What do you need to fill in when you start working in ABRA Flexi? How do you change the behavior of individual modules? Where can you find your company's contact and legal details? You'll find the answers to these questions in the company settings.

The company settings are used to enter basic information about your company: contact details, file number, whether the company is a VAT payer, language, currency, how the program behaves in individual modules, exchange rate downloads, the company logo, and much more.

You can also fill in the settings in the desktop application. In that case, follow the company settings guide for the desktop application.

Open the settings using the Settings item at the bottom of the left menu. The same item is also in the user menu under the icon in the top right corner.

The settings are divided into three groups. Company settings apply to the currently open company, My settings apply to your user, and Global settings apply to all companies on the server.

Company settings

My settings

Global settings

You can save most company settings with effect from a specific date using the Save with effect from date button. For example, if you save the settings as of January 1, they take effect only from that date, and until then the previous settings apply. You can see which settings are currently valid in the Settings valid for period field in the top right corner of the form. In practice, this is useful, for example, when a non-VAT payer becomes a VAT payer.

On the Basic information tab, you enter the company's basic and contact details: company name, entity type, company ID and VAT ID, registered office, email, data mailbox, website, phone number, and postal or billing address.

On the Legislation tab, you specify the legal form of the accounting entity, organization type, legislation country, main activity, and file number. You also set here whether the company is a VAT payer, the tax office and territorial branch you fall under, and special VAT regimes.

The meaning of individual fields is described in detail in the company settings guide for the desktop application.

On the Logo and stamp tab, you upload the company logo and a stamp with a signature, which are then used in print reports. Supported formats are jpg and png, and the maximum file size is 200 MB. For the logo, you can also set the Logo position and Display mode.

On the Other tab, you set exchange rate downloads, automatic sending of documents, print report languages, and GDPR processing.

Exchange rates

Flexi can automatically download Czech National Bank exchange rates. If the domestic currency is EUR, it downloads European Central Bank exchange rates. You can choose a daily or a monthly/yearly rate.

Daily rate offers the following values:

Monthly/yearly rate offers the values As of the 1st calendar day of the period and As of the 1st working day of the period. You can configure further download settings for individual currencies.

According to this setting, exchange rates are updated every time the program starts. If you create a document in a foreign currency before the current rates have been downloaded to the code list, the program itself looks up the foreign exchange market rates and selects the appropriate rate.

Communication

Here you specify whether documents should be sent automatically by email, and you can enter a blind copy address. For how automatic sending works, see the guide automatic sending of documents.

Languages

Here you set the four default languages for printing reports. You can change them only if you have uploaded an advanced parameter that allows the change, and you have this change enabled in Advanced features. We do not have print report translations for some languages, but you can obtain a translated report as a custom report.

GDPR

After you enable the GDPR processing option, each module will offer the ability to view the processing purposes associated with a specific record.

You can find the meaning of all fields on this tab in the desktop application documentation.

The Modules group contains settings that affect the behavior of a specific module. When expanded, the menu includes Sales, Purchasing, Finance, Goods, Employees, and Accounting.

The sales module settings apply to issued invoices, received orders, issued quotations, and received inquiries.

Type of new documents

Determines which document type is selected when you create a new document. The setting is separate for each module (issued invoices, issued quotations, received inquiries, and received orders) and offers the following values:

Type of generated documents

Determines which document type is used when a document is created automatically, for example from an order.

The Details tab contains additional sales document settings. On the right, you will find links to related settings, such as payment reminders and sales document types.

Number of days until due for sales documents

The default due period for sales documents. It is overridden by the due period set in the document type or in the address book for the business partner.

Additional text for invoices

Text that appears at the end of every invoice. If you need it only on some invoices, enter it in the invoice type.

Allow deduction of unpaid issued advance payments

By default, Flexi allows deduction of paid issued advance payments only. When enabled, unpaid advance payments can be deducted as well.

