Invoice Settings

You can set rules about how invoices are created and delivered in the Invoicing rules UI under Settings > Invoicing.

Invoice Rules Settings

The available settings for invoice rules are summarised in the following table. Any changes you make here will apply to both TEST and LIVE modes, unless there are separate settings for TEST and LIVE mode:

Setting

Description

Deliver invoices by email when provided

This setting allows Vertex to send invoices via email. Emails are sent from [email protected] unless this is overridden in other settings.

Issue invoices for non-taxed transactions

Invoices are issued for all transactions, even those that are not taxed.

Issue invoices for sales without buyer data too

Issue invoices regardless of whether the buyer data is present or not.

Detect indicative currency from buyer’s country

If no currency is specified, Vertex will try to detect the currency from the buyer's location.

Issue invoices for placeholder transactions

When selected, invoices are sent for placeholder transactions.

Issue invoices for 0 amount transactions

When selected, invoices are sent even when the amount is 0.

Issue invoices for credit notes

When selected, refunds will result in credit notes being issued.

Wait with invoice generation until noted transactions are resolved

When selected, invoices are not generated until the transactions are resolved. This allows time to adjust the transaction where tax number revalidation fails or accept-all mode is triggered.

Generate customer invoices in PDF format in TEST mode

When selected, customer's invoices are generated in PDF as well as HTML in TEST mode.

Generate customer invoices in PDF format in LIVE mode

When selected, customer's invoices are generated in PDF as well as HTML in LIVE mode.

Add random suffix to each invoice URL in TEST mode

When selected, a random 16 character suffix is added to the invoice's URL in TEST mode.

Add random suffix to each invoice URL in LIVE mode

When selected, a random 16 character suffix is added to the invoice's URL in LIVE mode.

Block public access to invoice HTML/PDF images in TEST mode

When selected, the invoice URL is not available publicly in TEST mode. It is only available in the Merchant Portal for the merchant.

Block public access to invoice HTML/PDF images in LIVE mode

When selected, the invoice URL is not available publicly in LIVE mode. It is only available in the Merchant Portal for the merchant.

Invoice Data

The data that populates the invoice includes merchant and transaction information.

For manually created transactions, the data is displayed in the Merchant Portal under the tabs outlined in the following table. The invoice logo can be uploaded via the dashboard, and custom messages or links can be added to the invoice footer.

Tab

Description

Invoice number

This can be provided by the merchant, or it can be generated by the service. The service will generate a number that complies with international regulations, including EU rules that require sequential invoice numbers per country.

From address

Merchant details in the My account > Billing details section.

To address

Customer details from the Invoice data tab. This can be found by going to Transactions on the left-hand navigation bar in the dashboard, and by clicking into the relevant transaction. After clicking on a transaction, Invoice data is the third available tab.

Invoice date

From Invoice data tab. As above.

Supply date ‘place’

It shows the place of the supply.

Line items

Order details tab. This can be found by going to Transactions and clicking into the relevant transaction. After clicking on a transaction the Invoice data is the first available tab.

Email address

The customer email address is taken from the Additional info tab. Again, click on Transactions and view the required transaction. Additional info is the fourth available tab. This is the email address that will receive details of the link to the invoice.

Invoices for subscription renewals

If you use the subscription features, transactions are automatically created each time a renewal occurs.

If you have invoicing and auto-delivery enabled, invoices will be generated and sent to the customer automatically.

Other invoicing settings also apply to recurring payments. For example, if there is a discount on a recurring payment and the amount for that billing period is 0, the invoice will not be generated if the 'issue invoices for zero amount transactions' setting is disabled.

Also, there is an option to disable invoices for the placeholder transaction of a subscription.


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