View Product Page

Invoices & credit notes tab

You can find an oversight of all invoices and credit notes created so far. Amongst the basic options that you can use on the page, you can:

  • Download all files at once.
  • Filter by date
  • Make a selection / select all of them.
  • Search for invoices/credit notes.

invoice tab

You can use the following bulk actions in both the ‘Invoice’ and ‘Credit note’ tab, to:

  • Download PDF
  • Download XML
  • Delete
  • Regenerate

individual actions

The same options are available as individual actions for each file:

  • Download PDF
  • Create XML
  • Regenerate
  • Send to customer
  • Delete

Download and csv view

  • Download all: All files in the list will be downloaded as separate PDF invoices/credit notes and saved to a folder.
  • Export CSV of this view: A CSV file will be created with an overview of this tab.

CSV Export

Invoice options

Here you can manage the general invoice options.

Automatic creation

  • Invoice creation: Either manually or automatically.
  • Date of invoice creation: This option only appears when choosing for ‘Automatic’ invoice creation. It consists of the following options:
    • Date of order creation.
    • Date of the invoice, when the order changes to processing status.
    • Date of the invoice, when the order changes to completed status.

Invoice general options

  • Date to show in the invoice: Date to show on the invoice:
    • Date of order creation.
    • Date the order is completed.
    • Date of invoice creation.
  • Invoice numbers: How to generate invoice numbers:
    • Use order number.
    • Use order ID.
    • Start sequential numbering from a specific number.
  • Enforce minimum invoice number length: Set a minimum invoice number length. In case the invoice number won’t match this value, a prefix with zeros will apply.
  • Number of digits: Minimum number of digits for the invoice number.
  • Avoid invoice generation for orders with value “0”: This prevents invoices from being generated if the order value is “0”.

Invoice general settings

  • Enable electronic invoice (Italian customers): Specific options for Italian customers that comply with the Italian standards to sell goods online.
  • Viewing generated documents: Decide if the customer can:
    • Download the files as a PDF.
    • Open the file in the same browser tab.
    • Open the file in a new browser tab.

Sequential numbering

Sequential numbering options for invoice

When selecting “Start sequential numbering from a specific number” in the “invoice numbers” dropdown, you will see a set of new options.

  • Start invoice number from: The invoice numeration is sequential and begins from the value specified in this field (if empty, the first invoice will be “1”).
  • Reset on 1st January: Reset the numeration and restart its cycle at the beginning of the new calendar year.
  • Avoid duplicate invoices: Old invoice numbers will be checked before creating a new one, to avoid duplication.

The value specified in the image automatically increases and shows the next invoice number that will be generated.
If you change the value and save new settings, the first new invoice will no longer follow the previous numeration, but it will begin from the new specified value.

Pro-forma options

From YITH > PDF Invoices > General options > “Pro-forma options” you can enable the pro-forma options.

Pro-forma options

  • Allow users to download pro-forma document in my account: users can find and download it from their My Account page.
  • Allow pro-forma in new orders emails: pro-forma will be send as an attachment to their order emails.

Download from My Account

pro forma my account

The pro forma document is automatically generated by the system. The user is able to see it in their My Account page, and the admin can see it from the edit order page.

Pro-forma example

It differs from a normal invoice for not having an invoice number and for the text “Pro forma Invoice” on top of the document.

Pro-forma example

Receipt options

You can let your customers choose whether they need an invoice or a receipt for their order during the checkout.

To make sure they can choose, just go to YITH > PDF Invoices > General options > “Enable receipts”

Receipt options

On checkout, the user is able to select the option of his choice.

In the orders list, the admin will be able to see “View receipt” if the user selected that option.

view receipt

Credit notes options

The credit notes can be generated when an order refund is granted.

Go to YITH > PDF Invoices > General Options > “Credit notes options”.

Credit note options

  • Credit note sequential numbers start from: Number for next credit note (if empty, the first credit note will be 1)
  • Reset on 1st January: Reset and restart sequential numbering from “1” each 1st January.

