In-app help

The most important term in the app is Active company. Everything you see (documents, contacts, stock, the Overview) belongs to that company.

What this means in practice:

• Switching company switches all operational data.
• If data seems to be missing, the wrong company is usually selected.
• Exports and emails always use the active company's context.

Accounts and companies: There can be several user accounts (each logs in with their own email and password). An account is not automatically linked to every company — a user only sees companies they are assigned to. You will not see a company in the switcher if you have no access — that is usually intentional. More in Users & access.

Where you are: This help is public — you can read it without an account or signing in, even before registering. A short service overview with a documentation hub lives at /doc; developers integrating with OmniFlow will find the API documentation at /api/docs.

Creating accounts. The number of new accounts that can be created is limited, so registration cannot be abused to create accounts in bulk. An ordinary sign-up is not affected. If registration does not go through anyway, try again in a while or write to podpora@omniflow.cz and we will help you.

Recommended first setup flow:

• Open Company settings and complete company/billing details.
• Configure numbering and basic invoicing defaults.
• Add Contacts (customers/suppliers).
• If you track inventory, prepare Stock items.
• Then work with documents (typically Quote → Issued invoice).

Key repeated terms:

• Document state = lifecycle phase (see Document states).
• Customer account = who is billed for the OmniFlow subscription (see Customer account).
• Company = entity for which you issue operational documents (see Company settings).

Left menu on a smaller screen. On a laptop you can collapse the left menu with the Collapse menu button below its items. Only the icons remain, which gives tables and forms more room. Hover over an icon to see the item name; the Stock sub-items open next to the icon. The setting applies only to the browser where you set it, so the menu can stay expanded on your large monitor. On a phone or smaller tablet the menu still opens from the button in the top-left corner.

When something goes wrong: Once you are signed in, there is a Report a problem button in the bottom right corner; on smaller screens the same item sits in the left menu. Describe what happened and the message goes straight to support by email. You can attach a screenshot — before you do, check that it does not show anything you would rather not share. After sending you get a reference code; quoting it next time helps us find the report faster.

The Overview (dashboard) is the first summary of the active company. It highlights what needs attention now: open receivables, payables, due dates, notifications, and quick links.

What you see:

• amount/count summaries,
• overdue highlights,
• notifications,
• quick links to core modules.

For VAT payers, a control on the period panel can switch headline figures between with VAT and without VAT (toggle next to the headline totals).

Receivables and payables in the summaries (overview, invoice lists, contacts, suppliers) show what is still left to pay after payments and credit notes. They always include VAT, even when you switch to without VAT, because that is what the customer actually pays. Invoices in another currency are not converted: the foreign-currency amount is shown next to the amount in your company currency. An overpayment does not reduce the debt; you refund it to the customer separately.

Legislation notice (Czechia, typically non-VAT payers): A banner may compare issued invoice totals excluding VAT for the calendar year with thresholds maintained by OmniFlow (rules change over time). This is informational only. Consult your accountant when judging VAT registration, related duties, or similar obligations — OmniFlow is not legal or tax advice.

How to use it:

• use it as a navigation and control panel,
• open detailed work in the target module,
• if numbers look off, first verify active company and date period.

Search always runs in the context of the active company and looks across documents — including sales orders — plus contacts, products, and suppliers using document numbers, names, VAT IDs, emails, and similar fields depending on record type.

Minimum query: enter at least 2 characters, or pick tags (you can combine both).

Record type filters: tick specific categories to narrow results (for example issued invoices only). If you leave everything unchecked, all supported types are searched.

Tags: pick one or more tags. OR means a record matches if it has any of the selected tags. AND means it must have all selected tags at once.

Rate limiting: after many queries in a short time, the app may temporarily slow searches down — this protects the service from abuse.

Type-ahead: in the header and on the Search page, after at least two characters you may see a short preview (fewer hits per category than the full results page). Use Show all results to open the complete search with filters.

An organization can contain multiple companies and multiple users. Each user has their own sign-in (email + password + mandatory 2FA — see Two-factor sign-in (2FA)).

What “access only to some companies” means:

• The company switcher lists only companies your account is assigned to.
• You cannot open a company that is not in the list — that is usually missing permission, not a display bug.
• After switching active company, all modules show that company’s data.

Roles within a company (typically managed by the owner under Settings → Users):

• Owner — everything: documents, bank, company settings, master data, users and invitations, API keys, permanent deletion of documents.
• Accountant — financial operations: issued and received documents, bank and payment matching, payments, voiding and reminders, deleting contacts, exports. Cannot change company settings, SMTP, master data or users.
• Editor — business agenda: creates and edits invoices, quotes, orders, delivery notes, stock documents, products and contacts, sends documents by email. No bank, payments, voiding of issued invoices, reminders, contact deletion or company settings.

When your role does not allow an action, the app refuses it with an “Access denied” page and nothing changes. The owner changes roles under Settings → Users.

How someone gets access:

• Email invitation from Settings → Users (owner sends a link; colleague completes registration or logs in and accepts).
• After acceptance, the user appears on the company with the assigned role.

Invited user's own company: even if you are only invited into a company (editor, accountant), you can use New company to create your own company and customer account with a trial — it will not belong to the account of the company you were invited to, only you have access to it and you manage its subscription yourself.

If something fails:

• Missing company in the list → contact your organization owner.
• Missing action on a document → check Document states and Tips & blockers (role, state, linked follow-up document).

Profile manages your sign-in account (not company details on invoices): personal data, password, two-factor sign-in, time zone, notifications, and active sessions.

What you can do:

• update your account details,
• manage 2FA — see Two-factor sign-in (2FA),
• change password (with current password check; you are signed out everywhere afterwards),
• set your time zone (world regions; some timestamps such as bank notification times are shown in your zone),
• adjust notification channels per event type (in-app and, where available, email — e.g. bank payment matched),
• revoke specific sessions/devices,
• view companies you can access.

The Password & security tab groups 2FA, password, and the optional email when signing in from a new device.

Default channels for new company members are configured by the owner under Company settings → Notifications — that template applies to users who join later; everyone still tunes their own preferences in Profile.

Important:

• profile changes do not change company identity on invoices,
• company identity is managed in Company settings,
• company access is managed by owners via invitations (Users & access),
• company roles (owner, accountant, editor) do not control your personal password or 2FA.

Two-factor sign-in is mandatory for every account — after a correct email and password you always complete a second verification step. 2FA cannot be turned off entirely.

Default — email code

• After password sign-in you receive a 6-digit code by email (time-limited).
• On the verification screen you can request a new code (with resend limits).
• Back to sign-in cancels the pending sign-in and returns to the sign-in form.

Optional — Authenticator app

• Instead of email you can use a mobile app (Google Authenticator, Authy, Apple Passwords, …).
• Once active, no email code is sent at sign-in — you enter the app code.
• Setup: Profile → Password & security → Set up Authenticator (password required first).

Turning on Authenticator

• 1) Confirm your current password.
• 2) Scan the QR code (or enter the secret manually).
• 3) Enter the 6-digit app code and activate.
• 4) Save backup codes — shown only once; each code works once at sign-in.

Setup in progress

• If you start but do not finish, the profile shows an “in progress” notice — email still applies until activation.
• Continue via Continue setup, or cancel (password + confirmation) — the app removes the pending QR/secret and signs you out on all devices; sign in again (email codes still apply).

Password for sensitive changes

• Turning Authenticator on/off or regenerating backup codes requires your current password — same idea as changing your password (protects against someone with an open session).

Turning off Authenticator

• Profile → password → Turn off Authenticator — sign-in returns to email codes.

Lost phone or app

• At sign-in use a backup code (if you saved them when activating).
• Otherwise write to OmniFlow support at podpora@omniflow.cz.
• If you lose access, support can help restore sign-in (including switching back to email codes).

Not tied to company role

• 2FA and password are always personal — every team member manages their own sign-in. Company roles (Users & access) control documents and company settings, not a colleague’s password.

Use Issued invoices to bill customers and manage the full lifecycle of outgoing invoices.

What you typically have in the module:

• listing with filters (status, period, customer),
• create new / edit existing invoice,
• document number, issue date, tax date, due date,
• customer from Contacts or manually entered details,
• line items (quantity, unit, price, discount, VAT),
• notes, payment instructions, attachment,
• PDF (preview/print),
• email to customer (when SMTP is configured),
• payment records and automatic status updates from due date and payments,
• export according to current filters,
• links: convert from Quote, link to the advance invoice, create a credit note,
• Recurring invoices — monthly repetition from a draft template; see Recurring invoices.

Prerequisites for reliable work:

• Company profile completed under Company settings (IDs, address, data shown on PDF),
• numbering series and defaults under Settings → Invoicing,
• customer ideally as a Contact,
• SMTP under Settings → SMTP for outgoing mail.

More detail is split into subsections in the sidebar under this chapter (lifecycle, portal in emails, checks and exports).

What happens when you create a document:

• The app stores the header and line items and assigns or proposes a number from the series.
• Saving as draft usually allows continued editing.
• Moving to a stricter state (e.g. issued) often limits what can be changed.
• For stock-tracked lines, stock out may run when the workflow confirms the issue (see Stock).

Where data is visible / reused:

• Status and amounts appear in lists, the Overview, and exports.
• The PDF of an issued invoice is saved at the moment of issue. That is the version you download and send to the customer. Editing an issued invoice creates a new version of the PDF, and the previous one stays in the archive.
• Actions are recorded in Activity history; payments sit in payment records.
• A credit note changes amounts relative to the original; the original invoice may then have fewer allowed actions.

States in short (see Document states):

• Draft — preparation, edits usually allowed.
• Issued — the invoice is final. The status says nothing about whether it was emailed.
• Overdue / Paid — driven by due date and registered payments.
• Canceled — closed with no further use.

Sending a draft by email: the Issue and send by email button issues the draft first, the same way as the Issue button. The invoice gets its number and stock items are taken out of stock. It is issued with the dates on the draft (issue date, for VAT payers also the tax date, due date), so check them before sending. The same checks run as for the Issue button: your company billing details, a positive total, the exchange rate on a foreign-currency invoice and serial numbers for goods that track them. The full list of checks is in Invoice number and dates. If any check fails, the invoice is neither issued nor sent. The same applies when email sending is not set up for the company; the invoice then stays a draft. A draft used as the template of a recurring invoice cannot be issued this way. The customer receives the PDF of the issued invoice, not the draft. If the email cannot be sent after the invoice is issued, the invoice stays issued and you send the email again from its detail.

Canceling a paid invoice: a paid invoice cannot be canceled or deleted directly. If it was paid from the bank, use Unmatch payment on the detail (danger zone) — the bank transaction returns to unmatched and the invoice goes back to *Issued*. You can then cancel it and, as Owner, permanently delete it. When you later issue a new invoice, such an unmatched payment can be matched automatically if the VS, amount and currency agree.

When you issue an invoice, the app checks its number and dates. If something does not fit, it either stops the invoice and says why next to the field, or only warns you and lets you issue the invoice after you confirm. The main goal is that a higher number never has an earlier date than a lower one, so the series also runs in calendar order.

Invoice number

• If you leave the number empty, the invoice gets the next free number in the series when you issue it, and there is nothing else to watch.
• You cannot use a number that another invoice already has. A canceled invoice keeps its number. Deleting it and reusing the number only makes sense for an invoice that was never sent to the customer.
• A number higher than the next one in the series is allowed, but the app warns you that it leaves a gap. The skipped numbers stay free.
• A lower number can only go into a gap in the series. The issue date must then fall between the dates of the invoices with the nearest lower and the nearest higher number, both inclusive. The same date as the neighboring invoice is fine. A canceled invoice counts here too, because it still holds its place in the series.
• Fill a gap with an invoice that really belongs to that period, for example one issued in another program that you are now recording. The issue date should match the day the invoice was actually created.

Example: FAK-202600012 was issued on September 24, FAK-202600014 on October 5, and number 13 is missing. You can issue FAK-202600013 with any date from September 24 to October 5, inclusive. With September 23 or October 6 the app will not issue it.

Issue date, tax point and due date

• A new invoice with the next or a higher number in the series cannot have an earlier issue date than the last issued invoice. Canceled invoices do not count. An invoice with an earlier date can only go into a gap in the series, see above.
• OmniFlow does not allow an issue date before the tax point (DUZP).
• The due date cannot be before the issue date.
• For a company that is not a VAT payer, the app uses the issue date as the tax point.
• For a VAT payer, the app warns you when the issue date is more than 15 days after the tax point. That is the usual statutory deadline for issuing a tax document. For some documents, such as a summary tax document, the deadline is calculated differently and the warning may not apply. You can still issue the invoice, but check with your accountant whether it affects your VAT return.

