Setting up your Invoices Plugin

 

 Goals:

    Please click the [ Mark Complete ] button at the bottom of this page when you’ve completed these goals: 

  • Successfully set up your Invoices Plugin.
  • Add a Company Number or VAT section to your Invoice.

 

Start by watching this video from 3.36min to 10.19mins:

Watch:      46b – WooCommerce Sequential Order Numbers, PDF Invoices and Tax shown on Invoices  
This video covers three WooCommerce features:  1) Sequential Order Numbers,  2) website auto-generated PDF Invoices, and  3) showing Tax on those Invoices |
Sequential Order Numbers: Why use them? (watch demo) When listed in sequence  you can easily spot any missing, and they are easier to locate by scrolling, allowing you to respond quickly to issues | Plugin to constrain Order Numbers only to OrdersYITH WooCommerce Sequential Order Number > Click YITH “Settings” to view a General Settings page with settings such as  “Numeration starting from” (the first Order number) , “Order prefix” (e.g. IBL-    … which is also configured to be used in automation emails), “Order suffix” (e.g.    -YWSON)
PDF Invoices: These are enabled by means of the WooCommerce PDF Invoices plugin … click Activate, then Settings |
Under the General tab there are options for Attaching to Emails.. tick to select “New order” and “Completed order” (works well when you are yourself creating the orders through WooCommerce) – For Download Options, select View PDF > “Download” option  and tick “Enable download from my account” – For Interface Options, tick “Enable Invoice Number column” |
require that you create a custom template for the PDF (logo, address, footer, columns etc) | Remember to keep duplicates for your accounting | See video for details |
Under the Template tab (for PDF) there is work to be done to perfect the automated PDF… ticked options include “Display prices including tax”, “Shipping taxable” and “Mark invoice as paid” – Invoice Number Options should be “Sequential number” |
… See the video for more details of how we have it set up | See a sample PDF invoice here |
Tax: Go to WooCommerce > Settings > General tab and tick the checkbox “Enable taxes and tax calculations” > this enables a new Tax tab | Select the Tax tab | Option to configure Standard Rates | Note that for tax you also need to specify under Products whether the products have tax or not (Tax status,  Tax class, Local, International) | See video for details | 

 

Setting up the Invoices Plugin on your website:
  1. We suggest using either the “barcodes_alt_custom_field” invoice template.
  2. Go to WooCommerce > Invoices.
    Under General – Attach to Emails, make sure it reads “New Order” “Completed Order”, “Customer invoice”.
  3. Under Template, scroll down and put your website/company details into the Header Options section(they shouldn’t show our template details).
  4. Company name” should be your company name or website URL/name (e.g. sudanbarcodes.com).
    Under “logo”, add your own company logo.
  5. Under “company address” add your own contact details
    (e.g. Sudan Barcodes, [email protected], address: Khartoum North, Kafory, no 6677, phone: +24954644598.).
  6. Under Footer options > Left footer column put the following:
    “Prices in USD. XXXXX is an authorised member of the International Barcodes Network (https://internationalbarcodes.net/)”(“XXXX should be your company name or website name; and change USD to whatever currency your website uses).
  7. Once your invoice plug in is set up correctly, PDF invoices will be emailed to customers automatically when they order on your website.

NOTE: You can add a Company Number or VAT section to the invoice if you want to (this is optional).

 

Adding a Company Number or VAT section to your Invoice:
  1. Make sure that you’re using thebarcodes_alt_custom_field” invoice template.
  2. Go to Appearance > Theme Options > Checkout field,
    scroll down and tick the “Add extra form field to checkout” box.
  3. Put a name (e.g. “VAT number”) and description (e.g. “Enter your VAT number”) for the extra form field and save the changes.

 

Results:

Your customers will then be able to enter information into that section on the checkout page (this will be optional; customers can leave that section blank if they want to).

The extra form field data will pull through to the customer’s invoice.

 

Options:

If you don’t have a barcodes_with_invoice” template optional then let us know, and we will add it to your website.

WooCommerce Quademo option: If you prefer to use the “WooCommerce Quaderno” invoice plugin instead (which gives customers an online version of their invoice, instead of a PDF attachment) you can go to Plugins and activate that plugin and set it up.
Alternatively, you can use your own invoicing system if you prefer to – you don’t have to use one of the website plugins.