Now you can generate a credit note for each applied refund directly from the order.

refund in order backend

By clicking on “Create” the credit order is created, and the customer will be able to see and download it from his orders page on his account.

credit note in my account

Ways to generate an invoice

Manual generation

To generate an invoice manually, you can either use the “Actions” that are visible on the “WooCommerce > Orders page.

manual creation in orders

Or you can enter the order, and create the pdf from the Order edit page.

create pdf from order edit

Automatic generation

If you choose to generate invoices automatically, the document will be created at the moment of your choice, when:

  • order is created
  • order acquires the “processing” status
  • order acquires the “completed” status

Bulk generation

Use the option to generate or regenerate the packing slip and/or invoice.

bulk actions on orders (1)

 

Packing slip options

Go to YITH > PDF Invoices > General options > “Packing slip options”

Packing slip options

  • Packing slip generation: It can be generated automatically or manually.

Manual packing slip generation

The document can only be generated manually by the site administrator, through the specific button in “WooCommerce > Orders” or in the order detail page.

  • From orders page

create packing slip in orders

  • From edit order page

create packing slip order edit

Packing slip example

Packing slip example

How to enable SSN/VAT fields

In YITH > PDF Invoices > General options > “Checkout options” you will find the SSN (Social Security Number) and VAT field options.

You can decide to show/hide them on the checkout page, and to make them  mandatory or not.

VAT and SSN settings

(Making the fields mandatory applies to ALL users).

vat and ssn in checkout

The VAT and SSN fields can be shown in PDF documents generated by the plugin, as explained on this page of documentation.

Documents format

All generated documents (invoices, pro-forma, packing slip and credit notes) are saved with a default name provided by the plugin. However you can easily change this in YITH > PDF Invoices > “Documents format”.

Document date format

  • Date format for all documents: Choose the date format as it appears on the documents.

Invoice number

  • Add prefix/suffix to the invoice number: decide to show a custom text before/after the invoice number.
  • Invoice prefix: Text before the invoice number.
  • Invoice suffix: Text after the invoice number.
  • Invoice number format: How to show the invoice number, created using placeholders. (the [number] placeholder is required).
  • Invoice file name format: How to show the file name, created using placeholders. (the [number] placeholder is required).

credit note number

  • Add prefix/suffix to the credit note number: decide to show a custom text before/after the credit note number.
  • Credit note prefix: Text before the credit note number.
  • Credit note suffix: Text after the credit note number.
  • Credit note format: How to show the credit note number, created using placeholders. (the [number] placeholder is required).
  • Credit note name format: How to show the file name, created using placeholders. (the [number] placeholder is required).

proforma and packing numeration

  • Pro-forma invoice file name format: How to show the pro-forma file name, created using placeholders. (the [number] placeholder is required).
  • Packing slip file name format: How to show the packing slip file name, created using placeholders. (the [number] placeholder is required).
Placeholders for file name

You can use the following placeholders to set the file format:

  • [number]: document invoice number
  • [prefix]: invoice number prefix, if any
  • [suffix]: invoice number prefix, if any
  • [year]: year of document generation, 4-figure format
  • [month]: month of document generation, 2-figure format
  • [order_number]: order number

Save invoice

Invoices are saved in the “Invoices” folder by default. You can find this folder in “wp-content > uploads >ywpi-pdf-invoice” of your WordPress installation.

In case you want to set a custom path for saving, you can use [year], [month] and [day] as placeholders (according bu the date that is generated).

invoice sub-folder name

Path example

If you gave in: “Invoices/[year]/[month]” an invoice generated on “17 February 2016” will be save in the path “invoices/2016/02”.

Invoice folder

Dropbox

You can automatically backup all generated PDF documents on Dropbox. The backup is immediate.

Following we analyse each individual step for the saving process to work correctly.

dropbox invoice storage

Step 1

Click on the link below “Dropbox authorization code” you will be redirected to a login screen.

sign in dropbox

Step 2

Enter your Dropbox account credentials, or if you don’t have one yet, create a new Dropbox account.

Step 3

Now, you have to allow data save on your Dropbox. All documents generated will be saved in the folder “Apps” in your Dropbox archive.

dropbox storage folder name

You can change the folder in the plugin settings after following the steps below.

