This is a list of cash register documents containing all the information relevant to recording cash payments. A cash register document can also be used as a simplified tax document. Cash payments can be matched with invoices, receivables, or payables, and an advance tax document can be created from a cash register document used to settle an advance invoice.
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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:
Settling document
Issued and received invoices, receivables, and payables that have been settled are linked to bank documents, cash register (internal documents).
Exchange rate differences
When settling invoices in a foreign currency, exchange rate differences arise due to changes in exchange rates. Internal accounting documents are created to ensure these are posted correctly.
Year-end revaluation (if the document is in a foreign currency)
When foreign currency invoices are not fully settled by the end of the year, exchange rate changes require that the price differences be included in the total invoice value at year-end. Internal accounting documents are used to ensure correct posting.
Goods issues, goods receipts
When creating an invoice with price-list "stock" items, goods issues or goods receipts are created automatically.
Advances, advance tax documents
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:
First, you record a customer inquiry.
Based on it, you create your offer (or several variants).
You then receive the customer's order.
To fulfill it, you send inquiries to your suppliers.
Based on the most favorable received offers from suppliers, you place orders by creating purchase orders.
Goods delivered by the supplier will be accompanied by received invoices, which will be linked to several goods receipts upon being stocked.
It's time to deliver the goods to the customer: stock goods issues are linked to the issued invoice.
The issued invoice is later settled via bank. If settled in a foreign currency, exchange rate differences arise, or if settled 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 view related documents. This ABRA Flexi feature makes it easier to search for and review documents.
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"Totals" Function
A "Totals" button is available on the right side of the top toolbar and is used for summing documents. For more information about this function, refer to the Documents -> Totals in Document List chapter.
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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 Bulk Changes chapter.
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"Services" Function
Services Function – Send Document to EET
This function allows you to send one or more selected documents at once to the Electronic Sales Records (EET) system.
Services Function – Show EET Communication
This service provides complete messages and responses from communication with the Electronic Sales Records system. It can only be displayed for the currently selected document.
Services Function – Create Payment Link
This option allows you to create or cancel a link between the settling document and the document being settled. A dialog box titled "Select Receivable/Payable to Match Payment" will first appear, where you select the appropriate document to be matched with the selected payment. This service offers the same functionality as the "Match" / "Unmatch" button on individual documents.
Services Function – Manual Payment Link Creation
This option allows you to manually create a link between the settling document and the document being settled. Clicking the button opens a table where you select which document you want to link to the cash register document. If a difference arises after linking the payment, you have the option to post the difference and any overpayment.
Services Function – Automatic Payment Link Creation
This option enables automatic matching of a payment with a received/issued invoice. A matching notification will appear on screen, and the "How Settled" column will display information for the user, e.g., automatically by variable symbol — meaning that matching was performed based on a matching amount and matching variable symbol.
Services Function – Create/Cancel Advance Tax Document Link
This option allows you to create an advance tax document from a payment for an advance invoice.
Services Function – Create Invoice from Settled Advances
If the advance invoice is fully settled, a final invoice is created directly, with the advance invoice already deducted within it. If the advance invoice contains price-list items — which may include items with serial numbers — a goods issue is also created simultaneously, and you will be prompted to select the applicable serial number.
The prerequisite for this method of invoice creation is that the advance invoice must be settled, must not be item-free, must not have a linked stock document, and must not have already been deducted. The amount in the line items of the final invoice created this way cannot be changed. The invoiced amount must therefore equal the settled advance amount.
Services Function – Create Overpayment
This option allows you to create an overpayment, whereby the unmatched portion of the payment is transferred to other receivables or payables. Clicking the Create Overpayment button opens a window for selecting the document type (if you have not configured this in the automatic operations in Company Settings). After selecting and confirming the document, a notification is displayed confirming that the overpayment document has been created.
Services Function – Create Asset Card
This function allows you to create an asset card. Clicking the button opens the "Asset – New Record" form, where you fill in the missing information. A new inventory number will be assigned, and the "Acquisition Cost", document number, and acquisition date will be pre-filled. Confirm by clicking "Save and Close".
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"Services" Function on the Document
Only functions accessible when a document is open are listed here.
Services Function – Document Allocation
This function can be used on a document that does not contain price-list items. It allows you to allocate the document across individual line items. Clicking the button opens the "Document Allocation" form, where you select: Posting Template, Base Amount (CZK), Credit of Base, VAT Lines, VAT Control Statement Line, Cost Center, Activity, and Job Order.
