Invoice Tab

StoreCenter Help : Stores, Microstores and Storefronts : Setting up a Store : Invoice Tab

Invoice Tab

A PDF invoice consisting of one or more pages, which includes the billing address, shipping address, a list of the order items and the total order value, can be generated automatically for all orders. The shopper receives an e-mail notification when the order is shipped, with a link to the order details page where the invoice can be downloaded via a link in the top right corner. The invoice is available when all the order items have been shipped.

Figure 7.65: A default invoice layout (A4)


1 Header (with rounded corners) 2 Order items table 3 Totals

On the Invoice tab you can specify whether you want invoices to be generated or not, and whether the default invoice format is to be used or a customized format:

Generate Invoice

•Never: No invoices are generated.

•When billable to user: An invoice is only generated if the user actually has to pay for the order, not the user’s company.

•Always: An invoice is generated for all orders.

PDF Invoice Layout

•A4 Size Default Layout: A4 size invoices are generated based on a default template that uses your logo and the color scheme you specified for your storefront; you can fine-tune some of the default settings .

•Letter Size Default Layout: The same as the previous option but with Letter paper size.

•Custom Layout: the pages of the invoice are generated based on your PDF Form templates; these PDF Form documents use variables that retrieve the necessary information from the system in order to create the invoice.

Select an option to display the layout settings that you can set for the invoice.

Click the Invoice Preview button to see a sample invoice.

Text Form Fields

Choose a font family for all the text on the invoice. Special fonts are added for the languages Japan, Korean, Chinese-Simplified and Chinese-Traditional:

•Japanese fonts: HeiseiMin-W3, HeiseiKakuGo-W5 and KozMinPro-Regular

•Korean fonts: HYGoThic-Medium, HYSMyeongJo-Medium and HYSMyeongJoStd-Medium

•Chinese-Simplified fonts: STSong-Light and STSongStd-Light

•Chinese-Traditional fonts: MHei-Medium, MSung-Light and MSungStd-Light

Frame Form Fields

Switch rounded corners on/off for all table borders; set the border width for the header table and order items table.

Date

Choose a Short, Medium or Long date format for the invoice date.

Table Layout

Format the header, order items table and totals.

PDF Form Templates

(Only for Custom Layout) Select PDF Form documents that you want to use as templates for your invoice:

•First Page: This template is used for the first page of your invoice. The same template is used for continuing pages (e.g. if the list of order items is long) if no template has been selected for Additional Pages.

•Additional Pages: This template is used for continuing pages.

•Last Page: Use if your invoice needs to include additional information, e.g. Terms and Conditions

NOTE: Each PDF must be maximum 1 page.

How to create a Custom PDF Invoice

Custom PDF invoices are based on PDF Forms that you need to create and upload to the system. PDF Forms are interactive PDF documents that include fields that can be filled with variable data. These fields are filled automatically with data which is retrieved from the StoreFront system. Sample documents can be found in the StoreFront Starter Kit which you can download from ApogeeNetwork.

Figure 7.66: PDF Form with StoreFront variables

Step 1: Create the invoice layout

Create the layout of your invoice in your favorite design software, e.g. Adobe InDesign, with all the static elements such as the company logo, colored panels, etc. The document will typically consist of 3 pages: the first page, the second page for all continuing pages (to accommodate long lists of order items), and the last page for static text such as the Terms & Conditions. You can use the sample documents in the Starter Kit to get started.

Step 2: Add text fields

Add form text fields for all the variable content that needs to be retrieved from the system. In InDesign, choose Window > Interactive > Buttons and Forms. Leave the text fields empty but use the StoreFront variable codes for the text field name. This controls how the content is retrieved: for example, invoice no., invoice date, order items etc. See “StoreFront Variables for Custom Invoices” for a list of the variables that you can use.

NOTE: You can also add the form text fields to your layout in Acrobat Pro.

