Purchase – Received Invoices
This form is used to record a list of received invoices, advance payments, and advance tax documents. Received invoices are linked to issued purchase orders, payments, and generated internal documents. If you enter price-list stock items on them, they affect the creation of goods receipts and, where applicable, goods issues.
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Utility Functions
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.
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"Links" Function
When documents are created and updated, links are established between individual documents. These include:
Payment document
Issued and received invoices, receivables, and liabilities after payment are linked to bank documents, cash register (internal documents).
Exchange rate differences
When paying invoices in a foreign currency, exchange rate differences arise due to changes in exchange rates. Internal accounting documents are created for their correct posting.
Year-end revaluation (if the document is in a foreign currency)
When invoices in a foreign currency are not fully settled by the end of the year, the differences in the invoice amount must be included in the total invoice value at year-end due to exchange rate changes. Internal accounting documents are used for their correct posting.
Goods issues, goods receipts
When an invoice is created with price-list "stock" items, goods issues or goods receipts are automatically generated.
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 displays another list containing the required document. A further double-click opens the document window. This way you can view the complete history of a document.
Example of how ABRA Flexi maintains links between documents:
First, you record the customer's inquiry.
Based on it, you create your quote (or several variants).
You then receive the customer's order.
To fulfil it, you send inquiries to your suppliers.
Based on the most favourable received offers from suppliers, you place orders by creating issued purchase orders.
Goods delivered by suppliers will be accompanied by received invoices, which will be linked to several goods receipts after stock entry.
It is time to deliver the goods to the customer: stock goods issues are linked to the issued invoice.
The issued invoice is later settled in the bank. If they are in a foreign currency, exchange rate differences arise, or, if payment is made in the following year, document revaluation may also occur.
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 ABRA Flexi feature makes it easier to search for and verify documents.
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"Totals" Function
A button for summing documents is available on the right side of the top toolbar. For more information about this function, see the chapter Documents -> Totals in Document List.
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"Bulk Changes" Function
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.
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"Services" Function
Services – Print Current Document
Prints the document currently selected by the cursor. After pressing the button, a document preview is displayed to show how the document will look when printed. While 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).
Services – Sign Payment Order
Use this option if you have the Require signature before issuing a payment order checkbox enabled under "Company" -> "Settings" -> "Modules" tab -> "Purchase" tab. If the designated person marks a received invoice using this option, the invoice will be flagged with a checkmark in the "Payment Order Signature" column of the invoice table, and a payment order can subsequently be issued.
Services – 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 behaviour data: Total invoiced, Unpaid, Paid after due date, Average payment delay in days, Invoicing limit, Defined payment terms.
The second column shows all open 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 need further details about the company, they are available in the other tabs.
Services – 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 the status Paid and a link between the invoice and the cash register document will be created.
A detailed description of the matching process is in the chapter "Description of matching common to bank, cash register, and internal documents".
The application fills in the following values on the cash register document:
Cash Register
Selects from the list of cash registers the one for which the payment document is 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.
Date of Issue
The date is taken from the invoice issue date.
Description
Company name on the invoice.
Cost Centre
If a cost centre is specified in the cash register document type, the application will prioritise that value. Otherwise, the cost centre is taken from the invoice.
Job/Project
Taken from the invoice.
For issued invoices.
Debit Account
Cash register account.
Credit Account
Debit account from the issued invoice.
For issued invoices.
Debit Account
Credit account from the received invoice.
Credit Account
Cash register account.
VAT Classification
Not subject to VAT.
Posting Date
Date is taken from the invoice.
Services – Create/Remove TAD Link
After selecting this service, the application allows you to create a link (connection) between an advance tax document and the bank statement or cash register document to which the advance tax document was created (manually). Normally, an advance tax document is created automatically from the bank or cash register when an advance payment is settled.
When the function is launched, you first specify whether the advance payment was settled via bank or cash register. You then locate the corresponding document and create the link by pressing the button.
Services – Create Credit Note
Using this function, you can create a credit note. After pressing the button, a form is displayed where you select the items and quantities for which you want to create the credit note. A credit note for an issued invoice is issued as a correction — for example, if the invoice was incorrect or you returned the goods.
Services – Settle from Overpayments in Bank and Cash Register
This function allows you to settle a received invoice using overpayments recorded in the bank. After pressing the button, the application offers received payments that have not yet been matched to a document.
Services – Create Invoice from Advance Payment
Use this function to create a received invoice from a received advance payment. If you want to issue an invoice from an advance payment that has not yet been settled, you need to have the deduction of an unsettled issued advance payment enabled in the company settings. To enable this, go to "Company" – "Settings" – "Modules" tab – "Sales" tab – "Invoice" tab – and check the "Allow deduction of unsettled issued advance payment" option.
