Purchase Order Issued

The list of issued orders can be found on the workspace of the Purchase module. These orders record all your requests to suppliers — they are the opposite view of received orders. An issued order can be created based on a received order, where you request from your suppliers what your customers are requesting from you. This forms the basis for a received invoice, a goods receipt, and a production order.

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Utility 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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The "Links" Function
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When new documents are created or existing ones are updated, links are established between individual documents. Since an order can be the very first document in the entire chain of a business cycle, navigating through all the links will demonstrate the continuity of the entire business case. Due to the complexity of links between documents, only the direct links of the current document to the nearest documents are always displayed. In practice, from a received inquiry you will see a link to the issued quotation, from that to the received order, and so on to the delivery note and the issued invoice.

The application displays a list of all documents that are "linked" to the current document (selected by the cursor). Double-clicking on a linked document displays another list containing the requested document. A further double-click opens the document window. 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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The "Totals" Function
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This button is used to sum up the currently selected (checked) documents from 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 the mouse in 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 use Ctrl-V to paste the result from the clipboard into the editor, where you can continue working with it (printing, archiving, etc.).

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

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The "Services" Function
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The Services button is used to quickly create documents linked to the selected documents.

Services Function – Company Summary Information
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When creating or updating a document, it is sometimes important to obtain information about the "financial relationship" you have 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 first column of the tab displays invoicing and payment behaviour data: Total invoiced, Outstanding, Paid after due date, Average payment delay in days, Invoice limit, Defined payment terms.

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

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

Services Function – Print Current Document
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Prints the document currently selected by the cursor. After pressing 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 is correct, you can print it (using 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 – Order to Minimum
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Use this function to create an issued order that will replenish stock up to the minimum stock level. The minimum stock level can be set on the stock card of the relevant item under the "Main" – "Goods" – "Stock Cards" tab.

Services Function – Create Received Invoice
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This option allows you to receive an invoice directly from an issued order, even if the entire order has not been fulfilled. After confirming this option, a dialog will appear where you can review what goods were ordered, how many were ordered, how many have already been fulfilled from this order, how many remain to be fulfilled, and how many are in stock. If you leave "Include" checked, you can enter the delivered quantity — i.e., the quantity that has been invoiced to you. Depending on the type of goods, you can also select the batch, expiry date, or serial number of the delivered goods.

The "Select All" and "Deselect All" buttons allow you to quickly check or uncheck the "Include" field. After confirming with "OK", you simply select the invoice type and it will be created automatically. All that remains is to fill in any additional details and save.

If the entire issued order is fully invoiced, it is moved to the "Done" status and no further documents can be created from it. If only partial invoicing has been performed, the order is moved to the "Partially done" status. If you wish to change this, the fulfilled changes in the document will be reset — the invoice or any other linked documents will not be cancelled. This can be used, for example, when you need to request the same delivery again.

If the invoice type has "Automatically generate warehouse documents" checked, a goods receipt will also be created automatically along with the invoice.

Services Function – Order from a Different Supplier
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This option allows you to copy an issued order including its line items, but without the supplier, which you can then fill in manually or select from the address book.

Services Function – Create Production Order
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This function is used to issue an order to production. From a received order, you create an issued order, and from that you create a production order. The "Select Goods for Ordering" form displays the items required to manufacture the ordered product. To use this option, you must have the bill of materials correctly configured.

Services Function – Create Bulk Production Order
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This function is used to issue a bulk order to production.

Services Function – Order Based on Query Result
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This function allows you to create an order based on a custom query. Custom queries can be created in the "Tools" – "Custom Queries" menu.

Services Function – Create Goods Receipt
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This option allows you to create a goods receipt directly from an issued order, even if the entire order has not been fulfilled. After confirming this option, a dialog identical to the one in the previous cases is displayed.

The dialog displays all line items of the issued order that have not yet been fulfilled — i.e., for which no goods receipt has yet been posted to the warehouse. For each item you can see not only the item code, name, and unit of measure from the price list, but also how many were ordered, how many have already been fulfilled, how many remain to be fulfilled, and how many are in stock. The editable columns are "Fulfil", "Purchase Price", "Batch", and "Expiry". If the ordered goods are tracked by serial numbers, you can enter them by pressing the "Serial…" button. In other cases, this field is greyed out and inaccessible. At the end of each row there is a checked checkbox labelled "Include", meaning that every row checked this way will be fulfilled — i.e., a goods receipt line item will be created from it. You can of course uncheck this field manually. To change the selection in bulk, use the "Select All" and "Deselect All" buttons in the bottom-right section.

After confirming, you will be prompted to select a warehouse from the warehouse list to which you want to receive the goods.

Once you select and confirm the warehouse, a goods receipt is automatically generated. The warehouse document (both goods receipt and delivery note) retains the currency set on the order and retrieves the current exchange rate to ensure the amounts match.

