# Invoicing in plain words · DameDoklad docs

> Issued and received invoices, proformas, credit notes, the tax point date and what happens after issuing.

Source: https://damedoklad.cz/en/docs/guides/invoicing/

# Invoicing in plain words

Issued and received invoices, proformas, credit notes, the tax point date and what happens after issuing.

Invoicing is where the documents of what you sold and bought come from. You will find everything under **Invoicing**, in tabs by document type.

## Concepts

An **issued invoice** is a document you send to a customer. A **received invoice** is a document from a supplier.

The **issue date** is the day the document was created. The **tax point date** (DUZP in Czech) is the day you delivered the goods or service. For VAT payers, it sets the tax period and rate, so it can differ from the issue date.

The **due date** is the day the customer should pay by. The **variable symbol** connects a payment to an invoice, and DameDoklad uses it when [matching payments](/en/docs/guides/bank/).

A **number series** gives documents numbers without gaps. An issued number never changes.

## Document states

| State | Meaning |
| --- | --- |
| Draft | You can edit it freely. It has no accounting effect yet. |
| Issued | It has a number and shows up in the books and VAT. Amounts can no longer change. |
| Paid | Payments cover the whole amount. |
| Reversed | The invoice is void. Only an unpaid invoice can be reversed; remove any payments first. |

## Proformas and credit notes

A **proforma** asks for payment in advance and is not a tax document by itself. When the advance arrives, a **tax document for the payment** is created, and the advance is **deducted** on the final invoice. For a service to another EU state or outside the EU, the tax document for the payment carries no tax and the payment is reported in the month it arrived: on line 21 of the return and in the EC sales list, or on line 26 outside the EU. Goods to the EU, exports and domestic reverse charge get no tax document for the payment, and the final invoice reports the whole supply.

It works the same way in reverse for **advances to suppliers**. Enter the supplier’s advance invoice by hand, by importing ISDOC, or from To do. The payment goes to account 314, or to the account of what you are paying for (051, 052, 151, 152, 153), and the final invoice clears it by itself, for example debit 042 / credit 052. You claim the VAT from the supplier’s tax document. A service from the EU or a third country brings none: you declare the tax yourself on the day of the payment and deduct it in the same period. An advance for goods with installation, or through networks, from a supplier not established in the Czech Republic is taxed the same way. Cancelling such a self-assessment asks why. A mistake, where no duty to declare the tax arose, goes to the original period, and the app tells you to file an additional return for it if that period is already locked. A refunded advance or a cancelled supply is corrected on the day it happened. In tax records a paid advance is an expense on the day it is paid, except in two cases you choose on the advance in the **In tax records** field. An advance on a long-term asset is no expense (Section 25(1)(a) of the Income Tax Act), and the cash book writes it outside the base, on row B01. Choose it before the first payment. When you later link the final invoice’s line to an asset card, the expense correction covers only the part paid outside the advance. An advance to a related person keeping accounts is an expense, but if the supplier does not bill it in the year it is paid, the income tax worksheet adds it to the base on row 105 and takes it off on row 106 in the year it is billed (Section 5(10) and (11)). This does not apply to a lease or to flat-rate expenses. To do reminds you what is still waiting for a tax document, and advances have comments, global search and approval, like received invoices.

A **credit note** reduces an issued invoice, for example after a return or a discount. You create it from the original invoice, so it stays linked.

A **delivery note** confirms that goods were handed over. You can turn it into an invoice later, or link an invoice typed by hand to it, and the goods do not leave stock a second time.

## Received invoices

Record a received invoice with the supplier’s number and an attachment. DameDoklad warns you when you already have the same invoice from the same supplier. **Settlement** (likvidace in Czech) means checking the invoice is correct and assigning it for payment and posting.

Turn approval on under **Invoicing > More > Approval**. One approver and one click are enough. When you need several people in turn, say a manager and then a director, add one under **Settings > More > Approval scenarios**. A scenario can apply by itself from an amount, and smaller invoices stay with one approver. Until the last one approves, the invoice cannot be paid. An owner or accountant can stand in, but one person decides only one step.

In a scenario, people in one step can decide **at the same time**, either all of them or any one. A **processor** can come before the approvers, to prepare the document and hand it on. When someone is away, set a **stand-in** for those dates in Approval. Scenarios also cover orders, quotes and other documents, which then cannot be issued without approval. A document in **To do** can go for approval before any invoice is made from it. What is approved stays approved on the invoice made from it, and you can decide right in To do.

