Cashflow
A forecast of the bank account balance three months ahead, based on the current balance, unpaid invoices and planned costs and revenues.
Cashflow shows how much money you will have on the account in the coming days. It starts from the current balance in the bank, subtracts unpaid purchase invoices and planned expenses and adds expected income. Day by day, you can see when the account could go into the red.
You will find it in the menu under Finance → Cashflow. The module is part of the All for business tariff, access is controlled by the Role for the Cashflow module. With the čtení (read) level, you can only view the forecast. Preliminary costs, preliminary revenues and recurring costs are added, edited and deleted by the administrator and users with the editace (edit) or editace vlastních (edit own) level. Only they can also mark preliminary costs as Zaplaceno (Paid) or Nezaplaceno (Unpaid).
The calculation starts from the available balance of the last payment in the Payments module that has a balance. Without such a payment, the Cashflow table stays empty. The balance is carried by payments from the bank's e-mail notifications, by payments from the bank integration (each time transactions are loaded, the app asks the bank for the balance and saves it to the newest payment), or you can enter it for a manually added payment in the Disponibilní zůstatek (Available balance) field. When you open the page, payments from the bank are loaded on their own if you are allowed to load them, that is, as an administrator or with the editace or editace vlastních level for the Payments module. At the top you see Aktualizuje se stav účtu (Updating account balance) and then Disponibilní zůstatek v bance k (Available balance in the bank as of) the date of the last payment with a balance. Without this permission, you see the message Nedostatečná oprávnění (Insufficient permissions) and the balance from the most recently loaded payments.
What you will find on the page
The page has two tabs: Cashflow and Periodické náklady (Recurring costs). The Cashflow tab shows three overviews side by side:
- Výpis předběžných nákladů (List of preliminary costs) - unpaid purchase invoices (marked FA), preliminary costs and an automatically calculated DPH (VAT) payment (supplier Finanční úřad (tax office), marked DPH),
- Výpis předběžných výnosů (List of preliminary revenues) - expected income,
- Cashflow - a day-by-day table with the columns Datum (Date), Denní změna (Daily change) and Předpoklad (Forecast: the expected balance, green when positive, red when negative).
The magnifying glass at a day opens the day detail with the list of costs and revenues that fall on that day.
What the forecast is calculated from
| Item | When it is counted |
|---|---|
| Unpaid purchase invoices (from the status Čeká na schválení (Awaiting approval) to Čeká na proplacení (Awaiting payout)) | On the expense's Datum vyplacení (Payout date), amount including VAT. An invoice with a date in the past is counted for today. |
| Preliminary costs | On the Datum výplaty (Payment date). Unpaid ones with a date in the past are counted for today. |
| Preliminary revenues | On the Datum splatnosti (Due date), amount increased by VAT at the entered rate. A revenue with a due date in the past is no longer counted. |
| Recurring costs | Every month on the same day as the entered date. |
The forecast reaches three months ahead from today.
Sales invoices and sales orders do not enter the forecast. Enter expected income as preliminary revenues.
Preliminary costs
A preliminary cost is an expense you know about in advance, but whose invoice has not arrived yet.
- In Výpis předběžných nákladů, click Přidat předběžný náklad (Add preliminary cost).
- Fill in the Datum výplaty, Amount and Dodavatel (Supplier, required), optionally a Komentář (Comment).
- Save.
Preliminary costs are also created automatically:
- from every new purchase order - on the delivery date increased by the payment term of the order (for cash payment on the delivery date),
- as a VAT payment for a month in which the VAT from preliminary revenues exceeds the VAT from purchase invoices - on the 25th day of the following month.
When the actual invoice arrives, the preliminary cost is replaced:
- when you link the invoice with the purchase order in Purchase invoices, the preliminary cost of the order is removed as soon as the link is saved (in the mobile app too),
- in the expense form, in the Předpokládané náklady (Expected costs) table, you can assign the invoice to the supplier's preliminary cost,
- you can mark it manually as Zaplaceno (Paid) in the More actions menu of the row. A paid preliminary cost disappears from the list and is no longer counted in the forecast.
Preliminary revenues
- In Výpis předběžných výnosů, click Přidat předběžný výnos (Add preliminary revenue).
- Fill in Název (Name), Odběratel (Customer), Datum zdanitelného plnění (Date of taxable supply), Datum splatnosti, Amount (excluding VAT) and Daň (Tax: the VAT rate in percent), optionally a Komentář. The Celková částka (Total amount) including VAT is calculated automatically.
- Save.
The date of taxable supply decides in which month the VAT of the revenue is counted. If the VAT from purchase invoices prevails in a month, a preliminary revenue DPH vratka (VAT refund) is added automatically on the 25th day two months later.
Recurring costs
In the Periodické náklady tab, you record regular expenses, for example rent, leasing or insurance. With the Přidat periodický náklad (Add recurring cost) button, you enter the Název, Date and Amount. The cost is subtracted in the forecast every month on the same day as the entered date.
How data flows into cashflow
Bank balance (Payments) ───────────────────────┐
Unpaid purchase invoices ──────────────────────┤
Preliminary costs (manual, orders, VAT) ───────┼──→ Day-by-day forecast for 3 months
Preliminary revenues (manual, VAT refund) ─────┤
Recurring costs ───────────────────────────────┘