Issued Invoices

Overview

The Issued Invoices module (issued invoices, tax documents, advance invoices) is used for recording and issuing all types of outgoing tax documents. It allows you to issue an invoice, send it to a customer by e-mail or data box, record payments, and export documents to accounting software. The system is organized into cost centres that correspond to different groups of invoices or types of documents.

Key Features

Issuing and editing invoices, advance invoices, credit notes, and tax documents for advance payments
Organization into cost centres (invoice groups) with separate settings and user permissions
Automatic generation of document number, variable symbol, and due date
Printing invoices to PDF and downloading in PDF, ISDOC, or ZIP formats
Sending invoices by e-mail or to a data box (ISDS)
Payment records and automatic matching with bank statements
Export to accounting systems Pohoda XML, ISDOC, Money S3
Recurring invoices with automatic issuing and text macros
Management of retentions (holdbacks) on invoices
Deduction of advance invoices from tax documents
Invoicing statistics with period comparison and charts
Bulk posting of income and expense categories (tax records)

Access and Settings

How to Access the Issued Invoices Module

Navigation path to the Issued Invoices module: Main Menu → Issued Invoices

After entering the module, an overview of available cost centres (invoice groups) is displayed. Click on the name of a cost centre to display the invoices of that centre. The Statistics tab is available to the right of the cost centres.

Issued Invoices Module Settings

Module configuration is accessible via Settings → Issued Invoices. Only administrators and users with module administrator permissions have access to the settings. The settings include management of cost centres and their detailed configuration.

Cost Centres (Invoice Groups)

Cost centres in the Issued Invoices module separate different groups of invoices (for example, by document type or department). Each cost centre has its own numbering settings, document type, supplier details, and user permissions. A new cost centre can be added using the Add Invoice Cost Centre button in the settings.

The cost centre settings contain the following tabs:

General Settings: Cost centre name, document type, VAT payer status, prefix and document number format, default due date, constant symbol, pre-accounting, VAT classification, print language, and print templates
Account Numbers: Supplier bank accounts displayed on the invoice, account currency
Supplier - Info: Company name, Company ID, VAT ID, supplier address – these details are printed on the invoice
E-mail Sending: Default subject and body text when sending invoices by e-mail
User Permissions: Assignment of users to read, write, or delete permissions for invoices in this cost centre
Invoice Style: Logo and graphical customization of the print layout
Retention Settings - Holdback: Default percentages and condition texts for short-term and long-term retentions

Document Types in the Issued Invoices Module

Each cost centre is assigned one document type. The document type determines what kind of invoices are issued in a given cost centre and affects the features available in the invoice detail.

Document Type	Description
Tax document, invoice	Standard issued invoice with VAT
Advance invoice	Invoice requesting an advance payment before fulfilment; allows issuing a tax document for the advance
Credit note	Corrective tax document reducing the original receivable
Tax document for paid advance	Document issued after receiving an advance payment
Proforma	Non-binding invoice for customer information
Invoice without VAT	Document for non-VAT payers or for supplies without tax

Permissions and Access Rights to the Issued Invoices Module

Access rights are set separately for each cost centre. The administrator assigns users to one of three permission groups directly in the cost centre settings.

Permission	Description
Read	Viewing the list of invoices and their details without the ability to create or edit
Write and read	Creating new invoices, editing, printing, sending by e-mail, recording payments, and copying
Write, read, and delete	Full access including deleting invoices and exporting to XML/ISDOC; access to the overview of deleted records

User Interface

Main Screen of the Issued Invoices Module

In the Issued Invoices module, after accessing it, a panel with cost centre tabs is displayed. Each cost centre corresponds to one group of invoices. Clicking on a cost centre tab switches the display of invoices for that cost centre. The Statistics tab shows graphical overviews of invoicing across all cost centres.

Below the cost centre tabs, there is a collapsible filter panel and the main invoice table with buttons for basic operations.