You can add another line using the "Add Item" button.
Services Function – Round Document Prices
This function can only be used on an itemized document. 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 discrepancy 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 a price list. When the function is launched, a form window opens where you enter the desired amount. The rounding difference will be posted according to the settings of the company being accounted for (the "Automatic Operations" tab).
Services Function – Correct Prices in Domestic Currency
This function can only be used on an itemized document.
It is used to correct minor rounding differences on a document. The occasion to use this function arises, for example, when loading a goods receipt into an invoice or when inserting items that are recorded in a price list.
Services Function – Allocate Incidental 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 add freight charges and similar costs.
The "Total Stock Items" field shows the total amount for all items in the stock goods receipt, i.e., the total amount of the receipt document.
In the "Costs to Allocate" field, enter the amount by which you need to increase the price of the given stock inventory.
"Total Acquisition Cost of Items" is calculated automatically based on the preceding fields.
In the lower part of the dialog, select the method for allocating the costs.
If you select by quantity, the costs to be allocated are divided by the number of units in the delivery, and the acquisition price per unit of measure is increased by the resulting amount. For example, if the delivery contains 20 units and the incidental costs are CZK 10,000, the price per unit for each item will increase by CZK 500, regardless of the current purchase price per unit.
If you select by price, the costs to be allocated are distributed in proportion to all prices per unit of measure. For example, if the delivery price is CZK 20,000 and the incidental costs are CZK 10,000, that represents 50% of the purchase price. Therefore, each purchase price per unit will also increase by 50%.
This change is also reflected in the posting of the stock document.
Services Function – Show EET Communication
This service provides complete messages and responses from communication with the Electronic Sales Records system for the document currently being edited.
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Filter Drop-Downs
Filter drop-downs allow you to quickly and easily filter the displayed documents. Configure 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 listed in descending order from the next calendar year (based on the computer's date) back 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 in the year selected in the filter)
VAT Period
12 calendar months, 4 quarters (in the year of the selected accounting period or in the year selected in the filter)
The date of the taxable supply is the determining date.
Cash Register
Individual registered cash registers are listed.
Document Type
Individual registered document types are listed.
Movement Type
Receipt, Issue
Matching
Matched documents, Unmatched documents
Manually – 1 document, Manually – multiple documents, Manually – partial payment, Automatically by variable symbol, Automatically by amount, Automatically by customer number, Automatically by internal document number
Filter drop-downs offer an unrestricted item as the first option for each parameter. Each drop-down allows you to select exactly one item; for advanced filtering, use the global filter function.
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Cash Register Card
Like all other modules, the cash register shares the General Document Properties with them.
For further detailed information, we recommend using the following links:
Cash register documents typically do 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 override calculated values.
Cash register allocation: If you want to allocate a cash register document, do not fill in the total document amount — instead, create the allocation using so-called accounting items.
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Panel 1, "Main" Tab
Document Type
From the drop-down list, select from the values recorded in the menu Money – Document Types – Cash Register Document Types
Movement Type
Required fieldSelect whether this is an issue or a receipt.
Cash Register
Required field
Select from the list of cash registers (the application remembers the last cash register entered in a series of documents).
Document Number
Read-only field
Incoming Number
The counterparty's document number.
Summary Number
The summary document number.
Variable Symbol
The variable symbol is generated automatically from the summary number by removing all non-numeric characters.
Issue Date
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, the date 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.
The posting date value is automatically generated from the issue date.
If you enter a date that is later than the end of the accounting period, the application will set the last date of the current accounting period as the posting date. This applies to documents created after the end of the accounting period but that substantively belong to that period. Examples include energy or telephone invoices, which are typically issued the following month.
If the document does not substantively belong to the selected accounting period, this is an error, and you must switch the application to the correct accounting period and create the document there.
Date of Taxable Supply
Required field for an accounting document if you are a VAT payer. For the first document in a series, it is taken from the issue date. For subsequent documents in the series, it is copied from the previous document.
Apply Taxable Supply
This field is only available for the Issue movement type.
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 claimed 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 VAT arose.
Description
This field is used to provide additional detail and improve navigation within the document list. It is not mandatory.
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Panel 1, "Supplement" Tab
Payment Method
Optional field.
