What Shipard does
Translation of a page from the Czech user documentation. The Czech original is authoritative. Names of areas and buttons are the ones used in the application's English interface; the linked guides are in Czech.
Everything in this table exists in the application and is in use. The Guide column only says whether a procedure has been written for it — "no guide" does not mean "can't be done". The documentation is growing gradually; the application is further along.
The table covers all areas from the left menu — none is missing. The nearest missing things and the places where the numbers may not add up yet are in What Shipard cannot do yet.
Above the sections
Items that stand on their own in the menu, above the other sections.
| Area | What you do with it | Guide |
|---|---|---|
| Dashboard | The home screen. Shows what needs doing right now — new mail to process, warnings from checks, documents in progress. Most work starts here | Getting started · First setup of a data source · Installing the application |
| AI assistant (Chat) | The built-in AI assistant. Answers questions about your data and about how things are done in Shipard. Read-only — it creates and changes nothing | — |
| Incoming messages | Invoices and documents that arrived at your incoming-mail address. AI reads the whole message and prepares at most one draft from it — a document, or a record for the Registry; anything else it found is shown as a note | Receiving mail · Checking an extracted document · When AI reads an invoice wrong |
| Sent messages | Messages that left Shipard by e-mail — today documents sent to customers. Each has its recipient, text, attachments and sending state (Sent, Queued, Failed); a message can be sent again, archived and deleted, but not edited. Messages arise only by sending a document — a standalone e-mail cannot be written. The messages of one document are also in its detail | Sent messages |
| Registry | Records of documents that are not accounting documents — contracts, insurance policies, inspection reports. They are sorted into Binders. AI recognises them in incoming mail and offers them on the Dashboard for filing just like invoices; a record filed from mail gets all the message's attachments. You can also file a message by hand with the File to registry button. For documents with a validity period Shipard watches the Valid to date and warns in time | — |
| Tasks | You can create and keep track of tasks. They don't appear anywhere else today — they don't go to the Dashboard and no other area works with them | — |
Basic
| Area | What you do with it | Guide |
|---|---|---|
| Persons | Suppliers, customers and natural persons in one register. You fill in a company from the public register by its registration number. For each person you keep contacts, addresses and bank details; for a contact you choose what is sent to its e-mail address | Creating a person · Contacts and sending purposes |
| Items | What is invoiced on documents — one document line is one item. The item also holds how it is posted (item kinds and units of measure are set up in Settings) | Creating an item · Content tags |
Purchase and Sales
| Area | What you do with it | Guide |
|---|---|---|
| Received invoices | A document from a supplier. It is created from incoming mail or entered by hand, goes through the states Draft → Done, is posted and appears in the balance ledger | Completing a document · Correcting a document |
| Received proforma invoices | A supplier's request for payment in advance — how much and where to pay. It is not a tax document: the VAT on it is only indicative, it has no date of taxable supply and it does not enter the VAT return. You enter it by hand; once posted you see it in the balance ledger in the Zálohové faktury přijaté group (received proforma invoices); a payment from the bank or the cash desk closes it and creates an advance paid, which you deduct on the final invoice | Received proforma invoice |
| Issued invoices | A document for a customer. You issue it by hand, it gets a number from a numbering series (series are set up in Settings), the VAT summary is calculated, it is posted and goes to the balance ledger. You download the finished invoice as a PDF with the Print button, or send it to the customer by e-mail with the Send button — one at a time, there is no bulk sending yet | Issuing an invoice · Printing an invoice · Who issued the document · Appearance of printed documents · Texts on printouts · Sending an invoice by e-mail · Which address invoices are sent from |
| Issued proforma invoices | A request for payment in advance for a customer — how much and where to pay. It is not a tax document: the VAT on it is only indicative, it has no date of taxable supply and it enters neither the VAT return nor the statements. You issue it by hand, it gets a number from its own numbering series, our bank account is required. You download the PDF for the customer with the Print button and send it by e-mail with the Send button | Proforma invoice · Printing an invoice · Sending an invoice by e-mail |
| Retail sales | A sale for cash, by card, through a payment gateway or cash on delivery at the cash desk without an invoice. Always belongs to one cash desk (tabs below the list), the partner is optional, a return is a negative line. Cash is posted to the cash desk; card, gateway and cash on delivery as a receivable from the payer (terminal, gateway, carrier — set up in Settings → Accounting), and the VAT goes into the return. You download the retail sale as a PDF (A4) with the Print button; you cannot print a receipt on a receipt printer | Retail sale · Payment by card, gateway and cash on delivery |
Assets
| Area | What you do with it | Guide |
|---|---|---|
| Assets | Asset cards — low-value (recorded) assets as well as tangible, intangible and non-depreciated fixed assets. A card carries the type, kind, accounting group and, for foreign assets, the owner; it gets its inventory number on confirmation. You dispose of a low-value asset with Archive, giving a disposal date. Fixed assets are depreciated from the card: tax depreciation (straight-line, accelerated, extraordinary, time-based) and accounting depreciation, activation, technical improvement, impairment, suspension, disposal with half a year's depreciation, an opening balance when migrating from another system, a schedule on the card and the bulk Depreciation for period. Accounting depreciation, activation, technical improvement and disposal are posted with one accounting document per period (accounts from the card's accounting group); the accounting journal can be filtered by asset card. A card can be attached to a document: the acquisition row on a received invoice carries it (and the card can be created straight from the row), the card shows Acquisition and Activate is pre-filled from it; with Track expenses on assets switched on, the header and rows of invoices, cash documents and accounting documents have an Asset field and the card an Expenses and revenues tab. The Reports group has five reports (depreciation schedule, additions and disposals, tax depreciation for the income tax return, asset register, register × journal check) with export to Excel; a mismatch between the register and the journal is flagged on the Dashboard and on the card | Asset records · Asset depreciation · Posting assets · Assets on documents · Asset reports · Asset settings |
