Issued Invoices

Overview

The Issued Invoices module is a comprehensive tool for issuing, recording, and managing all types of tax documents and invoices that your company issues to customers. The system supports the full invoicing cycle from invoice creation, through sending to the customer, to recording payments and linking with bank accounts.

Key Features

Issuing standard tax documents, invoices, advance invoices, and proformas
Management of multiple invoicing centers with independent settings and numbering
Automatic recurring invoicing for regular payments
Printing invoices to PDF with a QR code for payment
Sending invoices by email or data message
Export to accounting systems (Pohoda XML, ISDOC)
Automatic payment pairing from bank statements
Recording of paid and unpaid invoices
Integration with CRM, projects, and warehouse
Support for multiple currencies and language versions

Who Is the Module For

The module is primarily used by employees in the finance department, accountants, sales representatives, and anyone in the company who issues invoices to customers. Thanks to flexible access right settings, you can determine who is allowed only to view invoices, who can issue them, and who is authorized to delete them.

Access and Settings

How to Access the Module

Navigation path: Main Menu → Issued Invoices

Upon opening the module, a list of invoicing centers (invoice groups) to which you have access will be displayed. Click on individual centers to view the invoices from that specific center.

Module Settings

Module settings are accessible to users with administrative rights via:

Settings → Issued Invoices

Invoicing Centers (Invoice Groups)

Centers are independent invoicing groups that allow for issuing invoices with different settings. Each center has its own:

Center name (e.g., "Standard Invoices", "Advance Invoices", "Proformas")
Invoice type (tax document, invoice, advance invoice, proforma, tax document for advance payment, credit note)
Number series with its own prefix and numbering style
Bank accounts for payments
Default texts above and below items
VAT settings, currencies, and languages
User rights (who can read, write, delete)

To issue invoices, you must have at least one active center set up with the appropriate permissions.

Basic Center Settings

When creating or editing a center, you can set:

Center Name: A descriptive name for your orientation
Active: Whether the center is active and displayed in the module
Issued Invoice Type: Determines the type of documents being issued
- Tax document, invoice
- Advance invoice
- Proforma
- Tax document for paid advance
- Credit note
Number Prefix: Text before the invoice number (e.g., "2025")
Account Number: Bank accounts for receiving payments (multiple accounts can be entered)
Default Due Date: Number of days until the invoice is due
Default Constant Symbol, VAT Classification, Account Posting: For integration with accounting systems

User Rights

For each center, you set which users have which rights:

Permission	Description
View	The user can see invoices but cannot edit or create new ones
Edit	The user can create new invoices and edit existing ones
Delete	The user can delete invoices (move them to the trash)
Administration	Full access including viewing deleted invoices

User Interface

Main Screen

Upon opening the module, you will see a card with invoicing centers at the top. Each center is represented as a tab with a folder icon and name. Click on a center to display invoices from that center.

Furthermore, a Statistics tab is displayed, providing an overview of issued invoices, payments, and receivables.

Filters and Search

Above the invoice table is a dropdown filter that allows you to quickly find required invoices based on various criteria:

Amount greater than / less than: Filtering by invoice value
Customer: Selection of a specific company
Issue Date: Period from - to
Date of Taxable Supply: Period from - to
Paid / Unpaid: Invoice payment status
Recurring: Invoices with automatic recurrence set up
In Item Text: Searching by text within items
Item VAT: Filtering by VAT rate

Quick Period Switcher

Below the filter, there are buttons for quick access:

All / Paid / Unpaid: Quick filter by payment status
Year: Dropdown menu for selecting the year based on the Date of Taxable Supply

Invoices Table

The main table displays a list of invoices with the following columns:

Document Number: Unique invoice number
Variable Symbol: For payment identification
Order Number: Customer's order number
Issue Date: When the invoice was issued
Date of Taxable Supply: Date of the taxable transaction
Due Date: When the invoice should be paid
Customer: Customer's name
Total excl. VAT: Tax base
VAT: Amount of value-added tax
Total incl. VAT: Final amount to be paid
Paid: Amount paid so far
Currency: Invoice currency
Status: Paid / Unpaid

Click on an invoice row to open the invoice detail with complete information.

