Documents
In the document settings you configure the templates for the documents generated by Shopware, such as the invoice and the delivery note. You have the possibility to integrate your company logo and to enter bank details.
You can find the module in Admin under Settings > Shop > Documents.
At first you will get an overview of existing templates. By default, Shopware already provides global templates for delivery note, invoice, credit note and cancellation invoice. To edit them, you can open the context menu by clicking on the button with the three dots (1) and then open the configuration of the template by clicking on Edit (2).
In the context menu you can to delete (3) a template.
In addition, you can create your own templates, which you assign to individual or multiple sales channels and which then overwrite the global template. You can open the mask for the new creation by clicking on the button Create document.
The basic setting options for the 4 different document types do not differ.
A tutorial on how to customize the layout of the documents can be found here.
Configuration options
There are no fundamental differences between creating a new template and editing an existing template.
Assignment
Document type (1) (can only be changed for own document templates): This determines for which documents this template is used (delivery note, invoice, credit note or cancellation invoice).
Verkaufskanal (2) (only available for own document templates): Determine for which sales channels the template should be used, multiple selections are possible.
Settings
In the settings you specify, among other things, the file name of the PDF files to be generated, the general styling of the document and specify which order information should be displayed.
Technical name (1): Here you enter the name of the template, this is shown e.g. in the template overview.
Company logo (2): Add your company logo to the document. The logo is integrated at the top of the document as standard.
Filename prefix (3): The value entered here is placed before the document number when generating a PDF document.
Filename suffix (4): The value entered here is placed behind the document number when generating a PDF document.
Page orientation (5): This is where you determine whether the document should be created as a portrait (portrait format) or landscape (landscape format).
Page format (6): Select the document size here, this is set to A4 by default.
Items per page (7): Use this to configure after which number of positions in the document the page break should occur.
Display header (8): Enable this option to display the header in the document.
The data for the letterhead is generated from the master data of the sales channel (2) in which the purchase order was executed and the purchase order data (customer number, purchase order number and purchase order date).
Display footer (9): Enable this option to display the footer in the document.
You can configure the data displayed in the footer in the company settings.
Display page count (10): Determine whether the page number should be printed at the bottom of the document.
Display line items (11): Enables you to display the entire range of ordered items.
Display line item positions (12): Inserts a column for numbering in the product area of the document.
Display prices (13): If this option is activated, VAT, product unit price and total product price are displayed.
Items per page (13): Use this to configure after which number of positions in the document the page break should occur.
Show document in "My Account" area (14): If you activate this option, all documents of this type that are sent to the customer will also be displayed in the customer's "My Account" area in the front end. However, this does not apply retroactively to previously created documents.
The customer will find the document in the "Orders" area when he opens the corresponding invoice.
Display divergent delivery address (15): This option is only available for Invoice documents. If this is active, the delivery address is also printed on the invoice if it differs from the invoice address.
Display "intra-community delivery " label (16): This option is only available for documents of type Invoice and Cancellation Invoice. The note will be displayed for countries that are members of the European Union and have the "Tax-Free B2B" option activated. You can find the settings for this under Settings > Countries.
Display company address (1): (De)activate the display of the company address in the address field above the customer address.
Company address (2): Enter the address that is to be integrated above the customer address if necessary.
Company name (3): Displayed at the bottom of the document, above the tax information.
Company e-mail address (4): To be included at the top right of the letterhead.
Company URL (5): Displayed at the top of the letterhead.
Company website (6): Displayed at the top of the letterhead.
Company tax number (7): Is inserted at the bottom left of the tax information.
Tax office (8): Here you can enter the responsible tax office.
Company VAT ID (9): Is displayed together with the tax number in the tax information.
Bank name (10): Is included as the second column Bank details below.
IBAN (11): Is displayed below the bank name.
BIC (12): Is additionally inserted in the bank information
Place of jurisdiction (13): The third column shows further legal information, such as the place of jurisdiction.
Place of fulfillment (14): In addition to the place of jurisdiction, the place of fulfillment is also displayed here.
Executive director (15): The fourth column shows the executive director(s).
Example
According to the invoice we will explain the configurable areas in a simplified way.
Blue: These are configurable areas from the settings. The letter salutation can be configured in the Admin under Settings > Salutations.
Yellow: These are configurable fields from the company settings.
Changing the document template
If you want to make more in-depth adjustments to the documents, this is only possible on the file level.You can find instructions in our template documentation.