Orders – Documents
Page: Orders >> Orders >> [order] >> DocumentsFor each order, it is possible to generate various documents, such as invoices, packing slips, and credit notes. The Documents tab becomes active when you are not in Edit mode for an order. The number shown in brackets after Documents shows the number of documents which have been created for the current order.The table on this page lists all the documents that you have created for the current order. The symbols have the following meanings:Table 120: icons for order documents
Icon Description![]()
Document is active and can be processed![]()
Document is finalised and can no longer be edited
To open the details of a document, click the type.As soon as you finalise a document, the date of finalisation is displayed in the last table column.To open a print view for the document, click the print symbolin the last column.
If you would like to generate a new document, select the type from the drop-down menu below the table and click Save.To delete a document, proceed as described in Deleting entries, above. You can only delete documents which have not been finalised.All documents are constructed and processed in a similar manner. The similarities are shown using the example of an invoice in Figure 28. Specific details will be illustrated later.Every document contains address information and order information as well as function fields:
Figure 28: invoice viewVarious numbers and date entries must be entered for each document type. To enter dates, use the calendar function; see Date entry fields, above. Always click Save after entering the document number and date. Otherwise, the current data will not be applied in the print view.The quantity values can be adjusted to fit the individual order positions. Enter the relevant quantity. You can create a notice for the customer in connection with the current document in the Customer notice text field.Save your entries by clicking Save. Totals in the document are updated.If a position number is marked with an asterisk (*), this means that this product is contained in at least one other document of the same type.Use theicon to delete individual positions from the list. The position will be deleted from the document without deletion confirmation.
ClickingPrint view displays the print view of the document. In the print preview, additional customer information is displayed below the customer address. This is information that the customer has entered in My Account.
If you would like to save your documents so that they cannot be changed, you can use the Finalise function. After clicking Finalise, documents can still be displayed and printed but they can no longer be edited or deleted. In this way after finalising the corresponding process, you can save all of your documents in the system in a tamper-proof state. You will have to create new documents for possible amendments and corrections.Take note of the following information when working with order documents:
- Finalised documents cannot be selected and therefore cannot be deleted.
- Changes in amount or deleting positions affects the document but not the order itself.
- Changes in the order only affect documents that are created after the changes have been made. Documents that were created before the changes were made remain unchanged.
- Changes made to quantities in the documents do not affect inventory levels.
Note: When printing via the browser, depending on the browser settings, disruptive headers and footers (such as page number, Internet address, date) may also be printed. You can change these settings. For Internet Explorer, click File >> Page Setup in the menu bar. This has a Header and Footer section. The values entered here are printed on every page printed via the browser. If you do not wish to print any of this information, simply delete the entries in the two fields.