Purchase invoices
Records of purchase invoices and other expense documents, their assignment to projects and categories, approval, payment and export to accounting.
The Purchase invoices module (the page is called Náklady, meaning Expenses) is used to record all of the company's expense documents: invoices from suppliers, company card payments, cash receipts and advance invoices. You assign each document to an expense category, and optionally to a project or a machine, have it approved, pay it and export it to accounting.
You will find it in the menu under Finance → Purchase invoices. The module is part of the Company and All for business plans.
Who can see expenses
- The administrator sees and edits all of the company's expenses.
- Other users need the editace (edit) level on the Purchase invoices module in their Role (they see and edit the expenses of the whole company) or editace vlastních (edit own; they see only documents they created themselves). This is typically the accountant. With the čtení (read) level, they see the expenses of the whole company on the web and in the mobile app for viewing only: without the Nový náklad (New expense) button, the document detail opens locked and cannot be saved.
- Those without access to the module see no expenses, not even the ones they created themselves (for example a receipt paid with a company card or from the cash register via Record receipt). The only exception are documents they are to approve (see below). They can still create documents this way, though.
- Approvers (the project's site manager, the category approver, people in the steps of approval rules) do not need access to the whole section. Documents waiting for them are shown on the Dashboard in the For approval → Expenses overview.
Document types
| Expense type | What it is for |
|---|---|
| Faktura přijatá (Purchase invoice) | A regular invoice from a supplier. It goes through approval and waits to be paid. |
| Ostatní závazek (Other liability) | A document paid by card. It is paid as soon as it is created and does not go through approval. A photographed receipt from Record receipt first goes for checking, and approval closes it directly as Proplaceno (Paid). The Přijat fyzický doklad (Physical document received) switch lets you mark that you have the paper original. |
| Pokladna (Cash desk) | A document paid in cash. It is paid as soon as it is created and does not go through approval. A photographed cash receipt first goes for checking, and approval closes it directly as Proplaceno. |
| Zálohová faktura (Advance invoice) | A supplier's advance invoice linked to a project. You later deduct the paid advance in the final invoice. |
Each type has its own number series, see Number series and document appearance.
Expense list
The list shows the expense number, supplier, category, project, dates, the amount excluding and including VAT, the status (for documents awaiting approval, also the approver's name) and whether the document has been exported. You can turn on more columns (variable symbol, bank account, payment date, comment and others) in the table settings. Below the table is the total of the amounts of the displayed documents.
Filters:
- Dodavatel (Supplier), Kategorie (Category), Status, Stavby (Projects), Typ (Type, meaning expense type) and full-text search,
- the switches Neproplacené (Unpaid), Nezařazené (Unclassified), Vyfakturováno (Invoiced), To be approved by me and Koš (Bin),
- a period by date of taxable supply,
- Částka (Amount) and Splatnost (Due date).
The filters, switches and the Contact, Status and Export columns are available to everyone whose Role opens the page. Only the administrator has the Koš (Bin) switch and the bulk actions.
The Neproplacené (Unpaid) switch shows all documents that are not yet in the Proplaceno (Paid) status, regardless of date. It can be combined with the other filters, for example Status or Supplier. When the administrator turns on Faktury přijaté otevírat jen s neproplacenými (Open received invoices with unpaid only) in Company settings → Doklady a číselné řady, the list opens this way straight away. The switch above the table can be turned off at any time. A document opened from a link (for example from an e-mail) is found even when it is already paid.
Adding an expense
- In Finance → Purchase invoices, click Nový náklad (New expense).
- Drag the document (PDF, image or ISDOC file) into the Nahrát soubory (Upload files) field. An ISDOC file (the Czech standard format for electronic invoices) is read automatically; PDFs and images can be read by AI, see Receiving and extracting documents. You can open the attachment in a preview next to the form.
- Choose the Druh nákladu (Expense type) and the Dodavatel (Supplier). You can also look up the supplier in the ARES register (the Czech business register) and create them as a new contact right away. The bank account and tax type are filled in from the contact.
- The Číslo nákladu (Expense number) is filled in from the number series according to the document type. Fill in the Variabilní symbol (variable symbol, the payment reference used in Czech bank transfers), Datum vystavení (Issue date), DUZP (date of taxable supply), Datum splatnosti (Due date) and Datum vyplacení (Payment date - the planned payment day, which determines how the expense appears in Cashflow), and optionally KS (constant symbol) and SS (specific symbol).
