How to create invoice corrections for Shopware 5 without overwriting!

Reading time 4 min

1. THE FOLLOWING CASE:

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

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

3. We remove the one item and create a new invoice under the order details -> Documents

2. NOW COMES THE ERROR:

Shopware creates an overwrite of RNo. 123 and thus deletes the old invoice.
This is not allowed for accounting purposes. A new document should be created with the RNo. 124

3. THE SOLUTION:

You create a 1:1 copy of the normal invoice under the basic settings -> PDF document creation "Invoice correction".
Shopware then offers you this as a new document in the order details and no longer overwrites the actual invoice. 
the actual invoice. Financial accounting should then be able to work with it.

Documents in Shopware

Various documents can be created in Shopware under the Documents tab. 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 an invoice. Cancellation invoices do not have a number range in comparison to the two previous documents. To create these, you must enter the number of the invoice to be canceled in the "Invoice number" field in order to assign the designation "Cancellation invoice" to the PDF document and refer to the previously created invoice. You can also edit your previously created documents later. However, please note that there may be tax law problems with invoices that are subsequently changed.

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 delivery bill can be changed or adjusted 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. You can make further changes to the invoice and delivery note template via the FTP server in the /themes/Frontend/Bare/documents directory. 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. Changes can now be made 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 online store creation, please feel free to contact us as always. We are at your side as a strong partner and will help you from the creation of your online store to the further development of the store and service & support.