Step 3: Export individual pages

When you are happy with your invoice layout, export each page of the document as individual PDFs. In InDesign, make sure you select Adobe PDF (Interactive) as file type to retain the interactive functionality of a PDF Form.

Step 4: Fine-tune the PDF Form

If any of the variables need to be right-aligned, open your PDFs in Acrobat Pro. With the Forms tool open, select the text frame that you want to right-align and set the Alignment option in the Options tab to Right. Save your PDFs.

Step 5: Upload the PDF Forms in StoreCenter

In StoreCenter, go to Stores > Invoice and select Custom Layout. In the PDF Form Templates panel, browse to your PDF Form documents to upload them to the system.

StoreFront Variables for Custom Invoices

The following variables can be used for PDF Form fields.

Variable name	Description	example
Variables on Store level
ASF_STORE_NAME	Store Name	SunDiver
ASF_STORE_LOGO	Store Logo - The logo will be scaled proportionally to fit in the frame. Note: see further down for modifiers
Page specific variables
ASF_PAGENR	Page number of the current page	2
ASF_PAGENR_NRPAGES	Combination of page number and the number of pages in the invoice	2-7
General variables on Invoice level
ASF_INVOICE_TITLE	Label	Invoice
ASF_INVOICE_NR_TITLE	Title of Order ID	Invoice Number
ASF_INVOICE_NR	Invoice ID	00003
ASF_INVOICE_DATE_TITLE		Invoice Date
ASF_INVOICE_DATE	Date on which the invoice has been made.
ASF_CUSTOMER_REFERENCE_TITLE	Label	Customer Ref.
ASF_CUSTOMER_REFERENCE	Reference as given by the customer
Variables on Billing Entity
ASF_BILLING_TITLE	Label	Billing Address
ASF_BILLING_COMPANY_NAME	Company Name (if applicable)
ASF_BILLING_ADDRESSLINE1
ASF_BILLING_ADDRESSLINE2
ASF_BILLING_ADDRESSLINES	Combines both address lines in a single variable to avoid empty lines
ASF_BILLING_COUNTRY
ASF_BILLING_CITY
ASF_BILLING_POSTALCODE
ASF_BILLING_COMPANY_VAT_TITLE	Label	VAT Number
ASF_BILLING_COMPANY_VAT	VAT Number
ASF_BILING_COMPANY_MIS_ID	MIS Id of Company to be billed
ASF_COMPANY_MIS_ID	Idem as ASF_BILING_COMPANY_MIS_ID
ASF_BILLING_NAME	Name of the person to be billed
ASF_BILLING_NAMES	Company Name, Tax Number and Person Name combined
ASF_BILLING_ADDRESS	Address of the person to be billed (including address, zip + city, country)
ASF_BILLING_NAMES_ADDRESS	Names, Tax Number and Address combined
ASF_BILLING_NAMES_ADDRESS_METHOD	Names, Tax Number, Address and Payment Method combined
ASF_BILLING_COORDINATES	Coordinates of the person to be billed (can including phone, e-mail)
