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Invoices

In plentymarkets, you can generate invoices as PDf files, for example if you want to print them or send them to your customers as an email attachment.
Depending on the country of delivery and the location of your business, invoices are subject to different legal requirements. Familiarise yourself with these requirements and make sure that all required invoice data is displayed on your invoice.

1. Setting up a document template for invoices

Before generating invoices, you have to set up a document template. Go to Setup » Client » Select client » Locations » Select location » Invoice to set up these documents.
Further information and instructions on setting up the document template are available on the Order documents page of the manual.

Displaying Payment due and early payment discount on the invoice

In order for information about value date, payment due and early payment discount to be displayed on invoices, these options have to be activated when setting up the document template for invoices.

2. Generating a single invoice

In plentymarkets, you can manually generate a single invoice for an order in the Edit orders menu.

Generatung a single invoice:

  1. Go to Orders » Edit orders.
    → The order overview opens.

  2. Use the filters to search () for the order for which you want to generate an invoice.

  3. Open the required order.

  4. Go to the Receipts tab.

  5. Select the document Invoice from the Create receipt drop-down list.

  6. Carry out the settings according to Table 1.

  7. Save () the settings to generate the invoice.
    → A PDF file of the just generated invoice opens.

Table 1. Settings for invoices in Create receipt menu.
Setting Explanation

Date

Enter a date to be displayed on the invoice. The present date is set by default.

Value date/payment due/early payment discount

Select by choosing YES or NO whether value date, payment due or early payment discount are displayed on the invoice.
Note: In order for these information to be displayed correctly on the invoice, they have to be deposited for the corresponding customer in the Account area in the CRM » Contacts menu.

Payment due date

If this information is not already deposited in the customer data, enter a number of days in this field to define the payment due date which is displayed on the invoice.

Early payment discount from X % if paid within X days

If this information is not already deposited in the customer data, enter a percentage and a number of days in these fields to define the early payment discount conditions.

Book outgoing items

Select by choosing YES or NO whether outgoing items should be booked when the invoice is created.

Change order status to status

Choose an order status to which the order is to be changed after the invoice is created. If you don’t want the order status to change, select No change .

Comment

The text entered here is displayed below the order items. The entry of a text is optional.

Locked orders

After an invoice is created, the corresponding order is automatically locked. This means that editing options are limited, for example no order items can be added any more. If required you can create a reversal document for the invoice.

3. Generating multiple invoices

If you want to generate several invoices at once, use the search filters in the Orders » Fulfilment menu to determine the orders for which invoices are to be generated. In addition, you can determine whether a status change should take place after the invoices have been generated.

Generating multiple invoices:

  1. Go to Orders » Fulfillment » Generate invoices.

  2. Carry out the settings according to Table 2.
    Note that the settings comprise Search filters as well as Procedures.

  3. Click on the gear-wheel () to generate the invoices.
    → A PDF file containing the invoices for the previously selected orders opens.

Table 2. Options for Generating invoices
Setting Explanation

Order status

Select the status of the orders for which invoices are to be generated from the drop-down list.
Note: If you search for orders with the status Outgoing items booked (status 7), all orders for which the outgoing items were booked today, on the current date, are filtered in the background. The hint Outgoing items: TODAY is displayed to clarify this.

Owner

Select the owner of the orders from the drop-down list for which the invoices are to be be generated. Select ALL if invoices are to be generated for all owners.

Location

Select a location from the drop-down list for which the invoices should be generated.

Warehouse

From the drop-down list, select one of the warehouses or select the option ALL.

Customer class

Select the customer class of the orders from the drop-down list for which the invoices are to be be generated. Select ALL if invoices are to be generated for all customer classes.

Payment method

From the drop down list, select a payment method or select the option ALL.

Sorting

Determine how the generated invoices are sorted. The options Order ID, Customer ID and Item ID are available for different sorting methods.

Limit

Determine the maximum number of invoices generated at once. The maximum is 200.

Invoice date (Procedure)

Select a date from the calendar which is to appear as the invoice date on the invoices.

Change order status (Procedure)

Choose an order status to which the orders are to be changed after the invoices are created.
The status change is an important tool to make sure that the process is not carried out twice for orders that have already been processed.

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