Shopping cart

Order Invoicing – Advance Invoicing and Accounting Documents

How to use the platform

The Advanced Invoicing module allows you to issue the following documents

  • Invoice for 1 order
  • Multi-invoice
    • One invoice for bulk invoicing of multiple orders of one customer.
    • For cases where you invoice the customers in question retrospectively, for example weekly or monthly.
  • Proforma invoice for 1 order
  • Credit note
    • Possibility to create a credit note for the whole order or only for certain items and the number of pieces of these items.
    • The amount to be refunded to the customer by the credit note can also be inserted in the next order that is not yet invoiced. The credit note is thus linked to the following invoice, where the deduction of items from the credit note is made.
    • The amounts for the items can be adjusted for the credit note.

New unified layout for document management

  • Search by document, invoice, order numbers.
  • Filtering by document type, issue date, currency, status, customer.
  • Export to CSV (for accounting).

Locking orders

  • After issuing an invoice for an order, the order is locked and it is not possible to change customer data or ordered items.
  • This prevents the order and its invoice from being changed after the invoice has been issued.
  • Locked orders can only be temporarily unlocked and changed for 5 minutes by an administrator who has been assigned the right to do so.

Administrator rights

You can set which groups of users (administrators) have the right to perform these actions.

Invoice
Which user group can issue classic invoices for 1 order.

MultiInvoice
Which user group can issue multi-invoices invoices.

Proforma
Which user group can issue a proforma invoice.

CreditNote
Which user group can issue credit notes.

BulkInvoice
What user group can bulk invoice marked orders.

MultiInvoice
Which user group can issue bulk invoices.

MultiInvoiceEdit
Which user group can modify an already issued multi-invoice.

OrderDocumentList
What user group can view and export a list of accounting documents (invoices, multi-invoices, proformas, credit notes)?

OrderTemporarilyUnlock
What user group can modify an open locked order (one that already has an invoice issued), and change the items or customer information in it.

Multi-Invoice Policy

Multi-invoice billing can be enabled and/or enforced for certain customers.

MultiInvoiceUserPolicy

  • Can be set to allow multi-invoice billing only to customers from specific customer groups.

MultiInvoiceRequiredUserPolicy

  • It can also be set as an additional option to invoice customers from certain groups exclusively with a multi-invoice and not with a classic invoice for one order.
  • If an order of a customer from this group is included in the multi-invoicing, a classic invoice will not be automatically issued for that order (1 invoice for 1 order). The invoicing will be skipped and the downloaded PDF will contain order summary page instead of the invoice.

Difference in the sequence of invoice numbering compared to the simple invoicing module

  • In the advanced invoicing module, the invoice and its number are created only when the invoice is issued.
    • This means that if an invoice for a newer order is issued first and then an invoice for an older order is issued second, the invoice for the older order will have a higher invoice number.
    • This avoids gaps in the invoice numbering sequence if an order is cancelled (before invoicing).
    • It is not possible to set the invoice number to be the same as the order number or to contain the same sequence.
  • For the Simple Invoicing module, the invoice number is assigned at the time the order is created. 
    • There is a problem of gaps in the invoice numbering sequence for cancelled orders.

Process of starting the module

  1. Turning off the Simple Invoicing module
  2. Answering points 1-6 (numbering, rights, policies for customer groups)
  3. Setting the format of numbering, rights, policies, sequences (next number)
  4. Turning on the Accounting Documents module

1. Invoice numbering

  • What should be the format of invoice numbering?
  • Examples
    • 202400001
    • F2400001
    • 241
  • 2024 or 24 will be filled automatically according to the current year.
  • 00001 is a sequence. The number of digits is arbitrary.
  • Any fixed text or numeric part can be set in the number. Usually it is a prefix or suffix.
  • Should the sequence be reset at the turn of the year and counted from scratch as 202500001 or not reset and continue as 202506789?
  • What number should the sequence start from now.

2. Multi-invoice numbering

  • A separate number sequence and/or a different number format may be maintained for multi-invoices than for invoices that relate to only one order.
  • If a different numbering and/or format needs to be set up, the same questions need to be answered as for the invoice numbering in the previous heading.
  • Or there may be only one numbering series common to both invoices and multi-invoices.

3. Numbering of correction documents

  • What should be the cislovani correction documents. Same rules as in question 1.
  • The correction document must have a different number format than the invoice. For example using some prefix/suffix. There cannot be 2 different documents with the same number.
  • Examples
    • 11202400001
    • 112400001
    • 11241
  • 2024 or 24 will be automatically filled in according to the year.
  • 00001 is a sequence. The number of digits is arbitrary.
  • The code can contain any fixed prefix or suffix.
  • Should the sequence be reset at the turn of the year and counted from zero again from the new year 11202500001 or not reset and continue as 11202506789?
  • What number should the sequence start from now?

4. Proforma invoice numbering

  • Same as for point 3.
  • Examples
    • 10202400001
    • 102400001
    • 10241
  • 2024 or 24 will be automatically filled in  according to the year.
  • 00001 is a sequence. The number of digits is arbitrary.
  • The code can contain any fixed prefix or suffix.
  • Should the sequence be reset at the turn of the year and counted from zero again from the new year 10202500001 or not reset and continue as 10202506789?
  • What number should the sequence start from now?

5. Setting admin rights

  • Invoice
  • MultiInvoice
  • Proforma
  • CreditNote
  • BulkInvoice
  • MultiInvoice
  • MultiInvoiceEdit
  • OrderDocumentListOrderTemporarilyUnlock
  • The default setting is unlimited for any administrator.
  • All permissions need to be established in the DB. Set by the developer.

6. Multi-invoice policy settings for customer groups


MultiInvoiceUserPolicy
From which customer groups can customers be invoiced by both traditional and multi-invoice?

MultiInvoiceRequiredUserPolicy
From which customer groups should customers be invoiced exclusively by multi-invoice? If a customer order from this group is included in a multi-invoice, a classic invoice will not automatically be issued for that order (1 invoice for 1 order).  The invoicing will be skipped and the downloaded PDF will contain order summary page instead of the invoice. 

  • The default is that no customer group can be issued a multi-invoice, and that no customer group requires exclusive multi-invoice billing.
  • All settings need to be set up in the DB. Set by the developer.

FAQ

If the single invoice module is disabled, will the invoices already issued by this module disappear?
No. The invoices already issued will remain fully available even after the single invoicing module is disabled.