How to create invoice corrections for shopware 5 without overwrites!

11.05.2020
by Meike Müller
Shopware
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As a certified Shopware agency we would like to help you with useful tips & tricks to bring your online store to a new level. If you need help with your Shopware online store or if you have further questions - feel free to contact us! And now have fun with our short explanation how you can create a Shopware invoice correction without overwriting:

1. FOLLOWING CASE:

 
  1. Customer buys 3 items -> gets an invoice (RNr. 123) & has paid

  2. Customer retouns 2 items -> customer gets a cancellation invoice or credit note for the total invoice.

  3. We take out the one item and create a new invoice under the order details -> domuments.

2. NOW COMES THE ERROR:

Shopware creates an override of RNr. 123 and thus deletes the old invoice.
This is not allowed from an accounting point of view. A new document should be created with the RNr. 124.

3. THE SOLUTION:

You create a 1:1 copy of the normal invoice under Basic settings -> PDF document creation "Invoice correction".

Shopware then offers you this as a new document within the order details and no longer overwrites 
the actual invoice. The financial accounting should then be able to work with it.

Documents in Shopware

Under the Documents tab, different documents can be created in Shopware. A simple invoice is created as soon as you click on "Create document". This is created with a consecutive number from a previously defined number range. A delivery bill is created in exactly the same way as the invoice. Cancellation invoices, in comparison to the previous two documents, do not have a number range. To create them, you must specify the number of the invoice to be cancelled in the "Invoice number" field to assign the cancellation invoice label to the PDF document and refer to the previously created invoice. You can also edit your previously created documents later. Please note, however, that invoices that are subsequently changed may cause tax problems.

How do I customize a document in Shopware?

Again, go to Settings → Basic Settings → Shop Settings → PDF Document Creation. This will take you to the overview of all documents. All components of an invoice or a delivery bill can be changed or customized directly here. To get to the detailed view of the desired document, select it and click on "edit". The various elements can now be selected from the drop-down menu and edited. This is now done using the editor. Further modification options via the invoice and delivery note template are possible via the FTP server in the directory /themes/Frontend/Bare/documents . To edit the files, copy the files to your own Shopware theme in the documents folder so that the changes are not overwritten in a future Shopware update. The file name for the delivery bill template here is index_ls.tpl, for the invoice template index.tpl. You can now make changes in the copied template files.

We hope this tip helps you to further optimize your Shopware store and especially the creation of your invoices.

If you have any questions about Shopware and Onlineshop creation, please feel free to contact us at info@exwe.de. We are your strong partner and help you from the creation of your online store to the further development of the store and service & support.

Meike
Meike
from 11.05.2020

Hello, my name is Meike. I take care of the EXWE back office and am responsible for our social media channels. All of our articles are meant to make your life easier and help you make decisions. Nevertheless, it can happen that something remains unclear, so: If you have questions about this article you can easily reach me at +49 231 93149827.

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