Invoices#
Issued documents. Find them under Fakturace → Faktury.
What is on an invoice#
| Block | Contents |
|---|---|
| Header | number, symbols, dates, status |
| Seller | your company — an imprint of the card |
| Customer | an imprint of the address book |
| Items | what you are invoicing |
| Delivery, payment, discounts, gifts | additions and deductions |
| Sending | the email with the PDF |
Dates#
| Date | Meaning |
|---|---|
| Issue date | when the document was created |
| Tax point | the date of the taxable supply |
| Due date | when to pay by; pre-filled from the settings |
The issue date drives the invoice number
The year, month or day is written into the number according to the series mask. Backdating therefore produces a different number. Conversely, changing the issue date on an already issued invoice does not regenerate the number — a number is assigned once.
The number and the variable symbol#
The number is assigned by the number series. It cannot be typed by hand in the administration — the field is locked.
Why the number cannot be overwritten
The series keeps a sequence. A hand-typed number would leave a gap or a duplicate in it that nobody would spot until an audit. Manual numbers are used only when importing historical documents through the API.
You may fill in the variable symbol. Left empty, it is derived — the digits taken from the invoice number.
Status#
An invoice has two statuses: unpaid and paid.
For an e-shop order paid through a payment gateway the status switches by itself: as soon as the payment arrives, both the proforma invoice and the regular invoice of the order are marked paid.
Mark payments made outside the system by hand
Money the system does not know about — cash on delivery, cash on pickup, a payment agreed outside the e-shop — does not flip the invoice status. Mark such an invoice paid by hand, or it stays among the unpaid ones forever.
The invoice list: dates and status#
The list has the columns Vystaveno (issued) and Splatnost (due date). Both can be sorted and filtered by a from–to date range. The Stav (status) column shows Zaplaceno (paid) or Nezaplaceno (unpaid) and its filter offers three choices:
| Filter choice | Which invoices it shows |
|---|---|
| Zaplaceno (paid) | paid ones |
| Nezaplaceno (unpaid) | unpaid ones, whether past their due date or not |
| Po splatnosti (overdue) | unpaid ones whose due date is before today |
The Faktury po splatnosti (overdue invoices) and Faktury podle stavu (invoices by status) widgets on the dashboard open the list with the filter already set — after the click you see exactly the invoices the widget counts.
VAT#
The invoice header carries a Plátce DPH (ceny s DPH) — VAT payer, prices incl. VAT — toggle. It overrides everything.
VAT off in the header overrides the rates on the items
For a non-payer the line rates are ignored — the PDF shows no VAT breakdown even though the items have rates filled in. The values stay in the data. If VAT has disappeared from an invoice, look for this toggle, not at the items.
The toggle also decides the document's look
The layout is looked up either in the registered or in the non-registered tab of the PDF variant matrix. Switch it and a new document is offered the layout from the other tab.
The toggle's default comes from the company you invoice on behalf of — see My companies.
Items#
On an item you enter the price, quantity, VAT rate and possibly a discount. The rest is calculated.
An item discount applies only with the sleva (discount) box ticked. Without it the item is not discounted and no discount percentage is printed next to it in the PDF — even if a number is left in the Sleva % field.
The unit is pre-filled
Set the default unit in the module settings so you do not have to type it on every line.
Some items also carry a description — for example a recycling fee on an item from an order, or a description taken over from a template. You do not see it in the form, but the PDF prints it in smaller type below the item name. Saving the document does not erase it.
Delivery address#
The Use delivery address toggle adds a second address to the document. Useful when you invoice a registered office and deliver elsewhere.
The delivery address (the Doručit na adresu line) is printed in the PDF only with the toggle on, and only once. With it off, it is not printed even when the delivery details on the document are filled in.
Credit note and cancellation#
A credit note is not a flag on an invoice — it is a separate document type. It is issued as a mirror of the original with negative amounts and carries a reference back to it.
One payment may have several documents
A regular invoice plus a credit note or a cancellation. That is fine and the system expects it.
A credit note or cancellation created from a payment (for example after the gateway refunds the money) is issued only for the part that has not been credited yet — the system adds up the quantities and discounts from earlier credit notes for the same invoice. Once everything has been credited, no further document is created. That way VAT is never deducted twice.
How the credit note type is set up is covered under document types.
Procedure: issue a credit note by hand#
You can issue a credit note for an issued document yourself, in full or for selected lines only.
- In Fakturace → Faktury, click the Vystavit dobropis (issue credit note) icon on the document (or open the document's edit form and click Vystavit dobropis at the top right).
- In Typ dokladu (document type), choose a credit note or a cancellation.