Editing an issued invoice

• Editing makes sense for an invoice that has not been sent to the customer yet. Once it has been sent, do not edit it: handle a lower price or returned goods with a credit note (Credit notes), and talk to your accountant about a higher price.
• You can change the issue date only so that it stays between the previous and the next issued invoice.
• If the edit changes the content of the invoice, add a short note on what you changed and why. A change to the internal note alone does not need one.
• Saving the edit creates a new version of the PDF, and the previous one stays in the archive.

What else stops an invoice from being issued

• missing details of your company: name, company ID (IČO), address, VAT ID for a VAT payer, and a bank account for payment by bank transfer (Company settings),
• a zero or negative total (except a final invoice for an advance invoice where nothing is left to pay after the advance is deducted),
• an invoice in a foreign currency without an exchange rate,
• goods with serial numbers where the count of serial numbers does not match the quantity,
• a variable symbol longer than 10 digits.

What only triggers a warning

• a gap in the number series (you confirm it),
• issuing more than 15 days after the tax point,
• a customer listed as an unreliable VAT payer,
• a similar document that already exists (matching customer, amount, date or items),
• a variable symbol that another issued invoice already uses. If you enter the symbol yourself, the app asks you. If the app assigns it, it takes the first free one.

Payer reliability and similar documents are described in more detail in Checks, ISDOC and QR.

OmniFlow assigns the portal identifier automatically when a company is created, so outgoing emails (invoice send, reminders, payment thank-you) can include links without signing in to the invoice preview and the customer document overview. For manual send, the dialog can append links when enabled under Settings → Invoicing.

Each customer contact needs a portal secret — generate it on the contact detail; for bulk backfill follow Customer invoice portal and Invoicing settings.

Default email templates under Settings → Email templates include “{{portal_odstavce}}” for reminders and payment confirmation. If you customized templates earlier, add that placeholder manually or use Restore defaults for the given type.

Full portal behavior for customers, security, and link regeneration: Customer invoice portal.

Unreliable VAT payer

• For customers flagged as VAT payers, the app may show a warning before you issue or send an invoice if the national register lists them as an unreliable VAT payer. Czech VAT IDs are checked against the Czech Financial Administration register, Slovak VAT IDs against the Slovak Financial Administration lists (risky and deregistered payers). This is advisory only — the decision to issue remains yours.

Possible duplicate documents

• When saving a new issued invoice, quote, advance invoice, received invoice, or credit note from draft, the app may find similar documents already on file (dates, amounts, partner, lines) and show links to review them. Confirm on the form if the new document is intentional. Editing an invoice that was already issued does not run this check.

ISDOC and PDF

• For issued invoices and advance invoices, after issue you can download ISDOC (XML) and, when emailing the customer, attach ISDOC along with PDF. PDF may follow a layout suited for accounting import (embedded ISDOC where applicable).

• For draft documents, standalone PDF/ISDOC actions in the toolbar are usually not available the same way as after issue — complete issue/send first, then use exports.

Payment QR (SPD / PAY by square)

• Quick-pay QR: with a Czech IBAN on the selected account under Settings → Bank accounts and CZK currency the Czech SPD payload is used; with a Slovak IBAN and EUR currency the Slovak PAY by square standard is used. For other combinations, payment details remain as text and no QR is shown.

If a button is missing, check document state, your role (Users & access), and any credit note or other blocking link.

Recurring invoices repeat the same invoice every month (rent, subscription, regular service).

How to start

1. Create an invoice draft (customer, lines, notes). In a service line name add a placeholder, e.g. “ICT admin {{billing_yyyy_mm}}”.

2. On /invoices/create or /edit, switch to Recurring invoice — set the calendar on the right and save with Save recurring invoice.

3. Alternatively: on a draft use Set as recurring; on an issued invoice Copy and set as recurring.

Where to manage them

• /invoices/recurrence — series list, schedule, and history; Recurring invoices button in the /invoices header,
• Recurring filter on /invoices — templates (number Recurring, status Template) and monthly drafts for review (number Draft + icon, status For review),
• Recurring tab on the contact detail.

Template

• The template is a saved draft the system uses each month. Saving the template updates the existing series — it does not create a new invoice.
• The template detail hides variable symbol, due date, and tax point — those are filled on each generated document.
• Edit via Edit full template (?regular=1) — same form as when creating.

Modes

• Prepare for review — a draft each month for manual issuing; if you issue it later than it was created, today's issue date is pre-filled (the tax point date stays the period date),
• Fully automatic — the system issues and can email (PDF / ISDOC). You remain responsible for document accuracy.

Template notes can use Insert billing period buttons; full automation is not available with stock goods (non-service products) — services and free-text lines are fine. You can pause a series.

The customer invoice portal is a public part of the OmniFlow service: your customer without an OmniFlow account opens a link and sees an issued invoice preview, a list of their documents with your company, and can download PDF, plus ISDOC or a delivery note when the document state allows. The portal uses a separate public address (not the same URL as signing in to the app).

Where you control it in the app:

• Contacts — for customer or both types, on the detail page under Customer invoice portal: Generate link, Copy, Regenerate (old links stop working; links in already sent emails will no longer reach documents),
• Settings → Invoicing — whether outgoing emails (invoice, reminders, payment thank-you) should append portal paragraphs and defaults for manual send,
• Settings → Company — your company's public portal address, shown for reference only; OmniFlow assigns the identifier in it when the company is created and never changes it, so links already sent keep working,
• Settings → Email templates — default templates use “{{portal_odstavce}}” for reminders and payment confirmation; add it manually to customized templates or use Restore defaults,
• after enabling the feature for existing contacts you may need a one-off token backfill (contact detail or bulk options under Invoicing — see Customer view and security).

Continue with Customer view and security for the customer view and security.

What the customer sees:

• clear amounts, lines, and payment status,
• page language from the browser (Accept-Language) where supported; the invoice PDF does not depend on the browser language and is in your company document language as it was when the invoice was issued,
• invalid, expired, or regenerated links behave like random guesses — redirect to the app sign-in without giving a reason (anti-enumeration).

Security and practice:

• do not publish secret links on public sites or forums,
• on a leak, use Regenerate on the contact,
• OmniFlow may rate-limit abusive scanning from one network,
• if the portal cannot be used for your company, you see a generic notice and OmniFlow support contact (podpora@omniflow.cz).

Use Received invoices for supplier liabilities: what arrived, how much to pay, due dates, and what is already paid.

What the module usually provides:

• listing and filters (status, supplier, period),
• create new received invoice,
• supplier reference, variable symbol, dates, currency,
• supplier (often from Contacts),
• line items (quantity, prices, VAT),
• attachment (supplier PDF must pass type/size checks),
• payments and status updates after payment,
• export with current filters,
• optional stock link — goods receipt can trigger stock in.

Prerequisites:

• correct active company,
• supplier details consistent with their PDF,
• permissions: some accounting-sensitive actions may require owner or accountant (see Users & access).

Document flow, terms, and import: use the subsections (Flow and terms, Import and bank).

Creating a document:

• After saving, the document is stored with header, lines, and initial state.
• Recording a payment updates balance / paid and usually status.
• If stock-linked lines are confirmed, a stock movement increases on-hand quantity.

Where it flows:

• liability summaries and Overview widgets,
• accounting exports,
• Activity history entries on changes,
• stock movements when stock is used.

Terms:

• Liability — amount you owe the supplier.
• Date of taxable supply (DUZP) — the tax point of the document.

Line VAT and the supplier’s VAT ID: input VAT can only be claimed from a VAT payer, so line you can always enter VAT rates, but without the supplier’s VAT ID on the document you cannot support the deduction — the app will warn you. Enter the VAT ID manually or from the business registers (ARES/RPO) and the rates unlock; the form explains this with a note below the line items.

If the document carries VAT but the supplier is marked as a non-payer in your contacts, or their VAT ID is not in the VAT payer registry, a note appears below the line items. It is informational only — it neither rewrites the rates nor blocks saving, because the supplier’s document is what counts and the contact flag or the registry may lag behind. Check the document and, if needed, fix the VAT payer flag on the supplier in the Suppliers module — received invoices look at that record, not at a same-named contact in Contacts; that is why the note links straight to the supplier’s edit form. A supplier the app creates for you when saving a document (e.g. from an ISDOC import) gets the flag from the document itself — a document with a VAT ID that carries VAT is saved as a VAT payer. A document without VAT does not prove the opposite, typically a delivery from a supplier in another EU country. For such a document with a Slovak VAT ID the app therefore checks the list of entities registered for VAT published by the Slovak Financial Administration and counts only a registration under § 4, § 4b, § 4c or § 5 as a payer, not a mere registration under § 7 or § 7a. For other suppliers whose document has no VAT, check the flag yourself.

Supplier VAT payer reliability: once the supplier's VAT ID is filled in, the app checks whether they are listed as an unreliable VAT payer — Czech VAT IDs against the Czech Financial Administration register, Slovak ones against the Slovak Financial Administration lists. The status appears right next to the VAT ID field. Why this matters most on received invoices: under Section 109 of Act No. 235/2004 Coll., liability for unpaid VAT falls on the recipient of the supply — on you — if the supplier was published as unreliable at the time of the supply. The warning is advisory, does not block the document and does not rewrite the rates; discuss how to handle it with your accountant. The check only runs when your own company is a VAT payer — a non-payer does not carry this liability.

Supplier's published account: for a received invoice with VAT from a Czech VAT payer that carries a bank account (typically from ISDOC), the app compares the account with the accounts the supplier has published in the VAT payer register. Next to the account on the invoice detail and in the document inbox you will see Published account, Account not published with the list of published accounts, or Not verified when the register did not respond. Paying by bank transfer to an unpublished account creates a presumption that you knew the VAT might not be paid (§ 109(2) of the Czech VAT Act), so confirm such an account with the supplier or pay to a published one. The warning blocks nothing; the register is checked at most once a week, or right away with Check again.

Editing an already recorded invoice and stock: header changes (payment reference, dates, notes) never move stock. If you change line items on a recorded invoice, the app reconciles stock itself — without rewriting the original receipt. It creates and confirms a document for the difference: extra quantity as a correcting goods receipt, a reduction as a goods issue, a changed warehouse on a line as a transfer. The document links back to the invoice and carries a correction note, so its origin is visible, and the numbers of the new documents are listed after saving. A change of unit of measure on a stock line will not be saved — converting to another unit would be guesswork. Serial numbers survive an edit as they are: an item with a recorded sale keeps its history and cannot be removed from the invoice — if the goods came back, that belongs on a credit note or a correction of the sales invoice. If the goods have already been issued from stock, the app will not let you lower the invoiced quantity. There is nothing to deduct it from, and the document would drift from stock. The message tells you what is missing and in which warehouse. Lowering the quantity or moving a line to another warehouse also follows the same valuation rule as a void (see below): if goods have left that warehouse since the invoice was received, the app will not save a change that would shift the value of the remaining items by more than 1 CZK (EUR 1 for a company keeping accounts in euros). If you are returning goods to the supplier, record a goods issue; if the supplier sent a corrective document, see the paragraph on correcting a paid invoice below. A goods issue created by editing the invoice is labelled Received invoice correction in the movement list and is valued at the price the goods from the invoice came into stock at (after discount), not the warehouse average. Correction documents belong to the invoice and cannot be voided on their own.

While editing, the Stock impact panel (on the right on a computer, below the form on a phone) shows what would happen to your stock before you save.

Voiding an invoice with stock. A void returns stock to where it was before the invoice was recorded: first the correction documents from edits are voided, then the received goods are written off. All these movements are dated today. It happens completely or not at all. The app refuses the void in these cases and tells you why:

• Goods from the invoice are missing from stock because they have left in the meantime (sale, goods issue, transfer or production). If you returned them to the supplier, record the return as a goods issue and ask the supplier for a corrective tax document. The invoice then stays as it is.
• An item with a serial number from this invoice is no longer in stock. The message names the item and the document it is on. The goods from the invoice really arrived, so a void is not the right step.
• Goods have left the same warehouse since the invoice was received, and the void would change the value of the remaining items by more than 1 CZK. Stock is valued at the average cost, so every issue took part of this invoice’s price with it. Later receipts and voided issues do not count.