Basic Operations

Creating a New Invoice

Select an invoicing center by clicking on the tab with its name
Click the Add button in the top right part of the screen
A dialog box for creating the invoice will open
Fill in the invoice header:
- Issue Date: Automatically pre-filled with today's date
- Date of Taxable Supply: Date of the taxable transaction
- Due Date: Automatically calculated according to center settings
- Document Number: Automatically generated based on the number series
- Variable Symbol: Derived from the document number
- Constant Symbol, VAT Classification, Account Posting: For accounting systems
- Payment Method: Bank transfer, cash, card
- Account Number: Selection from accounts defined in the center
- Currency: CZK, EUR, USD, and others
Enter the customer:
- Select from CRM: Loading data from the CRM module
- Select from previously created invoices: Quick selection from previous invoices
- Enter new: Manual entry of customer details
When selecting from CRM or loading by ID number (IČ), the following will be filled automatically:
- Company name
- ID number (IČ) and VAT ID (DIČ)
- Address (street, city, zip code, country)
- Email and phone
If the customer does not have a VAT ID, check Non-VAT payer
Enter invoice items:
- Click on Add Item
- Item Code: Internal designation
- Item Name: Description of service or product
- Quantity: Number of units
- Unit of Measure: pcs, hours, m, m2, kg, etc.
- Unit Price excl. VAT: Price per unit
- VAT Rate: 0%, 12%, 21%
- Discount: Percentage or amount of discount
- Note: Additional information for the item
You can also load items from the warehouse by selecting a stock item
To link to a project, select the Project Number (if you use the Projects module)
Fill in optional fields Text Above Items and Text Below Items
Check the calculated total amounts on the right side of the dialog
Click Save

Editing an Invoice

In the invoice table, click on the invoice you want to edit
The invoice detail will open
Click the Edit button in the top right part
Make the required changes in the dialog box
Save by clicking Save

Note: Invoices can only be edited until they are sent to the customer or posted. After sending, it is recommended to make changes using corrective tax documents or credit notes.

Copying an Invoice

To create a new invoice based on an existing one:

Open the invoice detail
Click the Copy button
A form with pre-filled data will open
A new invoice number and current date will be automatically generated
Edit the necessary data and save

Printing an Invoice to PDF

Open the invoice detail
Click the Print button
Select the print report:
- Basic: Standard invoice format
- + EAN: Displays EAN codes of items from the warehouse
- + Notes: Includes notes for items
- + Images: Adds product images
Choose the language version (if enabled in the center)
Click Print
The PDF will open in a new window, from where you can download or print it

The invoice contains a QR code for payment, which makes it easier for customers to pay by scanning it in their mobile banking app.

Sending an Invoice by Email

Open the invoice detail
Click the Email button
Check or edit the recipient's email address
If the customer is from CRM, you can select additional email addresses from the contact list
Select the print variant (basic, with notes, with images)
You can check + Email Attachments and select files attached to the invoice
Choose the language version of the invoice
Check or edit the subject and body of the email
Optionally add more attachments using drag & drop
Click Send

The email is sent from the address robot@eintranet.net with your reply-to address. A blind copy (BCC) is automatically sent to you for your records.

Recording Invoice Payment

Open the invoice detail
Click the Paid button
In the dialog box, enter:
- Amount: Paid amount (can be a partial payment)
- Payment Date: When the payment was received
- Note: For example, the bank transaction number
Click Save

The system automatically calculates whether the invoice is fully paid and updates the invoice status. Upon full payment, the invoice moves to the paid category.

Deleting an Invoice

Open the invoice detail
Click the Delete button
Confirm the deletion in the dialog box by clicking Yes

The deleted invoice is moved to the trash, from where an administrator can restore it or permanently delete it. To view deleted invoices, click the Deleted button in the module's main menu.

Advanced Functions

Advance Invoices and Tax Documents for Advance Payments

The system supports issuing advance invoices and subsequent tax documents for paid advances in accordance with legislation:

Issuing an Advance Invoice

Create an invoicing center of type Advance Invoice
Issue the invoice in the standard way
The advance invoice contains VAT according to the selected regime
After the advance is paid, record the payment using the Paid button

Issuing a Tax Document for a Paid Advance

Open the detail of the advance invoice that has been paid
Click the Issue Tax Document button
Select a center of type Tax Document for Paid Advance
The system automatically fills in data from the advance invoice
Adjust the amount of the paid advance if it was only partially paid
Save the document

Deducting an Advance from the Final Invoice

Issue a standard invoice for the delivered goods or services
In the invoice detail, go to the items section
Click the Add Advance Deduction icon
Select the advance invoice you want to deduct
The system automatically adds a negative item with the advance amount
The final amount to be paid will be reduced by the paid advance

Credit Notes and Cancellations

Use credit notes to correct incorrectly issued invoices or for returned goods:

Create an invoicing center of type Credit Note
Issue the credit note with references to the original invoice
Enter items with negative values or positive values (depending on center settings)
In the Text Above Items field, state the reference to the original invoice

QR Code for Payment

All printed invoices automatically include a QR code for payment according to the SPAYD standard. The QR code contains:

Recipient's account number
Amount to be paid
Variable symbol
Payment currency
Message for the recipient

The customer can scan the QR code with a mobile banking app, and the payment will be automatically pre-filled with all necessary data.

