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Invoicing Module Administration

Configuration and administration of the accounting module.

Basic Setup

Module Activation

The Invoicing (Accounting) module is part of the accounting package. After installation:

  1. Activate the module in administration
  2. Set permissions for roles
  3. Configure default values

Accounting Settings

In Administration → Settings → Accounting configure:

Setting Description Default
Base Currency Primary accounting currency CZK
Decimal Places Calculation precision 2
Rounding Global rule 0.01
Invoice Due Days Default days 14
Proforma Due Days Default days 7

Number Sequences

Sequence Formats

Entity Format Example
Invoice VF{YY}-{number} VF25-00001
Quote NA-{YY}-{number} NA-25-00001
Sales Order I{YY}-{number} I25-00001
Purchase Order PO-{YY}-{number} PO-25-00001
Proforma Invoice VZ{YY}-{number} VZ25-00001
Credit Note OD{YY}-{number} OD25-00001
Supplier Invoice PF{YY}-{number} PF25-00001

Sequence Configuration

{
  "format": "VF{YY}-{number}",
  "padLength": 5,
  "nextNumber": 1
}

Go to Administration → Entity Manager → [Entity] → Fields → automaticReferenceIdentifier.

Document Statuses

Invoice Statuses

Status Value Color Description
Draft Draft - Work in progress
Issued Issued primary Published
In Review In Review warning Awaiting approval
Sent Sent info Sent to customer
Confirmed Confirmed info Customer confirmed
Partially Paid Partially Paid warning Partial payment
Paid Paid success Fully paid
Overpaid Overpaid success Overpayment
Canceled Canceled danger Canceled

Quote Statuses

Status Value Color
Draft Draft -
Presented Presented primary
Ordered Ordered success
Rejected Rejected danger

Sales Order Statuses

Status Value Color
Draft Draft -
Ready Ready primary
Active Active info
Completed Completed success
Rejected Rejected danger
Canceled Canceled danger

Purchase Order Statuses

Status Value Color
Draft Draft -
Ready Ready primary
Ordered Ordered info
Partially Delivered PartiallyDelivered warning
Delivered Delivered success
Rejected Rejected danger
Canceled Canceled danger

Supplier Invoice Statuses

Status Value Color
Draft Draft -
In Review In Review warning
Confirmed Confirmed info
Partially Paid Partially Paid warning
Paid Paid success
Rejected Rejected danger

Tax Configuration

Tax Classes

Go to Tax Classes and define:

Class Rate Description
Standard Rate 21% Standard VAT
Reduced Rate 15% Food, books
Second Reduced 10% Medicine, baby food
Zero Rate 0% Export, exempt

Tax Class Assignment

  1. Set Tax Class on product
  2. When added to document, rate from class is used automatically
  3. Can be manually overridden at item level

VAT Selection Logic

flowchart TD
    A[Add Item] --> B{Does product have tax class?}
    B -->|Yes| C[Use rate from class]
    B -->|No| D[Use default rate]
    C --> E{Is customer VAT ID valid?}
    D --> E
    E -->|EU B2B| F[Reverse charge 0%]
    E -->|Domestic/B2C| G[Standard rate]

Reverse Charge

For cross-border EU transactions:

  1. Customer has valid VAT ID (EU)
  2. Enable Reverse charge on document
  3. VAT will be 0% with reverse charge note

Supply Codes

For Czech tax returns set supply code:

Code Description
1 Goods supply
3 Service provision
0eu EU supply
3eu EU services

Rounding

Rounding Rules

Rule Value Description
To crowns roundToCrowns Round to whole CZK
To 50 hellers roundTo50H Round to 0.50
To 10 hellers roundTo10H Round to 0.10

Rounding Type

Type Value Description
No rounding noRounding Exact amount
Mathematical mathematicalRounding Standard rules
Round up roundUp Always up
Round down roundDown Always down

Payment Methods

Available Methods

Method Value Description
- Unspecified
Bank Transfer BankTransfer Standard transfer
Card Card Payment card
Cash Cash Cash payment
Cash on Delivery CashOnDelivery Payment on delivery
Direct Debit collection Direct debit

Bank Account Configuration

In Bank Accounts define:

  • Account number
  • Bank name
  • IBAN / SWIFT
  • Default for invoices

These details appear on generated PDFs.