Cancel an invoice recorded by mistake. When only the valuation blocks the void and the invoice was recorded by mistake (the same invoice twice, or one that does not belong to your company), the invoice detail offers Cancel an invoice recorded by mistake. Owners and accountants can use it. The dialog shows, for each item, the quantity, the invoice price, the current average cost of the warehouse and the difference. The remaining items from the invoice are written off at the average cost, so the value of the rest of the stock does not change. The difference between the invoice price and the average stays on the invoice as Valuation difference to post and in the invoice history together with the reason you pick in the dialog. The invoice says whether the cost of goods issued came out too high or too low, and your accountant reduces or increases it accordingly. If you claimed VAT from an invoice entered by mistake, the fix is to correct the VAT return and control statement (supplementary return, follow-up control statement), not a corrective tax document, because the supply never took place. Do not fix stock with a stocktake in this situation: a stocktake shortage would block cancelling the invoice for good and leave a loss in the books that never happened. If the average cost changes between opening the dialog and confirming it (someone received or sold goods in the meantime), the app does nothing and shows a new preview. If the goods really arrived, do not use this action: record the return as a goods issue and enter the supplier’s corrective document.

Deleting an invoice. Only a draft or a voided invoice can be deleted. Anyone who can edit received invoices can delete a draft; only the owner can delete a voided one. A recorded invoice cannot be deleted, only voided. It is an accounting document and may already be in a VAT return, so the void stays on record.

Correcting a paid invoice. A paid received invoice cannot be edited. If you find a mistake, remove the payment first: Undo manual payment for a payment entered by hand, Unmatch payment for one matched from a bank statement. Both are on the invoice detail and only an owner or accountant can use them; editors do not change payments. The invoice returns to unpaid and can be edited. Removing the payment does not touch stock. The removed payments are deleted, so note the date and amount and, after the correction, enter the payment again with the original payment date or match the bank payment. If you have already filed the VAT return and control statement for the month of the tax point, correcting the amount, rate or tax point means filing them again (supplementary return and follow-up control statement). Discuss it with your accountant.

This route is for fixing a transcription mistake, such as a typo in a quantity, price or payment reference. If the supplier issued a corrective tax document (credit note), do not overwrite the original invoice. The corrective document has its own number and date and is recorded separately, in your records and in the VAT control statement. Use Record credit note on the invoice detail for a credit note; pass debit notes on to your accountant for now.

Line kind: goods or service. For each item you choose whether it goes to stock. Shipping, packaging, insurance and discounts do not belong in stock — mark those as service. The app only suggests the kind from the description: type “Shipping” and the line switches to service on its own. Once you pick the kind yourself, the app leaves it alone — so a Conveyor belt or a Postage scale goes to stock normally.

Incidental acquisition costs (freight, customs duty, packaging, insurance) are not spread into the stock valuation — the stock cost is the price on the goods line and incidental costs stay in period expenses. This is tolerated in practice for small amounts, but the law includes incidental costs in the acquisition cost. For imports with customs duty or costly shipping, check with your accountant.

If figures mismatch, reconcile line by line with the supplier’s PDF.

Line in packages. For an item with purchase packaging a package picker appears under the line unit, with the default package pre-selected. Copy the quantity and price from the supplier invoice (2 sacks at 389 CZK); the line shows what goes into stock. ISDOC import finds the package by its EAN.

On the new received-invoice form you can pre-fill from a standalone ISDOC file or PDF with embedded ISDOC.

Amounts exactly as on the supplier's document. Line amounts, the tax base, VAT per rate and rounding are taken from the ISDOC, so the invoice in the app matches the document to the cent even when the supplier states a rounded unit price. The amount due is the total incl. VAT plus rounding (for example 9,595.85 + 0.15 = 9,596). Changing a line name, product, warehouse or the variable symbol does not change the amounts. When you change the price, quantity, discount or VAT rate of a line, the invoice is recalculated from the lines and the rounding from the document is reset. The amounts are not taken over for an invoice that deducts advance payments, for reverse charge, for a different currency or when the totals in the ISDOC do not add up; the app tells you so.

Rounding can also be entered on a received invoice typed in by hand (the field below the totals). It is not part of the tax base or VAT, only of the amount due.

Supplier credit notes. When a supplier sends a credit note (a correction document that lowers the price or cancels the supply: returned goods, a canceled order, a discount), record it as a received credit note: on the invoice detail with Record credit note, or by importing an ISDOC file, which recognizes a credit note on its own and finds the invoice by the supplier’s invoice number. Enter the amounts as positive numbers, without a minus sign, even if they are negative on the credit note; the app subtracts them from the invoice. The credit note gets its own number among the received documents, and the invoice shows how much is left to pay after it. If you have already paid the invoice, the credit note waits for the refund, which you record on the credit note detail. An unpaid invoice is reduced right away, so you only pay the rest. Don’t mark an invoice as paid just because you’re waiting for a credit note: the app would then expect the supplier to refund you. Offsetting a credit note against another invoice is not supported yet. A credit note does not change stock: record returned goods with a stock issue. Your accountant decides which VAT period the credit note belongs to: for you as the buyer, it is when you learned about the correction, not the credit note’s issue date. Debit notes (price increases) and correction documents for advance payments cannot be recorded yet; pass those on to your accountant.

Supplier advance invoices. An advance invoice is not a tax document, so the app does not record it as a received invoice. VAT cannot be deducted from it. Pay the advance using the details in the document, pass the document on to your accountant, then record the tax document for the payment received or the final invoice that the supplier sends you.

Payment matching against bank lines is done under Bank transactions after inbound mail is enabled for the account — see that chapter and its subsections.

Received by e-mail is a queue inside received invoices. In Settings → Document inbox the company creates an e-mail address with a long random name before the @ and gives it to suppliers, or the accountant forwards invoices to it from their own mailbox. Every received e-mail appears as an item with attachments; from ISDOC (a standalone file or embedded in a PDF) the app pre-fills the supplier, number, dates, amounts and lines.

Nothing is recorded automatically. Someone opens the item and either creates a received invoice from it (pre-filled form, the attachment is added), attaches it to an invoice that already exists, or rejects it. Processed and rejected items stay in the list under their status and can be returned to new.

Senders. Each item shows whether the sender is trusted (a company user, a supplier from the address book or a company rule), unknown, or blocked. From the item you can trust the address or domain in one click, or block the domain — further messages from it go straight to rejected but stay stored. The DKIM/SPF label warns that the mail could not be verified; compare such documents with the original before recording them.

Check before recording. The item detail shows a table of lines from the ISDOC, a VAT summary by rate and a comparison of the sum of lines with the amounts stated on the document. If they differ, the document is in another currency, deducts advance payments, uses the reverse charge, the PDF contains more than one set of ISDOC data or the buyer does not match your company, the app lists it and asks you to confirm with a checkbox before creating the invoice. A PDF without ISDOC has no table, so copy the details from the document.

Document preview. On a wider screen the PDF or image of the document sits right next to the details, so you can compare the document with the details without switching windows. When an item has several attachments, the preview and the details follow the attachment you pick in the attachments table. On a narrower screen the preview is below the details, and Show side by side collapses the left menu to icons on this page only. The app remembers if you hide the preview, and Open in full screen fills the whole screen with the document. On a phone, open the document with Open PDF (Open image for an image). An XML-only (ISDOC) file has no preview; you'll find its data in the Line items panel.

Several documents in one e-mail. When a supplier sends two or more invoices at once, or the accountant forwards documents from several suppliers in one message, you process each document separately: pick an invoice in the attachments table, create a received invoice from it and do the same for the next one. A document is an ISDOC together with the PDF of the same name, and every other PDF or image. The Document column shows what is waiting and what is handled, and the item moves to processed only after the last document. Mark an attachment that is not an invoice (terms and conditions, a price list) with Mark as not an invoice. When the supplier attaches the same file again, the app marks it as a duplicate on its own.

Duplicates and checks. The same invoice received a second time is marked Duplicate. If an e-mail carries a new invoice next to a known one, it does not move to duplicates; only that one document is a duplicate. A document already recorded under the same number and supplier ID gets a warning with a link. If the buyer in the ISDOC does not match your company, the item says so.

The address is a secret. Do not publish it. If it leaks, revoke it in settings and create a new one — the old one is never reused and messages to it bounce back to the sender. A company may have several labelled addresses (say one for accounting and another for the warehouse). Supported attachments: PDF, ISDOC/XML, JPG and PNG, also inside a ZIP archive. The app never opens links in the message text.

Manual ISDOC import without e-mail is described in Import and bank.

Use Quotes as the sales step before a binding invoice: price, scope, and validity before you issue an invoice.

Module capabilities:

• quote listing and statuses,
• new quote as draft with lines (quantity, price, VAT, discount),
• valid until date (after which the quote may show as expired),
• PDF and email to the customer,
• copy quote for a price variant,
• convert to issued invoice — creates a new document under Issued invoices with copied lines,
• where the UI allows, convert the quote into a sales order and then prepare an issued invoice draft (Customer orders in the menu),
• export from the filtered list.

Prerequisites:

• customer in Contacts (or manual header fields),
• numbering ready for the resulting invoice,
• optional SMTP for email.

Lifecycle:

• Saving a draft keeps the document on file; state controls editing.
• After sending to the customer, further steps are business-meaningful.
• Conversion hands off to Issued invoices (status, payments, accounting impact).

Side effects:

• Audit log entries,
• after conversion, operations continue in Issued invoices,
• stock impact, if any, follows invoice rules, not the quote.

After send and expiry: After send and expiry.

After sending to the customer

• In Sent status you can approve (accept commercially) or reject the quote. Rejection requires a reason — the text is stored in the quote’s internal note.

Expired quote — after the validity date you may need to revise or create a new quote before converting.

Orders are separate documents with line items, a status and PDF output. They track an agreed delivery from confirmation to fulfillment and connect quotes with invoicing.

How an order is created

• manually via Orders → New order,
• from a quote — the “create order” action on the quote detail (lines are carried over),
• as a copy of an existing order (Copy action on the detail).

Order statuses

• Draft — work in progress, freely editable,
• Open — confirmed, awaiting fulfillment,
• Partially delivered — part of the delivery has happened,
• Delivered — the customer received everything ordered,
• Canceled — voided (stays on record).

Statuses follow delivery, not invoicing. An order is an agreement about a delivery and ends when the goods leave for the customer; whether it is invoiced is the invoice's own life. How much has been shipped and invoiced is shown by the Progress (qty) column in the list. An order that is fully shipped but not yet fully invoiced also carries an amber Delivered — to invoice marker; the same entry in the status dropdown filters those orders out. You can create the invoice straight from the list (document icon on the row) or from the detail. Voiding the invoice releases the invoiced quantity back to the order, which returns to the to-invoice queue.

What you can do from the order detail

• download the PDF or send the order by email to the customer,
• create an invoice draft with the lines carried over (action on the detail) — finish and issue the invoice in Issued invoices; a delivered order can be invoiced too. An invoice from an order writes off only what has not yet left on a goods issue or delivery note, so a delivered order is not written off twice,
• ship the goods with an issue document (Issues) — a confirmed issue can then be turned into an invoice for what was actually delivered,
• add tags for filtering in the list.

Tip: for the “inquiry → delivery” sales process, use the chain quote → order → invoice (Quotes).

Delivery note from an order: *Create delivery note* on the order detail prefills the remaining quantities and warehouses by availability; confirming the note creates the stock issues and updates the order's delivered quantity (Delivery notes). Neither a goods issue nor a delivery note may ship more than the order has left; the app refuses to confirm such a document.

A delivery note is the customer's document of what was delivered and when. It sits between the order and the invoice: a stock issue says the goods left the warehouse, a delivery note says the customer received them, an invoice says how much you want to be paid. You find them under Delivery notes next to orders.

How a delivery note is created

• manually via New delivery note,
• from an order with *Create delivery note* on its detail — the remaining quantities are prefilled and every line gets the warehouse where the goods are in stock,
• from the stock levels overview by selecting items and *Transfer to delivery note* — items may come from several warehouses (select them in each warehouse in turn, the selection is remembered),
• from an issued invoice with *Create delivery note* — a confirmed note is created right away and takes over the invoice's confirmed stock issues (nothing is written off again). If the invoice's goods issue is still a draft, confirm it first.