Do not include automatic rounding items of the document in VAT

Excludes automatically created rounding items from VAT. This is used with the individual rounding method.

Goods reservation mode setting

Determines how reservations are created in the company based on received orders. It offers the values Manual only, Automatic when the order is created, and Automatic when the order is created and when goods are stocked. For details, see the guide reservation creation variants. With the Allow negative reservation option, you can also reserve goods that are not in stock.

Automatically generate job number identical to the order

When a received order is created, a job is created as well, which is carried over between documents in the business cycle.

Recalculating the price list when the customer changes

Determines whether prices should be recalculated when the customer on a document changes (Recalculate prices), left unchanged (Do not change prices), or whether Flexi should ask first (Ask).

For a detailed description of all fields, see the desktop application documentation.

The purchasing module settings apply to received invoices, issued orders, issued inquiries, and received quotations.

Type of new documents

Determines which document type is selected when you create a new document. The values Ask the user, Last selected, and Primary have the same meaning as in the Sales module.

Type of generated documents

Determines which document type is used when a document is created automatically.

The Details tab contains additional purchasing document settings.

Default due period [days]

The default due period for purchasing documents for the whole company. This is the basic setting with the lowest priority, because the due period can be set in three places:

In practice, when you create a new invoice, the due period is taken from this setting (if no value is entered here, the due date is the same as the issue date). When you select a particular invoice type and it has a due period set, that due period replaces the original one. Then you select a company and the process repeats. You can manually overwrite the resulting date on the invoice.

Date of taxable supply

Determines which date is used to populate the date of taxable supply. It offers the values Taxable supply date, Received, Posting date, Due date, Current date, and Do not prefill.

Require signature before issuing a payment order

When enabled, every received invoice or other liability must be signed before it is included in a payment order. Only users who have the permission to do so can sign. The signature is then set directly in the specific document.

Allow deduction of unpaid received advance payments

By default, Flexi allows deduction of paid received advance payments only. When enabled, unpaid advance payments can be deducted as well.

For a detailed description of all fields, see the desktop application documentation.

The Finance module (formerly Money) contains the Bank and Cash Register modules. Here you set the type of new bank and cash documents and the document types used when importing a bank statement for income and expenses. For the type of new documents, Flexi offers the values Ask the user, Last selected, and Primary, which have the same meaning as in the Sales module. On the right are links to related settings, such as bank accounts, payment methods, or currencies.

To learn how to import bank statements and match them with documents, see the guide importing bank statements. For a detailed description of all fields, see the desktop application documentation.

If you use Flexi for warehouse management, this section is the most important for you. Here you will find settings that affect the behavior of warehouses.

Valuation method

Determines whether the company uses the FIFO inventory valuation method or the average price method. FIFO is available from the Premium variant.

Allow generating issue requests

Allows you to create a goods issue note even when there is not enough goods in stock. Before enabling it, we recommend reading the guide updating issue requests, which describes all the details.

Update purchase price in the price list on receipt

The purchase price in the price list (used in pricing) is updated according to the price on the latest goods receipt note.

Transfer warehouse to accounting

When enabled, inventory is accounted for using method A. When disabled, it is accounted for using method B.

Type of new and generated documents

Determines the type of goods receipt notes and goods issue notes when a new document is created, and the type of goods receipt note created from EDI. For the type of new documents, Flexi offers the values Ask the user, Last selected, and Primary, which have the same meaning as in the Sales module. For details on EDI, see the EDI introduction.

Number sequence

The sequence used to assign the product number.

You can find the meaning of all fields in the desktop application documentation.

If you use Flexi for payroll calculation, you also need to fill in the Employees module settings.

The Insurance tab contains document types and posting rules for social and health insurance. You select values from drop-down lists.

Social insurance

Health insurance

The Taxes tab covers document types and bank accounts for taxes related to payroll. At the top, you select the tax office address.