PDF Templates

Available Templates

Go to PDF Templates:

Template Entity Description
Invoice Invoice Tax document
Proforma Invoice ProformaInvoice Advance
Credit Note CreditNote Refund
Quote Quote Price quotation
Sales Order SalesOrder Order confirmation
Purchase Order PurchaseOrder Order to supplier

Template Customization

Templates use HTML + Handlebars:

  1. Edit HTML structure
  2. Use variables for dynamic data
  3. Customize appearance for company identity

Available variables:

  • {{name}} - document number
  • {{account.name}} - customer name
  • {{grandTotalAmount}} - total amount
  • {{items}} - document items

Permissions

Role Configuration

In Administration → Roles set permissions:

Entity Actions Description
Invoice create, read, edit, delete Invoices
Quote create, read, edit, delete Quotes
SalesOrder create, read, edit, delete Sales Orders
PurchaseOrder create, read, edit, delete Purchase Orders
SupplierInvoice create, read, edit, delete Supplier Invoices
ProformaInvoice create, read, edit, delete Proforma Invoices
CreditNote create, read, edit, delete Credit Notes
Payment create, read, edit, delete Payments
AutomaticInvoice create, read, edit, delete Automatic Invoices
Role Sales Purchasing Finance Templates
Sales Rep CRUD Read Read -
Buyer Read CRUD Read -
Accountant Read Read CRUD Read
Administrator CRUD CRUD CRUD CRUD

Own Records Restriction

For visibility restriction set:

  • Assigned User - own records only
  • Team - team records
  • All - no restriction

Automation

Automatic Invoices

System automatically generates invoices per settings:

  1. Runs daily (scheduled job)
  2. Checks nextInvoiceDate on automatic invoices
  3. Creates invoice when date is reached
  4. Updates nextInvoiceDate per period

Due Date Reminders

Reminder configuration:

Setting Description
Days Before Due Alert before due date
Days After Due Reminder after due date
Auto Email Automatic sending

Payment Matching

Bank statement import:

  1. Set up bank integration (see Integration → Banks)
  2. Payments matched by VS and amount
  3. Document statuses update automatically

Business Units

Cost Center Configuration

All documents can be assigned to Business Unit:

  1. Create Business Units in Administration
  2. On documents select appropriate unit
  3. Use for cost/revenue analysis

Budgets

For each unit you can set:

  • Planned Costs - budget
  • Actual Costs - automatically from documents
  • Variance Tracking - alerts when exceeded

Integration

Warehouse Integration

Linking purchase orders with goods receipts:

  1. Purchase order in "Ordered" status
  2. Goods receipt in Warehouse linked to order
  3. Automatic status update to "Delivered"

Production Integration

Linking cooperations with invoices:

  1. Cooperation (outsourcing) creates purchase order
  2. After delivery, supplier invoice is created
  3. Costs reflected in production order

Project Integration

Project invoicing:

  1. Select project on invoice
  2. Project revenue automatically created
  3. Invoice tracking within project

Troubleshooting

Cannot Create Invoice

Cause: Missing required Account field

Solution: Select customer in Account field

VAT Not Calculating Correctly

Cause: Missing tax class on product

Solution: 1. Set tax class on product 2. Or manually enter rate on item

PDF Not Generating

Cause: Missing or corrupted template

Solution: 1. Check PDF template exists for entity 2. Verify Handlebars syntax in template 3. Check permissions for PDF templates

Payments Not Matching

Cause: Mismatched variable symbol or amount

Solution: 1. Verify VS on document and bank statement 2. Check exact amount match 3. For manual matching use "Add Payment" action

Advance Not Deducting

Cause: Proforma not in "Paid" status

Solution: 1. Verify proforma has payment and is paid 2. On invoice use "Advance Deductions" section 3. Select proforma from available list