"
Labels – the "Attach" button is used to attach labels that define additional properties of the contract; they allow filtering, e.g., contracts that are currently being resolved
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Tab "Administration"
The "Administration" tab contains information about the time validity and visibility of the given record in the code list (directory). The validity of a record is defined by a range of calendar years. Within the specified range, the record is active; outside of it, the record is inactive and will not appear in the code list at all. By restricting validity, you ensure that users are not slowed down by obsolete records during routine use of the code list.
Because time validity is tied to 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 for every calendar year.
If you set both the Valid from and Valid to fields to "2016", the record will only be usable in 2016, meaning it will only be visible in the list during that year (see accounting period in the sidebar navigation header).
Save the new contract type by clicking the Save and Close button.
To allow for the greatest number of record changes on the Supplier Contracts form, we recommend setting only the basic parameters on the contract type: Name, Abbreviation, Invoice Type, Billing Method, and Invoice Days in Advance / After.
Once you have created the required contract types, you can proceed to register a supplier contract via the Business Partners – Supplier Contracts menu. Create a new supplier contract by clicking the New button.
Contract type – groups contracts into categories and contains preset parameters for the contract; the available values are those you created in the Business Partners – Supplier Contract Types menu
Contract number – an internal identifier under which the contract is recorded and which will be printed on the generated invoices
Name – the name of the contract indicating what type of contract it is; derived from the contract type
Company – lists customers registered in the Business Partners – Company Addresses menu
Invoice to company – fill in this field if, for example, the contract is concluded with company "X" but the invoice is paid by company "Y"; if left blank, the invoice will be sent to the customer specified in the Company field
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Tab "Basic"
Job – select the job to which the invoices should be assigned
Cost centre – select the cost centre under which the invoices should be classified; if no value is selected here, you will need to fill in the cost centre on the received invoices manually
Contract status – used solely for internal classification by users; values (e.g., Incomplete, Terminated, Under Notice) are entered via the Tools – Code Lists – Contract Statuses menu
Variable symbol – a bank identifier for the payment
Constant symbol – an optional field for the payment order
Valid from – the start date of the contract's validity (generally the date the contract is signed); the validity set on individual contract lines takes precedence; if any contract line has a start date before the contract's validity start date, that start date is shifted to the contract's start date
Valid to – the end date of the contract's validity; the validity set on individual contract lines takes precedence; if any contract line has an end date (or is open-ended) beyond the contract's end date, it is automatically terminated with the contract
Date signed – the date the contract was signed
Due date of the oldest unpaid invoice on the contract – the date by which the oldest invoices on the contract must be paid
Effective date – the effective date typically coincides with the contract's validity date; however, the contracting parties may agree that the legal effects take place at a later date (e.g., subject to the fulfilment of a condition). The law does not permit retroactive effect, whereby the contract would become effective before it becomes valid
Creation date
Termination date – the date of withdrawal from the contract
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Tab "Generation Settings"
Invoicing frequency (months) – the frequency at which invoices should be generated, in months; a value of "0" means the line item will be invoiced only once (e.g., an installation fee), "1" means every month, "2" means every 2 months
Billing day – the day on which the invoice should be generated; for example, a value of "10" means the invoice will always be generated on the 10th day of each month; if left blank, the day of the month based on the contract creation date will be used
Billing month – the month within a quarter (e.g., 1st month of the quarter), half-year (e.g., 1st month of the half-year), or year in which the invoice should be generated; this field is not relevant for monthly invoices and should be left blank in that case
Invoice type – if left blank, the value is taken from the contract type, e.g., "INVOICE: Invoice – tax document"
Due date (days) – the number of days within which the invoice must be paid
Cost centre – select the cost centre under which the generated invoices should be classified; if no value is selected here, you will need to fill in the cost centre on each received invoice manually
Activity – the activity to which the contract relates
Bank account – your financial account at the bank
Ignore contract type settings – the contract type specified in the contract header will not be taken into account
Auto-generate – this toggle determines whether an invoice should be generated for the contract when the URL /c/firma/smlouva/generovani-faktur.xml is called (see Generating Invoices from Contracts); this function is related to the Auto-send by email to clients flag.
Variable symbol is generated from the invoice number – the variable symbol entered on the Supplier Contracts form under the Generation Settings tab will not be used
Issue date from VAT date (taxable supply date, also known as the VAT date) – the date on which the VAT payer is required to declare VAT
Generate zero invoices as well – used in mutual offset situations (where both parties generate invoices for the same amount)
Handle overpayments – enable this if a client pays more than the amount due on the contract; additional documents are automatically generated and matched against the overpayments
Billing method – choose whether the invoice should be created before the agreed period (non-tax document) or after it (invoice)
Invoice days in advance / after – enter the number of days before or after the billing period for which the invoice should be generated (typically 14 / 31 days in advance and 1 / 7 days after); when invoicing "in advance", we recommend setting a value greater than the invoice due period, otherwise the client could be denied a service or product for non-payment, even though the invoice is not yet overdue
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Tab "Texts"
Internal information for the administrator; filling in these fields is optional.