Filters and Search in the Invoice List

The Issued Invoices module offers two ways of searching:

Quick filter buttons: Above the table, there are buttons All, Paid, Unpaid for quick status switching. Next to them is a year selector for filtering by tax date.
Advanced filter: A collapsible panel (yellow frame) contains fields for Amount higher than, Amount lower than, Customer, Date of issue (from–to), Tax date (from–to), Paid/Unpaid, Recurring, In item text, and VAT of item (for VAT payers). For tax records, the filters Income/Expense Category and Item Income/Expense Category are available. After setting the filters, click Search. Clear the filter using the Cancel button.
DataTables search field: The Search field to the right above the table allows full-text searching within the displayed invoices without opening the advanced filter.

Tip: If the filter is active (contains values other than default), the Filter tab name is displayed in bold red.

Invoice Table and Summary Totals

The main table in the Issued Invoices module contains columns: Document Number, Var. Sym., Order No., Date of Issue, Tax Date, Due Date, Customer, Total excl. VAT, Total incl. VAT, Paid, Remaining to Pay, and action buttons. Clicking the arrow next to an invoice row expands the detail with an overview of invoice items directly in the table.

Above the table, summary totals are displayed for the currently filtered invoices in all currencies used: total excl. VAT, total incl. VAT, paid, and unpaid. Rows of paid invoices are highlighted in green, overdue invoices in red.

The table supports export to Excel and printing via buttons at the top (Excel, Print). Column selection is available via the Column visibility button.

Basic Operations

Procedure: Issuing a New Invoice

In the Issued Invoices module, you issue a new invoice as follows. First, select the cost centre (tab at the top) in which you want to issue the invoice. Then proceed as follows:

Click the Add button (the button name includes the cost centre document type, for example Add - Tax document, invoice)
In the dialog window, fill in the Header tab:
- Date of Issue: Date the document was issued (default is today's date)
- Tax Date: Date of taxable supply
- Due Date: Automatically calculated from the date of issue and the default due period of the cost centre; can be manually adjusted
- Document Number: Automatically generated according to the set prefix and format; can be manually adjusted
- Variable Symbol: Automatically derived from the document number; can be edited (max. 10 characters)
- Constant Symbol: Default value from the cost centre settings
- VAT Classification (VAT payers only): Designation for accounting software
- Pre-accounting: Pre-accounting code for bookkeeping
- Payment Method: Bank transfer, cash, card, etc.
- Account Number: Selection of bank account from the cost centre settings
- Currency: CZK or foreign currency
- Income/Expense Category (for tax records): Income category
Fill in the Customer section: Choose the customer source:
- Select from CRM: Searches for a contact in the CRM module and pre-fills address details
- Select from previously created invoices: Uses a customer from an existing invoice
- Enter new within invoices: Manual entry of a new customer directly in the form
In the Items tab, add invoice lines: fill in the item description, quantity, price, and VAT rate. Use the Add Item button to add a new line.
Optionally fill in Text above items and Text below items (displayed on the printed invoice layout)
Click Save

Tip: An invoice can also be created from a warehouse dispatch note – in that case, the customer and items are automatically pre-filled from the dispatch note.

Procedure: Editing an Issued Invoice

In the invoice detail in the Issued Invoices module, click the Edit button. The same form as when creating an invoice opens. Make the required changes and click Save.

Note: Editing is only available with write permission. Deleting an invoice requires delete permission.

Procedure: Copying an Issued Invoice

In the invoice detail, click the Copy button. The system opens a new invoice form pre-filled with data from the copied invoice. The document number, variable symbol, and date are automatically set to current values. Check the account number setting – if the original account number is no longer in the cost centre settings, a warning is displayed. Click Save.

Procedure: Deleting an Issued Invoice

In the invoice detail in the Issued Invoices module, click the Delete button. Confirm the deletion in the dialog window. The deleted invoice is moved to the deleted records archive, accessible via the Deleted button (requires delete permission).

Note: If the invoice contains links to delivery note items, deleting the invoice removes these links and the items in the delivery notes will be marked as not invoiced.

