Magento Open Source 2.1.x

Creating an Invoice

Creating an invoice for an order converts the temporary sales order into a permanent record of the order that cannot be canceled. 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 shipped after payment is received. However, if the method of payment is a purchase order, the order can be invoiced and shipped before payment is received. You can generate an invoice with a packing slipA document that is usually included in a shipped package that describes the contents. Packing slips do not include financial or account information., 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 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.

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

To invoice an order:

On the Admin sidebar, tap Sales. Then under Operations, choose Orders.

Find the order in the grid, and do the following:

In the Action column, click the View link.

In the upper-right corner, tap Invoice. The new invoice page looks similar to a completed order page, with additional fields that can be edited.

The Invoice button does not appear for orders placed with the “Authorize and Capture” payment action.

If the items are ready to ship, you can generate a packing slip for the shipment at the same time you create the invoice. To create a packing slip, do the following:

In the Shipping Information section, mark the Create Shipment checkbox. A shipment record will be created at the same time the invoice is generated.

Create Shipment

To include a tracking number, tap Add Tracking Number . Then, enter the following:

  • Carrier
  • Title
  • Number

If you need to generate a partial invoice, do the following:

In the Items to Invoice section, update the Qty to Invoice column to include only specific items on the invoice. Then, tap Update Qty’s.

Items to Invoice

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

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

Mark the Email Copy of Invoice checkbox.

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

When complete, tap Submit Invoice at the bottom of the page. The status of the order changes from "Pending" to "Complete."

Submit Invoice

Completed Invoice
To print the invoice:

At the top of the workspace, tap Print to generate a PDF of the invoice

Do one of the following:

  • Send the PDF invoice to a printer.
  • Save the PDF file.

To customize the default invoice, see: Preparing Your Invoice Logo.

Default PDF Invoice
  • Payment Actions

    Payment Action


    Capture Online

    Upon invoice submission, the system captures the payment from the third-party payment gateway. You have the ability to create a credit memo and void the invoice.

    Capture Offline

    Upon invoice submission, the system does not capture the payment. It is assumed that the payment is captured directly through the gateway, and you no longer have the option to capture this payment through Magento. You have the ability to create a credit memo, but you do not have the option to void the invoice. (Even though the order used an online payment, the invoice is essentially an offline invoice.)

    Not Capture

    When the invoice is submitted, the system does not capture the payment. It is assumed that you will capture the payment through Magento at a later date. There is a Capture button in the completed invoice. Before capturing, you are able to cancel the invoice. After capturing you are able to create a credit memo and void the invoice.

    Do not select Not Capture unless you are certain that you are going to capture the payment through Magento at a later date. You will not be able to create a credit memo until the payment has been captured using the Capture button.