The "Movement Type Specification" field will be filled in with "Receipt after order". The "Document Status" field will remain empty. It will be filled with "Invoiced" once a received invoice arrives and is entered using the Services button in the "Goods" module from this generated goods receipt.

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Filter Drop-Downs
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Filter drop-downs allow you to quickly and easily filter the displayed documents. Set the filters according to your current needs; the last-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 in the year selected in the filter).

Document Type

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

Status (fulfilment)

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

User

Filter documents that were created by a specific user.

The filter drop-downs offer an unrestricted option as the first item, which does not limit 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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The "Issued Orders" Card
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The "Main" Tab
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Document Type (required field)

Select the document type from the list of documents. The selected type determines the behaviour of the document and also carries its default values. (The system remembers the last document type used.)

Internal Number

This field is not available for manual entry — it is generated automatically after a document series is selected. In the logged-in user's settings, you can pre-define "their" document series. This eliminates the prompt asking which series to use, speeds up data entry, and also removes the possibility of entering an incorrect series.

Supplier's Number

The number under which the order is recorded with the supplier.

Status

Select the status from the drop-down list. Some statuses are filled in automatically, for example when goods are issued from the warehouse or after invoicing.

Issued

The date shown on the written order, or the date on which a verbal order was placed.

Description

This field provides space for a more detailed description of the order and helps with orientation in the order table. This field is not mandatory and is not printed on the final order.

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The "Supplement" Tab
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Inquiry Number

Optional field.

You can fill in the inquiry number manually. If the 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 Tools – Code Lists – Payment Methods menu, e.g. the default options Bank transfer, Cash, Postal order, Cash on delivery, Payment card, Set-off. Press F2 to open the selection list for more advanced selection, editing, or adding a custom payment method.

Quotation Number

Optional field.

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

Shipping Method

Optional field.

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

Shipping and Dispatch.

Optional field.

This field is intended for supplementary text regarding the shipping method; this text is printed on the order.

You can type the text manually or use the scroll arrow to select from predefined texts. When editing text, "plus and magnifier" buttons appear above the field. If the note you have just entered is not already among the predefined texts, you can add it by pressing the "plus" button. Pressing the "magnifier" button opens the predefined text code list, where you can select a different existing text or add, edit, and delete texts.

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The "Note" Tab
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This tab provides space for your own note. This note is not printed anywhere and serves only as information for you — for example, things to watch out for when working with the record.

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The "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. Use the "three dots" button next to the field to open a multi-line editing field. When editing the introductory 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 text code list, where you can select an existing text or add, edit, and delete texts.

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The "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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The "Attachments" Tab
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On this tab you can store documents related to the order.

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

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

Next to an added attachment there is 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 scanning parameters.

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The "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 empty).

You can enter the supplier's abbreviation or company name (or just part of the abbreviation or name) and select the required 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 supplier found, 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 with the value Supplier or Customer/Supplier selected in the Relationship Type field are offered.

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 label Name 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 or trade register, the 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 label Street after filling in the City and Street fields, your web browser will open the Mapy.cz portal with a map of the company's registered 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 into the field and the application will suggest the full name of the city including any district based on the initial letters, while also filling in the corresponding value in the Postal Code field.

Postal Code

Enter the postal code of the company's registered address (or the local equivalent for foreign companies). When a valid postal code is entered, the value in the City field is filled in automatically. When entering the postal code, you can again use the autocomplete feature: start typing the first digits of the postal 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 postal code from the autocomplete suggestions, 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 (IČO) — the unique eight-digit identification number assigned to legal entities, self-employed individuals, or state organisational units by the Czech Statistical Office, the commercial court, or the trade licensing office (older numbers with fewer digits are padded with leading zeros). If you click on the blue underlined label IČO when the value of 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, 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 who is required to pay taxes. The VAT number of legal entities consists of the country code abbreviation plus the company registration number; the VAT number of natural persons consists of the country code abbreviation followed by the digits of their birth number.

If you click on the blue underlined label DIČ when the value of a Czech company is filled in, your web browser will open the search form for registered entities of the Czech Ministry of Finance, into which you need to enter the partner's VAT number and press the Search button to display information about the VAT payer and their registration. For companies registered in other countries, the result of the VAT number verification 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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The "Postal Address" Tab
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If the postal address is the same as the company's registered address, check the flag; if it differs, fill in the following fields:

City

Postal Code

Country

Company

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The "Deliver to Address" Tab
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This tab is used to specify the delivery destination for the goods.

Select from the drop-down list; the fields will be filled in automatically based on the information entered in the company address book.

To use this option, you must have your addresses entered in the company address book.

This feature is available in the Premium edition only.

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The "Specification" Tab
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Receipt Type

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

Cost Centre

Optional field.

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

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

Activity

Optional field.

Allows you to categorise line items by activity.

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

Job

Optional field.

