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Download a Draft Invoice PDF (Billing Schedule)

Overview​

This feature allows you to generate and download a PDF file of a draft invoice.

Purpose​

The primary purpose of draft invoice PDF download is to export draft invoices as PDFs and make it possible to check their contents before finalization.

It also helps reduce the risk of clerical errors or operational mistakes by keeping pre-finalization content as a record that can be used as evidence for internal review.

Feature Description​

About Draft Invoices​

A Draft Invoice refers to invoice data that is automatically issued by the billing schedule feature and is in an unconfirmed state.

For details on billing schedules, please refer to Create a Billing Schedule.

Data Sources that Determine PDF Output Content​

The content of the draft invoice PDF is determined based on the following two types of data:

  • Data referenced from the draft invoice: The content of the exported PDF (billing amount, bank account, payment due date, etc.) is determined based on the latest draft invoice data at the time of download.
  • Data referenced from settings and inputs at the time of download: The content of the exported PDF (layout, display language, etc.) is determined based on the settings and input values on the download screen.

Document Type​

In the settings at the time of download, you can specify the document type from the following two:

  • Billing Invoice: Exports the PDF file as the equivalent of a regular invoice.
  • Proforma Invoice: Exports the PDF file as a provisional invoice. This is mainly used as a Proforma Invoice in export operations.

Output Specifications for Billing Address​

If the billing address for the invoice is Billing address is set, the billing address will be included in the PDF.

If the billing address for the invoice is Billing address is not set, only the buyer name will be included in the PDF, and the address will not be included.

Output Options for Invoices with Delivery Note as Data Source​

For invoices where the data source is a delivery note, the option Display rows by document outline, not by SKU. is available.

  • Instead of details by SKU, details are shown for each summary such as the document number, document date, total quantity, and total amount of the delivery note associated with the invoice.
  • The PDF layout cannot be specified and will be a unique portrait layout.
  • Since SKU details are not shown, the option SKU property column display name overwrite settings is not applicable.

Download Settings Can Be Saved as Default Settings​

PDF export settings can be saved as default settings and reused for future PDF downloads.

Default settings can be saved for each document type (Billing Invoice or Proforma Invoice).

Masters Required in Advance​

To use a letterhead and signature, the masters must be created in advance.

Instructions​

Navigating to the PDF Download Screen​

  1. Click the Transactions menu > Billing Management.
  2. Click the Draft Billing Invoices tab.
  3. If necessary, enter conditions in each item of Search to filter the draft invoices.
  4. Click Download PDF for the target draft invoice.
    The "Download the Invoice PDF or Proforma Invoice PDF" modal will open.

How to Fill Out the Form​

PDF Settings​

  1. Original Buyer Name
    You can check the buyer name. It cannot be edited.

  2. Billing Address
    You can check whether a billing address is set for the invoice.

    • Billing address is set: The billing address is included in the PDF.
    • Billing address is not set: Only the buyer name is included in the PDF.

  3. Display Customer Code
    Specify whether to display or not display the customer code on the PDF from the dropdown.

    • Yes: Displays the customer code on the PDF.
    • No: Does not display the customer code on the PDF.

    *If the buyer's Customer Code is not registered, it will not be included in the PDF.

PDF Content Settings​

  1. Document Type
    Select either Billing Invoice or Proforma Invoice from the dropdown.

  2. Use default settings
    Specify whether to use saved default settings via the checkbox.

    • If the checkbox is enabled: Saved default settings are used. Proceed directly to the Download PDF steps.
    • If the checkbox is disabled: Default settings are not used, and you will configure various download settings.

  3. Overwrite default settings with the following
    If enabled, the download settings currently being configured will overwrite the settings saved in the Default Settings.

    From the next time onwards, the current download settings will be available as the Default Settings.

  4. Display rows by document outline, not by SKU
    This can be set when the data source of the invoice is "Delivery Invoice".

    If enabled, details are shown for each summary of the delivery note.

    For details, refer to Output Options for Invoices with Delivery Note as Data Source.

  5. PDF Layout
    Select one of the following four PDF layouts from the dropdown.

    • Landscape: SKU Display Options are not configured.
    • Landscape (Output the SKU of an item in one line.): SKU Display Options are also configured. Input fields for SKU Display Options will appear.
    • Portrait with image: SKU Display Options are not configured.
    • Portrait with image (Output the SKU of an item in one line.): SKU Display Options are not configured.

    *This cannot be set if Display rows by document outline, not by SKU. is checked.

  6. SKU Display Options
    Configured when Landscape (Output the SKU of an item in one line.) is selected in the PDF Layout.

    Select one of the following two options from the dropdown:

    • Display SKU information in a single column: Displays the SKU concatenated into one column.
    • Display SKU information in multiple columns (up to 3 columns): Splits columns for each SKU property composing the SKU, displaying up to 3 columns.

  7. Letterhead
    Select a letterhead from the dropdown.

  8. Signature
    Select a signature from the dropdown.

  9. Font Size
    Select the font size for the text shown in the PDF from the dropdown.

    Font sizes can be selected from 6px, 8px, 9px, and 10px.

  10. Language
    Select the display language for the text shown in the PDF from the dropdown.

    You can select from Japanese or English.

  11. Display transaction information on the first page only
    If enabled, the Transaction Information displayed in the header section will be omitted from the second page onwards.

  12. SKU property column display name overwrite settings
    This setting only applies when PDF Layout is Landscape.

    Depending on whether the checkbox is enabled or disabled, the SKU property column display names on the PDF will change.

    *This cannot be set if the Display rows by document outline, not by SKU. option is enabled.

    tip

    For example, if the SKU property display names are Color and Size, the display names will change as follows:

    • If checked: The headings in the exported PDF will be overwritten with the respective display names, Color and Size.
    • If unchecked: The headings in the exported PDF will be displayed as SKU Property 1 and SKU Property 2.

  13. PDF Title Settings
    Enter the header title for the PDF.

    By default, a title corresponding to the "Language" is automatically inserted.
    It is also possible to customize it with free input.

  14. Maker Information / Seller Information
    Configure the following three items:

    • Maker Address: Select the manufacturer's address from the dropdown.
    • Display Company Name in Seller Information: If enabled, the company name is displayed in the seller information on the PDF.
      If unchecked, the company name is hidden from the seller information on the PDF.
    • Display Brand Name in Seller Information: If enabled, the brand name is displayed in the seller information on the PDF.
      If unchecked, the brand name is hidden from the seller information on the PDF.

  15. File Name
    You can customize the file name at the time of PDF download with an arbitrary value.

Download PDF​

After confirming the input content, click the Download button.

If the process is successful, the PDF file will be downloaded.

If the process fails, an error will be displayed. Please try again.

Important Notes​

Note that the PDF reflects draft content​

The PDF that can be exported with this feature is purely for checking (previewing) the contents of a Draft Invoice before confirmation.

Since it is not confirmed invoice data, please be careful not to send the draft invoice PDF to a buyer as a formal invoice.