Accounting
| Area | What you do with it | Guide |
|---|---|---|
| Accounting documents | A manual accounting entry for whatever isn't an invoice. You enter the lines yourself on the Debit or Credit side with an account, the partner is optional, VAT is not handled here. When the document moves to Done, Shipard checks that it is balanced — total debit must equal total credit | — |
| Cash documents | Cash received or paid out and card payments at one cash desk — sale for cash, purchase for cash, paying an invoice in cash. You choose the direction Receipt / Disbursement on the document, the cash desk is given by the list tab. You create a cash desk in Settings → Accounting → Cash desks, and a terminal for it in Payment terminals and gateways. You download the finished document as a PDF with the Print button. There is no cash book yet | Cash document · Payment by card, gateway and cash on delivery |
| Accounting journal | Accounting entries that arose from documents and from bank transactions. You don't enter the accounts, they are assembled automatically. It opens with the Fiscal year filter set to the current year; — all — shows all years. You print the entries of one document from its detail as Accounting entries | When a document doesn't get posted · Printing accounting entries |
| Chart of accounts | The accounts that are posted to. It is created from a prepared template — one for businesses and one for non-profit organisations — and you can add accounts to it and retire them | — |
| Bank statements | You import a statement from the bank. Supported formats are CAMT, GPC and FIO; Shipard can't read other formats yet | — |
| Bank transactions | Individual movements from statements. Payments are matched to invoices by them; a payment with no matching invoice is put aside by Shipard on the clearing account | — |
| Balance | Who owes whom how much, by partner. Each line is one case — an invoice and its payments with the same payment reference in one accounting period — with a balance and due date; overdue debts are highlighted. The list opens with the Period filter set to the current year; — all — shows all periods. The Type filter separates debts, overpayments and payments without an invoice; Including closed also shows settled cases. The Case movements button opens the individual prescriptions and payments of a case in its period. A refund of an overpayment or of a payment without an invoice from a bank statement is matched by Shipard on its own and the case is closed | — |
| Balance ledger | Individual prescriptions and payments of the balance ledger, by partner, with the balance of the case they belong to. A movement from a bank statement is marked Incoming payment or Outgoing payment; an advance received or paid from a statement is a prescription in the advances balance ledger. The same Period filter, defaulting to the current year | — |
| General ledger | A report in the Reports group: accounts with opening balance, debit/credit turnovers and closing balance for the chosen period. You pick the period in a month / quarter / half-year / year grid, detail by analytical or synthetic account. The Export button downloads it as Excel or CSV | Exporting a report to Excel or CSV |
| Profit and loss | A report in the Reports group: revenues and costs for the period and year to date, the profit or loss at the bottom. Can display in thousands. The Export button downloads it as Excel or CSV | Exporting a report to Excel or CSV |
| Balance sheet | A report in the Reports group: assets and liabilities at the start and end of the period. When assets don't equal liabilities, the report says so in red below the table. The Export button downloads it as Excel or CSV | Exporting a report to Excel or CSV |
| VAT return (live) | A report in the Reports group: the lines of the return calculated from documents for the chosen VAT period, the tax due or excess deduction at the bottom. The reduced deduction is multiplied by the year's coefficient (entered in Settings → Accounting → VAT deduction coefficients). It is checked against the accounting journal | Live VAT outputs |
| VAT control statement (live) | A report in the Reports group: sections A1–B3 with documents over CZK 10,000 listed individually and smaller ones in aggregate. A missing VAT ID or supplier document number is reported below the table | Live VAT outputs |
| Recapitulative statement (live) | A report in the Reports group: supplies of goods and services to the EU summed by customer with the number of supplies and value | Live VAT outputs |
| VAT report periods | A list in the Accounting section: periods of the VAT return, control statement and recapitulative statement per VAT registration, with the date range. Documents are assigned to them when saved; a missing period is created as a Draft. After filing, a period can be locked — documents with VAT in that period can then no longer be changed; a whole fiscal month can be locked as well | Live VAT outputs · Locking a period |
| VAT filings | A list in the Accounting section: a permanent record of what was submitted for a period — regular, corrective, supplementary and follow-up filings, the filed values next to the exact ones, and differences against the previous filing by document. It also produces the file for the tax portal (XML) and a PDF copy; you submit it | VAT filings |
System
| Area | What you do with it | Guide |
|---|---|---|
| Alerts | Inconsistencies found by automatic checks — a posting error, a document long under correction, an approaching expiry of a Registry document. They appear on the Dashboard as cards in the Alerts section | — |
Related
- What Shipard cannot do yet — missing functions and places where the numbers may not add up yet
- Glossary — what each thing is called in the application
- About the data source — company name, data source ID, VAT registration and data size in one place in Application settings
- For testers — how to ask for access and how to report a bug