The application pixi Invoices generates and prints invoices as well as delivery notes as soon as an order has been completely picked on site or at a fulfillment service provider.
The printing can be initiated manually, e.g. by entering a picklist number or a box number, or the automatic mode checks in regular intervals completed boxes and automatically prints the relevant documents. For this, it is necessary that this application is continually online, e.g. on the workstation PC assigned for shipping.
The items of the created invoice are listed alphabetically in ascending order. Invoices can also be archived locally as a PDF document and also reprinted at a later date based on a date range or a number range.
In the left pane of the application, you can use various settings and functions described in this documentation. In the right-hand area of the application, a history of the previous print jobs is displayed. If, contrary to expectations, a receipt cannot be generated or printed, the error message shown here helps you to identify and correct the cause of the problem. Take a look at the troubleshooting article.
Invoice documents can be automatically uploaded to a document server to automatically send them with pixi Auto Emails.
Configure Invoice Printing
Configuration options for the invoice printing can be found in this pixipedia article: Configure Invoice Printing
Here is a description of which template types can be used in pixi and where templates have to be saved. It also explains how to create printing rules, download invoices from an URL, and how to use an external program to download invoices.
Automatic Invoicing
The Automatic Creation and Printing of Invoices function periodically checks the orders that have already been picked, the complete orders (=Boxes) that is, and generates and prints the invoice. If the delivery address is different, a delivery note is also printed for each invoice.
Enable automatic invoice printing:
Open the pixi Invoices application on any PC.
Click the button with the green arrow symbol and the gearwheel: the message Automatic printing started. appears
Optionally: Minimize the application as needed.
If the function of the automatic invoice printing is deactivated, the message Automatic printing stopped. appears in red.
Important notes:
- If you close the application, no more invoices will be printed.
- In automatic mode, the application may only be started once within your system environment, if you do not limit the box range as described below: it does not matter at which workstation the application was started. If several applications were started, it could happen that pixi generates multiple documents with different invoice numbers for one order!
- Invoice creation is limited to 2.500 invoice lines per invoice and does not succeed if this value is exceeded.
Box Selection
You can limit automatic mode to a range of boxes for multiple shipping stations, in which case the application and automatic invoicing will start per shipping workstation.
It is only possible to save the box range (for example, 1 to 24, 25 to 49) when the automatic mode is turned off.
The checkbox for "Use range of Boxes" currently has no effect. The set box range selection is always taken into account for the invoice printing. The facts are already known to our development and documented in the task DEV-2561.
Direct Invoice Printing and Fulfillment Invoice Printing
If you use fulfillment services via pixi with the optionally available fulfillment functions, activate the function "Print direct and fulfillment invoices".
If items are shipped by you only, disable this feature.
As soon as the status of one or more items of an order has been marked as shipped (FUS) by the fulfillment interface:
pixi will not create the invoice or only if Auto create fulfillment invoices is enabled as well, but only print created invoices. Automatic invoicing needs to be running in any case.
Shipping of Partial Orders
If order lines of an order are in different locations, a partial invoice is created automatically as soon as all order lines of this location have been scanned into the box.
Example: A customer order consists of three order lines. Two are in location 001, the third in 002.
During automatic invoice creation, each location is checked individually. The invoice to location 001 is created when the first two order lines are scanned into the box, regardless of the status of the third order line.
The invoice to location 002 is created when the order line is scanned into the box, regardless of the status of the order lines at another location.
1-Scan-Shipping™
When processing 1-Scan-Shipping™ orders at Scan-In, each 1-Scan-Shipping™ order automatically prints the invoice from the computer where the Scan-In occurred. If the application pixi Invoices is not started at the time of the scan, it will automatically be opened and the invoice will be printed.
So there are no additional settings for printing invoices for 1-Scan-Shipping™ orders.
Manual Invoice Creation
In addition to automatic invoice generation, it is also possible to manually generate and print individual invoices. There are various filter parameters, which are explained below.
Note: With this function, the invoices are generated even if the boxes are not yet complete! pixi automatically triggers a partial delivery for the goods already picked. The missing items will be marked on the invoice with the remark 'to be delivered in addition'.
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Single box: You can force the printing of an invoice for a specific box with this function, even if the order has not yet been ready picked.
