What needs to be filled in when starting to work in ABRA Flexi? How do you change the behavior of individual Flexi modules? Where can I find information about our company, whether it's contact or legislative details? The answer to these questions can always be found in the company settings.
Company settings are used to fill in basic information about the company – contact details, file reference number, whether the company is VAT-registered, language, currency, program behavior in individual modules, exchange rate settings, the option to attach a company logo, and much more.
The web interface is not the only place where company settings can be filled in. If you prefer the desktop application, you can fill in the settings there as well. In that case, please refer to the other documentation.
What we are interested in, however, is where to find the settings in the web interface. You can always find them in the top right corner of the application, under your user icon.
The primary settings consist of the following tabs:
Before we look at the individual tabs and their options, it is worth clarifying that every setting you save can be created with a validity from a specific date. In practice, this means that if you save a setting effective from, for example, 1 January 2022, the setting will not take effect until that date. The previous setting will remain in effect until 31 December 2021. A common real-world example of this is the process where a non-VAT-registered entity becomes VAT-registered.
Company Settings
Company
On the Basic Information tab, you can fill in all the basic and contact information relating to the company. This includes information such as the company name or the name of an authorized person, company registration number and VAT number, email, phone, data mailbox, and postal or billing address.
We now move to the tab where you can define legislative matters. This means it is especially important not to make any mistakes here.
Here you can find details such as the legal form of the accounting entity, the country of legislation along with the organization type (these details cannot be changed once the company has been created — to change them, you would need to create the company again), as well as whether the company is VAT-registered, the relevant tax office and local branch that your company falls under along with the file reference number, whether the entity is a natural person, or whether the company operates under the OSS regime.
If you are interested in a detailed description of all fields, please refer to the documentation for the desktop application, where the meaning of each field is described.
Last but not least, you can upload a logo or a stamp with a signature here.
On the Other tab, you can pre-configure settings related to downloading foreign exchange rates.
Exchange Rates
Flexi can automatically download CNB exchange rates. If the home currency is set to EUR, the application downloads rates from the European Central Bank. Here you can choose whether to download rates daily or monthly/annually:
Daily rate: Use the button to select whether you want the rate from the current day (the CNB publishes it at 2:30 PM) or from the previous day.
The following values are available:
From the current day – the CNB publishes it every day around 2 PM; so if you enter the rate at, for example, 9:00 AM, the rate from the previous day will be used,
From the previous day – we recommend choosing this value, as the Czech National Bank publishes the rate for a given day around 2 PM, and if you were to issue a foreign invoice at, for example, 10 AM, the previous day's rate would still be used because the current day's rate would not yet be available.
Note: once you download the rate once per day, the Flexi system will "hold" it and will not allow another rate to be downloaded the same day — a new rate can only be downloaded the following day.
Monthly/annual rate: Use the button to select whether you want the rate as of the 1st calendar day of the period or the 1st working day of the period. Configure further settings regarding the desired download method under individual currencies.
Based on this setting, exchange rates will be updated every time the Flexi application is launched. If you create a document in a foreign currency before the current rates have been downloaded into the code list, the application will automatically retrieve the appropriate rate from the foreign exchange market.
The following values are available:
As of the 1st calendar day of the period
As of the 1st working day of the period
Note: the rate must not be changed during the year, as it is valid for the entire accounting period. If you select a value in this field, you must also manually specify in the currency code list, in the Exchange Rate Download Method field, whether the download method is monthly or annual.
Communication
If you would like to learn more about the options for automatic email sending in Flexi, please read our guide. Here you simply make the final configuration as to whether it should be enabled or not.
Languages
Here you can set up to four default languages for printing report templates. This option is only available if you have an advanced parameter uploaded that enables changing the default languages, and you have this change enabled in the Advanced Features menu. For some languages we do not have translations of report templates, but you can order the creation of custom reports to obtain a translated report template.