Lines and warehouses: pick a warehouse on every line; under the selector you see how many units are in stock right now, and the quantity turns red when there are not enough. Split goods from several warehouses with *Split line*. A draft does not reserve stock.

Confirmation: the note gets a number from the series and a confirmed stock issue is created for every warehouse on the lines; the stock is written off and the order's delivered quantity is updated. If a warehouse lacks goods, the detail shows what and how much and the note cannot be confirmed — reduce the quantity (the rest stays on the order) or split the line to another warehouse. Negative stock is not allowed. A delivery note from an order may not deliver more than the order has left. Only one draft delivery note can be open per order, so continue the existing one or delete it.

Invoicing: in the list use the Not invoiced tab, tick confirmed notes of one customer and choose *Create invoice from selected*. One invoice then covers several deliveries, even from the same warehouse. An invoiced note cannot be voided; voiding the invoice returns the note to the not-invoiced queue. Deliveries can also be added to an existing draft invoice: in the *Delivery notes* panel on the invoice detail, tick the customer's not-invoiced notes and choose *Add selected to invoice* — their lines are appended after the existing items. The invoice note lists the delivery note numbers and dates so the document shows when each delivery took place.

Voiding and deleting: a draft can be canceled or deleted. A confirmed note can be voided by an owner or editor — its stock issues are voided, the goods return to stock and the note gets the status Voided. A canceled draft has the status Canceled. A voided note can be permanently deleted by the owner. An issue created from a delivery note is voided through the delivery note, not from the warehouse.

PDF and email: download the delivery note as a PDF without prices (optionally with prices via *Print prices*), with the delivery address and signature fields for the handing-over and receiving party. A confirmed note can be sent by email with the PDF attached; requires configured SMTP.

Use Advance invoices & DDPP (a DDPP is the tax document on a received payment) when the customer pays in advance and you must document the tax treatment of the payment.

Typical actions on an advance invoice:

• create and edit while in draft,
• change status following the document steps in this module (send, cancel, etc.),
• mark paid after money is received,
• generate the advance invoice PDF,
• issue the DDPP and its PDF,
• void the DDPP if it was issued by mistake (a DDPP is never deleted; it stays on record under its number),
• prepare/create final settlement invoice (buttons on the detail such as final invoice / settle),
• copy the advance invoice for a new proposal,
• link onward to issued invoice (advance offset in a later step).

Prerequisites:

• correct numbering series for advance invoices, DDPP, and the final invoice,
• known customer and agreed advance amount,
• SMTP if you email PDFs.

Typical chain and effects: Chain and effects.

Typical chain:

• 1) advance invoice (draft → issued),
• 2) payment received → mark paid,
• 3) the DDPP (tax document on a received payment) only after the money is actually received,
• 4) after delivery, final invoice with the advance deducted (Issued invoices),
• 5) the advance invoice is fully closed once it is settled against the final invoice.

Where it is reflected:

• advance invoice summaries and the Overview,
• PDF in archive or email,
• Audit log,
• DDPP dates and numbers must match accounting — fix mismatches before period close.

Payment and DDPP. For VAT payers, OmniFlow issues the DDPP when the advance payment is recorded: with Mark as paid and issue tax document, or by matching the payment with the advance in Bank transactions (automatically or manually). For a bank payment, the DDPP is therefore created when the payment is matched, not on the day it was paid. The DDPP carries two dates: the issue date is the day the DDPP was created, and the payment received date is the day the money arrived.

If the payment belongs to an earlier month, for example because the bank statement arrived late, the VAT on it belongs to the period in which the payment was received (the quarter for a quarterly payer), and the VAT return and control statement for that period may already be filed. Let your accountant know. When you mark an advance as paid, match a payment or issue a DDPP manually, OmniFlow shows the warning in the message right away. Confirming suggestions in bulk and Try automatic matching report how many such payments there were. For a statement received by email, which is matched on its own, the owner and the accountant get the warning in Notifications. The DDPP is not sent to the customer automatically; download the PDF from the DDPP detail.

If the DDPP cannot be issued, for example because of the document limit, the advance stays paid without a DDPP and the advance detail shows a notice. Then issue the DDPP manually within 15 days of receiving the payment. If that period has passed, the DDPP form tells you so; talk to your accountant about how to proceed. The DDPP is also not issued automatically if the company’s VAT registration has changed since the advance was issued. In that case the advance detail refers you to your accountant. Non-VAT payers do not issue a DDPP; their advance is simply marked as paid and a DDPP cannot be issued manually.

A payment matched with an advance that already has a DDPP cannot be unmatched. Void the DDPP first (see below), then undo the match. Once you undo a payment match on an advance, OmniFlow no longer matches that advance with any payment on its own, not even with a payment from another statement. It only offers the payment as a suggestion, which you confirm on the movement detail; confirming suggestions in bulk skips it. You can still match it manually. If the payment is older than the issue date of the advance, OmniFlow lets you match it but warns you in the list of documents and after matching.

Goods or services on the DDPP. The DDPP PDF shows what the advance was received for: the advance line items with quantity and unit, or the advance description if it has no line items. The subject is saved when the DDPP is issued and later changes do not overwrite it.

Final invoice with nothing to pay. When the advance covered the whole delivery, the final invoice comes out at zero after the advance is deducted, and you issue it like any other. To deduct the advance, create the final invoice from the advance detail with Create final invoice, not with your own negative line. Once issued, the invoice is marked as paid by the advance, and the payment date is the day the advance came in. Instead of the due date and payment details, both the PDF and the invoice detail say “Paid by advance” with the DDPP number. No payment QR code is printed and no reminders go out. Your company’s own text below the summary, such as the business register entry, is still printed.

You can email the invoice to the customer from the invoice detail. If your own email template mentions the due date, edit the text before sending; OmniFlow does not change it. The invoice cannot be voided; correct a mistake with a credit note. If the credit note is higher than the amount that was left to pay, the invoice detail shows the overpayment to be refunded to the customer. Send the money back yourself.

When a zero invoice cannot be issued. Only an invoice that deducts a paid advance can have zero to pay. If the advance is higher than the delivery, the final invoice would be negative and cannot be issued. OmniFlow also does not issue a zero final invoice if the company’s VAT registration changed between the advance and the delivery. OmniFlow cannot yet deduct only part of an advance or issue a corrective tax document for a DDPP, so in both cases ask your accountant how to proceed. For non-VAT payers it works the same way, just without VAT and without a DDPP.

Final invoice with an amount still to pay. If the delivery cost more than the advance, the final invoice keeps the advance items as goods and services, followed by the lines deducting the advance. Both are locked. The advance items count as delivered, so add only what else you delivered as further items, not the full price of the order again. Example: the order costs 2,000 and the advance was 1,000. Add one item for the remaining 1,000, and the amount due is the balance of 1,000 (plus VAT for a VAT payer). If you added the full 2,000, the customer would pay 1,000 too much. The customer pays the balance by the due date using the payment details, as with any other invoice.

Every final invoice of a VAT payer that deducts an advance shows a summary by VAT rate on the PDF: goods and services, the advance deducted with the DDPP number, and the difference. On an invoice with an amount still to pay, the difference is what the customer pays.

Voiding a DDPP. A DDPP is a tax document and cannot be deleted. Void it only if it was issued by mistake, the customer has not received it yet and it is not in a filed VAT control statement. You void it on the DDPP detail and give a reason. The DDPP stays on record under its number, and that number is never used again. The advance goes back to Paid and the payment stays recorded. Voiding does not change the amount or the customer; the new DDPP takes them from the advance, together with the payment date. Then issue a new DDPP for the advance. Without it you cannot issue the final invoice. The only exception is the day the advance is paid: if you issue the final invoice that day, dated that day, OmniFlow issues the DDPP itself. You can only void the DDPP of an advance that is not yet settled. A voided DDPP can still be opened and downloaded, and its PDF carries a void stamp in the document language (VOIDED in English, STORNOVÁNO in Czech).

If the customer already has the DDPP or it is in a control statement, voiding alone is not enough; talk to your accountant about how to proceed. The same applies when you refund the advance to the customer. A refund needs a corrective tax document, which OmniFlow cannot issue for a DDPP yet.

Advance invoice flows have more steps than a simple invoice; always read the status on the detail (see Document states).

Payment QR on the PDF/detail follows Issued invoices: a Czech IBAN with CZK uses the Czech SPD payload, a Slovak IBAN with EUR uses the Slovak PAY by square standard; for other combinations payment details remain as text (see Issued invoices and Company settings).

Use Credit notes to correct issued invoices that are already in circulation: returned goods, a later discount, a price or VAT correction.

A credit note from a supplier (received) is recorded elsewhere: on the received invoice with Record credit note, see Import and bank.

Module features:

• credit note list and filters,
• create from invoice (action on the original invoice detail): you pick the lines and a quantity for each, so a credit note can correct just part of an invoice,
• custom lines for a discount or a price correction: name, quantity, unit, price and VAT rate. Only rates used on the invoice are offered,
• one invoice can have several credit notes. Together they cannot exceed the invoiced quantity per line or the invoice amount; voided credit notes do not count,
• correction date: the day the event behind the correction happened, such as taking back returned goods or accepting a warranty claim. It defaults to the issue date, or the return date for a credit note from a return. It is not the tax point of the original invoice,
• a draft credit note can be edited in full: invoice lines, custom lines, shipping, correction date, reason and notes. Issuing it sets today as the issue date,
• own number and status steps,
• PDF and email send. A draft's PDF is marked as not being a tax document,
• an internal note that is not printed on the PDF; the return note goes there too,
• copy for a new draft.

Prerequisites:

• the original invoice must be issued, not a draft or voided,
• permissions combine role and state (a draft is issued and a credit note voided by the owner or accountant; a credit note with a return is voided by the owner only),
• a credit note does not change stock. A correction can be a price adjustment with no goods coming back. If goods physically came back, use Return goods on the invoice (Returned goods): the wizard creates the return and a draft credit note in one step,
• a credit note with a confirmed return is voided with Void credit note and return. Both are voided at once and the returned goods leave stock. This is not possible if the returned goods have meanwhile left the warehouse.

Process:

• A new document is stored with a link to the original invoice number.
• After saving, line items and the initial state are stored.
• After issuing, the actions available on the original and corrective side change.

Effects on documents and stock: Effects on documents.

Where it propagates:

• amounts in listings and on the original invoice relationship,
• Audit log,
• stock is not changed by a credit note. Returned goods come back into stock through a customer return (Returned goods).

An invoice with an issued credit note or a confirmed return cannot be edited or voided; handle further corrections with another credit note. A credit note with a confirmed return is voided together with the return in one action on the credit note detail.

Invoice payment. An issued credit note lowers what the customer owes. When payments and credit notes cover the whole invoice, it switches to Paid by itself. The paid date is the day the balance reached zero (the last payment, or the credit note issue date if it came later). Voiding the credit note returns the invoice to unpaid if the payments alone do not cover it. Mark as paid records only the remainder after the credit note, and the reminder and the QR code in the customer portal ask for that remainder. A credit note issued for an invoice that is already paid creates an overpayment, which has to be refunded to the customer or offset by agreement.

When a customer sends goods back, open the issued invoice and click Return goods. The button appears only on an invoice whose goods left the warehouse and have not all come back yet. The same wizard is on the credit note detail. From there it offers only goods on the credit note's lines, and only as much as has not come back against it yet; the return is linked to the credit note. If the invoice already has a credit note whose goods have not come back yet, the wizard on the invoice points to it.

What you fill in. Each invoice line shows how much was sold and how much has already come back. Enter how many units are coming back now. You cannot enter more than left the warehouse for this invoice and has not been returned. Goods sold in pieces come back in whole pieces only. Then pick the warehouse (the one the goods left from is preselected), the date you took the goods back and the reason: withdrawal from the contract, warranty claim, wrong goods delivered, damaged goods or other reason. The date cannot be in the future or before the tax point of the invoice. If the invoice was issued even earlier, the issue date applies. The return note is internal. It is saved with the return and in the credit note's internal note, and it is not printed on the credit note or on the return PDF.