Description – a more detailed description of the contract
Note – additional information regarding the management of the contract record
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Tab "Labels"
Labels define additional properties of the contract by which you can filter, e.g., contracts that are currently being resolved.
Clicking the "Attach" button displays a table for selecting labels. Use the arrow to move the desired labels from the left-hand Available Labels table to the right-hand Selected Labels table, then confirm your selection by clicking "OK".
If you need to add a label that is not yet available in the left-hand Available Labels table, use the "Manage Labels" button. This opens the labels code list (menu Tools – Code Lists – Labels), where you can add the required label.
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Tab "Other"
Responsible person
The full name of the person responsible for the given contract.
The available users are taken from the list of persons registered in your company via the Tools – People and Users menu.
Contact person
The full name of the person recorded in the customer company's contacts (menu Business Partners – Contacts).
Cadastral area
The name of the area registered in the real estate cadastre.
Plot
A defined plot of land with a registration number.
Counterparty contract number
The identifier under which the customer records the contract.
Notice period (months)
If applicable, enter the number of months.
Automatic renewal
Specified in months; the value is for informational purposes.
Indicates whether the contract should be renewed after the "valid to" date expires, unless otherwise agreed.
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Tab "Attachments"
This tab allows you to attach various documents and files related to the given company to the contract, such as a company register extract or a copy of the contract.
The toolbar at the top of the table contains a number of buttons, some of which are described in the dedicated chapter "Program Controls".
Use the "New" button to add a new attachment. When adding an attachment, you can choose from the following options:
File – a file from your local computer is loaded into the database,
Internet link – the application stores a link (URL); the data of the linked resource is not loaded into the application,
File link – the application stores a link to a file on your local computer's disk; the file data is not loaded into the application (do not rename, move, or delete the linked file).
Each attached file displays a folder icon that allows you to view the attachment at any time. You can also use the folder icon to save the attachment to a different location. The scan button is used to scan the document; the second option allows you to select a scanner and configure the scanning parameters.
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Tab "Standard Contract Lines"
Standard contract lines
represent individual rows on the generated invoice and allow you to define recurring billing rules. They can have different start dates — for example, a tariff change or an additional service — as well as different frequencies (monthly or annual charges). A different VAT date (taxable supply date) can be tied to a different start date, which may result in the creation of multiple invoices (depending on the number of lines with different validity dates). It is also possible to define the invoice type to be generated from a line item; if the types differ between lines, multiple invoices with different types will be generated. A contract line can be linked to a price list, enabling later analysis across different contracts, e.g., analysis of internet or service sales.
Fill in the fields on this tab if the contract contains multiple line items.
If you leave this tab empty, information from the contract header will be carried over to the line items. Use the "Add" button to add a new line item.
Price list code – select a price list item from the price list; based on this selection, the values in the Unit Price, Total Price, Price Type, and VAT Rate fields on the Basic sub-tab will be pre-filled
Code – the code / abbreviation of the invoiced service
Name – the name of the invoiced service; the text identifying the invoiced period is appended to this name, e.g., for period 1 (from 1 Jan 2014 to 31 Jan 2014)
Warehouse – if the item is a stock item in the price list, the warehouse must also be specified
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Sub-tab "Basic"
Quantity – the number of units to be invoiced; this value is adjusted in the final invoice according to the length of the period
Manual price – checking this flag allows you to set the item price explicitly, preventing it from being overwritten when the price list is updated
Unit price – the price of one unit
Total price – the total price; the product of the values in the Quantity and Unit Price fields
Manual VAT – checking this flag allows you to manually set the values in the Price Type and VAT Rate fields
Price type – select whether the price is defined excluding VAT or including VAT
VAT rate – select the VAT rate applicable to the invoiced item
Valid from – the start date of the line item's validity (if earlier than the contract start date, the contract start date applies)
Valid to – the end date of the line item's validity (if later than the contract end date, the contract end date applies; if left blank, the line item has no expiry)
Invoicing frequency – in months (value "0" = invoice once only); fill in only if different from the contract setting
Discount – the percentage discount to be applied on the final invoice
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Sub-tab "Generation Settings"
Billing day
The day on which the invoice should be generated; for example, a value of "10" means the invoice will always be generated on the 10th day of each month.
