Document creation modes

This happens in cases such as a return and refund, product exchange, or adding another item to an existing order for which a document was already created in Sufio.

• Document creation modes in Sufio
• One invoice per order
  • Do not automatically update invoices
  • Automatically update invoices
• Multiple documents per order
  • Incremental creation mode
  • Cancellation mode

Sufio can update existing documents or create new ones each time so that the documents exactly reflect the status of the order at the given time, including the item list, taxes, or discounts.

In the Sufio app document view, you see the online store order number, the status of the order, as well as all the related documents to that order.

The behavior is determined by the Document creation mode selected in your Sufio account. What creation mode you go for may depend on the local bookkeeping rules, demands of your customers, or your personal preference.

You may prefer Sufio to automatically create new documents, update documents, or preserve the original documents intact.

For example, in most key markets—like the EU—local invoicing legislation dictates that once you send an invoice to the customer, you cannot alter it. Changes to the order can only be reflected by creating additional documents.

To select a document creation mode:

1. In your Sufio app, go to Settings → Document settings.
2. In the Document creation mode section, select one of the options:
   1. One invoice per order
   2. Multiple documents per order
3. Click on the Update settings button at the top of the page to apply the changes.

The One invoice per order mode creates only one invoice per order. The original invoice that is created—depending on your settings—remains the accounting document that reflects the status of the order.

No additional documents, such as credit notes, are created automatically.

By default, the One invoice per order mode does not automatically change the original invoice. This preserves the invoice and protects it from changes to the order.

When you change the order in your online store, in Sufio, the related invoice is marked with an exclamation mark symbol. You can manually update the invoice to reflect the changes from the store.

To update the invoice, open the invoice view and click Update this invoice.

The Automatically update invoices when orders are edited setting ensures that each time an order is changed in the store, the original invoice is updated to reflect the latest order status. The invoice total is recalculated according to the changed item list in Shopify.

This happens, for example, when returned items are removed from the original invoice and items added to the order later are added to the invoice as well.

Using this setting, the original invoice is in sync with the order status and item list in your online store.

In many countries, the legislation states that once you issue an invoice, you cannot make any amends to it.

In the Multiple documents per order mode, when an order is changed in Shopify, in Sufio, a new document, such as an invoice or a credit note, is automatically created to reflect the state of the order in Shopify.

This mode can create more than one document per order and even several invoices for one order. That typically happens when the order is refunded, returned, or edited (when items are added or removed) in Shopify.

The benefit to this behavior is that the documents that are already issued are not updated by the changes to the order.

When using the Multiple documents per order mode, you can choose between two settings how the changes to the order will be reflected on the documents: Incremental creation or cancellation.

Using this setting, Sufio creates additional documents that supplement the original invoice.

For returns and refunds, Sufio will create credit notes. If an order is edited and new items are added, an additional invoice will be created.

For example, when items are returned for a refund, they are removed from the Shopify order. In Sufio, the items stay on the original invoice, and a new credit note is automatically created for the items.

When items get added to a Shopify order for which an invoice already exists, a new invoice just for the newly added items is automatically created.

All the documents together provide a summary of the latest state of the Shopify order.

Using this setting, Sufio creates a credit note that cancels the previous invoice and a new summary invoice.

For every change made to an order—such as a return for a refund or edit—Sufio will create a credit note that will cancel the original invoice in full.

It will then create a new invoice that will reflect the latest state of the order.

For example, when items are returned for a refund, they are removed from the Shopify order. In Sufio, a new credit note is automatically created that cancels the original invoice. Additionally, a new invoice is created that represents the whole order after the changes have been made.

Each time items get added to the Shopify order, a new credit note that cancels the previous invoice and a new invoice is automatically created.

The latest invoice provides a summary of the latest state of the Shopify order.