Invoicing

 Preamble and Important Information Concerning Invoicing
  • Invoices are legal documents. It is important to consult a certified public account concerning the legal notices that must be included in the header and footer of your invoices. This information can vary and depends on the status of your business or business sector.

  • If an invoice has been issued for an order, that order can no longer be modified or deleted. This is a legal obligation.

  • Invoice numbering is linear and incremental over time. This is also a legal obligation. You can choose the starting number for your first invoice when you enable invoicing.
 
 Objective

When an order is placed on your Actinic site, the system automatically generates an order slip.

You are free to create invoices with your own software, or via an application that is synchronized with your Actinic site. You can then send these invoices to your customers via a state of progress or print and insert them in the packages you send to your customers.

It is possible to generate invoices directly from your site's administration interface. This solution is especially useful if your activity is mainly online.

 
 Configuring Invoice Properties

To use Actinic invoices, you first need to configure and test the display of your invoices.

Click on the [Commerce\Order Tracking] menu, then on the [Invoice Properties] button.



Fill in the following fields:
  • Prefix: The alphanumeric prefix will be placed before the "incremental" part of the invoice.

    This field is not mandatory. It allows you separate your invoices by month or year, for example. This is possible using the #YEAR# and #MONTH# substitution tags, which will be dynamically replaced according to the date.

    Here's an example: #YEAR#-#MONTH#-
    This will generate an invoice ID that looks like this: 2010-04-000000001, for an invoice issued in April 2010.

  • Counter: The counter is strictly numeric and allows you to ensure the uniqueness of your invoice ID numbers.

    The value displayed corresponds to the value of the last invoice created. You cannot enter a number that is less than this value. The smallest authorized value for the first configuration is "0", which means that the first invoice ID number will be 1, or 000000001 after formatting.

    If you then generate invoices or store credits manually, you can readjust the counter index according to your needs.

  • Invoice Header: The invoice header is a mandatory field that must contain the #INVOICEID# substitution tag. This tag will be dynamically replaced by the invoice ID made up of the prefix (if entered) and the counter.

  • Invoice Footer: This zone is also mandatory and allows you to customize the invoice footer.
If your site is multi-lingual, make sure you customize the invoice headers and footers for each language that you use in your shop. You can access these zones using the "Additional" tab.

There are 3 different ways to define your invoice header and footer:
  • By clicking on the [Reset header with default template] icon. This button will generate a simple template that you can customize.

  • By creating or modifying the header using a rich text editor

  • By directly customizing the HTML code in the text entry zone. Attention: You must have the necessary HTML skills to customize these zones using this method.
 
 Preview Sample Invoice

Once the invoice properties have been configured and saved, you can preview a sample invoice.

By default, your last confirmed order is used for the preview. However, no invoices are actually generated during the preview. Therefore, the #INVOICEID# tag is NOT replaced by the invoice ID number for the preview and is displayed as is.

Once you are satisfied with the way your invoice looks, you can enable invoicing for your Actinic site.

 
 Enable Invoicing

In Order Tracking, click on the [Invoice Properties] button, check the box "Enable Invoice Generation" and save.

N.B.: Before activating invoice generation, you MUST first configure the invoice properties.

 
 Invoice Generation

Warning: Once an invoice is generated for an order:
  • There's no going back. The invoice ID has been assigned and cannot be cancelled or reused.
  • It is no longer possible to modify the contact information of the customer attached to the invoice.
Invoice generation is integrated into the states of progress of your orders. As a reminder, states of progress allow you to manage the different stages in the life of an order. More information about this subject is available in the following help topic: Order Tracking

When adding a new state of progress to an order, four check boxes are available:



  • The "Create Invoice" check box allows you to create the invoice for the order.

    Once the state of progress has been saved, you can access and print this invoice by clicking on its number in the "Invoice" column of the order tracking table in your administration space.



    Attention: This is not enough to give your customer access to this invoice.

  • The "Send an email notifying the user of the state of progress of their order" check box generates an email containing a link for your customers to easily access their order history and print their invoice.

    Note that if only this box is checked, the customer will not be able to view their invoice by going directly through the "Your Account" component on your site.

  • The "Publish this state of progress for the user" check box allows you to display this state of progress in the customer's order history.

    This way, when the customer logs in to their account, goes to order tracking and clicks on the [View Order History] icon for a given order, they will see the message for this state of progress and will have access to a [View Invoice] button allowing them to view and print the invoice.



    In general, we recommend checking the 3 boxes described above when you want to send an invoice to your customers.

  • The "Update the state of progress of the order" check box is for your internal use and allows you to manage your order tracking.

    The message associated to the state of progress can also contain the #INVOICEID# tag, which will then be replaced by the invoice ID in the message sent to your customers when the state of progress is updated.
 
 Volume

Invoices generated by the system are taken into account when calculating the disk space used by your site and can have an impact on your billing fees in the long term.

An Actinic invoice generally "weighs" about 10 to 20 Kb.

More details about volume allowances are available in the "Allowances and Options" tab of the following page: http://www.actinic.co.uk/online-ecommerce/pricing-plans.html
 

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