Example: If you have picked all items in a picklist and find out that an item for a box is missing because of a stock shortfall, you can use this function to enforce the invoice printing; the item that is not picked will be shown on the invoice so this will trigger a partial delivery.
Range of boxes from / to: If you want to print invoices in batch printing and without automatic invoicing, you can trigger batch printing by entering a range of boxes. For example, if you select the range 1 to 10, all invoices for boxes 1-10 are generated and printed.
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Set of boxes: If you want to generate and print the invoices for several individual boxes, enter the box numbers here, separated by commas.
Example: If you would like to print the invoices for the boxes No. 1, 3 and 6, then enter "1,3,6" in the input field and then click on the 'Print' button.
Boxes with picklists Nr.: By entering a picklist number, all invoices for the orders listed on the picklist can be generated and printed in batch printing. This function is particularly suitable if several shipping workstations with their picklists are operated in parallel.
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Create invoices for shop: If you use several pixi clients, you can select the relevant shop for which the invoices can be generated and printed.
If, for example, you use individual invoice forms for each client and have to change the individual stationery in the printer, you can thus prevent the printing of invoices for other clients / shops.
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Auto create fulfillment invoices: Activate this checkbox to also
Create invoices using automatic invoicing.
If Print direct and fulfillment invoices is enabled as well, invoices will be created and printed. Automatic invoicing needs to be running in any case.
Create fulfillment invoices: If you want to separately generate and print invoices from fulfillment orders, you can trigger the printing with this button, as long as the automatic invoicing does not contain any fulfillment orders.
Print Invoice Copies
Invoices can be reprinted at any time using specific filters:
Shops: Print only the invoice copies of a specific client (shops) or for all shops.
Payment types: Print invoice copies only for certain payment methods or for all.
Number from / to: Enter a prefixed invoice number range to reprint all invoices in this area.
Date from / to: Reprint all invoices for a specific date range.
Last invoice from box Nr: Print an invoice for a box in the picking process again.
Reprint Invoices without Delivery Note
Do you need a copy of the invoice for your accountant? There are two options available here:
You use invoice printing via one computer only
Your accounting department can reprint invoices on a separate computer
Invoice printing via one computer only
Below you will find instructions on how to reprint the invoice without also printing the delivery note or return slip.
Go to the folder C:\pixi\templates. You will find all template files in the folder.
Create a new "Backup" folder in the folder.
In the folder "Backup" you now push all files containing "SHOP" (e.g. SHOP.rtm, SHOP_ps.rtm, SHOP_credit.rtm, 2SHOP.rtm ...), where SHOP is here used as a placeholder for the pixi-internal abbreviation of your store in use.
In the "Templates" folder, there should no longer be any files containing "SHOP".
Now just copy the file "SHOP.rtm" from the folder "Backup" to the folder "Templates".
Start pixi Invoices.
Log in with your data.
Lower down you will find the fields "Filter by invoice number" and "Filter by date".
Now decide whether you want to reprint the invoices for a specific date range or whether you want, for example, reprint the invoices of a month.
Now enter e.g. a date from 07.02.2012 to 08.02.2012 and press on Print.
All invoices from 07.02.2012 and 08.02.2012 will be reprinted.
Important: After you have reprinted all invoices, you must copy the files from the "Backup" folder back to the "Templates" folder. This ensures that the next time you send packages, everything is printed again.
Invoice printing on a separate computer
If your accounting department has access to invoice printing and can reprint invoices independently, then all you have to do is place the invoice template (SHOP.rtm) on the computer in the C:\pixi\templates folder. Then follow the points 6. - 11.
Delivery note, return slip or other templates are not reprinted in this case.
Direct Invoice Printing
For more information on how to create invoices without having to scan items in shipping boxes, see the pixipedia article Direct Invoice Printing.
PDF Invoices
In addition to invoicing, it is also possible to archive invoices in the form of PDF files. These PDF invoices can be stored locally on your computer, on a network drive or even on the document server.
Separate templates must be stored in the Templates folder for PDF invoices - otherwise no PDF invoices will be created. If PDF invoices are stored on the document server, they can be sent to your customers by email.
More information and answers to FAQs can be found here: PDF invoices, FAQ
Troubleshooting
For help with frequently asked questions and problems, see the pixipedia Troubleshooting article.