ASF_BILLING_METHOD	Line that describes the billing method	Via PayPal
ASF_BILLING_DATA	All of the above (similar to HTML)
Variables on Shipment Entity
ASF_SHIPMENT_TITLE	Label	Shipment Address
ASF_SHIPMENT_COMPANY_NAME	Company Name
ASF_SHIPMENT_ADDRESSLINE1
ASF_SHIPMENT_ADDRESSLINE2
ASF_SHIPMENT_ADDRESSLINES	Combines both address lines in a single variable to avoid empty lines
ASF_SHIPMENT_COUNTRY
ASF_SHIPMENT_CITY
ASF_SHIPMENT_POSTALCODE
ASF_SHIPMENT_NAME	Name of the person used for shipment
ASF_SHIPMENT_NAMES	Company Name and Person Name combined
ASF_SHIPMENT_ADDRESS	Shipment Address (including address, zip + city, country)
ASF_SHIPMENT_NAMES_ADDRESS	Names and Address combined
ASF_SHIPMENT_NAMES_ADDRESS_METHOD	Names, Address and Method
ASF_SHIPMENT_COORDINATES	Coordinates of the person used for shipment (can including. phone, e-mail)
ASF_SHIPMENT_METHOD	Line that describes the shipment method
ASF_SHIPMENT_DATA	All of the above (similar to HTML)
Extra variables on Shipment and Billing level*
ASF_DATA1_TITLE	Label
ASF_DATA1	ASF_BILLING_DATA or ASF_SHIPMENT_DATA or empty
ASF_DATA1_NAMES_ADDRESS	Names and Address
ASF_DATA1_NAMES_ADDRESS_METHOD	Names, Address and Method
ASF_DATA1_METHOD	Method
ASF_DATA2_TITLE	Label
ASF_DATA2	ASF_BILLING_DATA or empty
ASF_DATA2_NAMES_ADDRESS	Names and Address
ASF_DATA2_NAMES_ADDRESS_METHOD	Names, Address and Method
ASF_DATA2_METHOD	Method
ASF_SHIPMENT_COMPANY_VAT_TITLE	Label
ASF_SHIPMENT_COMPANY_VAT	Tax value Delivery Address
Variables on Order level
ASF_ORDER_NR	Order ID	256897
ASF_ORDER_NR_TITLE	Order title ID	256897
ASF_ORDER_STATUS_TITLE	Label	Order Status
ASF_ORDER_STATUS	Status of the order	Shipped
ASF_ORDER_USER_NAME_TITLE	Label	Ordered by
ASF_ORDER_USER_NAME	Name of the person that submitted the order
ASF_ORDER_USER_EMAIL_TITLE	Label	E-mail Address
ASF_ORDER_USER_EMAIL	E-mail of the person that submitted the order
ASF_ORDER_USER_PHONE_TITLE	Label	Phone
ASF_ORDER_USER_PHONE	Phone number of the person that submitted the order
ASF_ORDER_USER_FAX_TITLE	Label	Fax
ASF_ORDER_USER_FAX	Fax number of the person that submitted the order
ASF_ORDER_USER_MIS_ID	MIS ID of the user
ASF_ USER_MIS_ID	Idem as ASF_ORDER_USER_MIS_ID
ASF_ORDER_DATE_TITLE	Label	Ordered on
ASF_ORDER_DATE	Date on which the order has been submitted
Variable for Invoice Lines**
ASF_ORDER_ITEMS	Frame that contains the Order Header (if configured in StoreCenter) and the Order Lines. Note: there can only be one such field per page (if there are more, the first container encountered will be used

