Purchase Order Issued

Issued inquiries are the opposite view of received inquiries — they represent requests for goods and services sent to your suppliers. From issued inquiries, you can create received offers and issued orders. The list of issued inquiries can be found in the "Purchasing" module.

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Toolbar Functions
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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
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Links between individual documents are created as documents are created and updated. Since an issued inquiry can be the very first document in an entire business cycle, tracing all links through it provides an example of how an entire business case is chained together. When you click the "Links" button, a table displays all documents linked to the current document (the one with the cursor on it). From this table, you can simply double-click to open any linked document. This way, you can view the entire history of a document.

Example of how ABRA Flexi maintains links between documents:

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

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"Totals" Function
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This button calculates the totals for the currently selected (checked) documents in the list. The totals are displayed in a new window as follows:

If you want to save the displayed totals to a file, first click inside the totals result area (to activate the cursor in the window), then press Ctrl-A (to select all results in the dialog), and then press Ctrl-C to copy the data to the clipboard. Open any text editor (WordPad, Microsoft Word, LibreOffice, Apache OpenOffice, …) and press Ctrl-V to paste the result from the clipboard into the editor, where you can work with it further (print, archive, etc.).

Note: On Mac OS X, use the Command key instead of the Ctrl key.

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"Services" Function
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Services – Print Current Document

Prints the document currently selected by the cursor. After clicking the button, a document preview is displayed so you can see 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 the standard PDF format (the "PDF/Acrobat" button), or send the document by email (the "Letter" button).

Services – Company Summary Information

When creating or updating a document, it is sometimes important to get an overview of 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 record with the Summary Information tab:

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

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

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

Services – Create Received Offer

Selecting this function generates a received offer, which is essentially a copy of the inquiry converted into an offer. Although your supplier will send you the offer, creating it as a copy of the inquiry saves you the effort of re-entering information you have already typed.

Services – Create Issued Order

Use this function to create an issued order from the issued inquiry. All information entered in the issued inquiry is "transferred" into the issued order.

Services – Inquire with Another Supplier

Selecting this function creates an issued inquiry with the supplier field left blank. All line items from the existing issued inquiry are copied over.

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Filter Drop-Downs
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The filter drop-downs allow you to quickly and easily filter the displayed documents. Set the filters according to your current needs; the most recently 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) down 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 available: 12 calendar months, 4 quarters (in the year of the selected accounting period or the year selected in the filter).

Document Type

The individual document types that have been set up are offered.

Status (fulfillment)

Incomplete, Unspecified, Ready, Approved, Partially issued/received, Issued/received, Partially complete, Complete, Cancelled.

User

Filter documents that were created by a specific user.

The filter drop-downs offer an unrestricted option as the first item for each parameter. Only one item can be selected in each drop-down; for advanced filtering, use the global filter function.

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"Issued Inquiry" Record
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To create a new issued inquiry record, click the "New" button on the top toolbar of the table. A blank issued inquiry form will open.

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Panel 1, "Main" Tab
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Document Type

Required field.

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

Internal Number

The value is automatically populated after selecting a document series. You can pre-define "your" document series in the logged-in user's settings.

Date Issued

The issue date. If the entered accounting period matches the current calendar year, the date for the first document in a series is set from the computer's date. Otherwise, the date is set to the last day of the entered accounting period. For subsequent documents in a series, the date is carried over from the previous document.

Inquiry Status

Unspecified

The initial status of an inquiry after it is created. The inquiry cannot proceed to further actions; this status is set automatically when the inquiry is created.

Ready

If approval is required, the inquiry is ready for further processing. The status is changed by the user.

Approved

The inquiry is approved for further processing in the form of an offer. The status is changed by the user.

Complete

The complete inquiry has been offered. The status is changed by the user or is set automatically when an offer is created as a copy of the inquiry.

Deadline

The requested delivery date for goods or services.

Description

Additional information about the inquiry.

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Panel 1, "Supplement" Tab
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Shipping Method

Optional field.

Values recorded under Tools – Codelists – Shipping Methods are offered, e.g. Czech Post, PPL, In person. You can press F2 to open the 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, which can be used when generating the final invoice.

You can type the text manually or use the drop-down arrow to select from predefined texts. When editing the text, "plus" and "magnifier" buttons will appear above the field. If the note you have just entered is not yet among the predefined texts, you can add it by clicking the "plus" button. Clicking the "magnifier" button opens the predefined texts codelist, where you can select a different existing text or add, edit, and delete texts.

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Panel 1, "Note" Tab
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Note

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

Not printed on the document.

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Panel 1, "Attachments" Tab
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On this tab, you can archive various documents related to the given inquiry, such as documents from the inquiry preparation phase.

The top toolbar of the table contains a number of buttons; the meaning of some of them is described in the separate "Application Controls" section.

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

A folder icon is displayed next to each attached file, allowing 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 scanning parameters.

