DocumentationCommerceStores and Purchase Experience

Invoices

Last update: Mon Nov 25 2024 00:00:00 GMT+0000 (Coordinated Universal Time)

CREATED FOR:

  • Beginner
  • Intermediate
  • Admin
  • User

An invoice is a record of the record of payment for an order. Multiple invoices can be created for a single order, and each can include as many or as few of the purchased products that you specify. You can also create print-ready PDF invoices as sales documents for your customers.

On the Admin sidebar, go to Sales > Operations > Invoices to open the Invoices grid and access your created invoices.

Invoices grid {width="700" modal="regular"}

Column descriptions

Column
Description
Select
Select the checkboxes for the quotes to be subject to an action, or use the selection control in the column header. Options: Select All / Deselect All
Invoice
A unique numeric identifier that is assigned when an invoice is submitted from the Admin. When viewing the invoice detail, this number appears at the top of the page, instead of the quote name.
Invoice Date
The date and time the administrator first submitted the invoice.
Order#
A unique numeric identifier that is assigned when an order is placed by a buyer. When viewing the invoice details, this number appears as a link in the Order & Account Information block.
Order Date
The date and time the customer first successfully placed an order.
Bill-to Name
The name of the person who is responsible to pay for the order.
Status
Indicates the current state of an invoice. The status can be changed only by action on the part of either the buyer or seller.
Grand Total (Base)
The total price of products to be purchased. The total amount appears in the base currency of the website and in the currency of the storefront.
Grand Total (purchase)
The grand total of products purchased in the order. The total amount appears in the base currency of the website and in the currency of the storefront.
Purchased From
The website/store/store view from which the invoice was created.
Billing Address
The billing address of the customer who placed the order.
Shipping Address
The address where the order is to be shipped.
Customer Name
The first and last name of the customer receiving the invoice.
Email
The email address of the customer receiving the invoice.
Customer Group
The customer group assigned to customer receiving the invoice.
Payment Method
The method of payment to be used for the payment.
Shipping Information
The method to be used to ship the order.
Subtotal
The order subtotal, without shipping and handling, and tax.
Shipping and Handling
The amount charged for shipping and handling.
Action
View - opens the invoice in edit mode.

Create an invoice

Creating an invoice for an order moves it to a state in which it cannot be canceled or changed. A new invoice page looks similar to a completed order, with some additional fields. Every activity that is related to an order is noted in the Comments section of the invoice.

Normally, orders are invoiced and captured when the shipping process starts. If the method of payment is a purchase order, or if the payment action is set to Authorize and Capture, the order is invoiced and payment is captured during checkout. You can generate an invoice with a packing slip, and also print shipping labels from your carrier account. A single order can be divided into partial shipments, which are invoiced separately, if necessary.

When the state of new orders is set to Processing, the option to Automatically Invoice All Items becomes available in the configuration. Some credit card payment methods complete the invoicing step as part of the process when the payment action is set to Authorize and Capture. In such a case, the Invoice button does not appear, and the order is ready to ship.

NOTE
Invoices are not created automatically for orders placed by using Gift Card, Store Credit, Reward Points, or other offline payment methods.

An invoice for the order must be generated before it can be printed. To view or print the PDF, first download and install a PDF reader such as Adobe Acrobat Reader.

To invoice an order:

  1. On the Admin sidebar, go to Sales > Operations > Orders.

  2. Find the sales order with the status of Processing in the grid. Then, do the following:

  3. In the Action column, click View.

  4. In the header of the sales order, choose the Invoice option.

    note note
    NOTE
    The Invoice option does not appear when the payment action for your specific payment method is set to Authorize and Capture, which auto-generates an invoice. This is also the case if the order is placed and the payment action for your payment method is set to Authorize and the order is invoiced.

    Invoice Sales Order {width="700" modal="regular"}

    The new invoice page looks similar to a completed order page, with additional fields that can be edited.

  5. If the items are ready to ship, generate a packing slip for the shipment at the same time that you create the invoice:

    • In the Shipping Information section, click the Create Shipment checkbox to select it.

      The shipment record is created at the same time that the invoice is generated.

    • Include a tracking number:

      • Click Add Tracking Number.
      • Enter the tracking information: Carrier, Title, and Number

      Create a Fedex shipment {width="600" modal="regular"}

    • Optionally, generate a partial invoice:

      • In the Items to Invoice section, update the Qty to Invoice column to include only specific items on the invoice.

      • Then, click Update Qty’s.

        Items to Invoice {width="600" modal="regular"}

  6. If an online payment method was used for the order, set Amount to the appropriate option.

  7. To notify customers by email when the invoice is generated, do the following:

    • Select the Email Copy of Invoice checkbox.

    • Enter any Invoice Comments. To include the comments in the notification email, mark the Append Comments checkbox.

  8. When complete, click Submit Invoice at the bottom of the page.

    Online payment method:

    Submit Invoice - online payment method {width="600" modal="regular"}

    Offline payment method:

    Submit Invoice - offline payment method) {width="600" modal="regular"}

    The status of the order changes from Pending to Complete.

    Completed invoice summary {width="600" modal="regular"}

Invoices can be printed individually or as a batch. However, before an invoice can be printed, it must first be generated for the order. You can upload a high-resolution logo for a print-ready PDF invoice, and include the Order ID in the header. To customize the invoice template with your logo and address, see PDF Logo Requirements.

NOTE
To view or print the PDF, you must have a PDF reader. You can download [Adobe Reader][1] at no charge.

  1. On the Admin sidebar, go to Sales > Operations > Invoices.

  2. In the Invoices grid, locate the invoice and click View in the Action column.

  3. At the top of the invoice, click Print to generate a PDF of the invoice.

  4. Save the generated PDF to a file or print it.

  1. On the Admin sidebar, go to Sales > Operations > Invoices.

  2. In the Invoices grid, select the checkbox for each invoice to be printed.

  3. Set the Actions control to PDF Invoices.

    Print multiple invoices {width="600" modal="regular"}

The invoices are saved in a single PDF file that can be sent to a printer or saved.

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