Step 4

An authorization code will appear that has to be entered into the input field in the plugin settings “Dropbox authorization code”.

Dropbox Code

Step 5

The code has to be entered within a minute since its generation. If you exceed this time, you will have to generate the code again.

dropbox authorization code

step 6

An example of how the invoice is saved in Dropbox.

Dropbox example

Step 7 – disabling dropbox

You can easily disable the Dropbox storrage option by using the toggle.

disable dropbox storage

Google Drive

You can automatically backup all generated PDF documents in Google Drive. The backup is immediate.

Following we analyse each individual step for the saving process to work correctly.

enable google storage

Step 1

Create a project into the API Manager, your screen should look similar to this:

api services

Step 2

Start off by clicking on the project selection link and click on the “New Project” button:

Select project api

Step 3

In the next step, add a Project name and create it.

new project api

Step 4 Creating a Client ID

The Client ID is mandatory for Google. To get one:

Go to the API Manager > Credentials:
All your API Keys are displayed in the API Manager

api credentials

Step 5

Create new OAuth client ID credentials:

request consent api

Step 6

You must configure a Consent Screen:

configure consent screen api

Step 7

Pick external, because you are going to use your Google account for authentication.

api auth consent screen exteral

Step 8

On the consent screen provide the “Application Name” and the Email Address
You can skip Scopes and Test Users for now.

Go back to Credentials → Create Credentials → OAuth client ID. In the resultant screen, you can pick one of two options:

credentials external consent screen api

Step 9

After continue, you will see the Client ID and the password that you will use in our plugin fields.

api auth client is created (1)

Step 10 Enabling the Client ID for Google Drive

Navigate to the API Library page and search for Google Drive API.
Click on “Enable” to enable the API service.

enable google drive api

Step 11 publish your project

Go to the “OAuth Consent Screen” in your Google Console, and click on the button “Publish App” and that’s all:

Publish App api google

Step 12 Add your Redirect URI

Go to Credentials > Open your credentials configuration and add the Redirect URI in the Authorised redirect URIs section.

authorize redirect urls api google drive

Step 13

You can find the Redirect URI in the “Google Drive Authorization Code” option of the plugin.

google drive authorization code (1)

Step 14 change storage folder name

Google drive storage folder name

Step 15 disable google drive storage

You can easily disable the Dropbox storrage option by using the toggle.

disable google sorage

Content

Go to YITH > PDF Invoices > Template > “Content” in order to change the content of all documents that you generate.

This tab is divided into sections:

template tab

Template settings

This section consists of company information settings.

Template settings

Here you can enter Company name, logo, company details and choose whether to show them or not by selecting the related checkboxes.

You can also print customer’s details related to the invoice or the packing slip using the placeholders provided (check the complete placeholders list here).

Invoice and pro-forma invoice – template settings

Here you can control other settings that should appear on the invoice and on the pro-forma invoice.

Invoice and Pro-forma invoice template settings

Invoice and Pro-forma invoice template settings

Decide to enable notes and a footer on the invoice and the proforma invoice. When you enable these options, you will see the according fields where you can add your text:

  • Invoice notes
  • Pro-forma invoice notes
  • Invoice footer
  • Show footer only on the last page
  • Pro-forma invoice footer
  • Show shipping details

Invoice and pro-forma invoice - template settings to show and columns

There are extra options to decide whether you want to show or hide certain information.

Total section:

  • Show order subtotal inclusive of order discount.
  • Show the order discount in the invoice summary accounts.
  • Show broken down taxes in the invoice summary.

Visible columns:

  • Product picture
  • Product SKU
  • Product short description
  • Product variation
  • Quantity
  • Regular price
  • On sale price
  • Product price
  • Line total
  • Tax
  • Tax percentage
  • Total (incl. tax).
  • Show discount percentage

Credit note – template settings

Here you can control other settings that should appear on the credit note.

credit note template settingsDecide to enable notes and a footer on the credit note. When you enable these options, you will see the according fields where you can add your text:

  • Credit note notes
  • Credit note footer

credit note template settings to show

  • Info to show: decide to show or hide this information on the credit note:
    • Product name
    • Product SKU
    • Product Image
  • Show subtotal
  • Show total tax
  • Show positive amounts: Show amounts with positive values (if necessary for your country).

