Offer Accepted

You can find the list of received offers on the workspace in the "Purchasing" module, or via the top menu Purchase – Received Offers.

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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 when documents are generated and updated.
Since a received inquiry can be the very first document in the entire business cycle chain, navigating through all links will illustrate how an entire business case is connected. Due to the complexity of all links, you will always see the "neighboring" link to the nearest document, from which you can "advance" to the next document.

The application displays a list of all documents that are "linked" to the current document (the one 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. In 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 described chain, 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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"Services" Function
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Services Function – Company Summary Information

When creating or updating a document, it is sometimes important to obtain information about the "financial relationship" you have with a business partner, so you can choose an appropriate response or course of action when creating further documents.

The application displays the company card with the Summary Information tab:

The first column of the tab displays invoicing and payment 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, Unstocked issued orders.

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

Services Function – Print Current Document

Prints the document currently selected by the cursor. Clicking the button displays a document preview showing how it 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 Function – Create Issued Order

Selecting this function triggers the generation of issued orders.

Creating an offer, order, or invoice can only be activated for documents that are not in the "Done" or "Cancelled" status.

The created document is opened in a window where the operator can edit the automatically transferred data. The status of the source document is changed to "Done".

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Filter Drop-Downs
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Filter drop-downs allow you to easily and quickly filter the displayed documents. Set the filters according to your current needs; the last filter applied will also be used 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

Individual document types that have been set up are available for selection.

Status (processing)

Not done, Unspecified, Ready, Approved, Partially issued/received, Issued/received, Partially done, Done, Cancelled.

User

Filter documents that were created by a specific user.

Filter drop-downs offer an unrestricted option as the first item in each list. Each drop-down allows you to select exactly one item; for advanced filtering, use the global filter function.

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"Received Offer" Card
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A received offer is another link in the so-called business chain. You can enter it manually or create it from an issued inquiry using the services button. To enter a new received offer, start by clicking the "New" button. Clicking the button will display a blank received offer form.

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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

Read-only field.

The value is automatically filled in after selecting a document series. In the logged-in user's settings, you can predefine "their" document series. This eliminates the prompt asking which series to use, speeds up data entry, and also prevents entering an incorrect series.

Incoming Number

The number of the offer sent to you by the supplier. If the offer was received in another form, you do not need to fill in this value, or you can enter "phone, email, etc."

Issued

Required field.

For the first document in a series, the date is set from the computer's date (provided the entered accounting period matches the current calendar year; otherwise, it is set to the last day of the entered accounting period). For subsequent documents in the series, the date is carried over from the previous document.

Offer Date

The date stated on the written offer or when the verbal offer was made.

DeadlineStatus

The initial status of the offer after it is created. The offer cannot enter further actions and this status is set automatically when the offer is created.

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

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

The complete offer has been ordered. The status is changed by the user or is set automatically when an order is created by copying the offer.

Status transitions may occur depending on the permissions assigned to the given user. (If the company settings require that the following statuses be observed.)

Description

Enter additional details here to help with orientation in the offer list. This field is not required.

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Panel 1, "Supplement" Tab
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Inquiry Number

Optional field.

You can fill in the inquiry number manually. If an order was created from an inquiry, the application will fill in the value automatically.

Payment Method

Optional field.

Select the appropriate payment method from the drop-down list. The values available are those recorded in the menu Tools – Code Lists – Payment Methods, e.g., the default options Bank Transfer, Cash, Postal Order, Cash on Delivery, Payment Card, Offset. You can press F2 to open the selection list for a more advanced selection, editing, or adding a custom payment method.

Shipping Method

Optional field.

The values available are those recorded in the menu Tools – Code Lists – Shipping Methods, e.g., Czech Post, PPL, In Person. You can press F2 to open the selection list for a more advanced selection, editing, or adding a shipping method.

Shipping and Dispatch.

Optional field.

Intended for supplementary text relating to the shipping method.

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 among the predefined texts, you can add it by clicking the "plus" button. Clicking the "magnifier" button opens the predefined texts code list, where you can select a different existing text, or add, edit, and delete texts.

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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 offer, such as its internal evaluation.

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

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

A folder icon is displayed next to each inserted attachment, 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 2, "Supplier" Tab
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Company

You can select a business partner from the Address Book (the following fields will be filled in automatically), or you can enter the partner's details manually (in which case, leave this field blank). You can enter the supplier's abbreviation or company name (or just part of it) 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 the company using filters, edit the supplier you are looking for, 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 the value Supplier or Customer/Supplier selected in the Relationship Type field are available.

Name

Enter the exact company name. The field is filled in automatically 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 payer list, etc.

Street

Enter the street of the company's registered address, including the building number, orientation 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 address.

City

Enter the name of the city or municipality where the company is registered.

When entering the city name, you can use the autocomplete feature: start typing the name of the city, municipality, or district in the field, and the application will suggest the full name of the city, including any relevant district, and will also fill in 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 filled in automatically. When entering the ZIP code, you can again use the autocomplete feature: start typing the first digits of the ZIP code or the beginning of the city name and the application will suggest possible cities, municipalities, or their districts.

Country

Select the country where the company is registered from the drop-down list. If you selected the city or ZIP code from the autocomplete, the Czech Republic or Slovakia will have been filled in automatically. To speed up the search, you can type the first letters of the country name and the application will move to the first matching country.