Return and credit note. Saving creates a Customer return document. It is a goods receipt labelled Return, numbered from the receipt series of the chosen warehouse and linked to the invoice. If you keep Create a draft credit note ticked, a draft credit note for the returned goods is created at the same time, with the correction date set to the return date. You can add invoice lines that do not go back into stock straight away: shipping, services or a discount. When a consumer withdraws from a distance contract and returns all the goods, the delivery charge is refunded too, up to the cheapest standard delivery you offered. With this reason and everything returned, the wizard therefore preselects the shipping line if the customer on the invoice has no company ID and the wizard recognizes the line by its name, such as Shipping or Postage. If the customer paid for more expensive delivery, lower the amount in the draft credit note. For a business customer the contract decides; tick the shipping line yourself if you refund it. The credit note for a return covers all returned goods; compensation for the reduced value of a returned item is settled outside the credit note. Whether you may deduct it from the refund depends on the law and the contract; in Slovakia the law does not allow it for a consumer who withdrew from a distance contract. Both documents are saved together: if one fails, neither is created. The draft credit note then opens, so you can review it, edit it if needed and issue it. Save the return without a credit note when the customer gets no money back, such as a unit-for-unit exchange under warranty. Do not record goods you only take in for repair and then hand back as a return: they still belong to the customer and do not belong in your stock. You can issue a credit note for such a return later with Issue a credit note for this return on its detail. Goods returned to two warehouses are saved as two returns under one credit note.

Older credit note on the invoice. If the invoice has a credit note from before this feature, the wizard warns about it and does not tick the draft credit note in advance. If you already put those goods back with a manual goods receipt, do not create a return, or the goods would be in stock twice.

Return or just a credit note. A return handles goods that physically came back. A credit note handles money. A later discount or a price correction is only a credit note and stock does not change. Do not book returned goods with a manual goods receipt: it does not know the cost the goods left at, and the wizard cannot see it, so the same goods could be returned twice.

Valuation. Returned goods go back into stock at the cost they left at for this invoice (the average of the product's outbound movements for the invoice). Older sales use the warehouse average cost. This cost is for stock only; the customer gets the invoice price back in the credit note. The return line shows where the cost came from.

Damaged goods. Create a warehouse such as Claims and return goods to it. The goods are then kept apart from the rest of your stock. It is still a normal warehouse, though: a unit in it is sold when you pick it on an invoice or goods issue. Write off goods you can no longer sell with a normal goods issue.

Serial numbers. Only units sold on this invoice are offered. When you tick units, the quantity fills in. If the goods were sold before you turned on serial numbers for the product, you type in the numbers of the returned units. A returned unit is in stock again in the chosen warehouse, and its page still shows who bought it and when it came back.

Voiding a return. An owner or editor voids a return on its detail page. This works while the returned goods and units are still in the return's warehouse. Voiding writes the goods off as of today and puts the units back into the state they were in before the return. The draft credit note that belongs to the return is deleted with it, unless another return also belongs to it. If the credit note is already issued, void both at once on the credit note detail with Void credit note and return. A voided return stays in the documents for the unit history and cannot be deleted.

Invoice with a return. An invoice with a confirmed return cannot be edited or voided. Void the return first, or settle the rest with a credit note. A return does not change the delivered quantity on the sales order; ship replacement goods with a goods issue. A goods issue or delivery note of a sales order cannot be voided while the invoice from the order has a confirmed return. Void the return first.

Not supported yet: returns against a delivery note or goods issue that has not been invoiced (void that document instead), a unit exchange linked to the original invoice, matching the refund to the credit note in banking, and a warranty claim protocol. Returns are created and voided by an owner or editor.

These modules are type-specific partner lists (customers, suppliers). In many teams they coexist with the more general Contacts module.

What they support:

• type-specific lists and detail pages,
• create/edit/delete flows,
• quick search,
• supplier data prefill from the business registers (ARES/RPO) where available.

When to use vs Contacts:

• use them when you want one partner type only,
• use them if you prefer separate lists from an older habit,
• keep long-term data consistency in Contacts and select from there in documents.

Contacts is the shared partner directory for all documents in the active company.

What you store:

• relationship type (customer / supplier / both),
• name, company ID, VAT ID, VAT payer flag,
• billing and optional shipping address,
• contact person, email, phone,
• notes.

What the module does:

• search, sort, filters,
• add / edit / delete (subject to permissions and dependencies),
• duplicate detection (especially by company ID) with optional confirmation,
• quick fill of customer/supplier on documents,
• in some cases links to internal records (e.g. customer firm mirrored as contact).

Minimum for smooth invoicing:

• at least header fields needed on the PDF,
• consistent VAT ID for VAT payers.

Behaviour when you pick a contact:

• Values are copied into the document at selection time — later edits to the contact do not automatically rewrite old documents.
• Exports use what is stored on each document.

Portal on contacts and subscription limits: Portal and limits.

What goes into the VAT ID field. For a Czech party the field is called DIČ and the value is CZ followed by eight to ten digits. For a Slovak party it is called IČ DPH: a VAT payer enters SK and ten digits, which is their DIČ with SK in front. Without the SK the Slovak invoice would be missing a detail the law requires, so the app adds the prefix for a VAT payer and rejects any other shape. A non-payer has no IČ DPH and enters the ten-digit DIČ without a prefix. The party's country decides the label, not the language you work in — a Slovak customer shows as IČ DPH even in the Czech interface.

Customer invoice portal for customer or both contact types: on the detail page generate a secret link to the public document preview, copy it, and regenerate it after a leak (old URLs stop working). Links work when Settings → Company shows the public company identifier for the portal, which OmniFlow assigns itself; a token may also be filled when sending invoice emails per Settings → Invoicing and templates. Full behavior, email integration, and security: Customer invoice portal.

Subscription limits may cap active contacts — check Customer account.

The Products module is your item catalog used by documents and stock.

What you set here:

• name, code, unit,
• category (manage the category tree under Company settings → Product categories),
• stock-tracked vs non-stock behavior,
• default prices,
• optional serial-number behavior and related flags,
• for a manufactured product, its components, i.e. what you make it from (see Production).

Shipping and online store details sit in collapsible parts of the form:

• Shipping and packaging: net and gross weight, dimensions in cm, units per pack, net content (e.g. 500 ml), minimum order, delivery time and default supplier,
• Manufacturer and online store: manufacturer, manufacturer part number (MPN), short and long description, safety information, URL, condition (new, used, refurbished) and voluntary warranty,
• Origin and customs: country of origin, CN code and the unit code for e-invoices.

Fill in only what you need. Manage manufacturers with their addresses under Settings → Manufacturers; you can also add one right from the product form. Your online store can pull manufacturer details and safety information through the API or from the Product catalog export (a button on the Products list, or the Exports page in the menu under your name). These details are not printed on invoices or delivery notes.

Downstream behavior:

• selecting a product pre-fills line values in documents,
• stock products trigger stock movement when the document reaches a step that affects stock,
• changing product setup does not automatically rewrite older documents.

You do not have to add products one by one, you can also upload them from a file (see Import from CSV).

Purchase packaging. When a supplier invoices in packages (a 25 kg sack of flour, a 2 kg filament spool, a 500 m cable drum), add the package on the item in the Purchase packaging panel: a name, how many item units one package contains and optionally the package EAN. The item stays in the unit you use it in (kg, g, m). On a received invoice you then pick the package on the line and stock receives the converted quantity and unit price, for example 2 sacks of 25 kg at 389 CZK as 50 kg at 15.56 CZK/kg. Add another size of the same goods as another package of the item, not as a new item. Items without packaging are received as before.

Converting an item to a base unit. An item you kept per package so far (2 kg spool = 1 pc) is converted by the owner or accountant with *Convert to base unit* in the Purchase packaging panel. The wizard suggests the unit and factor from the net content, shows a preview and after confirmation creates a new item in grams. Stock moves at the same value with a *Unit of measure change* document, components are recalculated, and the group, SKU, tags and EAN move to the new item. The old item stays archived with its document history. Items of one group of interchangeable materials are converted together. The conversion cannot be undone and is not possible while the item has a draft document or a stocktaking is in progress.

Packages on receipts and in stocktaking. On a manual receipt you pick the package on a line, just like on a received invoice. On a stocktaking sheet an item with packages gets a helper: full packages × content + opened quantity, the result goes into the Counted field.

You do not have to add products one by one. Import CSV in the Products list creates new products and updates existing ones from a file, such as an online store export, a file from another program or a supplier price list. CSV is a table saved as plain text. Excel can open and save it.

How it works:

• you upload a CSV file (up to 2 MB and 5,000 rows; a price list that only updates existing products, up to 20,000 rows),
• if we do not recognize the columns, you map them by hand; you can save the mapping and it is used automatically next time,
• the preview shows what will be created, what will change and which rows have errors; nothing has been saved yet,
• after you confirm, the changes are saved and each changed product gets a record of the import (menu Audit log).

We find existing products by id, code (SKU) or EAN. For a supplier price list you choose the supplier and we match products by the supplier code. An empty cell leaves the value unchanged. You can clear values only with Empty cells clear values, and only in optional fields.

Bulk edit: download Export CSV (the product catalog) from the Products list, edit it in Excel and upload it back. Export only after you have finished manual edits in the app. If someone edits a card in the meantime, the preview warns you.

Things to watch:

• prices in the file must exclude VAT. An online store “price” column often includes VAT, so we never map it automatically. In a supplier price list, the supplier’s selling price is your purchase price,
• dimensions in the file are in millimeters (length, width, height columns); on the product card you enter them in centimeters,
• the import does not change stock levels; record opening stock with a goods receipt,
• change the service and serial number settings of an existing product on its card; the import sets them only for new products,
• only the company owner can create new categories; anyone who can edit products can create a new manufacturer after confirming it in the preview,
• in Excel for Mac, save the file as “CSV UTF-8”.

Stock tracks quantities, prices, and movements for the active company. This overview links to focused topics below.

Product catalog: name, code, unit, stock vs non-stock, minimum quantity in units (not a money amount), purchase and selling price, optional serial numbers (SN), movement history, listings and export. For SN items you pick specific units.

Serial numbers. Each unit is recorded when it arrives in stock, on a received invoice or a stock receipt. On stock issues, delivery notes and issued invoices you then pick the specific units (on a stock issue you can simply type or scan the unit’s number), and the number of serials must match the quantity you are shipping. A draft invoice reserves nothing; units are deducted only when the invoice is issued, and if someone else has sold them in the meantime, the app tells you which document they are on. Voiding an invoice or a stock issue returns the units to stock. You can also find a unit by its number in search: its page shows where it came from, where it went and who bought it, which helps with warranty claims. A unit returned by a customer goes back into stock through a customer return on the invoice (Returned goods); its page then shows that it came back.

Typical document links: a received invoice usually stocks in purchased goods; an issued invoice stocks out sold goods; a credit note does not change stock (returned goods come back through a customer return); cancellation or correction may create an opposite movement. Exact timing depends on document state and line setup.

Where to read next: receipts, issues, and transfers (including “same invoice twice”) are split into subsections in the sidebar — one long page would be hard to scan. Inventory sheets and the quick stock count are under Stock → Inventory counts, the history of all movements under Stock → Stock movements.

Stock valuation: stock is valued at the weighted average cost, separately for each warehouse. Issues, transfers and consumption in production go out at the warehouse average. Corrections are the exception. Voiding an invoice or a goods issue and a customer return bring goods back at the cost they left at; for older sales whose outbound movement carried the selling price, at the current warehouse average. Voiding a goods receipt writes off at the receipt cost, and a goods issue created by editing a received invoice removes part of the purchase at the price the goods from that invoice came in at. State the method in your company's internal accounting policy.

Stocktaking. An inventory sheet is a numbered document: add products, enter what you counted and confirm the sheet. When you enter a count, the app stores how much the records showed at that moment. The difference is therefore calculated against the balance at the time of counting and posted on the count date (the date of the inventory sheet), so a sale between counting and confirming does not show up as a surplus. A shortage lowers stock; a surplus raises it at the warehouse average cost. If you count on a different day than the balance sheet date, for example in January for Dec 31, fill in Stock as of on the new sheet. The sheet then shows the movements between the two days and the stock as of the balance sheet date for each item. An owner or editor can void a confirmed sheet. The quick count (the *Quick stock count* button under Stock → Inventory counts) lists the warehouse's products with their current balance. Only the rows where you change the number are adjusted; an empty field means no change, not zero. Use an inventory sheet as the basis for the year-end count. For now, your accountant prepares the signed count list and the count report the accounting rules require. While an inventory sheet is in progress, you cannot confirm an issue note, goods receipt, delivery note or transfer in its warehouse, record a customer return, cancel a stock document, or issue or cancel an invoice with goods from that warehouse; drafts can still be saved. Received invoices are not blocked. Recurring invoices with stock goods are never issued automatically; only a draft is prepared.