Packing slip – template settings

Here you can control other settings that should appear on the packing slip.

packing slip template settings

Decide to enable notes and a footer on the packing slip. When you enable these options, you will see the according fields where you can add your text:

  • Notes
  • Footer

packing slip template settings to show and columns

  • Show order totals: decide to show or not show the order total.

Visible columns:

  • Product picture
  • Product SKU
  • Weight and dimension
  • Product short description
  • Product variation
  • Quantity
  • Regular price
  • On sale price
  • Product price
  • Line total
  • Tax
  • Tax percentage
  • Total (incl. tax).
  • Show discount percentage

Style

In the YITH > PDF Invoices > Template > “Style” section, you can change the template of your documents.

choose documents template (1)

There are 3 styles available that come with the plugin.

  • Default
  • Black & White
  • Modern stripes

Based on the selection you make here, the options below will change. These options allow you to change the colors of your selected template. (It is not possible to get a live preview of the changes).

Colors of template

Depending on the template you choose, you can change the following colors:

  • Background color(s)
  • Borders color
  • Invoice number color
  • Table header color
  • Table header font color
  • Data section color
  • Total section color
Example default template
default template
Example Black & White template
black and white template
Example Modern stripes template

modern stripes template

Insert new user details in documents

Within the “Template settings” you can insert any of the information related to user, for either the Customer invoice details and/or the Customer packing slip details.

Use the postmeta metakeys as placeholders within double curly brackets, for example {{_shipping_first_name}} to show the order shipping first name.

User details placeholders

Following the complete list of placeholders that you can use:

  • {{_customer_note}}
  • {{_customer_user}}
  • {{_order_key}}
  • {{_order_currency}}
  • {{_billing_first_name}}
  • {{_billing_last_name}}
  • {{_billing_company}}
  • {{_billing_address_1}}
  • {{_billing_address_2}}
  • {{_billing_city}}
  • {{_billing_state}}
  • {{_billing_postcode}}
  • {{_billing_country}}
  • {{_billing_email}}
  • {{_billing_phone}}
  • {{_shipping_first_name}}
  • {{_shipping_last_name}}
  • {{_shipping_company}}
  • {{_shipping_address_1}}
  • {{_shipping_address_2}}
  • {{_shipping_city}}
  • {{_shipping_state}}
  • {{_shipping_postcode}}
  • {{_shipping_country}}
  • {{_completed_date}}
  • {{_paid_date}}
  • {{_edit_lock}}
  • {{_edit_last}}
  • {{_cart_discount}}
  • {{_cart_discount_tax}}
  • {{_order_shipping}}
  • {{_order_shipping_tax}}
  • {{_order_tax}}
  • {{_order_total}}
  • {{_payment_method}}
  • {{_payment_method_title}}
  • {{_transaction_id}}
  • {{_customer_ip_address}}
  • {{_customer_user_agent}}
  • {{_created_via}}
  • {{_order_version}}
  • {{_prices_include_tax}}
  • {{_date_completed}}
  • {{_date_paid}}
  • {{_payment_tokens}}
  • {{_billing_address_index}}
  • {{_shipping_address_index}}
  • {{_recorded_sales}}
  • {{_recorded_coupon_usage_count}}

How to overwrite documents templates

All the templates used by the plugin are available in the templates path templates > yith-pdf-invoice.

To overwrite each document template it is essential to repeat the specific files in your theme “woocommerce” folder (in case it is not included, you must create it).

Copy and paste files in your theme “woocommerce” folder, by including them in the “yith-pdf-invoice” folder.

Copy files

Please note. Plugin updates will be ignored in your site for the files you have overwritten.
For the Black & White template or the Modern Stripes template, dedicated folders are added.
overwrite

Electronic Invoicing for Italian companies

Since 1st January 2019, the Italian government requires a specific standard for all the companies that sell goods online. All of them are required to issue an electronic invoice for each order and to provide the Italian Agenzia delle Entrate with all invoices in a specific format.