If left blank, the day of the month based on the contract creation date will be used.
Billing month
The month within a quarter (e.g., 1st month of the quarter), half-year (1st month of the half-year), or year in which the invoice should be generated. This field is not relevant for monthly invoices and should be left blank in that case.
Billing method
Choose whether the invoice should be created before the agreed period (non-tax document) or after it (invoice).
Invoice days in advance / after
Enter the number of days before or after the billing period for which the invoice should be generated (typically 14 / 31 days in advance and 1 / 7 days after). When invoicing "in advance", we recommend setting a value greater than the invoice due period; otherwise, the client could be denied a service or product for non-payment, even though the invoice is not yet overdue.
Variable symbol
A bank identifier for the payment, included on every issued invoice.
Invoice to company
Fill in this field if, for example, the contract is concluded with company "X" but the invoice is paid by company "Y".
If left blank, the invoice will be sent to the customer specified in the Company field in the header.
Generate invoice line
If this flag is not checked, the given line item will not be generated into the invoice.
Invoice type
If left blank, the value is taken from the invoice header, e.g.: "INVOICE: Invoice – tax document", "ADVANCE: Advance payment – not a tax document!", "TAX: Advance tax document".
Due date (days)
The number of days within which the invoice must be paid.
Cost centre
Select the cost centre under which the generated invoices should be classified.
If no value is selected here, you will need to fill in the cost centre on each issued invoice manually.
Activity
The activity to which the contract relates.
Bank account
The customer's bank account.
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Sub-tab "Details"
If no fields are filled in on this tab, the values will be inherited from the contract header.
Order – determines the order of line items on the generated contract; a value of "0" = unspecified
End of last billing period – the date of the last invoiced period; determines the period for which the contract line item should be invoiced (after generation, it advances by one invoiced period); adjust this field if you want to roll back contracts and have a new invoice generated
Accounting preset – select the preset to be used for accounting
Cost centre – if the line item on the invoice should be assigned to a different cost centre than the contract, fill in this field
Activity – the activity to which the line item relates
Job – select the job to which the generated invoices should be assigned
Location – the destination for the service, product, etc.; defined in the Business Partners – Company Addresses – Delivery Locations tab
Account number – the available account numbers are those defined in the Business Partners – Company Addresses – Bank Details tab
Index-link – an agreement that the contract value will be adjusted according to the coefficient published by the Czech National Bank
Index-link month – specify the month to which the index-linking should apply
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Sub-tab "Texts"
Internal information for the administrator; filling in these fields is optional.
Description – a more detailed description of the contract
Note – additional information regarding the management of the contract record
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Sub-tab "Labels"
Labels define additional properties of the line item by which you can filter.
Clicking the "Attach" button displays a table for selecting labels. Use the arrow to move the desired labels from the left-hand Available Labels table to the right-hand Selected Labels table, then confirm your selection by clicking "OK".
If you need to add a label that is not yet available in the left-hand Available Labels table, use the "Manage Labels" button. This opens the labels code list (menu Tools – Code Lists – Labels), where you can add the required label.
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Sub-tab "Attachments"
This tab allows you to attach various documents and files to the contract line item.
The toolbar at the top of the table contains a number of buttons, some of which are described in the dedicated chapter "Program Controls".
Use the "New" button to add a new attachment. When adding an attachment, you can choose from the following options:
File – a file from your local computer is loaded into the database,
Internet link – the application stores a link (URL); the data of the linked resource is not loaded into the application,
File link – the application stores a link to a file on your local computer's disk; the file data is not loaded into the application (do not rename, move, or delete the linked file).
Each attached file displays a folder icon that allows you to view the attachment at any time. You can also use the folder icon to save the attachment to a different location. The scan button is used to scan the document; the second option allows you to select a scanner and configure the scanning parameters.
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Tab "External Contract Lines"
This tab has the same structure as the Standard Contract Lines tab. It is primarily used for one-off invoicing — for example, you invoice for internet usage every month, but the first time around, an invoice is also generated for the initial installation of the service.
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Buttons above the supplier contracts data window
The following buttons are located above the list of supplier contracts:
Generate invoices – since these are received invoices (meaning you are not the one issuing the invoices), this button is of limited relevance for supplier contracts
Invoices – select a contract in the list for which you want to view the generated invoices, and the system will display the invoices linked to that contract
Generation log – clicking this button displays how many contracts were generated on a given day (see the Date and Time and Number of Generated Invoices fields)
Index-link contracts – clicking this launches the "Contract Index-Linking Wizard", where you can select the year and the index-linking percentage
Note: The remaining buttons are also found on other forms and are explained in the help section under the chapter Meaning of Used Buttons.