- Under Rozsah (scope), choose:
- Celý zůstatek dokladu (whole remaining balance) — a credit note for everything not yet credited,
- Jen vybrané řádky a množství (selected lines and quantities only) — the tables
Položky, Doprava and Způsob úhrady (items, shipping, payment method) then
show for each line how much was invoiced, how much has already been credited and how
much Zbývá (remains); type the quantity to return into Dobropisovat množství
(quantity to credit). Items accept a decimal quantity too (e.g.
1.5l or0.125kg, at most three decimals); shipping and payment method are returned in whole pieces. An exhausted line shows vyčerpáno instead of a field.
- Click Vystavit dobropis and confirm.
The credit note gets a number from its type's series and the source document is locked permanently (see Document lock). The system does not let you credit more than remains on the document.
The button is offered only for a document that has a number and is not itself a credit note or cancellation. A document belonging to an e-shop order is credited on the order — the form points you there with the link Přejít na dobropis objednávky (go to the order credit note).
Document lock#
An issued document gets locked as soon as:
- it is emailed to the customer,
- you issue a credit note or cancellation for it,
- you lock it by hand with the Uzamknout (lock) action (procedure below).
The Uzamčeno (locked) column in the list shows when the document was locked (empty = unlocked). The Odesláno (sent) column is only information that the email went out; it cannot be toggled.
The form still opens a locked document and shows a warning at the top, but saves only:
- the payment status,
- the note,
- the email details.
Amounts, lines and the customer do not change, nothing is recalculated and the PDF stays the original. Correct a mistake in a locked document with a credit note. If the document gets locked while you have it open (for example it has just been emailed), saving ends with a message that it was locked meanwhile — reload it.
Procedure: lock a document by hand#
Useful when you handed the document to the customer other than by email from the system.
- In Fakturace → Faktury, find the issued document (it must have a number).
- Click its Uzamknout (lock) icon.
- In the confirmation, click Uzamknout.
The lock cannot be removed. A locked document no longer offers the action.
Deleting a document#
A document that has been given a number cannot be deleted — its number would be missing from the series or end up on another document. The list states the reason when you try. An issued document is corrected by a cancellation or a credit note.
Only a document without a number can be deleted.
The document's layout and language#
Two header fields decide how the PDF looks and which language it is in.
| Field | What it does |
|---|---|
| PDF šablona / varianta (PDF template / variant) | the document's look; — vyberte variantu — leaves the choice to the system |
| Jazyk (language) | the language of the texts on the document |
| Lokalizace (formát částek) (localization, amount format) | how amounts are written; — podle měny — takes the format from the document's currency |
On issue the document writes the chosen layout into itself. Later edits of the layout matrix no longer move it.
Redraw an old document by choosing a variant by hand
To genuinely print an issued invoice in a different look, pick its variant by hand in this field and save.
A language change takes effect on save
Switch Jazyk and save the document, and the PDF is produced again in the new language. Where the language comes from when you leave it empty is described in the Address book.
The PDF and the QR code#
Both are produced after saving, in the background.
Saving without changing the data on the document leaves the existing PDF alone — it is produced again only when something that is printed on the document has changed (or when the file is missing).
Přegenerovat PDF (Regenerate PDF)
When you edit an invoice that can still be changed, a Přegenerovat PDF checkbox sits under the layout selection. Tick it when something outside the document changed — the PDF layout, the seller's details and the like — and the old PDF should be produced again. Saving then produces the PDF even though the document itself is unchanged. The checkbox is never remembered: after saving it is unticked again. It is not shown for a new invoice or for a locked (sent) one.
An invoice without a PDF is not a save failure
If the PDF cannot be produced, the invoice stays saved — just without a file. The most common cause is a missing PDF layout for that combination. Add it and regenerate.
The QR code is not produced when the amount is zero or negative, the currency is missing, or neither a bank account nor an IBAN is filled in.
Regenerating the PDF empties the document folder first
Files you attached to the invoice by hand disappear with it. Do not store anything of your own in an invoice folder.
Sending by email#
You can send an invoice from the administration in two ways:
- with the Odeslat e-mailem (send by email) action on the document (a form with recipient, subject and body),
- by ticking Odeslat fakturu e-mailem (send invoice by email) in the invoice form — fill in Komu (to), Předmět (subject) and Text e-mailu (body) and the invoice goes out right after saving.
Either way the email goes straight to the customer, bypassing the email queue, whatever sending method is set. The subject and body are pre-filled from the Faktura z administrace (invoice from administration) email template (System → Emails); you can edit them in the form and what is there is what gets sent. A message after saving shows the result.
Saving with the box ticked sends only an invoice that has not been sent yet — saving again does not send it to the customer a second time.
The Odesláno (sent) column in the list shows whether it has already gone out. Sending also locks the document.
Automatic sending is switched on in the settings
If you do not want to decide per document, enable automatic sending in the module settings. Automatically sent invoices use the original invoice template and follow the configured sending method (usually the queue).