Issued Invoice Detail

The invoice detail in the Issued Invoices module displays complete information about the document, divided into sections:

Header: Date of issue, tax date, due date, document number, variable symbol, constant symbol, VAT classification, pre-accounting, payment method, account number, currency, category
Customer: Company name, Company ID, VAT ID, address, e-mail; the customer set for cash payment is highlighted in red
Links: Contract (link to the Contracts module), customer order number
Text and Items: Text above items, overview of items with quantity, price, and VAT, text below items
Totals: Total prices excl. VAT, VAT base by rates, total incl. VAT, paid, remaining to pay
Notes and Attachments: Internal notes and attached files
Retentions: Overview of holdbacks linked to the invoice (if the feature is enabled)
Advance Deductions: Matched advance invoices or tax documents for advances
Payments: History of recorded invoice payments
Recurrence: Automatic recurrence issuing settings

In the detail header, action buttons are available: Edit, Copy, Delete, Paid, Print, Download PDF, E-mail, Data Message, and optionally Issue Tax Document (for advance invoices).

Procedure: Recording Payment of an Issued Invoice

Procedure: Manual entry of payment for an issued invoice is done as follows:

Open the invoice detail in the Issued Invoices module
Click the Paid button
Fill in the Payment Date and Amount
Click Save

Note: If you have the Bank Statements module active and the invoice is paid by bank transfer, it is recommended to perform matching from the Bank Statements module rather than manually here. Use manual payment recording only in exceptional cases (for example, for cash payments).

Procedure: Printing an Issued Invoice

In the invoice detail in the Issued Invoices module, click the Print button. In the dialog window, set:

Print Layout: Basic (always), optionally + EAN, + Notes, + Images
Language Version: Selection of the print layout language (if language selection is enabled in the cost centre settings)

Click Print. The invoice opens in a new browser window as a PDF suitable for printing.

Procedure: Downloading an Issued Invoice as a File

In the invoice detail in the Issued Invoices module, click the Download PDF button. In the dialog window, set the print layout and language version, then click one of the formats:

.PDF: Download the invoice in PDF format
.ISDOC: Download the invoice in ISDOC electronic format (for accounting systems)
.ZIP: Download a package containing both PDF and ISDOC

Procedure: Sending an Issued Invoice by E-mail

Procedure for sending an issued invoice by e-mail:

Open the invoice detail in the Issued Invoices module
Click the E-mail button
Fill in or verify the recipient's E-mail address (pre-filled from the customer); separate multiple addresses with a comma without spaces
Optionally check additional customer e-mail addresses from CRM (if available)
Choose the Print Layout: Basic + optionally Notes, Images, EAN, Attachments to e-mail
If you check Attachments to e-mail, a list of invoice attachments is displayed – check those you want to attach
Set the Language Version of the invoice (if the option is enabled in the cost centre settings)
Edit the Subject and Body of the e-mail (default values are set in the cost centre settings)
Optionally upload additional attachments via the drag-and-drop zone (max. 5 files, max. 5 MB each)
Click Send

Note: The e-mail is also sent to you as a blind copy to your logged-in e-mail address. The e-mail is sent from the address robot@eintranet.net with your reply address.

Advanced Features

Procedure: Sending an Issued Invoice to a Data Box (ISDS)

To send an issued invoice via data box, the Data Boxes (ISDScz) module must be active. Proceed as follows:

Open the invoice detail in the Issued Invoices module
Click the Data Message button
Optionally set the print layout and language version
Click Generate and Send to Data Messages

The invoice is generated as a PDF and inserted into the Data Boxes (ISDScz) module as a message attachment. Sending the message from the data box is then completed in the ISDScz module.

Export of Issued Invoices to XML or ISDOC

Export of issued invoices to formats for accounting software is done as follows:

In the Issued Invoices module (in the invoice overview of the given cost centre), click the Export/Import button
Select Export to XML/ISDOC
Set the Accounting SW/Format: PohodaXML, ISDOC, or Money S3
For PohodaXML format, enter the Cost Centre ID in Pohoda
Set the invoice range using the Invoices with tax date between field (from–to)
Click Export

Export requires delete permission (the highest access level). The file opens in a new window for download.

