Custom Invoice with Invoice Access Key

Background

In some countries, invoices for orders are generated by the federal state and then sent to the customers.

  • Therefore, Sellers need to be able to upload the invoices to Seller Center so that they can be sent to customers.
  • Or, Sellers need to at least be able to upload the access keys to download the appropriate files from the government.

Objective

Allow the Seller to upload the access keys for invoices so that these can be passed to the Shop system and, from there, sent to the customer via email.

Setup

Critical Knowledge If you want to enable the Order Processing Custom Invoice, please raise a TMLSD ticket. The parameter that needs to be enabled is core:order/invoice_access_key/oms

Configuration on Administration-Side

Step Description Image
1 Go to Administration > Settings
2 Global-level

  • Open the group “Order Processing” and change the setting “Enable Invoice Access Key Upload” to “Yes”
  • Next, go to the field “Invoice Key validation RegExp:” Here, define the length and pattern that will be used for the invoice access key. This pattern must be a valid regular expression.

These setting are only available on the global-level. This means that all Sellers need to use the same pattern.

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3 Global and Seller-level

  • “Mandatory Invoice Access Key”: if turned on, makes the access invoice key mandatory.
    • Can be configured on global and Seller-level.
    • Not mandatory by default.
    • If set to mandatory, Seller will be required to set invoice access key when processing orders via UI, API and CSV.

 

Manual Upload on Seller-Side

Step Description Image
1 Go to Orders > Manage Orders
2 An additional filter is available for all processed orders that are missing an Invoice Access Key. custom_invoice_5
3 To upload an invoice, start processing the order by clicking on “Ready to ship” custom_invoice_6
4 Select a shipment provider. custom_invoice_7
5 If needed, set a tracking code. custom_invoice_8
6

Pass the Invoice Access Key that the customer needs to download the invoice from the federal website.

“Invoice Access Key” is not a mandatory field, which means that it can be left empty and filled in later.
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7 Invoice Access key can be changed or uploaded to a later time.  Click “Edit Invoice Key” custom_invoice_10
8 All order items are listed and the Access Keys can be changed or uploaded here. custom_invoice_11

API / CSV Upload on Seller-Side

The invoice key can also be set through API (SetInvoiceAccessKey) or in the CSV upload.

 

Requirements on Shop-Side

The Invoice Access Keys will currently only be saved in Seller Center, even though they need to be pushed to the Shop system. For this second step, Seller Center requires some additional implementation. The documentation can be found here.