This plugin includes a section that has been specifically developed to give Italian companies an easy tool to generate this required file, together with the PDF file.

If your company is based in Italy and if you sell online, you will be required an .xml file for every order placed in your online shop.

This plugin will help you do that the right way and without much trouble.

Go to the plugin settings at YITH > PDF Invoices > General Options > Invoice options and enable the option called Abilita la fatturazione elettronica (clienti italiani)

Enable electronic invoice

Then, save the changes. After that, you’ll see a new tab next to the others in the plugin settings called Fatturazione elettronica. Here you can enter your company details, so as they will appear in the .xml file.

Impostazioni generali

The first section is about the file name format, which is made out of 5 characters, two letter and three numbers.

Electronic invoice Italy tab

Soggetto o azienda trasmittente

Next you find a section where you can enter all your details.

  • Codice fiscale azienda
  • Partita IVA azienda
  • Regime Fiscale
  • Esigibilità IVA
  • Nome registrato azienda
  • Nome persona fisica
  • Cognome persona fisica
  • Contatto telefonico
  • Indirizzo email
  • Indirizzo
  • CAP
  • Città dell’azienda
  • Provincia azienda

Terzo intermediario

In this section it is possible to configure the details of a third-party company that is issuing the invoice, if applicable. You will be able to add the following details:

  • Numero partita IVA
  • Nazione
  • Numero codice fiscale
  • Denominazione
  • Nome
  • Cognome
  • Titolo
  • Numero del Codice EORI

Impostazioni Checkout

In the last section, you can configure checkout options:

  • Etichetta per tipologia utente
  • Etichetta Codice Destinatario
  • Etichetta PEC Destinatario
  • Messaggio Codice Destinatario/PEC obbligatori: here you can enter a custom message to show whenever the receiver ID or the PEC email address is required.
  • Messaggio Intestazione azienda obbligatoria: here you can enter a custom message to show when the company name is required.
  • Messaggio Partita IVA obbligatoria: here you can enter a custom message to show whenever the VAT number is required.
  • Messaggio Codice Fiscale obbligatorio: here you can enter a custom message to show whenever the Fiscal Code (SSN) is required.
  • Messaggio Codice Destinatario errato: enter here a custom error message when the code validation returns an error
  • Messaggio Codice Fiscale errato: enter here a custom error message when the code validation returns an error

Checkout page on customer side

Whenever your customers are on the checkout page, they will be asked to fill their details.

The plugin updates the checkout fields dynamically based on what the customer selects in the field Company Name: this way, whether the customer is a private entity or a company, they will be asked to fill only the right information. Following you can see how it’s updated:

  1. Italian company/freelancer:

    • Company VAT number is required for a company, but optional for freelancers
    • One between Codice destinatario and PEC email address is required

  2. Company/freelancer from other countries:

      • Company VAT number is required for a company, optional for freelancers, but the extra fields will not show up

     

  3. Italian private subject:

      • Codice fiscale is required but the extra fields will not show up

     

  4. Private customer from other countries:

    • SSN number is optional

Download the .xml file

Now, if you have configured all the other settings for the generation of automatic invoices, whenever a new invoice is generated also the .xml file will be generated. You can see it on the right side, in the box Invoice status.

Click on XML button to download the file.

Generate .xml file

Please, note: if you can’t see the .xml button in the order details, make sure the option for the preview (YITH > PDF Invoice > Preview Mode) is disabled, because the .xml file cannot be generated out of a preview.

Actions on order documents

Each generated document can be viewed, removed and regenerated at any time. To apply an action on the invoice/packing slip/proforma, go to the order detail page and click on the specific button(s) on the right side.

pdf creation in order edit page

User side

Now I am sure you are wondering, what will the customer see exactly?

The customer will be able to see the created documents on his “My Account” > “Orders” page.

My account page

The buttons that you see here are not customizable with the plugin, these depend on the theme you use. For the example above, we user our own free YITH Proteo Theme.