You can select a job from those recorded in the Sales – Jobs code list that the document relates to. You can enter the job abbreviation or name (or just part of the abbreviation or name) and select the required job from the suggested records. You can also open the jobs code list (using the magnifier button or by pressing F2) and search for a job using filters, or edit it or add a completely new record.

Labels

Optional field.

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

Pressing the Attach button opens the label selection form. The left panel shows Available Labels, and the right panel shows the 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 the labels belonging to a selected group. Once you have configured 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. This opens the labels code list (menu Tools – Code Lists – Labels), where you can add the required label.

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The "Responsible Person" Tab
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Responsible Person

Select the user from the drop-down list who is responsible for the given order.

Contact Person

The name of the person who can be contacted regarding the given document.

Name

Filled in automatically when a contact person is selected. Can be filled in manually.

Phone

Filled in automatically when a contact person is selected. Can be filled in manually.

Email

Filled in automatically when a contact person is selected. Can be filled in manually.

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The "CZK" Tab
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The tab with the home currency (usually labelled "CZK") provides a financial overview of the entire document and a breakdown of amounts by VAT rate. Once the first document line item is added, most fields on the tab become inaccessible 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 (with the exception of the base total and the VAT total). When an amount is changed in one field, the remaining fields are cross-calculated (note, however, that if you manually change the VAT amount, the row totals will be correct but the amounts will not correspond to the percentage VAT rate). For so-called item-free 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 goods and services exempt from VAT). A document without line items is useful, for example, for accounting firms entering a document brought in by a client.

Discount [%]Optional field, accessible only for documents with line items.

Specifies the percentage discount applied to the entire document. The discount amount may be carried over from the document type or the company record in the address book.

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

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

Method of calculation and rounding of amounts for documents without line items:

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 respected for documents without line items; the calculation described above is used instead. You can adjust the final amount after calculation according to your needs.

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The "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 you leave this value unchanged, the other fields on the tab remain unavailable. If you want to create the document in a different currency, select the 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 specify the exchange rate for the home currency against the selected currency. After selecting a currency, the exchange rate for the document's issue date is downloaded from the internet, but it can be adjusted or a custom rate entered. If the exchange rate cannot be retrieved, the home currency field will be highlighted with a coloured border and set to 0.00.

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

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

For a so-called item-free document, the values in the fields can be edited with the exception of the base total and the VAT total; the remaining fields are cross-calculated (however, when the VAT amount is changed, the row totals will be correct but not the percentage VAT rate). For a document with line items, the amount fields are inaccessible and display values based on the document's entered line items.

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The "Rounding Method" Tab
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The following can be set:

VAT (method)

This field sets the rounding method for the resulting VAT amount. Use the scroll arrow to select from the available values: up, down, mathematically.

VAT (precision)

This setting follows on from the previous one — use the scroll arrow to select from the available values: do not round, round to thousandths, hundredths, tenths, units, tens, hundreds, thousands.

Total (method)

This field sets the rounding method for the resulting invoiced amount. Use the scroll arrow to select from the available values: up, down, mathematically.

Total (precision)

This setting follows on from the previous one — use the scroll arrow to select from the available values: do not round, round to thousandths, hundredths, tenths, units, tens, hundreds, thousands.

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The "Document Line Items" Card
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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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The "Main Panel" Tab
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Price List Code (Required field)

Select using the magnifier button from the price list or fill in manually.

Warehouse

If you selected an item from the price list, select the warehouse that will fulfil the order.

Code

Abbreviation of the price list item (retrieved from the price list).

Name (Required field)

Name of the price list item (retrieved from the price list).

Quantity (Required field)

Enter the quantity.

Stock status: Shows how many units of the given item are available in the warehouse.

UoM

Select the unit of measure from the drop-down list.

Price per UoM (Required field)

The price is retrieved from the price list; if you are entering the item manually, you need to fill it in.

Price Level

Select the required price level from the drop-down list. Price levels can be configured in the Goods module.

Price Type

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Select from the drop-down list: excluding VAT, including VAT (exact), including VAT (coefficient).

VAT Rate

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Select the required VAT rate from the drop-down list.

Line Item Discount

Manually enter the required line item discount.

Apply Document Discount

When checked, the discount entered on the "CZK" tab will apply to this line item.

Total Price

Note

Optional

You can enter any note for 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. Use the "three dots" button next to the field to open a multi-line editing field. When editing the note, "plus and magnifier" buttons appear above the field. If the note 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 text code list, 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. Pressing the Attach button opens the label selection form. The left panel shows Available Labels, and the right panel shows the 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 the labels belonging to a selected group. Once you have configured 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. This opens the labels code list (menu Tools – Code Lists – Labels), where you can add the required label.

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The "Details" Tab
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If the "Copy from document" flag remains checked, these fields will be pre-filled with values from the document; if you want to change them, simply uncheck the flag and overwrite the