ChannelEngine: order invoices

About this article

This article describes how to send automated invoices with shipments via ChannelEngine.

Table of contents

Introduction

Setup

ChannelEngine invoice template

Upload merchant invoices

Automated VAT invoices

Email settings

FAQs

Introduction

Some channels, including Mirakl-based marketplaces, Amazon, bol, and Kaufland, allow you to upload invoices to your orders. On ChannelEngine, you have two options to export your invoices to these marketplaces. You can either:

• Let ChannelEngine automatically generate invoices on your behalf
• Upload your own invoices via the Merchant API or ChannelEngine web interface.

Enable your automated invoice settings at Setup, Advanced settings on a given channel.

Setup

To enable one of the invoice options:

1. Go to the Setup step of the marketplace to which you want to upload order invoices.
2. Go to Advanced settings, and locate the Invoice uploading setting.
3. To enable invoice uploads to the marketplace, choose an option from the dropdown list. The options are:
   • ChannelEngine invoices - when ChannelEngine receives a shipment, ChannelEngine automatically generates an invoice and exports it with the shipment. 
   • Merchant invoices - you upload your own merchant invoice to send with a shipment. 
   • None - when ChannelEngine receives a shipment, ChannelEngine takes no action other than notifying you that no invoice is present.
4. Click Save.

Setup on Mirakl-based marketplaces

Mirakl-based marketplaces have two distinct merchant invoice options: 

• Merchant invoices (optional) - when ChannelEngine receives a shipment, ChannelEngine exports the shipment – even if there is no invoice attached to it.
• Merchant invoices (required) - when ChannelEngine receives a shipment, ChannelEngine only exports the shipment if an invoice is attached to it. If not, you receive a notification.

Your chosen invoice upload setting is applied the next time ChannelEngine exports shipments. Only new orders from the moment the invoice uploading setting is enabled are updated. 

ChannelEngine invoice template

If you choose to let ChannelEngine automatically generate and send an invoice with the shipment, configure the template that ChannelEngine uses. Set up your invoice template at Settings, Invoice settings.

Upload merchant invoices

For guidance on uploading merchant invoices to your orders, check out ChannelEngine: merchant invoices.

Automated VAT invoices

If no settings are available on a given channel at Setup, Advanced settings, then you can enable sending automated VAT invoices to your buyers at Setup, Invoice settings. 

VAT invoices are automatically sent to buyers on new orders. If your channel gives you the option to configure automated invoices via Setup, Advanced settings, then it is recommended that you do not set up automated VAT invoices via Setup, Invoice settings. 

For guidance on sending VAT invoices on orders, check out ChannelEngine: automated VAT invoices.

Email settings

Finally, configure your general email server settings. ChannelEngine requires your email server credentials so that it can send emails on behalf of your company.

Go to Settings, Settings, Outgoing email settings (SMTP) section and enter your credentials.

FAQs

How frequently does ChannelEngine export invoices to the marketplace?`
To export your invoices to the marketplace, ChannelEngine runs a scheduled task. The frequency varies per marketplace, ranging from every 15 minutes to every two hours.

How does ChannelEngine avoid creating duplicate invoices?
To avoid generating duplicate invoices, ChannelEngine checks the value of the key invoice_uploaded in the extra data of each order. If the value for this key is yes, then the invoice upload is skipped for that particular order, as it already has an invoice attached.