From the drop-down list, select the appropriate payment method. The values listed are those recorded in the menu Tools – Codebooks – Payment Methods, such as the defaults: Bank Transfer, Cash, Postal Order, Cash on Delivery, Payment Card, Set-Off. You can press F2 to open a selection list for more advanced selection, editing, or adding a custom payment method.
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Panel 1, "Note" Tab
This field is used for any free-text note.
It is not printed on the document.
It can be entered manually or selected from predefined texts.
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Panel 1, "Attachments" Tab
On this tab, you can record documents related to the given cash register document.
The top toolbar of the table contains a number of buttons; the meaning of some of them is described in a separate chapter "Application Controls".
Using the button, you can add a new attachment. When adding, you can choose from the following options:
File – a file from your local computer is loaded into the database,
Internet link – the application records a link (URL); the data of the referenced source is not loaded into the application,
File link – the application records 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).
Next to each attached file, there is an icon that allows you to view the attachment at any time. Using the icon, you can save the attachment to a different location. The button is used to scan the document, and the second option allows you to select a scanner and scanning parameters.
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Panel 2, "Company" Tab
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 a company abbreviation or name (or just part of an 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), search for a company using filters, edit the business partner's record before selecting it, or add a completely new record; to select a company from the list, simply double-click on its record.
Only companies recorded in the business partners Address Book that have the value Customer, Supplier, or Customer/Supplier selected in the Relationship Type field are listed.
Name
Enter the exact company name. The field is automatically filled in 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, a search results page in ARES (Administrative Register of Economic Entities) will open in your web browser, showing data from the commercial or trade register, VAT payer list, and similar sources.
Street
Enter the street of the company's registered address, including the house number, orientation number, or a combination of both.
Note: If you click on the blue underlined label Street after filling in both the City and Street fields, the Mapy.cz portal will open in your web browser showing 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 in the field, and the application will suggest the full name — including any district — based on the initial letters, and simultaneously fill in the corresponding value in the Postal Code field.
Postal Code
Enter the postal code of the company's registered address (for foreign companies, the local equivalent of a postal code). When a valid postal code is entered, the City field is filled in automatically. When entering a postal code, you can again use the autocomplete feature: start typing the first digits of the postal 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 a city or postal 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 (IČO) — the unique eight-digit identification number assigned to legal entities, self-employed individuals, or state organizational units by the Czech Statistical Office, the commercial register, or the trade licensing office (older numbers with fewer digits are padded with leading zeros). If you click on the blue underlined label IČO while the field contains a value for a Czech company, a search results page in ARES (Administrative Register of Economic Entities) will open in your web browser, showing data from public registers based on the registration number. For a Slovak company, a similar page will be displayed with search results from the Business Register.
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 individual or legal entity obligated to pay taxes. The VAT number of a legal entity consists of the country abbreviation followed by the company registration number; for individuals, it consists of the country abbreviation followed by the digits of their birth registration number.
If you click on the blue underlined label DIČ while the field contains a value for a Czech company, a search form for registered entities of the Czech Ministry of Finance will open in your web browser, where you must enter the partner's VAT number and click Search 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 open.
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 barcode reader).
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Panel 3, "Specification" Tab
Posting Template
Optional field. Available for accounting documents only.
Simplifies the posting of individual documents by automatically populating the document description, posting accounts, and VAT line according to the selected posting template.
Select a posting template from the drop-down list. Press F2 to open a table view of the list for more advanced selection, editing, or creating a new posting template.
Cost Center
Required field for posting a document.
Allows the document to be assigned within the cost center structure of the company being accounted for. The field must be filled in to post the document, even if the company does not use cost center structures (in that case, the cost center named "Headquarters" is selected automatically).
Activity
Optional field.
Allows items to be categorized by activity.
The drop-down list shows values from the codebook Tools – Codebooks – Activity.
Job Order
Optional field.
You can select the relevant job order from those recorded in the codebook Sales – Job Orders. You can enter an abbreviation or name of the job order (or just part of it) and select the desired record from the suggestions. You can also open the job order codebook (using the magnifying glass button or by pressing F2), search for a job order using filters, and edit it or add a completely new record.
Labels
Optional field.
Used to tag documents 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 lists Available Labels, and 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 belonging to a selected group. Once you have configured 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. The label codebook (menu Tools – Codebooks – Labels) will open, where you can add the required label.
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Panel 3, "Posting and VAT Line" Tab
VAT Country
Required field for VAT payers on accounting documents.
The country in which value added tax will be remitted.