On this tab, you will notice in the footer that it offers the option to save settings with a specific effective date. In the header, you can then see which setting is currently active. Any changes you make here can therefore be set to take effect from a specific date.
If you are interested in the meaning of all fields, you can find all their descriptions in the documentation for the desktop application.
Modules
We now move to the tabs that affect the behavior of specific modules.
Sales
As the tab name suggests, this relates to the sales module. The settings therefore apply to issued invoices, received orders, and issued quotes with received inquiries.
New Document Type
Determines which document type should be selected when creating a new document.
Generated Document Type
Determines which document type should be selected when a new document is created automatically.
Due Date in Days
This setting allows you to configure the default due date for individual sales documents. Settings defined in individual document types or in the address book for the relevant business partner take precedence over this setting.
Supplementary Text on Invoice
Text that will appear at the end of every invoice. If you need to add text only to certain invoices, this can be done at the invoice type level.
Allow Deduction of Unpaid Issued Advance Payment
By default, Flexi only allows the deduction of a paid issued advance payment. By enabling this setting, you will also be able to deduct an unpaid advance payment.
Exclude Automatic Rounding Items from VAT
Excludes automatically created rounding items from VAT. Used with the individual rounding method.
Reservation Mode
Determines how reservations should be created in the company based on received orders. For detailed information, see our guide.
Automatically Generate Job Number Matching the Order
Ensures that when a received order is created, a job is also created and carried through the documents in the business cycle.
If you are interested in a detailed description of all fields, please refer to the documentation for the desktop application, where the meaning of each field is described.
Purchasing
Here we have the second tab affecting the behavior of one of the modules. This time we will look at the settings for the purchasing module, which includes received invoices, issued orders, and issued inquiries with received quotes.
New Document Type
Determines which document type should be selected when creating a new document.
Generated Document Type
Determines which document type should be selected when a new document is created automatically.
Default Due Date
Again, you have the option to set the default due date for the entire company. Settings defined in individual document types or in the address book for the relevant business partner take precedence over this setting.
Date for Populating the Tax Date Field
From which date should the tax date field be populated?
Require Signature Before Issuing a Payment Order
By enabling this setting, every received invoice or other liability will need to be signed before it can be added to a payment order. Only certain users may have the right to do so. The signature itself can always be set within the specific document under other services.
Allow Deduction of Unpaid Received Advance Payment
By default, Flexi only allows the deduction of a paid received advance payment. By enabling this setting, you will also be able to deduct an unpaid advance payment.
If you are interested in a detailed description of all fields, please refer to the documentation for the desktop application, where the meaning of each field is described.
Money
The Money module has only general settings related to the new document type. The module includes agendas such as Bank and Cash Register.
If you are interested in how to import and match bank statements with individual documents, please refer to our guide.
And if you are also interested in a detailed description of all fields, please refer to the documentation for the desktop application, where the meaning of each field is described.
Goods
If you use Flexi as a system for managing inventory, this tab will likely be the most important one for you. Here you will find settings that affect the behavior of inventory management as a whole.
Valuation Method
Determines whether the company should use the inventory valuation method FIFO or the average cost method. FIFO is available from the Premium plan onwards.
Allow Generation of Issue Requests
Allows the creation of a standard stock issue document even when there is insufficient stock. Before enabling this, we recommend reading the documentation, which describes all the behavioral details.
Update Purchase Price in Price List on Receipt
Ensures that the purchase price in the price list (used in pricing) is always updated with the price from the latest receipt. In practice, if you add a receipt item with a price different from the purchase price in the price list, it will be updated based on the receipt item.
Post Inventory to Accounting
If enabled, inventory management is recorded using Method A. If not enabled, inventory management is recorded using Method B.
Generated Document Type
Determines which document type should be selected when creating a new document. For the EDI receipt type, you can find all the details in our guide.
If you are interested in the meaning of all fields, you can find all their descriptions in the documentation for the desktop application.