- Choose the Předkontace (accounting template), the Typ daně (Tax type) and the Měna (Currency). The tax type is Klasická (standard VAT), Přenesená (reverse charge, for example subcontracted construction work from a VAT payer), Neplátce (the supplier is not a VAT payer) or Osvobozeno (exempt). For a supplier who is not a VAT payer, only Neplátce is offered; for a VAT payer, Klasická, Přenesená and Osvobozeno. The tax type determines the VAT classification in the export to POHODA, see Financial lists.
- Classify the document: Nákladová kategorie (Expense category) and Nákladová podkategorie (Expense subcategory). For a category of the Project type, also select the Stavba (Project) and the Stavební kategorie (Construction category). Optionally add a Stroj (Machine) if the expense belongs to a specific machine.
- Add items with the Přidat položku (Add item) button: name, quantity, unit, amount, discount in percent and tax rate.
- Check the Celková částka dokladu (Total document amount) and the Rekapitulace DPH (VAT summary; DPH is Czech VAT) and click Create.
When you save, the app warns you about a duplicate variable symbol, a duplicate document number or a missing attachment on an invoice. You can still save the document anyway.
Turn on the Zařadit později (Classify later) switch. The document is saved without a category in the Čeká na zařazení (Awaiting classification) status, and you can find it with the Nezařazené switch. Classify it once you have the details: turn off the Zařadit později switch and pick the expense category. While the switch is on, the category is greyed out and cannot be selected. Only a locked document (approved, paid or sent to accounting) has a padlock in the window header; for such a document click the padlock first.
Classifying an expense
- The Nákladová kategorie determines how the expense is counted and who approves it. For a category of the Provozní náklady do více dní (Operating costs over several days) type, you enter the period Náklad od (Expense from) and Náklad do (Expense to). For a category of the Stavba (Project) type, the expense is added to the selected project. If the category has a default subcategory, it is prefilled automatically. Categories are managed by the administrator, see Financial lists.
- By default, the Stavba selection offers only projects in progress. Ticking + archiv (+ archive) adds completed and archived projects too, for example when an invoice arrives after the work has been handed over.
- For a category of the Stavba type, individual items can have a different classification than the header (the Jiné zařaz. (Different classification) switch on the item), so you can split one invoice between several projects or subcategories.
- For a subcategory marked as Půjčovna (Rental), you select the Půjčený stroj (Rented machine) in the item (or create a new one) and the unit is prefilled to day. See Rented equipment.
- A company that doesn't use construction categories can hide the selection: Nastavení firmy → Doklady a číselné řady → Skrýt stavební kategorii v nákladu (Company settings → Documents and number series → Hide construction category in expense). The General category of the selected project is then saved with the expense.
Amounts and VAT
The Celková částka dokladu is calculated from the sum of the items (after the line discount and after the Sleva na celý doklad (Discount on the whole document)). In the Rekapitulace DPH, VAT is rounded line by line to hellers (0.01 Kč), just as common accounting software does.
When the supplier's document differs by a heller (typically a receipt with prices including VAT), you have two options:
- click the lock icon next to the total amount and enter the base and VAT manually - the amount is then no longer recalculated from the items,
- fill in the Haléřové vyrovnání (Rounding adjustment), which is added to the K úhradě (Amount due) amount.
Advances and expected costs
- If the supplier has advance invoices, the form shows a Zálohové faktury (Advance invoices) table. Use the Add advance to the invoice button to deduct the advance; the table shows how much of the advance is still left to use.
- If the supplier has preliminary costs in Cashflow, a Předpokládané náklady (Expected costs) table is shown and you can assign the expense to them.
Linking to an order (All for business)
On the All for business plan, the form has a Propojit obj. (Link order) button. You select an issued purchase order and can load its items. If you save the invoice without linking it, AI tries to find a match among the supplier's unmatched orders and offers you the link. Linking an order removes its preliminary cost from Cashflow, because the actual invoice replaces it. This happens as soon as the link is saved, in the mobile app too, regardless of your access to Cashflow. See Orders.