Procedure: Recurring Issued Invoices

The Issued Invoices module allows setting up automatic recurring invoice issuing. This feature is useful for regular payments (for example, monthly service fees). Procedure:

Open the detail of the invoice that is to be recurring
In the Recurrence section (or by clicking the corresponding button), click the recurrence settings icon
Set Repeat: Yes or No
Choose the frequency: Repeat every:
- Week – on the selected day of the week
- Month – first day of the month (selected day of the week)
- Month – specified day of the month (for example, the 10th day of each month)
- In selected months of the year – combination of month and day
Optionally enter an e-mail address for automatic sending after issuing
Click Save

Note: In the invoice text fields (text above items, text below items, item texts), macros can be used that are automatically replaced with current values when printing:

{IssueDate}, {IssueMonth}, {IssueDay}, {IssueYear} – date of issue
{DueDate}, {DueMonth}, {DueDay}, {DueYear} – due date
{TaxDate}, {TaxMonth}, {TaxDay}, {TaxYear} – tax date
{DocNumber} – document number, {VarSym} – variable symbol

Example: Text above items Service for {IssueMonth}/{IssueYear} will be displayed when printing as Service for 3/2025.

Retentions (Holdbacks) on Issued Invoices

Retentions (holdbacks) allow you to set aside a portion of the invoiced amount that will be released for payment only after a contractual condition is met (for example, after handover of work or signing of a protocol). The retention feature must first be activated in the cost centre settings.

Procedure: Adding a Retention to an Issued Invoice

Open the invoice detail in the Issued Invoices module
In the Retentions section, click the button to add a retention
Choose the Retention Type: Short-term or Long-term (default values are pre-filled from the cost centre settings)
Enter the Percentage: Percentage of the total invoice amount incl. VAT (the amount is calculated automatically)
Enter the Release Condition: Text describing when the retention will be released
Optionally enter a Release Date and Note
Click Save

Overview of Retentions on Issued Invoices

An overview of all retentions in a given cost centre can be displayed by clicking the Retentions Overview button in the invoice list header. The overview allows filtering by status: All, Pending, Released, Paid retentions. A retention can be released or marked as paid from the list.

Procedure: Deduction of an Advance Invoice from an Issued Invoice

For invoices in a cost centre with the document type Tax document, invoice, previously issued advance invoices or tax documents for advances can be deducted. Procedure:

Open the invoice detail (type: Tax document, invoice)
In the advance deduction section, click the corresponding button (Deduct advance invoice or Deduct tax document for advance)
From the list, select the advance invoice or tax document for the same customer (identified by Company ID) that has not yet been matched
Click Save

Note: The list displays only unmatched documents from all cost centres for the same customer (by Company ID) and in the same currency.

Procedure: Issuing a Tax Document for an Advance Invoice

After payment of an advance invoice, a tax document for the advance can be issued from the advance invoice detail. Procedure:

Open the advance invoice detail (type: Advance invoice)
Click the Issue Tax Document button
Choose the Cost Centre with the document type Tax document or Tax document for paid advance
Review and enter the Paid Advance Amount
The form is pre-filled with data from the advance invoice; complete or modify the items
Click Save

Import of Payments from Bank API

The Issued Invoices module allows importing payments directly from a bank API (for example, FIO bank). Procedure:

In the cost centre invoice overview, click Export/Import → Bank API Import - [bank name]
The system downloads new bank transactions from the bank account (since the last check)
Automatic matching of downloaded payments with issued invoices by variable symbol is started
The matching result is displayed in a dialog window

Warning: Bank API checks can be performed at most once per minute; otherwise, the bank may temporarily block access. For automatic continuous matching, we recommend using the full Bank Statements module.