Warehouses: a warehouse that still holds stock cannot be deactivated. Transfer the goods elsewhere or issue them first. Changing the default warehouse in settings does not move any stock; it only decides which warehouse is prefilled on new documents.

A receipt puts goods into stock (under Stock → Stock documents). You prepare it as a draft; once confirmed, it creates a receipt movement and on-hand quantity increases.

Received invoice vs receipt: When you issue a received invoice, lines with a selected product trigger a one-time stock receipt. A receipt document is a separate flow; you can optionally link a received invoice so the tie appears in movement history.

Double receipt: Do not book the same physical receipt twice (e.g. automatic receipt from an issued invoice plus a receipt document for the same invoice) — quantities would add. Lines without a product are not auto-received; fix the line or use a receipt document if you need stock.

If figures disagree: open the item → movement history → last document that changed quantity.

Email: a confirmed receipt can be sent by email with the PDF attached (the *Send by email* action on the detail). The recipient is prefilled from the supplier; subject and text are editable before sending. Requires configured SMTP (otherwise the button leads to *Settings → SMTP*); the send is recorded in activity history.

Voiding and deleting a receipt: a draft can be canceled or deleted. A confirmed receipt can be voided by an owner or editor — the received goods are written off via a reversal movement and the document gets the status Voided; the owner can then delete it permanently (movements remain in history). A canceled draft that never moved stock has the status Canceled. Voiding is blocked when part of the received goods has already left the warehouse (goods issue, invoice, transfer or production); the receipt detail shows the reason below the toolbar and links to the document the goods left on. Void that one first. Voiding is also blocked for receipts from a received invoice, including a correcting receipt from editing it: stock is driven by the invoice.

A customer return is a receipt labelled Return. It is not created here but on the issued invoice with Return goods (Returned goods). Its lines come from the invoice, so it cannot be copied or edited. It is voided on its detail page, and its draft credit note is deleted with it. A voided return cannot be deleted; it stays for the unit history.

Issues record stock out using your own issue document (under Stock → Stock documents → New issue). After confirmation the movement reduces on-hand quantity. While a stock count is in progress in the warehouse, you can confirm the issue only after the count is finished; the draft is saved in the meantime. On an internal stock issue you can enter a group of interchangeable materials instead of an item, and the app splits it across items by stock (see Interchangeable materials).

Purpose and cost. On an internal stock issue choose the purpose: internal use (production, operations, not billed), sale (to invoice), business sample, gift, scrap, damage or loss, or other. A new issue starts with internal use. Pick Sale (to invoice) for parts you will bill to a customer: only a sale issue can become an invoice. For every other purpose the issue does not show a sale price or VAT but what the parts cost you: an estimate from the average stock cost on a saved draft, and the actual cost once confirmed, which never changes afterwards. The PDF prints it as "Total at average stock cost", so your accountant knows what the consumption cost. Use the Job or recipient field to note who or what the parts were for (for example "Miller residence, panel upgrade"); you can then find issues by job in the list, and the job is copied to the invoice draft. The purpose cannot be changed after confirmation: void the issue and create a new one. For business samples and gifts the app reminds VAT payers that giving away goods on which VAT was deducted may be a taxable supply; check the procedure with your accountant. Record a shortage found during a stock count with the count sheet, not with a stock issue.

Sales link: You often pick product and quantity like on an invoice. For issued invoices, stock-out timing follows document state and module rules — see Issued invoices and this Stock overview.

When debugging, use movement history on the item and activity history on the document.

Warehouse on the document: the warehouse decides where the goods are written off from and also the issue number series (the number starts with the warehouse code). When you create an issue from an order or an issued invoice, the app first shows a confirmation with warehouse selection (with a single warehouse it is preselected) and creates the document only after you confirm. While the document is a draft, you can still change the warehouse in the side panel — the document is then renumbered from the new warehouse's series. On a confirmed document the warehouse can no longer be changed. The same applies to receipts.

Voiding and deleting an issue: a draft can be canceled or deleted right away. A confirmed issue (manual or from an order) can be voided by an owner or editor — the goods return to stock via a reversal movement, the order's shipped quantity is reduced, and the document gets the status Voided. A canceled draft that never moved stock has the status Canceled. The company owner can then permanently delete the voided document; stock movements (the issue and its reversal) remain in history. An issue linked to an invoice cannot be voided — void the invoice and the issue is detached from it (see below). A goods issue created by editing a received invoice (labelled Received invoice correction) cannot be voided on its own; voiding or deleting that invoice reverses it. When voiding is blocked, the issue detail shows why below the toolbar and links to the document that blocks it.

Partial deliveries: one order can be shipped from the same warehouse in several confirmed issues in a row (each loads only the remaining quantity); only one draft may be open at a time. An issue may not ship more than the order has left. If it would exceed the ordered quantity, the app refuses to confirm it, including an issue you added to the order by hand.

Invoice with lines on several warehouses: create a separate issue for each warehouse; each one writes off goods from its own warehouse. All issues for one invoice together never ship more goods than the invoice contains. If an issue would ship more than is left, the app refuses to confirm it and shows how much is still left to ship.

Invoicing goods that are not fully in stock: you can issue the invoice; the form only marks red the lines where stock is short. What is in stock is written off, and a draft stock issue marked *Waiting for stock* is created for the missing items. Once you receive or produce the goods, confirm the issue; the write-off is recorded on the day you confirm it. Negative stock is never allowed. The tax point should match the delivery date, so if you deliver in two parts, consider invoicing only the delivered part.

Invoice void and the issue: if the invoice was created from an issue (invoicing delivered goods), voiding the invoice only detaches the issue — the goods remain issued and the delivery can be invoiced again. An issue created from an invoice is canceled together with the void and the stock is returned.

Email: a confirmed issue can be sent by email with the PDF attached (the *Send by email* action on the detail). The recipient is prefilled from the customer; subject and text are editable. Requires configured SMTP; the send is recorded in activity history.

Issues from a delivery note: confirming a delivery note creates an issue for every warehouse on its lines. Such issues are voided through the delivery note, not from the warehouse (Delivery notes).

Transfers move goods between warehouses (or locations, if your company is set up that way) using a transfer document. You enter product lines and quantities, then confirm — balances update on both source and destination.

Same rules as elsewhere: watch document state, role permissions, and linked follow-up documents. If unsure, verify the latest change in the item’s movement history.

Email: a confirmed transfer can be sent by email with the PDF attached (the *Send by email* action on the detail). A transfer has no contact link, so you enter the recipient manually. Requires configured SMTP; the send is recorded in activity history.

Voiding and deleting a transfer: a draft can be canceled or deleted. A confirmed transfer can be voided by an owner or editor — the goods return from the target to the source warehouse via reversal movements at the original cost and the document gets the status Voided; the owner can then delete it permanently (movements remain in history). A canceled draft has the status Canceled. Voiding is blocked when part of the transferred goods has already left the target warehouse; the transfer detail shows the reason and links to the document the goods left on. A transfer created by editing a received invoice is reversed only by voiding that invoice.

What a transfer cannot do: products with serial numbers cannot be transferred yet; the app rejects them on a transfer. The transfer date cannot be in the future.

Production is for businesses that turn purchased material into their own products: gift baskets, cosmetics, boxed sets. You enter what a product is made of, then how many pieces you made. The app writes the material off from stock, puts the finished product into stock and works out what it cost you. Other systems call this a bill of materials (BOM) or a recipe.

Product components. Create a new manufactured product in Stock → Production with *New manufactured product*, or check *I make it from stock materials* when creating a product. The components page opens right after saving. You can also add components later: the product stays under Products with the *Manufactured* filter and a *No components yet* label. Until it has components, *Record production* shows it greyed out. If you create the product from the *Record production* form, *Save and continue production* takes you back to it with the quantity and warehouse you entered. For an existing product, choose *Add components* in the Components panel on its card. Materials must already exist as products. Find the material and enter how much goes into one piece. If you mix in batches, switch to *per batch of* and enter how many pieces a batch makes, e.g. 5 l of cream for 20 jars. Quantities can be decimal. Services cannot be added. A material can also be another manufactured product: make it first on its own (e.g. an assembled board) and then use it like any other material; the app makes sure a product is never used inside itself. Serial-numbered material is entered in whole pieces. The page shows an estimated product cost and how many pieces you can make from current stock.

Serial numbers in production. When a product has serial numbers on, each unit you make gets its own number. You can set a pattern on the product, e.g. SRV-{YYYY}-{####}; the number is then filled in automatically. If the pattern contains the year, the sequence restarts from one every year. You can also overwrite a number or scan it. For serial-numbered materials you pick the specific pieces, and when you make several units at once you choose which piece went into which unit. The item page then shows what a product is made of and which product a material ended up in. Voiding a production returns the materials to stock and invalidates the product numbers; you can reuse such a number only by typing it in explicitly.

Labor and overhead. Below the material you can add lines with an amount per piece, such as assembly or electricity. They are added to the product cost and do not affect stock. Only costs the business has actually paid and that relate directly to production belong here, for example the wages of an employee who assembles the baskets. Selling costs (delivery to the customer, advertising), general running costs and a sole proprietor's own work do not belong here; you do not pay yourself a wage, so it is not a cost.

Step by step. In Stock → Production choose *Record production* and pick the product, quantity and warehouse. The material is filled in from the components. For this run you can change it, add a substitute material or remove a line; the product card stays as it is. If you use a different item with the same unit instead of a component (for example filament from another brand), click Replace on the row: the replacement takes over the quantity and the standard usage per unit, so it is recalculated when you change the number of units, and the document shows what it replaced. The Effect on stock panel shows what will be written off, what will be left and at what cost the product goes into stock. The *Produce* button confirms the run: material is written off, the product goes into stock and a production note is numbered from the warehouse series. You can download the Production sheet as a PDF from the detail page. While a stock count is in progress in the warehouse, you can produce only after it is finished. You can also record production from the product card in the Components panel, which also links to the *Production history* of that product.

When material is short. You can always save a draft, even without material. Confirming is not possible, because stock must not go negative. The panel shows which material is short, by how much, and how many pieces you can make now. You can make the smaller quantity with one click, or choose *Receive the missing material*: the app prepares a receipt with the missing quantities and takes you back to production once you confirm it. If the material is in another warehouse, the panel says so; switch the warehouse or make a transfer.

How the cost is calculated. Material is valued at its average stock price in the warehouse you produce from, and labor and overhead are added. The total divided by the number of pieces is the product's stock cost. Selling or list prices never enter the calculation. Serial-numbered pieces have no price of their own; they are valued at the stock average too. A product used as material goes into stock at the cost of its own production and enters the next production at the average price, like any other material. If you both buy and make the same product, purchases and production blend into one average price. Production refuses material that was received without a price, so that a product is not created out of nothing; receive it with a price or correct the receipt it came on. When confirming, you can check an option to save the unit cost as the product's production cost. Finished products you made before you started using the app: enter them as the opening quantity when you create the product, with the production cost per unit. No material is written off, and without a price the stock would be valued at zero. It is good practice to describe how you value products in an internal policy. If you are unsure, ask your accountant.

Voiding. An owner or editor can void a confirmed production note. The material goes back into stock at its original cost and the product is written off. The note stays on record as voided and cannot be deleted, because it is an accounting document. If part of the product has already left by invoice, issue note or transfer, voiding is not possible; void that document first. The same applies when the product has already been used in another production: void the later one first. Likewise, a receipt cannot be voided and a received invoice cannot be cancelled or deleted while material from it has been used in production; void the production note first.

What production does not do. It does not plan capacity or operations and has no work-in-progress or disassembly. Producing into your own stock is not a taxable supply, so nothing goes into the VAT return or the VAT control statement. Production is included in the Profi plan and higher.

You buy some materials from several makers and in production it does not matter which one you use: flour from two mills, a circuit breaker with the same rating from two brands, black filament from Prusament or Polymaker. Each brand has its own stock item because it has a different cost, a different supplier code, and for complaints you need to know where it came from. An interchangeable materials group links these items. In a product's components you then list the group instead of a specific item.

Creating a group. Under Stock → Production click the Interchangeable materials link (a company without production has Interchangeable materials directly in the Stock menu) and then New group (the company owner, accountant or an editor can create and edit groups; other roles can only view them). Enter the name you normally use for the material and add the items. The order of items is the draw order: production takes from the first item first and the rest from the next one. Change the order with Up, Down and To top.