Expense statuses
| Status | What it means |
|---|---|
| Čeká na zařazení (Awaiting classification) | A document saved with Classify later, waiting to be completed. |
| Ke kontrole (To be checked) | A document from the e-mail inbox or from the document recording on the Dashboard, waiting for the extracted data to be checked. A card or cash receipt moves straight to Proplaceno when approved. |
| Čeká na schválení (Awaiting approval) | Waiting for the approver, whose name is in the Status column. |
| Čeká na schválení adminem (Awaiting admin approval) | An expense over 50,000 Kč excluding VAT when administrator review is turned on. |
| Vráceno k opravě (Returned for correction) | The approver rejected the document; the reason is in the detail. |
| Čeká na zadání platby (Awaiting payment order) | The document is approved and waiting to be paid. |
| Čeká na proplacení (Awaiting payment) | The payment has been sent (ABO export) and is waiting to be matched. |
| Proplaceno (Paid) | The document is paid - a payment has been matched, or it was saved as paid. |
Deleted documents are moved to the Koš (Bin). The administrator finds them there with the Koš switch and restores them with the bulk action Obnovit výběr (Restore selection).
Approval
Who approves an expense is determined by the expense category (the category approver, for projects the project's site manager) or by the company's approval rules. The approver clicks Approve in the expense detail or on the Dashboard. With multi-step approval according to rules, the expense can also be rejected with a reason.
Documents of the Other liability and Cash desk types, documents with a zero amount and documents saved as Uhrazeno (Paid) are not approved.
→ Detailed guide: Approval of purchase invoices
As soon as a document is awaiting approval, approved or exported, its fields are locked. The administrator and users whose Role has the editace level for the Purchase invoices module can unlock them with the lock icon (Odemknout pole, Unlock fields) in the form header.
Payment and export to accounting
The administrator selects documents in the list and uses a bulk action:
- Schválit výběr (Approve selection) - approves documents that are waiting for them,
- Export ABO - creates a payment order file (ABO, the Czech bank file format) for internet banking from documents in the Awaiting payment order (or Awaiting payment) status. The documents move to the Čeká na proplacení status. Each document must have a bank account filled in.
- Export do POHODA (Export to POHODA) - creates an XML file for the POHODA accounting software (widely used in the Czech Republic) from approved documents (from the Awaiting payment order status onwards). Only one document type can be exported at a time, and advance invoices cannot be exported. Exported documents have the value Yes in the Export column.
- Smazat výběr (Delete selection) and Obnovit výběr (from the bin).
The accounting template and tax type are transferred to the POHODA export as the accounting template and VAT classification, see Financial lists.
Payment proposal to the bank
If the company has a connected bank (Nastavení firmy → Bankovní integrace (Company settings → Bank integration), Raiffeisenbank or Česká spořitelna), the administrator sees a Navrhnout platbu (Propose payment) button on an approved document (Awaiting payment order status). The order is sent to internet banking, where you sign it. At Česká spořitelna the payment is only created, and you sign it with the Podepsat v České spořitelně (Sign at Česká spořitelna) button that then appears on the document. An automatic proposal right after approval can be turned on in the bank integration settings. See Payments.
Matching with a payment
- When an expense is created, the app looks for an already loaded payment with the same variable symbol and amount. If one is found, the document is saved straight away as Proplaceno.
- Bank payments are matched to purchase invoices automatically by variable symbol and amount.
- Manually: in Payments, click Find the invoice for this payment on an unmatched payment and choose Match with payment in the expense list. Unlinking the payment in Payments returns the document to the Čeká na zadání platby (Awaiting payment order) status.
- A company card receipt photographed via Record receipt is matched on its own with an outgoing card payment of the same amount (within 30 days around the receipt date). If the payment is found, the receipt is Proplaceno straight away; the author receives the result in the mobile app.
Re-invoicing expenses
The column (turn it on in the table settings) and the Vyfakturováno switch show whether a project expense has been re-invoiced to the customer. Items of project expenses are linked to an invoice document in Invoice documents (the Link expenses action).
Mobile app
The mobile app has a Received invoices section:
- a list with search, sorting by due date or amount, and a filter by supplier, status, date of supply, due date and amount,
- a new document with the plus button, which opens Record receipt (a photo or an image from the gallery; AI reads the details in the background, see Receiving and extracting documents). A new document is not entered manually in the mobile app; the wizard is used to edit a saved document from its detail,
- a detail with items, attachments, payments and approval history,
- approving and rejecting a document with a reason.
The author of a document gets a notification on their phone when an approver returns the document for correction (this can be turned off in the notification settings in the app).