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.
On the Admin sidebar, tap Sales. Then under Operations, choose Orders.
Find the sales order with the status of “Processing” in the grid. Then, do the following:
In the Action column, click the View link.
In the header of the sales order, choose the Invoice option. The new invoice page looks similar to a completed order page, with additional fields that can be edited.
The Invoice option does not appear if the payment method is set to “Authorize and Capture.”
Invoice Sales Order
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.
To include a tracking number, tap Add Tracking Number . Then, enter the following:
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.
Submit Invoice (Online Payment Method)
Submit Invoice (Offline Payment Method)
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:
Default PDF Invoice
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