Invoice an Order

An invoice is a record of the receipt of payment for an order. Creating an invoice for an order converts the temporary sales order into a permanent record of the order, which cannot be canceled. A new invoice page looks similar to a completed order page, with some additional fields that can be edited. Every activity that is related to an order is noted in the Comments section of the invoice.

Multiple invoices can be created for a single order, and each can include as many or as few of the purchased products that you specify. Invoices can be generated for a single order, or for a batch of orders. The payment method determines which invoicing options can be used for the order. For payment methods with Payment Action set to “Authorize and Capture,” the Invoice button does not appear.

Before an invoice can be printed, the invoice must first be generated for the order. To view or print the PDF, you must have a PDF reader. You can download Adobe Reader at no charge.

To invoice an order:

1.

On the Admin menu, select Sales > Orders.

2.

In the list, find the “Pending” order, and click to open the record.

3.

If the items are ready to ship, you can create a packing slip for the shipment with the invoice. To create a packing slip, do the following:

a.

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

b.

To include a tracking number, click the Add Tracking Number button and enter the Carrier, Title, and Number.

4.

To make a partial invoice scroll down to the Items to Invoice section, and enter the Qty to Invoice for each item.

5.

Under the Invoice History menu, in the Invoice Comments section, complete the comments as needed. Then, in the Invoice Totals section, select the Append Comments checkbox to add the comments to the invoice.

6.

Select the Email Copy of Invoice checkbox to send a copy of the invoice to your customer.

7.

Do one of the following:

• Click the Submit Invoice button to process the invoice and capture the sale.
• If your store requires that you ship before invoicing, click the Ship button, complete the shipping information and submit the shipment. When that is complete, you can finish the invoicing steps.

• 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 Not Capture unless you are certain that you are going to capture the payment through Magento at a later date. You will not be able to create a credit memo until the payment has been captured using the Capture button.