Services – Calculate Payment Status as of Date
Using this function, you open a wizard where you select the date for which you want to calculate the payment status. 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 pressing the "Finish" button, a list of payment statuses as of your selected date will be displayed.
Services – Create Asset Card
Using this function, you can create an asset card. After pressing the button, the "Assets – New Record" form is displayed, where you fill in the missing information. Confirm by pressing the button.
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"Services" Function on a Document
Some functions are only available when a document is open.
Services – Deduct Advance Payment/ATD
Used to deduct an advance payment or advance tax document (ATD) from a document. After launching, a list of advance payments and ATDs that can be deducted is displayed, or a notification that none were found. After selecting a document, a dialog for choosing the amount appears — for advance payments, the dialog has a simple form:
For ATD deductions, amounts are determined by VAT rates in the form:
Select the amount to deduct and confirm by pressing "OK".
Services – Round Document Prices
This function can only be used on line-item documents. It is used to round document prices so that the total value of the recorded document matches the value of the document received from the supplier. A difference between the total amount stated on the received document (e.g. rounded by the supplier) and the total amount of the recorded document may arise, for example, when entering the document by adding items from the price list. After launching the function, a form window opens where you select the required amount. The rounding difference will be posted according to the settings of the company being accounted for (the "Automatic Operations" tab).
Services – Correct Prices in Domestic Currency
This function can only be used on line-item documents.
It is used to correct minor rounding differences in a document. The opportunity to use this function arises, for example, when loading a goods receipt into an invoice or when inserting items that are recorded in the price list.
Services – Distribute Ancillary Costs to Stock
This function can only be used on documents that are linked to a goods receipt. Use this function if you need to increase the price of the entire delivery, i.e. all items of an already created goods receipt, for example to allocate additional freight costs and similar charges.
The "Stock items total" field shows the total amount for all items on the stock goods receipt, i.e. the amount for the entire receipt document.
In the "Costs to distribute" field, enter the amount by which you need to increase the price of the given stock inventory.
"Total acquisition price of items" is calculated based on the preceding fields.
In the lower part of the dialog, select the method for distributing the costs.
If you choose by quantity, the costs to distribute are divided by the number of units in the delivery and the calculated amount is added to the acquisition price per unit of measure. For example, if the delivery contains 20 units and the ancillary costs amount to CZK 10,000, the price per unit for each item will increase by CZK 500 regardless of the existing purchase prices per unit.
If you choose by price, the costs to distribute are allocated proportionally to all prices per unit of measure. For example, if the delivery price is CZK 20,000 and the ancillary costs are CZK 10,000, that is 50% of the purchase price, so each purchase price per unit will also increase by 50%.
This change is also reflected in the posting of the stock document.
A wizard for distributing ancillary transport costs among individual document line items that need to be recorded and reported for Intrastat. More information about the wizard can be found in the chapter dedicated to Intrastat.
Services – Document Distribution
The document distribution function can only be used on a document that does not contain line items.
This function allows you to distribute a document into partial line items. After pressing the button, the "Document Distribution" form is displayed:
In the form, you select and enter: Posting template, Base amount (CZK), Debit of base, VAT lines, VAT control report line, Cost centre, Activity, and Job/Project.
Add another distribution line using the "Add item" button.
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Filter Drop-Downs
Using the filter drop-downs, you can easily and quickly 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. 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 the year selected in the filter).
VAT Period
12 calendar months, 4 quarters (in the year of the selected accounting period or the year selected in the filter). The relevant date is the taxable supply date.
Document type
The individual document types that have been set up are offered.
Payment status
Unpaid, Overdue, Partially paid, Paid.
When Unpaid is selected, documents with the status Partially paid are also included.
User
Filters documents that were created by a specific user.
The filter drop-downs offer as the first option an item that does not restrict the display by that parameter. In each drop-down, exactly one item can be selected; for advanced settings, use the global filter function.
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"Received Invoices" Card
Like all other modules, the received invoice shares General Document Properties with them.
For further detailed information, we recommend using the following links:
Received invoices will typically not contain line items. The operator enters amounts in the lower right panel under the "Total – Domestic Currency" or "Total – Currency" tab. In this case, the application functions as a tax calculator with the option to overwrite the calculated value.
TIP: If you want to distribute a received invoice across accounts, do not fill in the total document amount — instead, create the distribution using so-called accounting line items.
