How to manage your invoices in PrestaShop 1.5-1.6
In this article we'll briefly go over everything related to managing your invoices in PrestaShop. For screenshots and some more details you can read the tutorial on how to manage invoices in PrestaShop.
Download and View an Invoice
To download and view the invoice of a particular order, go to Orders menu>Orders sub-menu and select the order from the table with the existing orders. On the order details page that opens there are a couple of ways you can download the invoice. One way is to click on the View invoice button at the top of the page. A window will pop out with which you can download the invoice on your local computer. The other way is to use the Documents block on the same page. There you'll find listed the invoice for the order. Click on its ID number and use the window that pops out to download the invoice.
These options will be available if the invoice has been generated. PrestaShop automatically generates the invoice after the status of the order changes to one that indicates that the payment has been accepted.
Add Notes to an Invoice
It's possible to add some information to be displayed under the payment information on the invoice for an order. To do this, go to Orders menu>Orders sub-menu and select the order. On the order details page find the block that has the tabs Status and Documents at the top (in PrestaShop 1.5 they are two separate blocks) and click on the Documents tab. Next to the invoice there's a button Add note. Click on it and a text field will appear. Type the information in that field and click on the Save button under it.
Generate an Invoice Manually
Whether an invoice is generated for an order depends on the current status of the order and on the options of the status. Some statuses (e.g. Awaiting payment) are configured not to generated an invoices. If an order is in such a status and you want to generate an invoice without changing the status of the order, you can do this manually. To do this, go to Orders menu>Orders sub-menu in the admin panel and select the particular order. On the order details page find the block with the tabs Status and Documents and open the Documents block by clicking on the respective tab. If the invoice hasn't been generated, there you'll find a button Generate invoice. Click on it and the invoice will be generated and listed in the block. The invoice will contain only the information for the amount that has to be paid for the order without showing that the order is paid for. If you want to put the payment information in the invoice, click on the button Enter payment that's in the Documents block. This will automatically display the Payment block on the same page. There you'll find the options for adding the payment.
Generate a Single PDF file with a Lot of Invoices
In PrestaShop you can generate a single PDF file that contains many invoices for different orders. In this file you can include either invoices issued during a specified period of time, or they can be all the invoices for orders that are in a particular order status(es). To do this, go to Orders menu>Invoices sub-menu in the admin panel. To generate a file with invoices created during a specified time period, use the block By Date. Put the dates for the period in the fields that are provided in the block and click on the button Generate PDF file by date.
On the same page there's a block By Order Status. You can use it to generate a PDF file with all the invoices issued for orders that are in a particular order status. For example, if you want to have all the invoices for orders that are in the Shipped and Delivered status, mark the checkboxes for those statuses and click on the button Generate PDF file by status.
There are some general invoice options that affect all invoices. To configure them, go to Orders menu>Invoices sub-menu in the admin panel and on the page that opens scroll down to the section Invoice Options. The top option there is Enable invoices; it's set to Yes by default. This means that customers can download invoices from their account settings on the frontend of your shop. If you want to remove all the links on the frontend for downloading invoices, set this option to No. This doesn't affect the admin panel.
By default, in front of the ID number of each invoice there's a prefix. From the option Invoice prefix you can change that prefix. If you have installed more than one language, you can set a different prefix for each language. You can select the language from the option on the right side of the field.
If you want to change the ID number of the next invoice that's going to be generated, you can set that number in the field Invoice number. To add some footer text to all invoices, type that text in the field Footer text. It will also be added to the invoices that have already been generated. If the theme that you use provides more than one style of invoice, you can select which one is to be used from the drop-down menu Invoice model.
There's also an option from which you can select whether the server disk or cache should be used for storing the invoices.
If you make any changes click on the Save button.
Invoices on the Frontend
Provided you haven't disabled invoices, customers can download the invoices for the orders that they have placed. They can do this from the Order History section of their accounts on the frontend of your store. There's a table that lists all orders. If the invoice for an order has been generated, there will be a link in the table with which they can download that invoice.
For screenshots and more details you can also read the tutorial on how to manage invoices in PrestaShop.