Export to Accounting Systems

The module allows exporting invoices to accounting programs in XML formats:

Export to Pohoda XML

In the Issued Invoices module, click the Export/Import button
Select Export to XML/ISDOC
Choose the PohodaXML format
Enter the center ID in Pohoda (if you use centers)
Select the period according to the Date of Taxable Supply
Click Export
An XML file will be downloaded, which you then import into the Pohoda program

Export to ISDOC

Open the export in the same way as for Pohoda
Select the ISDOC format
Set the period for export
Export the file

ISDOC is a standard format for electronic invoices in the Czech Republic, supported by most accounting systems (Money S3, ABRA, Helios, and others).

Automatic Recurring Invoicing

For regular monthly or weekly payments, you can set up automatic recurrence:

Create a template invoice with the required items and texts
In the invoice detail, click the Recurrence icon (or in the three-dot menu)
Set the recurrence parameters:
- Repeat: Yes
- Repeat Every:
  - Week - select the day of the week
  - Month - the first day of the month (Monday, Tuesday...)
  - Month - a specified day (e.g., the 10th day of the month)
  - In selected months of the year
- Issue Document on Day: Which day of the week or month
- Send Automatically via Email after Creation: Enter the email for automatic sending
Save the settings

Macros for Automatic Invoices

In the texts of recurring invoices, you can use macros that are automatically replaced by current values:

Issue Date:
- {IssueDate} - full issue date
- {IssueMonth} - issue month (number)
- {IssueDay} - issue day
- {IssueYear} - issue year
Due Date:
- {DueDate} - full due date
- {DueMonth}, {DueDay}, {DueYear}
Date of Taxable Supply:
- {TaxDate} - full taxable supply date
- {TaxMonth}, {TaxDay}, {TaxYear}
Identification:
- {DocNumber} - document number
- {VarSym} - variable symbol

Usage Example: In the Text Above Items field, you write "Service for {IssueMonth}/{IssueYear}" and during printing, the text will change to "Service for 2/2025".

Reverse Charge Regime (PDP)

For invoices in the reverse charge regime (e.g., when selling construction work or scrap metal):

When creating an invoice, check Reverse Charge
Select the reverse charge fulfillment code according to the transaction type
VAT will not be charged, but the invoice will state that the tax is to be paid by the customer
When printing, the relevant text about the reverse charge regime will be displayed

Invoice Attachments

You can attach two types of attachments to an invoice:

Internal Attachments: Visible only to company employees, not sent to the customer
Attachments: Standard attachments that can be sent to the customer along with the invoice

Adding an Attachment

Open the invoice detail
In the Attachments section, click the plus icon
Select files to upload
Files will be uploaded and displayed in the list

When sending an invoice by email, you can select which attachments should be sent together with the PDF invoice.

Integration with Other Modules

Integration with the CRM Module

The Issued Invoices module is closely linked with the CRM module:

Loading Customers: When creating an invoice, you can select a company from CRM and all details will be automatically filled
Email Addresses: When sending an invoice, all contact email addresses from CRM are offered
Payment Morality Warning: If a customer has a poor payment type set in CRM, a warning will be displayed
Invoice History: In CRM, you can see a list of all invoices issued to the given customer

Integration with the Projects Module

If you use the Projects (Contracts) module:

When creating an invoice, you can select the project to which the invoice belongs
In the project detail, you can see a list of all issued invoices
You can monitor the invoicing of individual projects

Integration with Warehouse

When creating invoice items, you can:

Select items directly from the warehouse
The system will automatically fill in the code, name, unit, and price
Upon saving the invoice, the quantity will be automatically deducted from the warehouse (if enabled)
In the invoice detail, you can see a warehouse icon next to stock items

Automatic Pairing with Bank Statements

The Issued Invoices module cooperates with the Bank Statements module:

Import a bank statement (manually or automatically via API)
The system automatically pairs incoming payments with invoices according to the variable symbol
For paired invoices, the payment is automatically recorded
Invoices are marked as paid and moved to the appropriate category

Importing Payments from the Bank

In the Issued Invoices module, click Export/Import
Select Bank API Import and choose your bank account
The system downloads transactions from the bank
It automatically pairs payments with invoices based on the variable symbol
It displays a list of paired and unpaired payments

Sending via Data Message (ISDS)

If you have the Data Boxes module active:

In the invoice detail, click the Data Message button
The system verifies if the customer has a data box
Select the invoice print variant
The invoice is sent as an attachment to the data message

Statistics and Reports

Viewing Statistics

Click on the Statistics tab in the upper part of the module
Graphic overviews will be displayed:
- Total turnover in individual months
- Ratio of paid and unpaid invoices
- Top customers by turnover
- Sales trends over time

Totals by Currency

A summary overview of filtered invoices is displayed below the filter in the main table:

Total amount excl. VAT
Total VAT amount
Total amount incl. VAT
Totals divided by currency (CZK, EUR, USD...)

Troubleshooting

FAQ

Question: I cannot issue an invoice; the Add button is inactive

Answer: You do not have sufficient rights to issue invoices in the given center. Contact the system administrator to grant you invoice editing rights.

Question: How do I correct an incorrectly issued invoice?

Answer: If the invoice has not yet been sent to the customer, you can edit it using the Edit button. If it has already been sent, it is necessary to issue a corrective tax document or credit note. Do not delete the original invoice, just cancel it with a credit note.

Question: How do I set up automatic sending of reminders?

Answer: In the center settings, you can activate the automatic check for overdue invoices and set up a reminder template. The system then automatically checks unpaid invoices every day and sends reminders to the specified email addresses.

Question: Why is the invoice not pairing automatically with the bank payment?

Answer: Automatic pairing works based on the variable symbol. Check if the payment in the bank contains the correct variable symbol matching the invoice number. If not, you can pair the payment manually in the Bank Statements module.

Question: How do I issue an invoice in a foreign currency?

Answer: When creating an invoice, select the required currency in the Currency field (EUR, USD, etc.). Enter prices in this currency. The printed invoice will display amounts in the foreign currency as well as the conversion to CZK using the Czech National Bank (ČNB) rate.

Question: Can I have multiple invoice number series?

Answer: Yes, each invoicing center has its own number series. Create multiple centers and set a different prefix and numbering in each.

Question: How do I issue an advance invoice and then the final document?

Answer:

Create a center of type Advance Invoice and issue an advance in it
After the advance is paid, mark it as paid
In the advance invoice detail, click Issue Tax Document
When issuing the final invoice, add the advance deduction as a negative item

Question: The QR code on the invoice doesn't work when scanned

Answer: Check if the bank account, variable symbol, and amount are correctly filled in on the invoice. The QR code is generated by the SPAYD standard, which all Czech banks support. If the problem persists, try printing the invoice in higher quality.

Tips for Efficient Work

Use Copying: If you issue similar invoices, use the Copy function instead of creating them from scratch
Set Default Texts: In the center settings, enter standard texts that will automatically populate into new invoices
Utilize CRM: Keep customer data up-to-date in CRM to save time when issuing invoices
Pair Continuously: Regularly import bank statements and pair payments to maintain an overview of receivables
Set Up Recurrence: Use automatic recurrence for regular monthly invoices
Use Filters: Use filters by amount, date, or customer to find invoices quickly
Export Regularly: Always export invoices to the accounting system for a closed period (month, quarter)
Check Before Sending: Always check the PDF preview before sending it to the customer
Keep Notes: Use the notes field to record important information about the invoice
Monitor Statistics: Regularly check statistics for an overview of the company's financial health

Recommended Workflows

Monthly Invoice Closing

Check all issued invoices at the end of the month
Import bank statements and pair payments
Mark invoices that remain unpaid
Export invoices to the accounting system
Print or export an overview for the accountant
Send reminders for overdue invoices

Checklist Before Sending an Invoice

Check the correctness of the customer's data (especially the VAT ID)
Verify the issue date, Date of Taxable Supply, and due date
Check items, quantities, and prices
Verify the correctness of the VAT calculation
Check the bank account and variable symbol
Review the PDF preview before sending
Ensure the recipient's email is correct

Wiki - eIntranet.net