Which items belong in a group. Only equivalent items with the same unit. Do not put a 6 kA and a 10 kA circuit breaker in one group, the app does not check ratings. Keep weighed or measured raw materials in kg or l, the pack is only how you buy them (a 25 kg and a 20 kg sack can share a group). Enter the pack size (1 kg spool, 2 kg dual pack) on an item kept in grams as a purchase package, not as a new item; convert an item tracked per piece with *Convert to base unit* in the Purchase packaging panel of the item. Items tracked per piece must share the pack size: a 1 kg spool with a 1 kg spool, not with a 0.75 kg one, otherwise 0.25 pcs would mean a different amount each time. That is why an item tracked per piece needs its net content filled in (under Shipping and packaging) when another item in the group has one; without it the app will not add it. The production proposal skips an item whose pack size differs from the default item of the recipe and says why. Services, serialized items and products you manufacture yourself cannot be in a group. An item can be in one group only, and while it is, its unit and a filled-in pack size cannot change; a missing net content can still be filled in.

In a product's components search for the group like any material; it carries a group badge in the picker. The components show the draw order, stock of the whole group and the cost as a range from the cheapest to the most expensive item. If you already have components with specific items, open the group and use Use the group in components. You will see a list of components, each with a checkbox, and nothing changes until you confirm. Only the owner or accountant can do this in bulk, and undoing it is manual.

When recording production the app suggests which items to use based on stock in the production warehouse, split if needed (300 g from one spool, 400 g from another). To start with a different item (an opened sack, the spool in the printer), pick it in Draw first from. You can overwrite the quantities, the group is then marked edited manually and does not recalculate when the number of pieces changes; Suggest again restores the suggestion. Production consumes the items actually chosen and values each at its average stock cost. The production detail and PDF show which group was required and which items were used.

On an internal stock issue (no invoice, order or delivery note) click Add material group below the lines, pick the group and enter the quantity, for example 200 M6×20 screws you buy from two suppliers. The app splits the quantity across the items by draw order and by stock in the issue's warehouse. Enter the sale price, VAT and discount on the group; they apply to all its lines, and an invoice created from the issue has one line per item, so the customer sees the actual goods. You can edit the split by hand, Suggest again restores it, and the automatic split is recalculated when you change the warehouse. Copying the issue splits the group again over current stock. The issue detail and PDF show a Requested line with the group and items. A group cannot be used on a stock issue linked to an invoice, order or delivery note; choose a specific item there.

Keep in mind. A group does not track shelf life or batches. For food and cosmetics put the item you want to use up first at the top. Set the minimum stock on the item you reorder and leave 0 on the others. Add a new brand to the group, otherwise production will not see it; the group detail lists items with the same unit that are not in the group yet, and Add to group puts an item straight at the end of the order.

The Settings menu groups everything for running a specific company — unlike Customer account, which is only about the OmniFlow subscription.

Screens and purpose:

• Company — identity on documents (name, IDs, address, logo, colors). Some fields may be locked or restricted after issued documents exist. A Slovak company fills in IČ DPH (SK plus ten digits), a Czech one DIČ; details under Contacts.
• Manufacturers — manufacturers of your goods with address and contact, and for a manufacturer outside the EU also the responsible person in the EU. Assign a manufacturer in the product form (see Products). Only the owner can archive or delete manufacturers; the accountant and editor can restore an archived one.
• Invoicing — numbering series, default due days, currency, PDF document language for the whole company (with “Based on company country”, Slovak companies get Slovak documents and all others Czech), PDF line-table behavior, bank block linkage.
• Bank accounts — accounts printed on documents, default account. Payment QR on the PDF and on the issued invoice or advance invoice detail: with a Czech IBAN and CZK currency the Czech SPD payload is used; with a Slovak IBAN and EUR currency the Slovak PAY by square standard is used. For other combinations, payment details remain as text and no QR is shown.
• SMTP — outgoing mail; without it, PDF emails will not send. With OmniFlow servers, documents go out from an OmniFlow address under your name and customer replies go to your e-mail. This screen also shows the daily send limit and how much of it is left today (Exports & email). Test connection sends a real message — through OmniFlow servers only to the e-mail of a user of the company, through your own SMTP anywhere. When the test fails, the message is always the same and the reply always takes the same time; it will not tell you what exactly went wrong. We have the real reason in our logs and support can look it up.
• Email templates — bodies sent with PDFs. Default texts use the company document language; your own text can be in any language.
• Users — who has access to this company, roles, invitations (see Users & access).
• Notifications (owner only) — default in-app / email channels per event type for new company members; each user refines their own preferences in Profile & account.
• Product categories — category tree for catalog organization.
• Links to organization subscription billing point at the same areas as the Customer account help section.

Document language is set under Invoicing and applies to the whole company. If you leave it unset, it follows the company country: a Slovak company gets documents in Slovak, all others in Czech. For a Slovak company we recommend Slovak. OmniFlow stores every issued invoice, so after a language change it stays in the language it was issued in. If you edit it afterwards, the new version is stored in the new language. Advance invoices, DDPPs, credit notes and delivery notes are not stored and are created again on every download, so after a language change the older ones come out in the new language too.

Before first invoice and effects of changes: Before first invoice.

Minimum before first invoice:

• saved Company + Invoicing (series),
• SMTP if you send by email.

Effects of changes:

• new documents use updated numbering,
• PDF immediately follows saved logo/colors,
• invited colleagues appear only after they accept the invitation.

OmniFlow has a REST API for external systems (e-shop, accounting software, reporting) to read company data. Full technical documentation with a test console is publicly available at /api/docs (in English).

Creating a key (company owner only, in Settings → API keys):

• name the key after the connecting system (e.g. “E-shop integration”),
• choose permissions: “Read-only (everything)” covers most integrations; “Custom…” limits access per module (Contacts / Products & stock / Issued invoices),
• choose validity (30/90/365 days, 90 recommended) — “Unlimited” only deliberately: the key then works until you revoke it manually,
• optionally restrict the key to specific IP addresses (greatly reduces the impact of a leak).

The key is shown only once — copy it right away. We store only a hash; nobody can display it again (not even support). If you lose it, use Rotate: a new key with the same settings is created and the old one stops working in 7 days.

The key list shows the masked key, permissions, who created it and when, expiration (approaching expiry is highlighted) and the last use (when + from which IP) — revoke unused keys. Revocation is immediate and cannot be undone.

Security:

• a key belongs to the company (a user leaving does not break the integration); its permissions are defined solely by the selected scopes,
• all owners are notified about key creation and revocation (bell + email per preferences, “API key events” channel),
• an accountant sees the list read-only, an editor does not see the section at all,
• the API is rate-limited to 60 requests/minute and 5,000/day per key.

The user menu has Customer account. The same topic appears under Company settings on tabs Subscription (customer account) and Subscription invoices. All of this manages the OmniFlow subscription, not your own sales invoices to customers.

What you manage:

• billing details of the service subscriber (who pays OmniSys s.r.o., the operator of OmniFlow, for the subscription),
• current plan, license, and limits (e.g. companies, contacts, document volume depending on your plan),
• subscription invoice history and payment status.

Relation to operational data:

• Data here is not printed on your customer-facing invoice PDF.
• Limits can still block creating another contact or an action when the plan is exceeded — then you upgrade or adjust your subscription.

How many companies you can create. Besides the plan limit there is also a cap per sign-in account and a brake on how many companies can be created in a day. Both are there against bulk creation and an ordinary customer will not run into them. If you do and you really need the companies, write to podpora@omniflow.cz.

Permissions and data flow: Permissions and data flow.

Who can change what:

• some fields only for the subscription owner,
• regular company users may have read-only access.

Data flow:

• payer address changes are stored at organization level and may update related subscription billing details (e.g. contact on the OmniFlow invoice),
• operational documents stay in Issued invoices and other document modules.

Activity history is a timeline of what happened in your company.

Use it to:

• verify who changed document status,
• track document sends and automated steps,
• resolve “who changed this” questions.

Typical record fields:

• timestamp,
• action type,
• user,
• affected module/document.

How much of the history you see depends on your role: the owner sees everything, the accountant everything except company settings changes, and the editor only documents, stock and catalogue.

When something looks wrong, this is usually the first place to check the order of events.

Exports and emails are available per document module as actions on the list or detail.

Formats:

• PDF — matches print layout (invoice, quote, advance invoice, credit note, received invoice, etc.); for issued invoices and advance invoices, PDF may follow an accounting-friendly format (embedded ISDOC where applicable).
• ISDOC — standalone XML for issued invoices and advance invoices (download on the detail after issue).
• CSV / XML / ZIP — other outputs suited to accounting tools (exact buttons depend on module and list).
• Product catalog (CSV) on the Exports page — all products and services with all fields, including manufacturer, weights and dimensions; columns have the same names as the API fields.

What an export contains:

• always the active company,
• current list filters (date, status, partner…),
• only exports the user is allowed to run: invoicing exports are for the owner and the accountant, stock exports also for the editor.

Email:

• uses SMTP from Settings → SMTP,
• usually attaches the same PDF as a manual download; for invoices and advance invoices you can also attach ISDOC,
• success/failure appears as a short banner on the page and in Activity history where sends are logged.

How many addresses and how many messages. One message can carry at most three addresses: the To and Cc fields count together. If more people need the document, split the send into two emails. Companies that send through OmniFlow servers also have a daily limit of 20 sent emails. If you send through your own SMTP server, the limit does not apply to you. Settings → SMTP shows how much you have left today. If the limit is too tight for you, write to podpora@omniflow.cz and we will raise it. Messages the app sends on its own (sign-in codes, password resets, invitations to a colleague) do not count towards the limit.

Activity history (in the user menu) also shows who changed states or sent documents.

The Bank transactions module shows payments from all your bank accounts. The bank sends them to the app by e-mail (transaction notifications), you do not upload anything by hand.

For a bank we can read, you do not have to do anything. As soon as a message arrives, it becomes a transaction, and the transaction is matched with an issued, advance or received invoice by itself when the variable symbol and amount fit exactly one unpaid document. When they fit more documents, you will find the transaction under Suggestions to confirm.

A transaction without an invoice in the app is normal. All bank transactions come into the app, including card payments, fees and transfers between your own accounts. You do not have to match them with an invoice, but they have to be booked and documented: the document is the bank statement (not the message in the app), for a card purchase the receipt.

Supported banks are being added over time: the guide for a specific bank is below this chapter (currently Air Bank and ČSOB). For other banks the message is stored and waits until we add reading for that bank. Received messages are in the Messages from the bank tab: a list with the status on the left (processed, waiting, processing failed, not accepted) and the message detail with its transactions on the right. There you can accept a message from an unknown sender once, or trust the sender for the account. You can find a message by subject, sender or payment: the search also goes through the transactions created from the message (counterparty, VS, amount, message for the recipient). Click a transaction in the message detail to open it in Transactions, and use the link in the transaction detail to get back to the message. Rejected and pending messages have no transactions yet, so a search by payment will not find them. The period shows messages received in the chosen month or year and also messages with a transaction from that period, so a payment from 30 September notified on 1 October appears in September.

How to work with the overview: Row states and matching. Account settings and message retention: Bank setup and messages. Specific banks: Air Bank, ČSOB. Security of the receiving address: Security and inbound mail.

Transaction overview

The list of transactions is on the left, the detail of the selected one on the right. At the top you pick the account and period and can search by counterparty, message for the payee, variable symbol or amount. Use the ↑ and ↓ keys to move between transactions. On a phone the detail opens full screen.

Tabs by status

• Suggestions to confirm — the app found a document but needs your confirmation (typically several documents with the same VS and amount). When something is waiting, the page opens right here. Suggestions with a single document can be ticked and confirmed together.
• No document — the transaction does not belong to any document yet. That is fine, you can link a document but you do not have to.
• Matched — the transaction paid a document. The detail shows which one and whether it was matched automatically or by whom. Undo match returns the document to its state before the payment. An issued credit note is taken into account: the invoice stays paid only if the credit note and the other payments cover it. When the amount on the document differs from the bank only by rounding (at most 0.50 in any currency, for example 170.46 paid as 170), the payment is recorded at the real amount and the difference is added as a separate Rounding settlement row. The accountant books the difference as a rounding adjustment (other expense or income). VAT does not change, it is not a correction of the tax base. A bigger difference is never written off by the app: the document stays partly paid and the owner or accountant can close it in the transaction detail as a bank fee (for a foreign payment where the bank deducted the fee from the credited amount; at most CZK 1,000 or €50) or write off the difference (at most a tenth of the document, dated today, VAT does not change). A bigger remainder is an instalment or a dispute and the app does not offer to close it. A discount or complaint belongs on a credit note, not in a fee or write-off. Undoing the match also removes the fee and the write-off.
• Excluded — transactions you excluded with Exclude from matching, such as card payments or fees. They are not shown in the other tabs and you can return them from the detail at any time. You still have to book and document them (statement, receipt), you just do not match them with an invoice in the app.

