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Opening balance

If you want to add a client with an overpayment / a debt to the system, you can enter this information into the Opening balance field in the Add/Edit a client form. To be able to use this option, you have to set the pocatecni_stav item in Invoicing / Settings / General to 1. Once you have completed the form, save it. That is not all, though. You then have to go to Other / Tools and find the opening balance generation tool. Generate the opening balance. When you are done, an “invoice” is created in the Client card. The total balance changes as a result of this action. The value entered in the Opening balance is reset to 0. You can find an overview of generated opening balances in Invoicing / Overviews / Opening balance.

When you are entering an overpayment amount / a debt amount into the relevant field, you need to take a few things into account:

  • Overpayment = positive number. Debt = negative number.
    • If the value entered is 20 EUR, it means an overpayment of 20 EUR.
    • If the value entered is -20 EUR, it means a debt of 20 EUR.
  • Also, you have to take into consideration whether:
    • the system works primarily with prices excl. VAT (Invoicing / Settings / General: cena_dph_typ = 0) or prices incl. VAT (Invoicing / Settings / General: cena_dph_typ = 1),
    • the relevant invoice group is VAT payer or VAT non-payer (Invoicing / Settings / Invoice groups).

Let us have a look at a few examples:

Example 1:

  • Required opening balance = 12 EUR incl. VAT
  • Invoice group = VAT payer
  • cena_dph_typ = 0
  • VAT = 20 %

Prices excl. VAT are entered into the system. For the opening balance to be 12 EUR incl. VAT, you have to enter 10 EUR into the given field (12 / 1.2).

Example 2:

  • Required opening balance = 12 EUR incl. VAT
  • Invoice group = VAT payer
  • cena_dph_typ = 1
  • VAT = 20 %

Prices incl. VAT are entered into the system. For the opening balance to be 12 EUR incl. VAT, you have to enter 12 EUR into the given field.

Example 3:

  • Required opening balance = 12 EUR
  • Invoice group = VAT non-payer
  • cena_dph_typ = 0
  • VAT = 20 %

VAT non-payers: Prices excl. VAT, VAT and prices incl. VAT are not used, but the values are entered in pretty much the same way as in the previous examples. If cena_dph_typ = 0, it means that the entered value is not final. If you want the opening balance to be 12 EUR, you have to enter 10 EUR (12 / 1.2).

Example 4:

  • Required opening balance = 12 EUR
  • Invoice group = VAT non-payer
  • cena_dph_typ = 1
  • VAT = 20 %

VAT non-payers: Prices excl. VAT, VAT and prices incl. VAT are not used, but the values are entered in pretty much the same way as in the previous examples. If cena_dph_typ = 1, it means that the entered value is final. If you want the opening balance to be 12 EUR, you have to enter 12 EUR.

Once you have generated the opening balance “invoice” in Other / Tools, you can check what the total balance looks like in the Client card:

  • If you entered a debt amount into the system, an invoice for a particular amount was created. A debt of 20 EUR = an invoice for 20 EUR. Total balance = – 20 EUR.
  • If you entered an overpayment amount into the system, an invoice for 0 EUR was created. It is not possible to create an invoice with a negative invoice amount for the total balance to be positive. The overpayment is displayed in the Overpayments item beneath the Total balance one, though. An overpayment of 20 EUR = an invoice for 0 EUR + 20 EUR in the Overpayments item. Total balance = 20 EUR. If you want the Overpayments amount to be 0, you need to apply the overpayment to a particular unpaid invoice (Invoice details: Apply overpayment).