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"Main" Tab
Invoice type
Required field
Select from the list of received invoice types (the application remembers the last entered received invoice type in a series of documents being entered). The invoice type determines the behaviour of the document and also carries the document's base values (see "Received Invoice Types").
Internal number
Read-only field
The value is automatically filled in after selecting a document series.
Tip: If you have the "Premium" edition, it is possible to use extended access rights to assign specific document types — and thus document series — to specific users.
Incoming number
Required field
The incoming invoice number is automatically copied to the variable symbol, so if these numbers differ, the variable symbol must be filled in manually.
Variable symbol
The variable symbol is created automatically from the incoming number by removing all non-numeric characters.
This is a payment identifier used in payment transactions.
Note: If the variable symbol has leading zeros, do not enter them. It can happen that leading zeros are not included in the variable symbol on a bank statement, which means the payment cannot be matched by variable symbol.
Date of issue
Required field
Enter the date on which you received the invoice.
The current date on which the invoice is being entered into the system is filled in automatically.
If the document does not substantively fall within the selected accounting period, this is an error and you must switch the application to a different accounting period and create the document there.
Taxable supply date
Required for an accounting document if you are a VAT payer.
The date of the supplier's taxable supply; fill this in according to the invoice received from the supplier.
Note: If you change the taxable supply date, the posting date in the "Posting and VAT Line" tab will remain unchanged.
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 the right to deduct VAT. You can change the value as needed within the limits of applicable regulations; the taxable supply can be applied no earlier than the date the document is received and no later than 3 years after the end of the tax period in which the right to deduct tax arose.
In Company Settings, under the Modules tab, Purchase tab, and its Purchase sub-tab, you can select which field of the received invoice (and other liabilities) will have its date automatically transferred to the Apply taxable supply field (e.g. the Due Date field, current date). If you select Do not pre-fill, the field will be empty and the user will need to fill it in.
Due date
Required field
Enter the date on which the invoice is due.
The number of payment days can be set in the "Address Book" for each business partner under the "Details" tab. If a number of payment days is set for a company, the due date will automatically be set when the partner is selected on the invoice.
The due date plays a role when creating a payment order.
Payment status
If you do not manage bank and cash register records in ABRA Flexi, you can use the drop-down list to indicate that the invoice has been paid. If you do manage bank and cash register records, do not use this field — instead, match invoices with payments.
Description: Optional field – Enter additional details here to help you navigate the document list more easily.
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"Supplement" Tab
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.
From the drop-down list, select the appropriate payment method. The values available are those recorded in the menu Tools – Codebooks – Payment Methods, e.g. the default options Bank transfer, Cash, Postal order, Cash on delivery, Payment card, Offset. Using the F2 key, you can open the 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.
A document confirming the handover and receipt of goods. The value is printed on the stock document (goods receipt/goods issue).
Shipping method
Optional field.
The values available are those recorded in the menu Tools – Codebooks – Shipping Methods, e.g. Czech Post, PPL, In person. Using the F2 key, you can open the selection list for more advanced selection, editing, or adding a shipping method.
Number of packages
This field is only available when a shipping method with package number generation is selected.
Enter the number of packages in which the goods are being shipped.
Shipping and dispatch.
Optional field.
Intended for supplementary text regarding the shipping method; the entered value is printed on the delivery note.
You can type the text manually or use the drop-down arrow to select from predefined texts. Using the "three dots" 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 first letters, the list of existing texts is narrowed down. When editing text, "plus" 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 "plus" button. Pressing the "magnifier" button opens the predefined texts codebook, where you can select a different existing text, or add, edit, and delete texts.
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"Payment from Account" Tab
Here you select your bank account from which the payment will be made.
Bank account
Account number
Bank code
IBAN
BIC
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"Note" Tab
You can enter any note in this tab. This note is for your reference only and is not printed on the document.
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"Attachments" Tab
On this tab, you can store various documents related to the given invoice.
The top toolbar of the table contains a row of buttons; the meaning of some of them is described in the separate chapter "Application Controls".
Using the "New" button, you can add a new attachment. When adding, you have the following options:
File – a file from your local computer is loaded into the database,
Internet link – the application stores the link (URL); the data of the referenced source is not loaded into the application,
File link – the application stores a link to a file on the local computer's disk; the file data is not loaded into the application (do not rename, move, or delete the referenced file).
An attached attachment has a folder icon that allows you to view the attachment at any time. Using the folder icon, you can also save the attachment to another location. The scan button is used to scan the given document; the second option allows you to select a scanner and scanning parameters.
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"Supplier" Tab