How to match a transaction with a document

1. Click the transaction. The detail shows the full bank message, variable symbol and counterparty account.

2. Below are unpaid documents in the same currency that fit the transaction, each with the reason: matching VS, amount or counterparty.

3. Pick the document and click Match with selected document. If the right document is not offered, find it with Search for another document by number, company or VS.

An incoming payment can be matched with an issued or advance invoice, an outgoing one with a received invoice. The document must be in the same currency as the transaction.

What happens by itself and what does not

• A message from a supported bank is split into transactions on delivery and an unambiguous match is made right away.
• Card payments usually have no variable symbol and no counterparty account, so they are not matched automatically. You can link a document by hand using search, or exclude them from matching.
• Try automatic matching goes through transactions without a document again. It helps when you created the document after the payment.
• A received invoice imported from ISDOC (the Czech electronic invoice format) is matched even without a matching variable symbol when the payment went to the supplier account stated in the ISDOC, the amount differs by at most 0.50 and the payment was made no more than 3 days before or after the due date. This helps with online shops that use the order number instead of the invoice number as the payment reference. When several invoices fit the payment this way, the app only offers them for confirmation. The document history shows that the match was made without a variable symbol and on what basis. An invoice entered by hand has no supplier account, so it is not matched this way.
• In Settings → Bank accounts you can turn off Also match payments that differ by up to 0.50 for each account. A payment that differs from the document by at most 0.50 then waits in the Suggestions to confirm tab, and received invoices are not matched without a matching variable symbol.
• When a transaction has no variable symbol but the amount and the counterparty name fit exactly one unpaid document, it appears under Suggestions to confirm. It is never matched by itself and cannot be confirmed in bulk, you decide in the transaction detail. One document gets at most one such suggestion.
• Above the list you see incoming and outgoing totals for the current filter and an Export CSV button — a help for the accountant, not a replacement for the bank statement. The totals only include transactions the bank sent a notification about.
• With Exclude from matching you can pick a reason (card payment, fee or interest, transfer between accounts, cash, owner deposit or withdrawal, loan, taxes, payroll, refund) and add a note. The transaction detail has an expandable history: who matched, excluded or returned it and when.
• In the Messages from the bank tab you can also dismiss a message from an unknown sender — nothing is processed from it and it can be brought back.
• Messages still waiting to be processed are handled in the Messages from the bank tab with Parse pending files.
• In the help menu on the left, under Bank transactions, you will find a page for a specific bank (e.g. Air Bank) and the section Security and inbound mail.

How the app detects the bank

• From a Czech account number in the form prefix-number/bank code (four digits after the slash).
• Or from a Czech IBAN (the bank code is encoded the same way).

The account card in Settings → Bank accounts then shows whether the app can read amounts and details from the email text for this bank, or only stores the message for now. Supported banks each have their own help page under this chapter.

Where to enable inbound mail

• Under Settings → Bank accounts, open the account edit dialog and use Receiving bank messages to show or create an inbound address when your account and company setup offer it.
• Configure internet banking to send notifications or messages to that address. Do not publish the address unnecessarily — see Security and inbound mail.

Email pattern profile: when to set it

• For a bank we can read, the pattern is derived automatically from the bank code — leave the field empty and rows appear as soon as the message arrives.
• Fill it in only when a message in the Messages from the bank tab asks you to.
• For a bank we cannot read yet, the message is stored and stays in the list without rows. Once support is added, open the stored message and have it parsed again.

Where the “Bank email pattern profile” field is

• Settings → Bank accounts (under Company settings). Only the company owner can edit accounts.
• The field is in the left-hand form, in the Receiving bank messages box. The card on the right links Open selector in left form.
• The warning in the Messages from the bank tab can jump straight to this field.

Profile in the company

• Pick the dropdown entry that matches your bank. For Air Bank and ČSOB this is not needed — the pattern is derived from the bank code. See that bank’s help page (e.g. Air Bank).

Retention of inbound mail

• Messages with no payment matched to a document are kept for 90 days after they arrive. After that the stored e-mail is deleted, its transactions stay in the app and can still be matched and exported. Messages without any transaction (not accepted, processing failed, dismissed) are deleted completely after 90 days. Messages with a matched payment are kept in full. The accounting document is the bank statement, not the message in the app.

This page is only for Air Bank (code 3030). General bank transactions, suggested / matched / undo match, and security are described in Bank transactions and Security and inbound mail.

Air Bank supports reading Czech plain-text notifications (typically movements with amount and variable symbol). If several of your documents share the same VS and amount, the app creates a suggestion and you must pick the correct invoice or advance invoice — see Row states and matching.

All you need to set up

• Inbound address — under Settings → Bank accounts for the 3030 / Air Bank IBAN account; configure the bank to send notifications to that address.
• That is all. Leave the email pattern profile empty — for Air Bank it is derived from the bank code. A delivered message is parsed and a unique payment matched on its own, with no further clicks.
• All that is left for you is to pick the right document under Suggestions to confirm where several documents share the VS and amount, or to find the document by hand in the transaction detail.

Where to click (company owner)

• Settings → Bank accounts → Edit → left column, blue box Bank email pattern profile, or Open selector in left form on the card.

If no transactions appear

• Open the delivered message in the movements list — the reason is shown there. Usually it is a different email body format (a Czech plain-text notification is expected) or a sender that could not be verified. You can retry parsing from the message itself.

If your bank is missing from the profile list

• OmniFlow support adds bank email profiles and enables more banks. Write to podpora@omniflow.cz.

This page is only for ČSOB (code 0300). General movements, matching, and security: Bank transactions, Row states and matching, Security and inbound mail.

ČSOB usually sends HTML emails with a Payment parameters table (account, counterparty, amount with + / −, variable symbol, message to payee). The app reads one movement per message. For an accepted payment order (“we have received the following order”), the parser uses the outgoing amount and due date.

All you need to set up

• Inbound address — Settings → Bank accounts for account 0300; configure ČSOB to send notifications (sender is often @csob.cz).
• Leave the email pattern profile empty — the app recognises the bank from the account number and resolves the parser itself.
• A delivered message is parsed and a unique payment matched with no further clicks. What is left is to pick the document under Suggestions to confirm where there are several candidates, or to find it by hand in the transaction detail.

If no transactions appear

• Confirm the email contains an Amount row (+ or − and CZK).
• Open that message in the movements list — it carries the reason and a button to run parsing again.

If your bank is missing from the profile list

• OmniFlow support adds bank email profiles and enables more banks. Write to podpora@omniflow.cz.

Your inbound address looks like a normal email with a long random name before “@” — treat it as a private mailbox for bank messages. Anyone who knows it can send mail there, just like the bank, so protect it like a password.

What you should do

• Do not publish the address on websites, forums, or public guides.
• Share it only with people who need it; ideally enter it only in internet banking.
• If you suspect it leaked, revoke it under Settings → Bank accounts and create a new one.
• A fake payment message does not by itself mean someone got into your account — the main risk is mail reaching the app and someone confirming a wrong match. Always verify suggestions against the real invoice.

How the app recognizes bank mail

• Mail must arrive at a valid address tied to your OmniFlow account.
• The app checks sender and subject against trusted patterns for real banks — that cuts mistakes but is not a perfect guarantee every message is genuine.
• OmniFlow may also reject messages that do not look like trustworthy bank mail (for example missing the usual electronic “seals” banks use). Those never get stored in your company.

Practical rule

• Private address + always review suggestions + care with unknown amounts = reasonable protection. If in doubt, match the document by hand or exclude it from matching.

Document state tells you which phase the document is in (for example draft, issued, paid). It drives which buttons you see and which edits are still allowed.

General rules:

• Each document type (invoice, quote, advance invoice, credit note, received invoice…) has its own set of states.
• Moving between states is allowed only when conditions are met (required fields, payment present, no conflicting document).
• Role may forbid a step entirely (e.g. only the owner may perform sensitive cancellations).
• Some changes are indirect: payment posted, quote converted, quote expired, tax document on a received payment (DDPP) created.

What often happens when the state changes:

• the document status and last change time are updated,
• a row is added to Activity history,
• stock movement is created or reversed for stock lines,
• header or lines become read-only,
• Overview summaries and receivable/payable totals refresh.

How to read “why is this blocked”:

• open the detail and read the current status badge,
• check for linked documents (credit note, DDPP, final invoice from an advance invoice),
• verify role under Users & access.

Canceled or Voided? For stock documents (goods receipt, goods issue, transfer, delivery note, inventory sheet) these are two different things. Canceled is a draft that was never confirmed, so it never touched stock. Voided is a confirmed document whose movements were reversed by a void; both movements stay in the history. A voided document is also marked on its PDF. Reversal movements are dated the day you void the document, not the date of the original. The void therefore appears in the movement list under today, and earlier periods, such as one with a confirmed stocktake, stay unchanged.

Why add OmniFlow to your home screen? One tap puts invoices, payables, and stock at your fingertips like a “real” app — full-screen in the browser, without distracting toolbars or tabs, yet no app-store install. You always run the same up-to-date version as on your desktop; nothing to update manually.

How it works: OmniFlow is a modern web app — data stays securely online, and every device shows the same state after you sign in. The shortcut simply opens that same app in a comfortable standalone-style window.

You still need internet after adding the shortcut. Without connectivity you cannot browse documents — there is no full offline mode for this app.

Android (Chrome)

• Open OmniFlow in Chrome on a secure (https) address.
• From the browser menu choose Install app / Add to Home screen (wording varies).
• The icon launches OmniFlow in a window similar to a standalone app.

iPhone / iPad (Safari)

• Add to Home Screen is under Share (square with an up arrow) → Add to Home Screen. You can edit the icon name before saving.
• Important from Apple: no website link can automatically open the Add to Home Screen sheet — you always choose it in Safari (by design, for safety).
• To get the shortcut, open OmniFlow in Safari. In-app previews inside mail, chat, or social apps often hide Add to Home Screen — use Open in Safari from the page menu, or copy the link and paste it into Safari.

Name and icon

• The browser supplies the name, colors, and icon — no extra setup.

Launch image (iPhone / iPad)

• When launched from the home screen, Safari may briefly show a simple splash image depending on device type. It may change with app updates; it does not affect document work.

Tip: add the shortcut after you sign in if you want the Overview immediately — otherwise the browser sends you to sign-in first.

Checklist when something fails:

• Wrong company — active company in the switcher is not the one where you created the document.
• No company — account has no company assignment; owner fixes via invitation (Users & access).
• Role — e.g. received-invoice operations need owner or accountant.
• Document state — action not allowed in this phase (see Document states).
• Linked document — a credit note, a customer return, a tax document on a received payment (DDPP), or an open conversion blocks the next step.
• Invoice number or date — a number outside the series or a date that does not fit the series stops the invoice (see Invoice number and dates).
• Missing field — company, series, customer, or VAT data incomplete.
• Subscription limit — you exceeded contacts, documents, or another limit in your OmniFlow plan (see Customer account).
• SMTP — mail cannot send without working server (Settings → SMTP).
• Sending turned off — Settings → SMTP has a switch that enables outgoing mail; with it off no document is e-mailed and the app says so.
• Too many addresses in one message — To and Cc may hold at most three addresses together; shorten the list and send the rest separately.
• Daily email limit reached — a company has a cap on messages sent per day; Settings → SMTP shows what is left. The counter resets the next day and support can raise the cap (Exports & email).
• Movement inbox address — do not publish it; if it leaks, revoke and generate a new one (Security and inbound mail).

Resolution order:

• 1) Confirm active company.
• 2) Read the red/yellow message above the form.
• 3) Open Activity history for conflicting changes.
• 4) Refresh and retry.
• 5) Note document number and exact error text for support or a colleague.