Document creation modes

• 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

Document creation modes let you choose between creating a single invoice per order or a series of documents that reflect each change made to the order, such as a return, refund, or edit.

The mode you select should be informed by your local accounting regulation, customer expectations, and (in small part) your personal preference.

For example, in major markets like the EU, local laws dictate that once you send an invoice to the customer, you cannot alter it. Changes to these orders can only be shown by creating additional documents that serve as a paper trail of what happened.

To select a document creation mode:

1. In your Sufio account, go to the Settings → Documents page.
2. In the Document creation modes 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 will only create one invoice per order.

Any additional documents, including credit notes, will not be created automatically.

You can decide whether the invoice should automatically reflect any changes made to the order using the Automatically update invoices when orders are changed setting.

When the Automatically update invoices when orders are changed toggle is turned off, the original invoice will never get updated and, therefore, will not reflect any changes made to the order after it was created.

However, you can still manually update the invoice to reflect the latest state of the order.

Invoice with a changed corresponding order are marked marked with an exclamation mark symbol in your Sufio account for convenience.

To update the invoice, simply open it and click Update this invoice.

When the Automatically update invoices when orders are changed toggle is turned on, Sufio ensures that each time an order is changed in your online store, the corresponding invoice is updated to reflect the latest order state.

For example, when items are refunded or new items are added to the order in the store admin, the invoice in Sufio is updated accordingly.

Using this setting, the invoice always reflects the order and its items.

In many countries, legislation exists to prevent you from altering invoices after they've been sent to the customer.

If you use the Multiple documents per order mode, Sufio will automatically create new documents—such as invoices or credit notes—to reflect the latest state after an order is changed.

This mode can create more than one document per order, including additional invoices. That typically happens when the order is refunded, returned, or edited with items added or removed from the order in the store admin.

The advantage of this mode 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 one of two options that impact how Sufio creates additional documents to reflect changes made to edited orders: Incremental credit notes or Cancellation credit notes.

When the Create cancellation credit notes toggle is turned off, Sufio creates additional documents that supplement the original invoice.

In the event of a return or a refund, Sufio will opt to create credit notes.

If an order is edited and new items get added, an additional invoice showing the newly added items will be created.

For example, when items are refunded in your store admin, they are removed from the order. In Sufio, these items stay on the original invoice, and a new credit note is automatically created for these items.

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

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

The advantage of this setting is that it typically creates fewer documents than using cancellation credit notes.

When the Create cancellation credit notes toggle is turned on, cancellation credit notes are created for changes made to the order.

For every change made to an order—such as a return, refund, or edit—Sufio creates a credit note that cancels the original invoice in full. It then creates a new invoice that reflects the latest state of the order.

For example, when items are refunded in your store admin, they are removed from the order. In Sufio, a new credit note is automatically created that cancels the original invoice. Next, a new invoice that shows the whole order without the refunded items is created.

When an order is edited and items are added to the order, a new credit note that cancels the previous invoice and a new invoice with both the original and newly added items is automatically created.

The advantage of this setting is that the latest invoice always corresponds to the latest state of the order. However, it often results in more documents being created for an order.