The ABRA Flexi web interface lets you load the details of a received invoice directly from the PDF that your supplier sent you. This guide shows you how to do it and how to load information from the PDF into the invoice.

You can use any PDF from any system for the import. The PDF must contain readable data in the form of text and numbers, not an embedded image. You can try it out, for example, with the sample invoice available for download.

Loading from PDF files is available in the received invoices register.

Open the Received invoices register, for example by using the search at the top of the application.

In the register, create a new document with the New button.

On the right side of the new received invoice form, there is an attachments field where the uploaded PDF is displayed as a preview. You don't need to configure anything for this; in the web interface, the attachment preview is part of the form.

Drag the PDF into the field directly from a folder on your computer (Drag&Drop, that is, "drag and drop" with the mouse), or click Upload files and select the file. The invoice appears in the preview next to the form.

By clicking in the loaded PDF one item at a time, you transfer individual values into ABRA Flexi. After you click a value, a window appears showing its content and a use as menu, in which you select the invoice field. The menu contains the fields that suit the given value; you can find the other fields under the Select another item… option.

For example, click the due date and select the Due date field in the menu.

The date is automatically filled into the Due date field in the form.

Proceed in the same way with all the values you want to take from the PDF. For amounts, the menu leads to a submenu in which you choose the specific field. For example, Amount without tax (base) › VAT base std. [CZK] takes the base at the standard VAT rate.

A value from the PDF that has been processed successfully is marked in the preview with a green circle with a check mark. Loading the base at the standard rate also automatically fills in the VAT and the total amount, as shown on the Price summary tab.

You can edit a value from the PDF before transferring it. In our example, the Company ID and the VAT ID are, for instance, a single string. Before loading, you therefore need to shorten the value in the window above the menu to just the VAT ID (or Company ID) and only then select the corresponding field.

Fill in any data that cannot be taken from the PDF manually in the standard way. Once all the data is loaded, save the document with the Save and close button. The PDF is saved with the document as an attachment, and you can go back to it when editing.

If this solution is not sufficient for you, there are partner solutions that make loading even easier. Documents (even printed ones) can be loaded using a QR code, or the data can be extracted from them automatically using Elis from Rossum:

Such a file cannot be uploaded directly. You need to export the ISDOC file from the PDF and then upload that file separately.

Loading from an image is not possible. It must really be a PDF containing text, not an image embedded in a PDF. For documents in image format, use the partner solutions.

On a received invoice in ABRA Flexi, the order is only a link to the orders register, so it cannot be loaded from the PDF and must be entered manually.

This is expected behavior. If the invoice contains an invoice QR code (QR-invoice), the summary, including amounts by VAT rate, is taken from it and the document automatically switches to itemless. With a payment QR code, only the key data is taken over. As long as amounts are filled in the summary, the item lines cannot be filled in manually.

If you want to list the items:

If you have any questions about the application, contact us at podporaflexi@abra.eu, or use the chat in the bottom right corner.