This document describes the initial setup and the final steps for processing a webshop order, with a focus on generating, printing, and sending the invoice. The starting point is a completed order that has been successfully processed up to the final step in the Pack&Ship application, packages have been registered with the carrier, and an invoice is finally generated. Through a combination of settings, it is possible to choose whether the webshop customer is saved on the invoice and whether the invoice is emailed to them.
Pack&Ship
After collecting and packing the ordered products, the order is prepared for shipment. This process is completed in the Pack&Ship application, where the reservation is checked, the goods are packed, and the shipment is registered with the carrier.
Generating and printing the invoice
Depending on the configuration in RetailVista ERP, an invoice can be automatically generated during the final stage of fulfilment. The same applies to printing the invoice. Both settings can be found under Settings -> Reservations section -> Pack&Ship tab.
Advanced setting for webshop: 'Use customer for invoice'
This setting determines whether the invoice is issued in the name of the customer or whether only a standard debtor is used. When this option is enabled, the system will automatically attempt to create, print, and email the invoice. The setting is located in the Advanced settings property of the webshop. This can be found in Webshop maintenance -> ‘Advanced’ tab. Behaviour can be configured differently per webshop. Setting InvoicePerCustomer=1 enables the use of the customer for invoices.
Checking normal debtor or fallback webshop debtor
If the customer does not have a valid debtor, a fallback debtor is used for each webshop order. Which debtor is used can be configured per webshop in Webshop maintenance -> Orders tab. A debtor is required to record the revenue. Without a fallback debtor, the process cannot continue.
For the (fallback) debtor, a preference for digital invoices can be specified. This determines whether an email will be sent for invoices of webshop orders. For all orders from customers who do not have a debtor in RetailVista ERP, the preferred digital delivery method of the fallback debtor is used. This allows each webshop to control whether an email should be sent to consumers, based on multiple fallback debtors.
The setting can be found in Debtor maintenance -> Digital tab:
The setting must be ‘Email’ or ‘EDI and email’. If the setting has a different value, the invoice will be printed. Additionally, if the invoice is to be sent by email, a valid email address must be available for the customer.
Used layouts
On the webshop maintenance page in RetailVista ERP, the invoice layouts to be used can be specified. Layouts can be set for orders including and excluding VAT. If no specific layout is configured for the webshop, the system will fall back to the general invoice layouts in the global settings. If no layouts are specified there for orders including or excluding VAT, the system will finally fall back to the default base invoice layout in the general settings.
General settings:
At debtor level, a specific layout can also be set per debtor. This layout takes priority over all other configured layouts. Use this only for exceptions.