Issued Invoice Statistics

Statistics of the Issued Invoices module can be displayed by clicking the Statistics tab (next to the cost centre tabs). Statistics show:

Invoicing charts over time with the option to compare two periods
Invoicing overview by customers
Filtering by cost centres, customer, product group, and time range
Optional comparison period (for example, current year vs. last year)

Bulk Posting of Income/Expense Categories (Tax Records)

For cost centres with active tax records (double-entry/single-entry bookkeeping), a function for bulk assignment of income and expense categories to invoices is available. Procedure:

In the invoice overview header, click the Tax Records button
Select Bulk posting – Income/Expense category – full invoices or – items
Select the Category from the code list
Optionally check Overwrite already set categories
Choose the Selection Range: All invoices, By customer, or Select specific invoices from the list
Click Save

Tip: To easily find invoices without an assigned category, use the Invoices without set category button in the Tax Records menu – it automatically sets the filter and displays these invoices.

Integration with Other Modules

CRM (Contact Management): When issuing an invoice, the customer can be searched directly from CRM. The invoice is automatically linked to the company record in CRM. For a customer set for cash payment, the company name in the invoice detail is highlighted in red.
Bank Statements: Bank statements automatically match received payments with issued invoices by variable symbol. The invoice payment status is updated automatically. Manual payment recording from the Issued Invoices module is recommended only for exceptional cases if the Bank Statements module is active.
Data Boxes (ISDScz): An issued invoice can be sent as a data message attachment via the ISDScz module. The message is prepared in the Issued Invoices module and completed in the Data Boxes module.
Contracts: An issued invoice can be linked to a contract. The invoice detail displays a link to the corresponding contract.
Warehouse: An issued invoice can be created directly from a warehouse dispatch note. The link to the dispatch note is recorded, and dispatch note items are marked as invoiced after invoicing.
Delivery Notes: Delivery note items can be invoiced. When deleting an invoice, the link to the delivery note is removed and the items revert to the not invoiced status.
Accounting: For cost centres with a configured accounting link, posting of the issued invoice, bulk assignment of income and expense categories (tax records), and an overview of posted documents are available.

Troubleshooting

Frequently Asked Questions about the Issued Invoices Module

Question: I cannot issue an invoice – the Add button is unavailable (greyed out).

Solution: The Add button is only available to users with Write and read or Write, read, and delete permissions in the given cost centre. If the button is greyed out, you do not have sufficient access rights. Contact the system administrator and request the appropriate permission for the given cost centre.

Question: How do I change the document number of an issued invoice?

Solution: Open the invoice detail, click Edit, and enter the desired number in the Document Number field. Do not forget to also check the Variable Symbol field, which is automatically derived from the document number. Save the changes.

Question: The invoice is marked as paid, but the payment was not received. How do I correct the status?

Solution: Open the invoice detail and in the Payments section, find the incorrect payment. Click the delete payment icon to remove the record. The system automatically recalculates the invoice status to unpaid.

Question: How do I display only overdue invoices?

Solution: In the Issued Invoices module, use the filter: set Paid/Unpaid to Unpaid and then sort the Due Date column in ascending order in the table. Overdue invoices are additionally highlighted with a red row colour.

Question: Why are there no CRM records offered when selecting a customer in the new invoice form?

Solution: The CRM module must be active and you must have access rights to it. If the CRM module is not active, the Select from CRM option will not appear in the dropdown. Alternatively, use the Select from previously created invoices or Enter new within invoices option.

Question: Export to Pohoda XML does not work – an access error is displayed.

Solution: Export to XML/ISDOC requires delete permission (the highest access level) in the given cost centre. Verify your access rights in the cost centre settings or ask the administrator to assign a higher permission level.

Tips for Efficient Work with the Issued Invoices Module

Tip: For regularly recurring invoices (e.g., monthly subscriptions), set up automatic recurrence and use macros {IssueMonth} and {IssueYear} in the invoice text for dynamic period insertion.
Tip: For a quick overview of invoice statuses, use colour highlighting – green rows are paid invoices, red rows are overdue.
Tip: If you issue invoices for the same customer repeatedly, use the Copy function – you will save time on manual editing of customer details and items.
Tip: Use the Year filter above the table for quick switching between accounting years instead of manually editing the tax date range.
Tip: For tax records, use bulk posting of Income/Expense categories – set categories for all invoices from one customer at once by selecting By customer.
Tip: The summary totals above the table are dynamically recalculated with each filter change and reflect the currently displayed invoices.

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