The value in this field is automatically set to the legislation country specified in Company Settings on the Legislation tab. The value can be changed by selecting from the drop-down list.
If the Restrict VAT country selection option is checked in Company Settings, the available options will be limited to relevant countries based on the current document values.
If the company being accounted for is registered for MOSS, the appropriate VAT country may be selected automatically based on the business partner's country and their VAT registration status.
VAT Lines
VAT return lines are populated according to the selected posting template and can be changed manually.
If the company being accounted for is registered for MOSS, the field value may be set automatically.
VAT Control Statement Line
For VAT payers only. Field is not mandatory.
This field is used to specify the line of the control statement form into which the VAT base amounts and VAT amounts will be loaded. It also serves as the default value for the Control Statement Line field on the Posting/Details tab of document items being added.
The VAT control statement line value will be set according to the value specified for the selected document type; the value can be changed using the drop-down arrow. The available values are loaded from the control statement line codebook and are limited to lines corresponding to the currently selected VAT country and document type; lines corresponding to the document's movement type are listed first.
If you are unsure which control statement line to select, leave the field empty — before generating the control statement, you will be notified about documents without a selected VAT control statement line and will be able to set the correct line. If the document has no impact on the control statement, select line 0.0. When saving a document with the Czech Republic as the VAT country, the system will verify that the total document amount meets the condition of the selected VAT control statement line value. You will also be notified if the selected control statement line does not match the document's movement type.
Posting Date
:
Cash Register Account
Contra Account
Standard VAT Rate
Reduced VAT Rate
Second Reduced VAT Rate
Place of Supply – Domestic
Displayed on documents with a foreign business partner.
Checking this box indicates that the service was provided domestically, which means the mandatory VAT summary will be displayed in printed reports.
Exclude from Balance
When this flag is checked, the document will not be reflected in the balance.
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Panel 3, "Responsible Person" Tab
Responsible Person
This field automatically displays the user who is entering the document.
Contact Person
The name and contact details of the customer's contact person. The person marked as primary in the customer's contacts is selected automatically. You can choose from the contact persons listed for the given customer. Selecting a person will populate the following fields: name, phone number.
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Panel 3, "EkoKom" Tab
If you are enrolled in the EKO-KOM system and have purchased the EKO-KOM Reporting extension, fill in the packaging type on this tab.
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Panel 4, "CZK" Tab
The tab showing the domestic currency (usually labeled "CZK") provides a financial overview of the entire document and a breakdown of amounts by VAT rate. After the first document item is added, most fields on the tab become read-only and their values are updated with every change to an item.
To enter a document without line items, amounts are entered directly in the tab fields (with the exception of the base sum and the VAT sum). 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 balance, but the amounts will not correspond to the percentage VAT rate). For so-called item-free documents, the application automatically creates items of the "Accounting Item" type, the number of which corresponds to the number of VAT rates used (or the specification of amounts for VAT-exempt goods and services). A document without items is suitable, for example, for accounting firms entering a document brought in by a client.
Discount [%]
Optional field, accessible only for documents with items.
Specifies the discount percentage applied to the entire document. The discount amount may be carried over from the document type or the company's address book record.
The rest of the tab consists of fields in three columns:
Base
VAT
Including VAT
The fields are arranged in rows labeled with specific VAT rates:
Exempt (0 %)
Reduced rate
Second reduced rate
Standard rate
Total
Calculation and rounding method for item-free document amounts:
Base
If the base amount is entered first, the corresponding VAT will be calculated exactly.
VAT
If the VAT amount is entered first, the corresponding base will be calculated exactly.
Including VAT
If the amount including VAT is entered first, the corresponding base and VAT will be calculated using a coefficient (for the 21% rate, base = 0.1736 × total; for the 15% rate, base = 0.1304 × total).
The rounding defined for the document type is not applied to item-free documents; the calculation described above is used instead. You can adjust the final amount after calculation as needed.
Cash register documents typically do not contain line items. Enter total amounts in the total column in the row corresponding to the applicable VAT rate.
Cash register allocation: If you want to allocate a cash register document, do not fill in the total document amount — instead, create the allocation using so-called accounting items.
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Panel 4, "Currency" Tab
Currency
Specifies the currency of the document amounts. The default value is the domestic currency entered in Company Settings; if left as the default, 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 specify the exchange rate between the domestic currency and 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 entered manually. If the exchange rate cannot be retrieved, the domestic currency field will be highlighted with a colored border and set to 0.00.
The rest of the tab consists