Who approves a document is for an owner or accountant to decide. Someone with invoicing rights only cannot send a document to themselves, cannot change a route under way, and cannot pick the approver when the company requires approval. A recorded received invoice can no longer change its amounts, dates, or supplier: cancel it and record it again. When the account number or symbols of an approved invoice or advance change, it goes back for approval.

## Mutual set-off

When you and a company owe each other, even it out in **More → Set-offs**: pick the company, tick the receivables and payables, and DameDoklad sets off the amount they cover. The documents get a payment, and double-entry books post through account 395 (debit 321 / credit 395 and debit 395 / credit 311), which ends on zero. In tax records you get income and an expense that move no money. VAT does not change, because the supply has already happened. You can also set off a received credit note, a proforma (by agreement only, and a payer gets a tax document for the payment) and an advance to a supplier. Start it from a document, with the link under its payments. It numbers from a series of its own. If the set-off includes a received invoice or an advance of a supplier the registry lists as an unreliable VAT payer, the app warns you after saving, as it does for a payment order: you are liable for that supplier’s VAT whatever way you paid (Section 109 of the VAT Act). A set-off checks no published account, because no money goes to an account. The warning does not stop the set-off.

Print a **set-off agreement** to sign, or a **one-sided declaration** under Section 1982 of the Civil Code. A declaration works only when your claim is due, and it has to reach the other party. A mistake is put right by **cancelling** the set-off, which reverses the payments and the entries. Insolvency brings the limits of Section 140 of the Insolvency Act; check them first.

## Retention

A **retention** is part of an invoice due later, usually after the warranty ends. Add it on an issued or received invoice, by percent or amount, with its own due date. VAT and revenue stay whole on the document; only the due date moves. The QR payment asks only for what is due, aging places it by its own date, and reminders leave it alone until it is overdue.

A retention due more than a year after the balance sheet date is long-term. In **More → Retentions** you move it to 311900 or 321900 with one entry. In a foreign currency it moves at the value the document carries on the account, with its foreign amount. After a period ends, retentions sort themselves by the balance sheet date, once, and **Sort by balance sheet date** does it sooner, with a preview. An accountant can choose the accounts.

An issued PDF is a tax document and is not rewritten. A retention added later prints as a separate **Retention notice** with the payment due without it, and e-mailing the invoice attaches it. The receivables and payables books in PDF and XLSX and the aging overview show retentions in a column of their own.

## Late-payment interest

Reminders and the calculator work out the statutory late-payment interest: the ČNB repo rate on the first day of the half-year in which the delay began, plus 8 percentage points (Government Regulation 351/2013). A part payment lowers the principal from its date. Between businesses § 1932 of the Civil Code would let it go to the interest first, so the app asks for rather less than you could; you can claim the rest yourself. When the due date falls on a Saturday, Sunday or public holiday, it counts the interest both from that day and from the next working day and takes the lower amount, because whether the due date moves is not settled. A payment on that working day is then on time.

## Customer credit

On a contact card under **More details**, set the **credit warning**, which only warns, and the **credit limit**, above which an invoice, debit note, other receivable, delivery note, or stock issue is not issued. On a stock issue for an issued invoice or delivery note, only goods beyond their amount count. An issue for another reason than a sale adds no debt and stops only a partner already over the limit, and a return to a supplier is not checked. An owner or accountant can confirm going over it, in bulk issuing too, and only they can change it. An empty field means no limit; zero means no credit.

## In bulk

In the **contacts** list, select rows and choose **Bulk invoicing**: one document per contact, with its address and due days. They stay drafts for you to check unless you say otherwise. In a document list, **Edit all** changes anything on drafts and only the due date and notes on issued documents. Edit all also offers the language, payment method, centre, activity, project and posting template, as far as that kind of document has them. Quotes, orders and other business documents can be selected too, and bulk invoicing makes them as well. More than 200 documents run in the background, and you see how far they got. **Pairing** shows each document the movements that fit it, also without an exact match, and pairs nothing until you confirm.

## Contracts

**More → Contracts** keeps contracts with partners, their amendments, and the signed files. An amendment can move the end date and change the value, and the contract then reads as it now stands. Before the end it shows in To do.

