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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 slip, and also print shipping labels from your carrier account. A single order can be divided into partial shipments that are invoiced separately, if necessary.

In the payment method configuration, setting the new order status to Processing will also make the Automatically Invoice All Items option available. 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.

Payment actions

Payment action Description
Capture Online When the invoice is submitted, 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 When the invoice is submitted, 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 the Not Capture option unless you are certain that you are going to capture the payment through Magento at a later date. You cannot create a credit memo until the payment has been captured using the Capture button.

Invoice an order

You must generate an invoice for an order before you can print it. To view or print the PDF, you must have a PDF reader. You can download Adobe Reader at no charge.

Step 1: Start the invoice for the order

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

  2. Find the sales order with the status of Processing in the grid and click View in the Action column.

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

    The Invoice option does not appear if the payment method is set to Authorize and Capture.

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

    Invoice Sales Order

Step 2: Generate a packing slip and set the amount

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

  1. In the Shipping Information section, select the Create Shipment checkbox.

    When this option is selected, the shipment record is created at the same time the invoice is generated.

    Create Shipment

  2. To include a tracking number, click Add Tracking Number and enter the tracking information (Carrier, Title, and Number).

  3. (Optional) To generate a partial invoice:

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

    Items to Invoice

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

Step 3: Set the notification options

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

  1. Select the Email Copy of Invoice checkbox.

  2. Enter any Invoice Comments.

  3. To include the comments in the notification email, select the Append Comments checkbox.

Step 4: Submit the invoice

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

Submit Invoice (online payment method)

Submit Invoice (offline payment method)

The status of the order changes from Pending to Complete.

Completed invoice