The Documents tab determines the types of documents generated from payroll. These include other liabilities (advances, deductions, and cash on delivery for payroll) and internal documents (gross salary, wage compensation, travel expenses, meal voucher allowance, and home office up to the limit).

For the detailed meaning of the fields, see the desktop application documentation.

The Working hours tab sets the schedule of regular working hours. The data is transferred to the employee card (Personnel records, Employment tab, Working hours tab), where you can correct it if needed. If you enter the number of hours, number of days, and start of working hours, these values will be prefilled on the card of employees who have a regular work schedule.

The Due date tab determines the default number of due days for individual payroll liabilities (social and health insurance, advance and withholding tax, resident tax, and cash on delivery). The due date is calculated from the document issue date.

The Other tab contains additional constants that affect payroll calculation: the per-mille rate for employer liability insurance, leave reduction, sickness settings, compensation percentage for short-time work (Kurzarbeit), password protection of payslips, and the pension insurance contribution.

Per-mille rate for calculating mandatory insurance

Without filling in this value, the form cannot be generated.

Reduce leave for unexcused absence

The reduction is applied only if the total hours of unexcused absence are a whole multiple of the daily working hours.

Automatically set the sickness payment period

When enabled, the payment period is set on the employee card in the Update option on the Absence tab, based on the sickness start date entered in Personnel records. When disabled, you must set the sickness payment period manually when you pay out an employee's sickness benefits.

Warn to check sickness payment periods when calculating payroll

If you do not have automatic setting of the payment period enabled, we recommend enabling this warning. When calculating payroll, you will then be warned about any missing sickness payment period and can check whether it is an oversight or intentional.

Reimbursement of 50% wage compensation for sickness (until 2013)

Activates the reimbursement payroll component.

Compensation percentage for short-time work (Kurzarbeit)

Specifies the percentage for short-time work.

Protect payslips with a password

In personnel records, an option to enter a password protecting the payslip is added to the employee record.

Pension insurance contribution

Activates the Pension insurance contribution payroll component. You enter the contribution percentage in the Pension insurance contribution percentage field.

You can find the meaning of the other fields in the desktop application documentation.

The Accounting module includes modules such as other receivables, other liabilities, or internal documents. On the Documents tab, you set the type of new documents and the rules for creating documents.

Type of new documents

Determines which type of internal document, receivable, and liability is selected when a new document is created. The values Ask the user, Last selected, and Primary have the same meaning as in the Sales module. You do not have to fill in this field, because the document type can be changed manually when creating a document.

Manual overwriting of document numbers

When enabled, you can overwrite the internal document number on individual documents.

Automatically fill in the cost center on a document based on the cost center of the company in the address book

The cost center is taken over into the document from the company in the address book that you enter on the document.

Check companies and accounts when creating a document

Company data, including bank accounts, can be downloaded into Flexi from the registry. When this option is enabled, Flexi checks whether the bank account listed for the company on the document is registered.

On the Automatic operations tab, you specify the type with which automatically generated documents are created and the accounts to which automatically created items are posted.

You can set the following here:

You can find the meaning of all fields in the desktop application documentation.

The Records group contains code lists and other records that affect how you work with documents. When expanded, the menu divides them into groups: Documents, Business partners, Finance, Goods and warehouses, Assets, Personnel records, Accounting, Cost accounting, and Texts, labels, templates.

To see how to work with code lists, watch the video about code lists.

In the Documents group, you will find document types for individual modules, document series, and business document statuses. You can read more about document types in the document types guide; document numbering is described in the guide adding a document series.

You can find posting rules in the Records group under the Accounting item. Preconfigured rules make it easier for you to post documents. You can read more about them in the guide posting rules and their use in document types.

Basic settings apply to the entire company and all users. On the Item settings tab, you specify, for example, the use of individual code lists or EAN codes in documents; on the Privacy settings tab, you control the sending of application usage information, which helps us fix any errors.

Use cost centers

Determines whether you want to use cost centers in documents.

Use jobs

Determines whether you want to use jobs in documents.