* If both Shipment and Billing data are available for the invoice, they each can be put in a separate entry (in our standard template, the Shipment Data are typically put on the left side whereas the Billing Data are put on the right side). If, for some reason, the Shipment Data are not available (because no shipment has been specified), one might want to put the BillingData in the box of the Shipment Data and leave the box that was normally used for the Billing Data blank. This functionality can be realized by using the ASF_DATA1 and ASF_DATA2 variables. ASF_DATA1 will refer to the Shipment Data if they are available, otherwise it will refer to the Billing Data. ASF_DATA2 will refer to the Billing Data (if the Shipment Data are available), otherwise they will be blank.

** The ASF_ORDER_ITEMS frames will be used for outputting the invoice lines. How this will be done exactly, can be parameterized by a number of extra formatting parameters (to be completed). These include:

•Setting to generate Order Header: can be switched off. In this case, the invoice template designer can choose to put this information in other frames (see ASF_ORDER_... fields)

•Enable/disable columns and indicate spacing (in percentages)

•Use frames (boxes) for Order Items

•Use frames (boxing) for Order Totals

•Font family/point size to be used...

Text field modifiers that can be used in a custom invoice

All text form fields take over the properties as defined in the PDF forms (such as color, point size, multi-line, alignment etc.). The font selection, however, are overruled by StoreFront. In StoreCenter, it is possible to choose a font family. By default, the font to be used is the normal or regular font of the font family. To use the bold, bold-italic or italic font, you need to apply a modifier to the variable name. Here are a few examples:

•ASF_SHIPMENT_METHOD:BOLD

•ASF_SHIPMENT_METHOD:ITALIC

•ASF_SHIPMENT_METHOD:BOLDITALIC

If you do not want to use the fonts specified by the font family, you can revert to the original font by using the “ORIGINAL” modifier. Example:

ASF_SHIPMENT_METHOD:ORIGINAL

Date field modifiers that can be used in a custom invoice

The variables denoting dates (such as ASF_ORDER_DATE and ASF_INVOICE_DATE) can have special modifiers:

Modifier	Description	Example
+[integer]	Indicates an offset in days that will be added to the date. Used to calculate a date on which the invoice must be paid	ASF_INVOICE_DATE:+60
SHORT	Short date formatting
MEDIUM	Medium date formatting
LONG	Long date formatting

Image field modifiers that can be used in a custom invoice

Currently only applicable for ASF_STORE_LOGO

Images are always scaled so that either the width or the height takes the full available space. In addition to this rule, the image will be further aligned according to the following modifiers:

Modifier	Description	Example
TOP	Align image to the top. This is the default setting.
MIDV	Center the image vertically
BOTTOM	Align the image to the top
LEFT	Align the image to the left. This is the default setting.
MIDH	Center the image horizontally
RIGHT	Align image to the right

Use one of TOP/MIDV/BOTTOM only; use one of LEFT/MIDH/RIGHT only. Example: ASF_STORE_LOGO:MIDH:MIDV will center the image.

Frame fields and frame field modifiers that can be used in a custom invoice

It is possible to draw rectangles around frames with the same formatting as specified in StoreCenter.

Variable	Description	Remark
ASF_FRAME
ASF_BILLING_FRAME	Similar as ASF_FRAME	Will only be shown if there is billing information
ASF_SHIPMENT_FRAME	Similar as ASF_FRAME	Will only be shown if there is shipping information
ASF_DATA1_FRAME	Similar as ASF_FRAME	Will only be shown if there is DATA1 information (see higher for the meaning of DATA1
ASF_DATA2_FRAME	Similar as ASF_FRAME	Will only be shown if there is DATA2 information (see higher for the meaning of DATA2)

The following modifiers are available:

Modifier	Description	Example
ROUNDED	Use rounded corners
RECTANGULAR	Use rectangular corners
THICK	Use the thick lines (thickness specified in StoreCenter variable)
THIN	Use thin lines
COLOR	Use the primary color instead of black
BLACK	Use black for the frame

Examples:

ASF_FRAME:THICK:ROUNDED:COLOR

ASF_FRAME:ROUNDED

Special fields that can be used in a custom invoice

Field	Description	Remark
ASF_VALUE[a-zA-Z0-9]	Displays the default value in the PDF template (that is: the value is not replaced!)	The font that is used before is determined as with the other form fields (if text modifiers are used, it is possible to change the font).
ASF_CUSTOM[0-9]_TITLE	Custom field title, e.g. ASF_CUSTOM2_TITLE	Not yet supported server-side
ASF_CUSTOM[0-9]	Custom field, e.g. ASF_CUSTOM2	Not yet supported server-side
ASF_MACRO[a-zA-Z0-9]	Similar to ASF_VALUE* above, but the default value can contain variables that will be expanded. The variables must be enclosed by # characters.	Examples: “#ASF_BILLING_NAMES#” or “#ASF_BILLING_ADDRESS#”

NOTE: The date and page numbering variables are not supported in the ASF_MACRO fields.

Table 7.2 Form text field with ASF_MACRO combining ASF_BILLING_NAMES and ASF_BILLING_ADDRESS

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