Employees
If you want to use or are already using Flexi for payroll calculations, you will need to fill in the Employees tab in the company settings.
It is worth noting that payroll calculation itself is not yet available in the web interface, and the "Employees" module in the web interface is generally read-only. Payroll calculation and configuration of employee parameters must be performed in the desktop application.
Insurance Tab
Contains the document type settings and posting rules for social and health insurance. Set the individual values using the drop-down lists in the relevant section.
Social Insurance
Liability Type: The document type used to post social insurance, where the account for posting social insurance is also set (credit account 336…); can also be set via Other Liability Types.
Employee Accounting Entry: The posting rule from the employee's perspective (debit account 331…); can also be set via Posting Rules – Other Liabilities.
Employer Accounting Entry: The posting rule from the employer's perspective (debit account 524…); can also be set via Posting Rules – Other Liabilities.
Address and Bank Account: Set the address and bank account corresponding to social insurance here; links to the address book to pre-defined records.
Health Insurance
Liability Type: The document type used to post health insurance, where the account for posting health insurance is also set (credit account 336…).
Employee Accounting Entry: The posting rule from the employee's perspective (debit account 331…).
Employer Accounting Entry: The posting rule from the employer's perspective (debit account 524…).
Health Insurance: Set this here if you require tracking the history of changes when posting.
Taxes Tab
This tab handles the configuration of document types as well as posting rules for all taxes related to payroll.
Withholding Tax (Advance)
Liability Type: The document type used to post the advance tax, where the posting rule for this tax is also set (debit 331…/credit 342…).
Bank Account: Here you can set the tax office address and account number for the advance tax.
Withholding Tax (Final)
Liability Type: The document type used to post the final withholding tax, where the posting rule for this tax is also set (debit 331…/credit 342…).
Bank Account: Here you can set the tax office address and account number for the final withholding tax.
Resident
Liability Type, i.e. the document type used to post the resident tax, where the posting rule for this tax is also set (debit 331…/credit 342…)
Bank Account: Here you can set the tax office address and account number for the resident tax.
Documents Tab
Used to configure the document types for individual documents generated from payroll. These include other receivables, other liabilities, and internal documents.
You can find a detailed description of the fields in the desktop application documentation.
Work Schedule Tab
On this tab, you configure the regular working hours schedule. This information is transferred to the employee record (HR – Employment tab – Work Schedule tab), where you can adjust it if needed.
If you fill in the first three values of this dialog, the values will be pre-filled on the individual employee records when their "Work Schedule" is set to regular.
Hours per Day
Enter the number of hours in a single shift per day.
Days per Week
Enter the number of working days per week.
Start of Working Hours
This field contains the most common start time of the working day.
Calculate Holiday Compensation from Average
Specify whether you want holiday compensation to be calculated from the average or not.
Weekly Working Hours
From the drop-down list, select one of the following shift patterns:
Single-shift operation (40 hours)
Underground workers (37.5 hours)
Three-shift operation (37.5 hours)
Two-shift operation (38.75 hours)
Automatically Set Sick Pay Period
This checkbox determines the behavior of the application:
If you leave the box unchecked, the sick pay period must be set manually on the employee record in the "Update" option under the "Absence" tab, when you need to process an employee's sick pay.
Remind to Check Sick Pay Period During Payroll Calculation
If you do not check the previous Automatically Set Sick Pay Period box, we recommend checking the Remind to Check Sick Pay Period During Payroll Calculation box. During payroll calculation, you will then be notified of any unfilled sick pay periods, so you can verify whether the omission was intentional or accidental.
Due Date Tab
On this tab, you can set the day of the month on which individual liabilities are due. This represents the default due date for individual liabilities assigned to specific operations.
Other Tab
On the Other tab, you can add additional constants that may affect payroll calculations.
The meaning of each field can be found in the documentation for the desktop application