¶ Working with invoices, advance invoices, and credit notes
Managing invoices and related documents is a fundamental operation in every e-shop connected to an accounting system. Fynode offers a clear system of settings, automation, and bulk handling of invoices, advance invoices, and credit notes – taking into account the specifics of various accounting platforms.
¶ 1. Types of documents and their purpose
- Invoice – standard tax document issued for paid or shipped orders.
- Advance invoice – prepayment invoice, typically issued for advance payments; after payment, it is possible to automatically issue an invoice.
- Credit note – corrective tax document (cancellation), issued for full or partial refunds of payments/orders.
- You can set up automatic issuance of invoices, advance invoices, or credit notes based on:
- order status (e.g., "Received", "Cancelled")
- payment/delivery type (e.g., "Card payment", "Cash on delivery")
- Rules can be configured in detail – allowing various combinations according to workflow needs. Examples:
- Advance invoice when status is "Received" + "Bank transfer"
- Invoice when status is "Received" + "Payment card"
- Credit note when status is "Cancelled"
- Not all accounting systems support all document types – if a certain type cannot be selected, the system does not support it.
- Issuance of invoice after deposit payment: If enabled, the system automatically issues an invoice after deposit payment, e.g., upon bank transfer.
- Automatic issuance of invoice after order payment: The invoice is issued either after manual payment through the system or after automatic matching with the payment.
- For each document type, you can set a numbering format (e.g.,
INRRRRCCC, ADVRRRRCCC, CRNRRRRCCC).
RRRR – current year in 4 digitsRR – year in 2 digitsCCC – sequential number with leading zeros
- The number for each document type automatically increments and resets at the beginning of each year.
- Each type must have its own numbering format.
- In the Invoices list, you will find an overview of all issued documents.
- Filter by status (paid/unpaid/partially paid), type (invoice/advance invoice/credit note), and full-text search.
- Each document has buttons for download PDF (icon turns green after download) and delete (with option to also delete from the accounting system).
- Bulk actions: download PDFs (also in ZIP or combined into a single PDF) or delete multiple invoices at once.
¶ 6. Special and optional document fields
When issuing a document, you can use templates or special words (macros, e.g., {order.number}, {order.client.name}), which the system automatically replaces with specific order data:
- Name, description, date, due date, order number, currency, discount, note, OSS, and other client details.
- You can assign settings for codebooks, logo, language, bank account, and other parameters directly to the document based on data from the connected accounting system.
- All configurations are managed in the integration detail section after loading data from the system.
¶ 8. Conclusion and recommendations
- Always verify which document types your accounting service supports – some (e.g., advance invoices/credit notes) may not be available.
- Set up numbering so that it does not change annually and avoids duplicates (different patterns for each type).
- When automating issuance, always test at least one issuance and payment cycle with test data.
- For specific instructions for each accounting system, visit the relevant articles in this section.