Managing Invoices by Customer

As invoices are associated to customers, the customer area of the Order Management Tool provides access to the invoice-specific functionality.

Enable Aggregated Invoices

Note:
This feature is only available for B2B customers.
  1. Search for the customer.
    For details, see Searching Customers.
  2. In the result list, click on the customer number you want to edit.
    This displays the customer detail page.
  3. Switch to the Customer data tab.
    This expands the customer data section.
  4. Click Edit.
  5. In the Common section, mark the checkbox Aggregate invoices and select an interval for the aggregation.
    You can choose either Daily, Weekly or Monthly.
  6. Click Save to persist the changes.

Accessing Customer Invoices

To access an invoice of a customer:
  1. Search for the customer.
    For details, see Searching Customers.
  2. In the result list, click on the customer number you want to edit.
    This displays the customer detail page.
  3. Click Invoices.
    This expands the invoice section, which lists the invoices, aggregated invoices, and credit notes.
  4. Click on the invoice number.
    This opens the invoice details. Invoice positions are clustered by orders and shipping buckets. There are charges on shipping bucket level as well as on order level.
    Figure 1. Invoice detail page
    Invoice detail page

Downloading Customer Invoices

To download an invoice document:
  1. Search for the customer.
    For details, see Searching Customers.
  2. In the result list, click on the customer number you want to edit.
    This displays the customer detail page.
  3. Click Invoices.
    This expands the invoice section, which lists the invoices, aggregated invoices, and credit notes.
  4. Click the Download icon next to the intended invoice.
    This prints the invoice into a PDF file and prompts you to download it.

Marking Customer Invoices as Paid

To mark an invoice as paid:
  1. Search for the customer.
    For details, see Searching Customers.
  2. In the result list, click on the customer number you want to edit.
    This displays the customer detail page.
  3. Click Invoices.
    This expands the invoice section, which lists the invoices, aggregated invoices, and credit notes.
  4. Click the icon next to the intended invoice.
    This opens the Incoming Payment dialog.
  5. In the Incoming Payment dialog, edit the data as necessary.
    Select at least a payment method and specify the paid amount. The default value is the complete invoice amount, which is also the maximum possible amount.
    Figure 2. Saving payment information
    Saving payment information
  6. Click Save.
    Otherwise, click Cancel to discard your settings.

Adding Credit Notes

In a number of situations, merchants credit a certain amount to customers' accounts, for example, in case of cancellations of already paid orders or to correct a mistake, like a too large invoice amount. To add a credit note to a customer's invoice:
  1. Search for the customer.
    For details, see Searching Customers.
  2. In the result list, click on the customer number you want to edit.
    This displays the customer detail page.
  3. Click Invoices.
    This expands the invoice section, which lists the invoices, aggregated invoices, and credit notes.
  4. Click the invoice number.
    This opens the invoice details.
  5. In the Positions tab, click Create credit note.
    This opens the credit note dialog. Credit note positions are clustered by orders and shipping buckets. There are charges on shipping bucket level as well as on order level.
    Figure 3. Adding a credit note
    Adding a credit note
  6. Specify the credit note details as necessary.
    Specify the credit amounts for the respective invoice positions (ordered product, delivery fee, etc.). Optionally, leave a comment.
  7. Select the checkbox to confirm your awareness that credit notes cannot be changed after saving.
    This enables the Save button.
  8. Click Save.
    Otherwise, click Cancel to discard your settings.