## Documents and shredding

Attach files to documents, contacts, job orders, stock and cash documents, assets and employees, or upload them straight to the archive on the **Documents** tab. Search also finds words inside PDFs with text, Word, Excel, text files and XML, whatever the accents. A scan with no text layer is not read.

Each document has a retention period by law, and while it runs the document cannot be deleted. When an inspection, dispute or complaint is running, add an extension on the **Documents** tab with the period it concerns (§ 32 of the Accounting Act, § 148 of the Tax Code). Documents of that period then cannot be shredded, including ones uploaded later, until you end it. The law sets no end date, so that is for you or your accountant to know.

Virus scanning is switched on by the operator, and without that files are not scanned.

## Carriers and shipments

In **More → Shipments** add your carriers and create shipments right from an invoice, proforma, delivery note, or order; the address and cash on delivery come along. The file for **Česká pošta** uses its ePA posting sheet format; please try it on a few parcels, as we have not lodged it at Česká pošta ourselves. Other carriers get a **generic CSV** whose columns you map in their application, and statuses are read back from a CSV by column name. **Packeta** has its packet import, version 8. You can also print envelopes, a posting report and **labels**, A6 or four on A4; those are ours and a carrier may not scan them, so check first. The direct connection to the Packeta, PPL, DPD and GLS APIs hands over a shipment, fetches its label and reads its status, but only where the operator turned it on, and it has not run against a real carrier yet. With PPL the tracking number comes once PPL has processed the shipment, and with GLS with the first label.

A document can name its carrier, and issuing it prepares the shipment. An invoice made from an order takes over the shipment waiting on that order. In the invoicing settings you can turn on that an issued invoice or delivery note **takes open received orders** of the same customer and item, the oldest first.

## Complaints and service

The complaint and service protocols print in Czech, English, German or French. If you choose none, they follow the contact’s language and then the company’s default. For a consumer we watch the 30 days of the Consumer Protection Act. **Between businesses** the law sets no number of days, so an agreed date counts, or your own number of days from the settings. A complaint also shows whether it falls within the warranty and the two-year limit for a hidden defect (Section 2112 of the Civil Code). Only a court can decide that.

Service jobs have their own number series. A part on a **warranty repair** posts as a cost to account 548, not as a sale, and so does a replacement from a complaint. An accountant should confirm this account.

## Document languages

Documents print in Czech, English, German, and French by the language of the contact or document, including reminders and e-mails. A Slovak contact gets Czech, a Polish one English. The set-off agreement comes only in Czech and English.

## What happens after issuing

An issued document posts itself according to your regime: into the [journal](/en/docs/guides/accounting/) in double-entry, into the cash book when paid in tax records. For VAT payers, it also appears in the [VAT](/en/docs/guides/taxes/) records.

## Intrastat

The Intrastat agenda under **Invoicing** reads invoices with goods to and from the EU. A sale under OSS goes with code 12 and the partner QV123. A credit note whose goods went back into stock goes with code 21 the opposite way, as does a return with no credit note. Goods that come back go at the value reported on the original invoice, for the share of the quantity returned, not at what the credit note refunds or what the stock values them at (ČSÚ handbook paragraphs 190 and 192). The app takes the original invoice from the credit note, and for a return receipt or issue from the invoice you name on it. A return without one, such as a supplier’s credit note, gets its own value and a warning, and the declaration cannot be filed until you enter the value first reported. A credit note that only lowers the price is not part of the month’s declaration: the list says whether to correct the original month (over 5 %, or the whole price). The goods code and statistical sign are checked against the 2026 Combined Nomenclature and the DOPL\_KN list. You create and record negative and simplified reports here, and file them directly in InstatEvo, as the published file structure has no row for them. Goods on the ZJEDVYK list rule out the simplified report.

## Substitute performance register

For suppliers under § 81(2) of the Employment Act. First record your basis: an agreement with the Labour Office under § 78 with its dates, or that you are a self-employed person with a disability or an integrating social enterprise. The Ministry offers no interface to check it, so this is your own record. The agenda then offers paid invoices, till receipts with a customer, cash receipts and advances. Give an advance its delivery date, and the final invoice then counts only the rest. Download the batch as a CSV for the Ministry’s application.

## Through the API

Invoices are in the [API reference](/en/docs/api-reference/invoices/). You can issue right when creating with `"issue": true`, or later with `POST /v1/invoices/{id}/issue`.