YITH WooCommerce Checkout Manager

YITH WooCommerce Checkout Manager is a plugin that allows you to customize the checkout fields by adding, removing or editing any of them. You can take advantage of many types of fields.

The combination with YITH WooCommerce PDF Invoices & Packing Slips allows you to also edit the fields (VAT and SSN) that the PDF invoice plugin adds to the checkout.

integration pdf +checkout manager

Just make sure you have enabled and activated both plugins to make the integration work. No other action from your side is required.

To read more about the settings of YITH Checkout Manager, please, refer to the official plugin documentation.

YITH WooCommerce Delivery Date

With the YITH WooCommerce Delivery Date plugin you can allow your customers to choose a specific delivery date for the products they purchase.

By activating both plugins, a new option will become available in the YITH > PDF Invoices > General Options > “YITH WooCommerce Delivery Date integration”.

delivery date integration with pdf

By enabling this option the delivery date information will be shown in the pdf, like the example below:

packing slip + delivery date

YITH WooCommerce Deposits and Down Payments

YITH WooCommerce Deposits and Down Payments is a plugin designed to offer users the opportunity to leave a deposit for a specific order, which they will then finish paying at a later time.

Using these two plugins combined grants users the chance to generate an invoice for each operation performed using YITH WooCommerce Deposits and Down Payments.
Every order will generate two invoices: one once the deposit is made, and another one once the total is paid.

deposit and pdf integration

YITH WooCommerce EU VAT & OSS

YITH WooCommerce EU VAT & OSS automatically applies the right VAT to your products for EU companies which VAT number is valid for INTRASTAT.

When using these two plugins together, the VAT inserted by the customer can be shown on the invoice generated with PDF Invoice.

YITH WooCommerce Frontend Manager

YITH Frontend Manager for WooCommerce adds a frontend dashboard to your site through which the administrator and shop managers can manage orders, products, and coupons as they would do from WordPress dashboard.

The only thing you need to do, is install both premium plugins and that is it.

pdf frontend

From the frontend dashboard you will now be able to generate pdf invoices, packing slips and credit notes.

YITH WooCommerce Product Bundles

With YITH WooCommerce Product Bundles you can create bundles with the combination of some products of your shop. You can assign an ad-hoc price to the bundle or a price given by the sum of the single elements contained in the bundle itself.

The integration between these two plugins will give you the ability to show the bundles in the invoice.

bundle + pdf invoice integration

In order to make the plugins work together, you will only have to activate them both. For further detailed settings on the product bundles, you can check the documentation here.

YITH WooCommerce Order & Shipment Tracking

 

YITH WooCommerce PDF Invoices & Packing Slips allows you to automatically generate the invoice in PDF format for each registered order in your shop.

The features of this plugin integrate with those of YITH WooCommerce Order & Shipment Tracking which will allow entering tracking data in the packing slips generated with YITH WooCommerce PDF Invoices & Packing Slips.

After activating both plugins, you will be able to enable the option Show in packing slip, thanks to which the order tracking data will be automatically inserted in the generated document.

Show tracking info in packing slipsPacking slip with tracking info

 

For further details about YITH WooCommerce Order & Shipment Tracking, please refer to the official documentation.

YITH WooCommerce Multi Vendor

The integration with YITH WooCommerce Multi Vendor allows the vendor to generate their own invoices and customize their own invoice template with logo and store details.

The option must be enabled in “Add-ons” section of Multi Vendor settings dashboard.

Enable PDF Invoice for vendors

Every vendor can set up their own invoicing settings and invoice template as you can see below:

The vendor’s company logo and details will be the same across all documents issued by the vendor (so for invoices, credit notes and shipping lists), but the vendor can customize notes and footer for each type of document.

When the plugin is used in combination with YITH WooCommerce Multi Vendor, the automatic generation of invoices will be disabled.

The only way to create a new document, invoice or shipping document, is manually through the specific buttons you find in “WooCommerce -> Orders” or in order detail page.

User side, documents can be downloaded in “My Account -> Orders”. Administrator and/or vendor related to the order must generate the document to allow user to have access to it.

A different document is provided for each vendor in relation to products they own.

Documents generated by vendors