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Panel 1, "Introduction" Tab
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Introductory Text

Optional field. No character limit.

Text that will appear before the document line items in the printed version.

You can type the introductory text directly into the field. Using the "three dots" button next to the field, you can open a multi-line editing field. When editing the introductory text, "plus" and "magnifier" buttons will appear above the field. If the text you have just entered is not among the predefined texts, you can add it by clicking the "plus" button. Clicking the "magnifier" button opens the predefined texts codelist, where you can select an existing text or add, edit, and delete texts.

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Panel 1, "Conclusion" Tab
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Closing Text

Optional field. No character limit.

Text that will appear after the document line items and before the VAT summary in the printed version. Controls are described under the Introductory Text field.

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Panel 2, "Supplier" Tab
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Company

You can select the business partner from the Address Book (the following fields will be filled in automatically), or you can enter the partner's details manually (in which case, leave this field blank). You can enter the abbreviation or name of the supplier company (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 to the right or by pressing F2) and search for a company using filters, edit the desired supplier, or add a completely new record; to select a company from the list, simply double-click its record.

Only companies recorded in the Business Partners Address Book that have 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: If you click on the blue underlined Name field label after entering the company name, your web browser will open the search results page in ARES (Administrative Register of Economic Entities) with data from the commercial register, trade register, VAT payers list, etc.

Street

Enter the street of the company's registered address, including the building number, street number, or a combination of both.

Note: If you click on the blue underlined Street field label after filling in the City and Street fields, 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 into the field, and the application will suggest the full city name including any district, while also populating the corresponding value in the ZIP Code field.

ZIP Code

Enter the ZIP code of the company's registered address (or the local equivalent for foreign companies). When a valid ZIP code is entered, the City field is automatically populated. When entering a ZIP code, you can also use the autocomplete feature: start typing the first digits of the ZIP code or the beginning of a city name, and the application will suggest possible cities, municipalities, or districts.

Country

Select the country where the company is registered from the drop-down list. If you selected the city or ZIP code from the autocomplete, the Czech Republic or Slovakia will have been filled in automatically. To speed up your 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 of a legal entity, self-employed individual, or state organizational unit assigned by the Czech Statistical Office, commercial court, or trade licensing office (older numbers with fewer digits are padded with leading zeros). If you click on the blue underlined IČO field label while a value is entered for a Czech company, your web browser will open the ARES (Administrative Register of Economic Entities) search results page 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 natural or legal person required to pay taxes. The VAT number of legal entities consists of the country code abbreviation followed by the company registration number; for natural persons, it consists of the country code abbreviation followed by the digits of their personal identification number.

If you click on the blue underlined DIČ field label while a value is entered for a Czech company, your web browser will open the search form for registered entities of the Czech Ministry of Finance, where you need to enter the partner's VAT number and click the Search button to display information about the VAT payer and their registration. For companies registered in other countries, the VAT (DIČ) verification result from the European Commission's VIES system will be displayed.

EAN

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

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Panel 2, "Postal Address" Tab
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If the postal address is the same as the registered address, leave this checkbox selected. If the postal address differs from the registered address, enter the supplier's postal address.

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Panel 2, "Deliver to Address" Tab
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In this tab, you can select the address to which the goods should be delivered. This address must be recorded in the business partners' Address Book.

This feature is available in the Premium edition only.

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Panel 3, "Specification" Tab
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In this panel, you enter values needed to refine the document. When line items are created, data is automatically transferred to the corresponding fields. If a value in the header is changed, it is automatically transferred to the line items, except for those items where you have manually changed the value. A value on a line item can be changed after making it accessible by unchecking "copy from document header".

Received Offer Type

The drop-down list offers values recorded under Purchasing – Document Types – Received Offer Types.

Cost Center

Optional field.

Allows you to assign the document within the cost center structure of the accounting company. If the company does not use cost center classification, the cost center named "Headquarters" is selected automatically.

The selected cost center appears only on internal copies of the document.

Activity

Optional field.

Allows you to categorize line items by activity.

The drop-down list offers values from the Tools – Codelists – Activity codelist.

Job/Contract

Optional field.

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

Labels

Optional field.

Used to tag the document with labels, which are then displayed in the field and can be particularly useful for filtering.

Clicking the Attach button opens the label selection form. The left panel shows Available Labels and the right panel shows labels assigned to the current document. You can assign or remove labels using the arrow buttons between the two panels. If you use labels extensively, you can use the Groups drop-down list to display only labels from a selected group. Once you have set the labels, confirm with "OK".

If you need to add a label that is not yet in the Available Labels panel, use the "Manage Labels" button. The labels codelist will open (menu Tools – Codelists – Labels), where you can add the required label.

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Panel 3, "Responsible Person" Tab
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Responsible Person

The user responsible for the given goods receipt/issue; persons from the Tools – People and Users menu are offered.

