Number series and document appearance
The number format of invoices, expenses, price quotes and projects, the look of the PDF invoice and showing the construction category in an expense.
Each document type has its own number series. When a document is saved, the system assigns the next free number, so you do not have to keep track of the order, even when several people work at the same time. The administrator sets the number format according to the practice of the company or its accountant.
You will find the settings in Nastavení firmy → Doklady a platby → Doklady a číselné řady (Company settings → Documents and payments → Documents and number series). On the Diary and Diary+ tariffs, this tab is locked.
Number series
For each document type you set:
- Vzor (Pattern) - the form of the number, made up of fixed characters and placeholders,
- Reset čítače (Counter reset) - Nikdy (Never), Ročně (Yearly) or Měsíčně (Monthly); after the turn of the period, the counter starts again from one,
- Čítač (poslední č.) (Counter, last no.) - the last sequence number used; by setting it, you can continue the numbering from a previous system,
- Náhled dalšího (Next number preview) - what the next number will look like.
You save the settings with the Uložit číselné řady (Save number series) button.
Placeholders in the pattern
| Placeholder | Meaning |
|---|---|
YYYY | four-digit year (2026) |
YY | two-digit year (26) |
MM | month (01-12) |
XXXXX | sequence number, the number of X's sets the number of digits, padded with zeros |
PROJ | project number |
USERNO | personal number |
Other characters (letters, /, -) are inserted into the number unchanged. The variable symbol (the payment reference number) is created from the number automatically by keeping only the digits (at most the last 10).
Which documents use the series
| Document | Default pattern | Reset |
|---|---|---|
| Sales invoice | YYMMXXXXX | monthly |
| Price quote | CN-YYYY-XXX | yearly |
| Purchase invoice | FD/YY/XXXX | yearly |
| Purchase - other liability | O/YY/MM/XXXX | monthly |
| Purchase - cash | V/YY/MM/XXXX | monthly |
| Purchase - advance invoice | Z/YY/XXXX | yearly |
| ID zakázky (project ID) | YYYY/XXX | yearly |
Documents marked Zatím neaktivní (Not active yet), for example an order or a wage, still use the original number format for now, and the set pattern does not apply to them.
For projects, the counter is not stored but calculated from the existing projects: the next number is the highest existing number with the same beginning plus one. This is because ID zakázky is an ordinary field in the project form that you can edit.
When the number is assigned
- For a sales invoice, the form shows only an indicative suggestion in the default format. The binding number according to the set pattern is assigned when the invoice is saved and is shown in the confirmation that it was created. The variable symbol is created from the assigned number.
- For an expense, the number is prefilled according to the selected document type and recalculated when the type changes. The year and month in the number follow the DUZP date (date of taxable supply), for a sales invoice the issue date. If you overwrite the number manually after unlocking it with the lock icon, it is saved exactly as you entered it.
- For other liabilities and cash documents, the variable symbol is also derived from the number. For supplier invoices, the variable symbol is the one stated by the supplier, and the number series does not change it.
Document appearance
You save changes in this section with the Uložit změny (Save changes) button at the bottom.
- Layout PDF faktury (PDF invoice layout) - Klasický (Classic, the original look), or Boxový (Boxed, a design with framed sections Supplier, Customer and Payment, a To pay box and the Issued by field).
- Pořadí polí u položek faktury (Order of invoice item fields) - with the Posunout nahoru (Move up) and Posunout dolů (Move down) arrows you arrange the fields Quantity, Unit, Name, Amount, Discount %, Tax rate and Total. The order applies to the sales invoice form, to the columns in the PDF and to the public invoice page. The tax rate is shown only for a DPH (VAT) payer, in the boxed PDF the discount is written in brackets after the name. The Obnovit výchozí pořadí (Restore default order) button takes you back to the original state.
Expenses
The Skrýt stavební kategorii v nákladu (Hide construction category in expense) switch hides the construction category selection in the expense form (in the header and in the items). The Obecné (General) category of the selected project is saved to the expense automatically. It suits companies that do not break down costs on a project any further.
The Faktury přijaté otevírat jen s neproplacenými (Open received invoices with unpaid only) switch turns on the Neproplacené (Unpaid) switch in the Received invoices list as soon as it opens. The list then shows all documents that are not yet in the Paid status, regardless of date. The switch above the table can be turned off at any time.
Other settings that affect documents
| Where | Setting | Where it shows |
|---|---|---|
| Obecné (General) | Name, address, IČO (company ID number), DIČ (tax ID), Daň (Tax: VAT payer / non-payer), Číslo účtu (Account number), Název banky (Bank name), Web, Kontaktní telefon (Contact phone) | Invoice header and footer, QR payment, default tax type of a new invoice |
| Obecné | Text v patičce dokumentů (Document footer text) | Footer of the PDF invoice |
| Logo a barva (Logo and color) | Company logo | Header of the boxed invoice and invoice footer |
| Logo a barva | Skrýt logo v zápatí faktury (Hide logo in invoice footer) | The footer of the PDF and of the public invoice page stays without the logo |
| Logo a barva | Razítko s podpisem (Stamp with signature), switch Tisknout razítko (Print stamp) | Stamp imprint on the sales invoice and purchase order |
See also Sales invoices and Purchase invoices.