Use activities

Determines whether you want to use activities in documents.

Use multiple currencies

Determines whether you want to use multiple currencies in documents.

Use postal address

Determines whether you want to add a postal address in documents.

Use delivery location

Determines whether you want to add a delivery location in documents. You can then add the field to the document form.

Track transportation

Makes transportation-related fields available in documents, for example transportation methods.

Use EAN

Allows you to enter an EAN code for price list items and use it in documents for barcode readers.

Allow changing the type of entered price

When this option is enabled, you can specify on documents whether the entered price includes VAT or excludes VAT. Otherwise, the price is always entered excluding tax.

Default display of your own dashboard

Restores your dashboard to its default appearance. All your dashboard changes will be permanently deleted.

Use shared dashboard

Makes the shared dashboard available to all users. Each user can then switch between the shared dashboard and their own dashboard.

Here you can see the users who have access to the current company and their roles. Use the Create user button to create a new user, and use the Add user from another company button below the list to add a user who already exists in another company. You can also change the user type, roles, or passwords here. For details, see the guide users in the company.

Here you can see the saved backups of the company data. You can download a backup to your computer or send it to support, and later restore it as a new company. For the procedure, see the guide company backup.

Here you upload advanced parameters with advanced features as an XML file (the Import XML file button). You can disable or enable the uploaded features, or delete an uploaded parameter completely.

Here you set up the SMTP server for sending emails from the application, and you can send a test email. For the complete procedure, see the guide SMTP server setup.

My settings apply to your user.

On the Login details tab, you can see your username and change your password. If you want more secure access to Flexi, enable two-factor authentication here.

On the Personal information tab, you enter your first name, last name, email, phone number, address, and title. Your name and title are used in print reports where it is necessary to state who printed the document, and the email can be used, for example, when resetting your password.

On the Appearance tab, you set up the appearance of the web interface: row size, light or dark mode, form layout, and font size. At the top, there is also a Return to original button to go back to the application's original appearance.

On the Features tab, you enable features related to barcode readers, localized fields, saving and checking documents, and sending the authentication token.

Barcode reader support

Forms that support a reader will respond to it and enter the data. For more information, see the guide barcode readers.

Use of localized data fields

In lists and menus of modules with multilingual fields, data in the application's selected language will be used by default.

Incremental saving of documents

While you edit documents with items, the document is saved continuously. This speeds up work with documents that have many items, because the data is sent gradually.

Checking documents during creation

Checks from the Checks module run already while the document is being created. If the system finds an error, it displays a notification.

Send the authentication token in the HTTP header

This setting is stored in your browser and applies to all companies and users.

On the Alerts tab, you set up processes that run in the background once a day and go through items that are 6 to 12 months old. After you enable alerts, you choose what ABRA Flexi should go through. Using the lightning icon (Run now), you start the check immediately.

On the Automatic checks tab, you set up additional document checks, such as VAT ID checks or VAT lines. After you enable automatic checks, you choose what the program should check, and you can start a check immediately using the lightning icon. For a one-time check of all documents in the company, use the Checks module.

Global settings apply to all companies on the server.

The Licenses and subscription module is used to manage ABRA Flexi licenses. To modify your license, you no longer need to contact our sales department: you can add seats here, activate API access, or activate extended support. To remove anything, you still need to contact the sales department.

The overview shows your seats, license variant, and technical information about the server. For cloud companies, additional tabs are available, such as payments and invoices or database usage. For a detailed description, see the guide licenses and subscription.

In Company management, you can see active and archived companies on the server. Use the Create new company button to create another company, and use the Create from backup button to restore a company from a backup. For the procedure, see the guide creating another company.

Here you will find a list of all users on the server, including which companies they have access to.

Use the Create user button to create a new user. After opening an existing user, you can edit their type, basic and login details, default role, and company access, enable two-factor authentication or API access, or block the user.

Working with users is described in detail in the guide how to work with users.