Invoices for manual orders

The invoice belongs to the sale. It shows the fiscal or commercial document associated with the order.

An invoice is not an AWB. An order can have an invoice without already being shipped.

For manual orders, the external invoice and reverse invoice can be uploaded as PDF files from the order detail. After upload, the documents can be downloaded or deleted if the user has edit permission.

It is recommended to upload the initial invoice before sending the order to picking. This keeps the documents ready at packing and prevents the order from stopping for administrative completion.

Where It Appears

In the order detail, the invoice area may show:

• whether the invoice was generated;
• invoice number;
• invoice date;
• last print date, when available;
• download button, when a link exists;
• reverse invoice number, if it was uploaded;
• reverse invoice date and last print, when available;
• download button for the reverse invoice, if a document exists.

For a manual order, if the invoice area has no data, WMS does not yet have invoice information for that order.

Uploading The External Invoice

The add external invoice button appears when the order does not already have an invoice.

To upload it:

1. Open the correct order.
2. Use the add external invoice action.
3. Enter the invoice number.
4. Upload the invoice PDF.
5. Save.

WMS converts the invoice number to uppercase and saves it on the order.

Uploading The Reverse Invoice

The reverse invoice can be uploaded only after the order has an initial invoice.

To upload it:

1. Check that the initial invoice exists on the order.
2. Use the add reverse invoice action.
3. Enter the reverse invoice number.
4. Upload the reverse invoice PDF.
5. Save.

WMS saves the reverse invoice separately from the initial invoice, so both documents can be checked and downloaded.

Downloading Invoices

If the invoice has an available document, the Download invoice button opens the document.

If a reverse invoice exists, the Download reverse invoice button opens the reverse document.

When downloading, WMS checks that the document belongs to the order and updates print information when applicable.

Deleting Invoices

The external invoice and reverse invoice can be deleted from the order detail when they exist on the order.

When deleting, WMS:

• asks for confirmation;
• checks the order version, so it does not delete over a change made meanwhile;
• removes the invoice data from the order;
• deletes the PDF from storage if the document was uploaded in WMS;
• adds an entry to the order history.

After deletion, check the order again before sending it to picking or packing.

Limits For Manual Invoices

• You cannot upload an external invoice if an invoice already exists on the order.
• You cannot upload a reverse invoice if there is no initial invoice.
• You cannot upload a second reverse invoice if one already exists.
• The file must be a PDF.
• The default file limit is 10 MB, unless the server is configured differently.
• The PDF must be valid.
• Protected, unusual, or risky PDFs are refused.
• The file is checked before saving.
• If another user changes the same order meanwhile, reopen the order and repeat the action.

Common Problems

Situation	What To Check
The invoice does not appear	Invoice information does not yet exist on the order.
The invoice link is missing	The invoice may have partial data but no download address.
The add invoice button does not appear	The order already has an invoice or the user does not have edit permission.
Reverse invoice cannot be added	The order has no initial invoice or already has a reverse invoice.
The PDF is not saved	The file is not a valid PDF, is too large, is protected, or fails the safety check.
The invoice cannot be deleted	The order does not have that invoice or the order was changed meanwhile.

Simple Rules

• An invoice does not automatically mean the parcel left the warehouse.
• Do not upload PDFs received from unsafe sources.
• Do not upload invoices to an order before checking the order.
• Do not treat the invoice as available if it does not appear on the order.
• For manual orders, upload the initial invoice before picking when the document is available.