An invoice is an itemized commercial document that records the products or services delivered to the customer, the total amount due, and the preferred payment method. The seller can send either paper or electronic invoices to the customer. This is the second most used way the customer interacts with the company as it is a document that creates a trust relationship between buyer and seller.
Activate System through the Checkbox next to section title and Save Changes.
In this section you can enable different types of documents for your system.
You can use the following parameters for ID formatting:
– {HH} > this parameter will add a 24h format order time
– {DD} > this parameter will add current day
– {MM} > this parameter will add current month
– {YY} > this parameter will add the last two digits of the current year
– {YYYY} > this parameter will add current year
In order to increase Invoice ID length, you can add as many zeros as you want inside the Number input field, prior to the current number.
Invoice ID Format
- Prefix: Set the initial part of the invoice ID to include the first letters(e.g. company name or acronym), hour, day and year of the order placement.
- Number Width: Allocate the decimals of the invoices (can help with order remuneration in future restructuring).
- Next Invoice Number: Start of invoice numbering.
- Sufix: Last part of the invoice, to define in case several invoice are linked and can be used to split them.
- ID Preview: See an example of what the invoice format will look like.
Zero Value Order IDs Format
Specific allocation for invoices that don’t have any value (if gift card, voucher etc was used to cover the entire price or it was offered for free as part of a promotion).
Activate System through the Checkbox next to section title and Save Changes.
- Prefix: Set the initial part of the invoice ID to include the first letters(e.g. company name or acronym), hour, day and year of the order placement.
- Number Width: Allocate the decimals of the invoices (can help with order remuneration in future restructuring).
- Next Invoice Number: Start of invoice numbering.
- Sufix: Last part of the invoice, to define in case several invoice are linked and can be used to split them.
- ID Preview: See an example of what the invoice format will look like.
Documents Appearance
- Body Font: Select the font used in the body of the invoice.
- Headings Font: Select the font used in the header of the invoice.
- Text Color: Select the color of the text.
- Headings Color: Select the color of the text in the header.
- Preview Background: When previewing the invoice, the background color in preview mode can be defined (can be used as contrast of the document background color to highlight it).
- Document Background Color: Define how the background of the invoice will look like.
- Header Line Color: Set color of the divider separating the header from the invoice body.
- Table Background Color: Define the background of the table (use the same as document background or delete if generic).
- Table Border Color: Set up the color of the table borders.
- Table Border Radius: Define how round the table corners are.
Invoice Setup
- Invoice Logo: If a company logo will be displayed on the invoice, it can be uploaded or selected here.
- Logo Width: How wide the logo should be displayed on the invoice.
- Logo Height: The height of the logo that should be displayed on the invoice.
- Invoice Generating Method: Select how the invoices will be generated (Automatic, Manual, On Request).
- Generate Invoice on Status: Select which is the default order status when the invoice is generated (Pending payment, Processing, On Hold, Completed, Canceled, Refunded, Failed, Pre-Order, Draft).
- Invoice Billed By Company: Text field to add (your) company name selling the product displayed on the invoice.
- Invoice Billed By Tax ID: Text field to add (your) company name legal registration number.
- Invoice Billed By Bank Name: Text field to add (your) company’s bank name.
- Invoice Billed By Bank Account: Text field to add (your) company’s bank account.
- Invoice Billed By Country / Region: Text field to add (your) company’s country.
- Invoice Billed By Address line 1: Text field to add (your) company’s first address.
- Invoice Billed By Address line 2: Text field to add extra instructions regarding the company address.
- Invoice Billed By City: Text field to add (your) company’s city.
- Invoice Billed By Postcode / Zip: Text field to add (your) company’s address postcode.
- Invoice Billed By State / County: Text field to add (your) company’s state.
- Invoice Billed By Phone: Text field to add (your) company’s phone number.
- Invoice Billed By Email: Text field to add (your) company’s email address.
- Display SKU: Show SKU column in the invoice table (In inventory management, a stock keeping unit (SKU) is the unit of measure in which the stocks of a material are managed. Or to put it another way; is a distinct type of item for sale, purchased, or tracked in inventory, such as a product or service, and all attributes associated with the item type that distinguish it from other item types).
- Display MU (Measurement Unit): Show measurement unit column in the invoice table.
- Display TAX %: Show tax (either VAT or other taxes) column in the invoice table (A value-added tax (VAT), known in some countries as a goods and services tax (GST), is a type of tax that is assessed incrementally. It is levied on the price of a product or service at each stage of production, distribution, or sale to the end consumer. If the ultimate consumer is a business that collects and pays to the government VAT on its products or services, it can reclaim the tax paid. It is similar to, and is often compared with, a sales tax. VAT is an indirect tax because the person who ultimately bears the burden of the tax is not necessarily the same person as the one who pays the tax to the tax authorities).
- Price without Tax: Show price without tax column in the invoice table. (Price with Tax is mandatory in the table).
- Invoice Footer Content: Text field to customize the footer of the invoice (it can be either some disclaimer regarding regulations or even a motto/message of the company).
- Invoice Format: In which media file format the invoice will be generated (HTML or PDF).
- Invoice Page Format: In case the invoice will be printer, size format can be defined (A4, A5, Letter).
- Invoice Page CSS: Change the design of the invoice using CSS language (for advanced users).
- Send Invoices to Accounting: Enable option to send each generated invoice to the accounting department.
- Accounting Email Address: Add email address where the accounting department will receive the invoice.
- Enable Delivery Slips: Activate the option to generate delivery slips (useful for products and not services that are sent through a courier).
- Delivery Slip Format: In which media file format the delivery slip will be generated (HTML or PDF).
- Delivery Slip Width (mm): Define how wide in millimeters the delivery slip will be.
- Delivery Slip Page CSS: Change the design of the delivery slip using CSS language (for advanced users).
Reset Section Settings using the checkbox and Save Changes button in order to remove database entries.