Contact Person

The name of the user to contact regarding the given document.

Name

Phone

Email

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Panel 4, "Domestic Currency" Tab
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The domestic currency tab (usually labeled "CZK") provides a financial overview of the entire document and a breakdown of amounts by VAT rate. After adding the first line item, most fields on the tab become read-only and their values are updated with every change to a line item.

For entering a document without line items, amounts are entered directly into the tab fields (except for the base total and VAT total). After changing the amount in one of the fields, the remaining fields are cross-calculated (note, however, that if you manually change the VAT amount, the row totals will be consistent but the amounts will not correspond to the percentage VAT rate). For so-called

itemless 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 inclusion of amounts for VAT-exempt goods and services). A document without line items is suitable, for example, for accounting firms entering a document brought in by a client.

The remainder of the tab consists of fields in three columns:

The fields are arranged in rows labeled with specific VAT rates:

Calculation and rounding method for itemless document amounts:

Base

If the base amount is entered first, the corresponding VAT will be calculated precisely.

VAT

If the VAT amount is entered first, the corresponding base will be calculated precisely.

Including VAT

If the amount including VAT is entered first, the corresponding base and VAT will be calculated using a coefficient (for a 21% rate, base = 0.1736 × total; for a 15% rate, base = 0.1304 × total).

The rounding defined in the document type is not applied to itemless documents; the calculation described above is used instead. You can adjust the final amount after calculation according to your needs.

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Panel 4, "Currency" Tab
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Currency

Specifies the currency of the document amounts. The default value is the domestic (local) currency entered in Company Settings; if left as the default, the remaining fields on the tab are unavailable. If you want to create the document in a different currency, select a value from the list of available currencies. Once selected, the remaining fields on the tab will become accessible.

Exchange Rate

A pair of fields that allows you to specify the exchange rate for the domestic currency against the selected currency. After choosing a currency, the exchange rate for the document's issue date is downloaded from the internet, but it can be adjusted or replaced with a custom value. If the rate cannot be retrieved, the domestic currency field will be highlighted with a colored border and set to 0.00.

The remainder of the tab consists of fields in three columns:

The fields are arranged in rows labeled with specific VAT rates:

For itemless documents, values in the fields can be edited, with the exception of the base total and VAT total; the remaining fields are cross-calculated (note that if you change the VAT amount, the row totals will be consistent but will not correspond to the percentage VAT rate). For documents with line items, the amount fields are read-only and display values based on the document's entered line items.

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Panel 5, "Document Line Items" Tab
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Document line items can be created in two ways.

Individual item created by the user

Items generated by the application

A group of items is created by loading the contents of another document.

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"Document Line Items" Record
Main panel
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Price List Code

Required field.

Warehouse

Select from the drop-down list.

Label

Abbreviation from the price list.

EAN Name

Full name of the price list item (populated automatically when the price list code is selected).

Quantity

Number of units (the quantity in stock is displayed after selecting a warehouse).

UoM

Unit of measure.

Select from the drop-down list.

Units of measure can be configured in Codelists -> Units of Measure.

Unit Price

Price Type

VAT Rate

Base (CZK) VAT (CZK) Total (CZK)

Base (currency) VAT (currency) Total (currency)

Note

Optional.

You can enter any note about the line item in this field. The note is for your information only and is not printed on any document.

You can type the note directly into the field. Using the "three dots" button next to the field, you can open a multi-line editing field. When editing the note, "plus" and "magnifier" buttons will appear above the field. If the note you have just entered is not among the predefined texts, you can add it by clicking the "plus" button. Clicking the "magnifier" button opens the predefined texts codelist, where you can select an existing text or add, edit, and delete texts.

Labels

Optional field.

Used to tag line items with labels, which are then displayed in the field and can be particularly useful for filtering.

Clicking the Attach button opens the label selection form. The left panel shows Available Labels and the right panel shows labels assigned to the current document line item. You can assign or remove labels using the arrow buttons between the two panels. If you use labels extensively, you can use the Groups drop-down list to display only labels from a selected group. Once you have set the labels, confirm with "OK".

If you need to add a label that is not yet in the Available Labels panel, use the "Manage Labels" button. The labels codelist will open (menu Tools – Codelists – Labels), where you can add the required label.

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"Details" Tab
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Cost Center

No document can be posted without a cost center.

Activity

Job/Contract

Jobs/contracts recorded under Sales – Jobs/Contracts are offered.

! These values are automatically copied from the document header. Each field has "Copy value from document header" checked. If you want to change a value on a line item, you must uncheck this option. Checked values will be automatically updated on the line item when they are changed in the document header. !

Volume

For a price list item, the value is taken from the price list.

Enter the volume value. The application can calculate the total volume on the invoice, making it possible to determine, for example, whether all goods on the document will fit in a container.

Volume UoM

For a price list item, the value is taken from the price list.
Select from the list of permitted volume units of measure.