Company Registration Number (IČO)

Enter the business partner's company registration number — a unique eight-digit identification number assigned to legal entities, self-employed individuals, or state organizational units by the Czech Statistical Office, commercial register, or trade licensing office (older numbers with fewer digits are padded with leading zeros). If you click on the blue underlined IČO field label when a value for a Czech company is filled in, your web browser will open the ARES (Administrative Register of Economic Entities) search results page for that registration number, showing 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 for 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 their birth number digits.

If you click on the blue underlined DIČ field label when a value for a Czech company is filled in, 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 VAT payer information and registration details. For companies registered in other countries, the VAT (VAT ID) verification result in the European Commission's VIES system will open.

EAN

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

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Panel 2, "Postal Address" Tab
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If the postal address matches the registered address, leave the checkbox checked. If the addresses differ, uncheck it and fill in the required details.

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Panel 2, "Deliver To" Tab
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This tab is used to specify the address where the goods are to be delivered. To use this tab, the address must be entered 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 that are required to specify the document in more detail. When document lines are created, data is automatically transferred to the corresponding fields. If a value in the header is changed, it is automatically transferred to lines, except for those lines where you have manually changed the value. A value on a line can be changed after unlocking it by unchecking "copy from document header".

Issued Order Type

The drop-down list offers values recorded in the menu Purchase – Document Types – Issued Order Types.

Cost Center

Optional field.

Allows the document to be assigned within the cost center structure of the accounting company. If the company does not use cost center categorization, the cost center named "Headquarters" is selected automatically.

The selected cost center appears only on internal document copies.

Activity

Optional field.

Allows document lines to be categorized by activity.

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

Job/Contract

Optional field.

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

Labels

Optional field.

Used for tagging 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 field shows Available Labels, while the right field shows labels assigned to the current document. You can assign or remove labels using the arrow buttons between the two fields. If you use labels extensively, you can use the Groups drop-down list to display only the labels of a selected group. Once you have set the labels, confirm by clicking "OK".

If you need to add a label that is not yet in the Available Labels field, 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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Panel 3, "Responsible Person" Tab
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Responsible Person

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

Contact Person

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

Name

The person's name.

Phone

The person's phone number.

E-mail

The person's email address.

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

For entering a document without lines, amounts are entered directly into the tab fields (except for the tax base total and VAT total). When an amount is changed in any field, the remaining fields are cross-calculated (note, however, that if the VAT amount is changed manually, the row totals will add up correctly but the amounts will not correspond to the percentage VAT rate). For so-called line-free documents, the application automatically creates items of the "Accounting Line" type, the number of which corresponds to the number of VAT rates used (or the entry of amounts for VAT-exempt goods and services). A line-free document is useful, 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 line-free 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 for the document type is not applied to line-free documents; the calculation described above is used instead. You can adjust the final amount after calculation as needed.

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Panel 4, "Currency" Tab
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Currency

Determines the currency of the document amounts. The default value is the home (domestic) currency entered in Company Settings; if this is kept, the remaining fields on the tab remain unavailable. To create a 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

The pair of fields allows you to define the exchange rate of the home currency against the selected currency. After a currency is selected, the exchange rate for the document's issue date is downloaded from the internet, but it can be edited or replaced with a custom value. If the exchange rate cannot be retrieved, the home 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 so-called line-free documents, values in the fields can be edited, except for the base total and VAT total; the remaining fields are cross-calculated (note that if the VAT amount is changed, the row totals will add up correctly but will not correspond to the percentage VAT rate). For documents with lines, the amount fields are read-only and display values based on the document's entered lines.

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Panel 5, "Document Lines" Tab
Document lines can be created in two ways.
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Individual line created by the user

Lines generated by the application

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

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"Document Lines" Card
Main panel
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Price List Code

Required field.

Warehouse

Select from the drop-down list.

Label

Abbreviation (pulled from the price list).

EAN

Name

Full name of the price list item (filled in when the price list code is selected).

Quantity

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

UOM

Unit of Measure.

Select from the drop-down list.

These can be configured in Code Lists -> Units of Measure.

Price Level

If you have Price Levels configured, select the desired one from the drop-down list here.

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Price per UOM
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Total Price
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Note

Optional.

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

You can type the note manually. 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 code list, where you can select an existing text, or add, edit, and delete texts.

Labels

Optional field.

Used for tagging document lines 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 field shows Available Labels, while the right field shows labels assigned to the current document line. You can assign or remove labels using the arrow buttons between the two fields. If you use labels extensively, you can use the Groups drop-down list to display only the labels of a selected group. Once you have set the labels, confirm by clicking "OK".

If you need to add a label that is not yet in the Available Labels field, 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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"Details" Tab
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Cost Center

No document can be posted without a cost center.

Activity

The selected activity.

Job/Contract

Jobs/contracts recorded in the menu Sales – Jobs/Contracts are available.

Order from Supplier

This value is for informational purposes only. (Do not order, Order, Already ordered.)

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 the 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.

Do Not Group When Creating Issued Order

Toggles grouping behavior when creating issued orders.

The cost center, activity, and job/contract are automatically copied from the document header. The "Copy value from document header" checkbox is checked for each field. To change a value on a line, you must uncheck this option. Checked values on the line will be automatically updated when they are changed in the document header.