Accounting software

What the transfer does

With Pro you can transfer invoices directly to ABRA Flexi, or download XML for manual import. For POHODA and Money S3 use the dedicated XML export, without a connection. Standard includes Excel and CSV, see Invoices and VAT.

• Each invoice is recorded as an issued invoice with the same document number the subscriber received.
• The issue date, tax point and due date are the payment day. The invoice is marked as paid by card.
• The subscriber is recorded with the billing details from the time of payment (name or company, address, company ID and VAT ID).
• The item carries the service name and interval, the price including VAT and the VAT rate of the service. For a business that is not a VAT payer the item has no VAT.
• Invoices transferred to the same company before are skipped, nothing is duplicated.

When a subscriber got money back (refund, lost dispute), a credit note is issued for the invoice. The transfer records it in ABRA Flexi as an issued invoice of the credit note type: with the credit note number, the refunded amount including VAT as a negative amount, the credit note date and the variable symbol and number of the original invoice. The credit note is linked to the original invoice in ABRA Flexi right away, so the transfer sends that invoice first, even if it is from an earlier period and you have not transferred it yet. Credit notes belong to the period by their issue date, not by the original invoice.

SUBVY looks up subscribers with a company ID in the ABRA Flexi address book by the company ID, creates a missing one and links the invoice and the credit note to it. You can then group invoices by customer in ABRA Flexi. You can turn this off in Settings → Accounting software.

Connecting ABRA Flexi

1. In ABRA Flexi create a user just for SUBVY that may record issued invoices through the REST API.
2. In Server address paste the address where you open ABRA Flexi in your browser. You can paste the full company address, the Company identifier (the part after /c/) is filled in automatically.
3. Fill in API user and Password. Keep Document type as FAKTURA unless you have your own issued invoice type. Keep Document type for credit notes as DOBROPIS, or enter your own issued invoice type of the credit note kind.
4. Click Save and verify and confirm with your password or code. SUBVY immediately tries the sign-in, the company, both document types and a test invoice that saves nothing.

• The status at the top shows Connected with the company name, or what needs fixing.
• The password is stored encrypted and never shown. When editing later, fill it in only when changing it.
• Verify connection tries the saved details again, Disconnect deletes them. Invoices already in ABRA Flexi stay there.

Transferring invoices

1. In the filter at the top choose the Period and optionally the Subscriber. The list shows exactly the invoices that will be transferred.
2. On the website open Transfer; in the mobile app choose ABRA Flexi in Export to accounting.
3. Click Transfer to ABRA Flexi.

The result shows how many invoices were transferred, how many were already in ABRA Flexi and which ones ABRA Flexi rejected, with its reason. A transferred invoice has the In ABRA Flexi label in the list.

XML file for manual import

If you have no API user in ABRA Flexi (or your company does not want one), download the invoices as an XML file in the ABRA Flexi format and import it in ABRA Flexi yourself using the XML import. You do not need the connection in Settings for this.

1. In the filter at the top choose the Period and optionally the Subscriber.
2. On the website open Export; in the mobile app choose ABRA Flexi in Export to accounting.
3. On the website click Download XML for ABRA Flexi. In the app tap Send XML by e-mail, the file arrives as an attachment.

• The file contains the same invoices as the direct transfer, including those already in ABRA Flexi. Each invoice carries its SUBVY identifier, so importing it again only updates it and does not duplicate it.
• The document type is the one from Settings → Accounting software, FAKTURA without a connection. The file does not state the payment method, add it in ABRA Flexi if you need it.
• The file also carries the credit notes issued in the period, with the document type for credit notes (DOBROPIS without a connection), and the original invoice before each credit note, so the import links them. It does not link customers to the address book.
• The file can be downloaded by the owner and members with the Invoices permission, only with Pro.

XML for POHODA and Money S3

1. Choose Period and optionally Subscriber in the filter. Export includes invoices on subsequent list pages.
2. On the website open Export; in the mobile app choose POHODA or Money S3 under Export to accounting.
3. On the website click Download XML for POHODA or Download XML for Money S3. In the app tap Send XML by e-mail.
4. Use XML import in the selected accounting program, in a company with the same company registration number as your business. Before repeating an import, check the result and document matching settings.

• POHODA recalculates from the VAT-inclusive price. For historical rates, enable historical VAT rates and set the VAT difference tolerance according to the original document.
• Export is available in Pro for the owner and members with the Invoices permission. No connection setup or direct transfer permission is needed.
• The file contains customer invoices and negative credit notes issued during the period. The original invoice precedes its credit note, even when it belongs to an earlier period. The original invoice number remains on the credit note.
• VAT and customer details come from the payment snapshot. The file excludes the SUBVY commission, commission statements and customer directory records.
• Money S3 internal document numbers are limited to 10 characters. It stores longer Stripe numbers as the tax document reference and assigns an internal number from its series. POHODA accepts up to 32 characters. The full original number always remains in the note.
• Foreign currency invoices retain their currency. Populate the accounting program’s exchange rate table before import, then check the exchange rate, VAT and posting.

Statement as a supplier invoice

1. Open an issued statement and the Statement to accounting section.
2. Choose ABRA Flexi, POHODA or Money S3. On the website click Download XML; in the app tap Send XML by e-mail. XML requires no connection.
3. For direct ABRA Flexi transfer, first connect the company under Settings → Accounting software. Set Supplier invoice type and Supplier credit note type. These are supplier invoice type codes, separate from customer invoice types; the credit note type must have the credit note kind. They are checked when the statement is transferred.
4. Choose ABRA Flexi in the statement detail and click Transfer to ABRA Flexi. A document previously transferred to the same company is skipped.

• This is a supplier invoice from SUBVY, with your business as the customer. It uses the totals of the original issued document, without individual customer payments or personal details.
• Supplier details, amount, VAT breakdown, issue date, tax date and any stored exchange rate remain as issued. Later changes to SUBVY details do not change history.
• A negative statement is recorded as a supplier credit note. A correction is preceded by its original statement, even from an earlier period. ABRA Flexi links it to the original document.
• The SUBVY number is the incoming document number. Your accounting program assigns its own supplier invoice number. Downloading XML does not mark the document as transferred.
• XML and direct transfer require Pro. XML needs the Commission statements and commission band permission; direct transfer also needs Transfer statements to accounting software (ABRA Flexi). New Accountant and Manager presets include it; the owner grants it separately to existing members. CSV and ISDOC remain available in Standard.

When the connection or transfer fails

• ABRA Flexi rejected the sign-in: check the user and password and whether the user can access the REST API.
• There is no company with this identifier on the server: correct the Company identifier according to the company address in your browser.
• Document type does not exist in this company: enter the code of an existing issued invoice type.
• The credit note document type does not exist or is not a credit note: enter an issued invoice type of the credit note kind. SUBVY will not use another type, otherwise the credit note would increase revenue in ABRA Flexi.
• The user is not allowed to record issued invoices: give the user a role that may record invoices.
• The server does not respond or does not have a valid certificate: check the server address. SUBVY connects only to a public address over https.
• An invoice rejected because of its document number: ABRA Flexi already has another document with the same number. Fix it there and run the transfer again, the other invoices are skipped.