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Download an Invoice PDF

Overview​

This feature allows you to generate and download PDF files of Invoices.

Purpose​

The primary purpose of invoice PDF download is to export invoices in PDF format so they can be sent to Buyers, shared internally, and stored as transaction evidence.

It also helps support compliance and control by storing the information required for qualified invoices as PDFs.

Feature Description​

Data sources that determine PDF export content​

The content of the exported Invoice PDF is determined based on the following two types of data:

  • Data referenced from Invoices: The content included in the exported PDF (Billing Amount, Bank Account, Payment Due, etc.) is determined based on the latest Invoice data at the time of download.
  • Data referenced from settings and inputs during download: The content included in the exported PDF (layout, display language, etc.) is determined based on the settings and input content on the download screen.

Invoice Type​

In the settings during download, you can specify the Invoice Type from the following two:

  • Billing Invoice: Exports the PDF file as a formal Invoice.
  • Proforma Invoice: Exports the PDF file as a provisional Invoice. Mainly used as a Proforma Invoice in export operations.

Billing Address behavior during PDF export​

If the Billing Address for the Invoice is Billing address is set, the Billing Address will be included in the exported PDF.

If the Billing Address for the Invoice is Billing address is not set, only the Buyer name will be included in the exported PDF, and the address will not be included.

Customer Code in PDF export​

The Customer Code of the Buyer can be included in the exported PDF.

If the Customer Code is not registered in the Buyer master, it will not be included even if the export setting is enabled.

PDF Layout​

When downloading, you can specify from the following multiple layouts:

  • Landscape
  • Landscape (Output the SKU of an item in one line.)
    • Display SKU information in a single column
    • Display SKU information in multiple columns (up to 3 columns)
  • Portrait with image
  • Portrait with image (Output the SKU of an item in one line.)

Document summary export option for Invoices where the data source is a Delivery Note​

For Invoices where the data source is a Delivery Note, the option Display rows by document outline, not by SKU is available.

  • The PDF Layout cannot be specified, and it will be a unique Portrait layout.
  • Since SKU details are not included in the export, the option SKU property column display name overwrite settings is not applicable for setting.
  • Exported items include Document Number, Document Date, Quantity, and Amount.

Save default download settings​

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

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

Master data required to be registered in advance​

When using a Letterhead and Signature, the master data must be created in advance.

Instructions​

Moving to the Invoice PDF download screen​

  1. Click the Transactions menu > Billing Management.
  2. Click the Billing Invoices tab.
    *It is opened by default.
  3. If necessary, enter conditions in each item of Search to filter Invoices.
  4. Click Download PDF for the target Invoice.
    The "Download Billing Invoice PDF or Proforma Invoice PDF" modal opens.

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 exported PDF.
    • Billing address is not set: Only the Buyer name is included in the exported PDF.

  3. Display Customer Code
    Specify whether to 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.

PDF Content Settings​

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

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

    Default settings for Invoices are saved for each Invoice Type.

    • If the checkbox is enabled: Uses the saved default settings. Proceed directly to the steps for Download PDF.
    • If the checkbox is disabled: Does not use default settings and performs various download settings.

  3. Overwrite default settings with the following
    If you enable the check, the download settings saved in the Default settings will be overwritten with the current download settings.

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

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

    If you enable the check, details will be exported as a summary of the Delivery Note linked to the Invoice, rather than as details for each SKU.

    Refer to Document summary export option for Invoices where the data source is a Delivery Note for details.

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

    • Landscape: SKU display options are not set.
    • Landscape (Output the SKU of an item in one line.): SKU display options are also set. Input items for SKU display options will be displayed.
    • Portrait with image: SKU display options are not set.
    • Portrait with image (Output the SKU of an item in one line.): SKU display options are not set.

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

  6. SKU display options
    Set when Landscape (Output the SKU of an item in one line.) is selected in PDF Layout.

    Select one of the following two options from the dropdown.

    • Display SKU information in a single column: Displays SKUs concatenated into a single column.
    • Display SKU information in multiple columns (up to 3 columns): Splits columns for each SKU property that makes up the SKU and displays them in up to 3 columns.

  7. Letter head
    Select a Letterhead from the dropdown.

  8. Signature
    Select a Signature from the dropdown.

  9. Font Size
    Select the font size of the text in the exported PDF from the dropdown.

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

  10. Language
    Select the display language of the text in the exported PDF from the dropdown.

    You can select from Japanese or English.

  11. Display transaction information only on the first page
    If you enable the check, the Transaction Information displayed in the header part will be omitted from the second page onwards.

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

    The SKU property column display name on the PDF changes depending on whether the check is enabled or disabled.

    *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 change as follows:

    • If the check is enabled: The headings in the exported PDF are overwritten with their respective display names, Color and Size.
    • If the check is unchecked: The headings in the exported PDF are 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
    Set the following three items:

    • Maker Address: Select the maker's address from the dropdown.
    • Display Company Name in Seller Information: If you enable the check, the Company Name will be displayed in the Seller Information on the PDF.
      If you uncheck it, the Company Name will be hidden from the Seller Information on the PDF.
    • Display Brand Name in Seller Information: If you enable the check, the Brand Name will be displayed in the Seller Information on the PDF.
      If you uncheck it, the Brand Name will be hidden from the Seller Information on the PDF.

  15. File Name
    You can customize the file name when downloading the PDF 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​

Scope of this feature​

This feature is described for Invoice.

Draft Invoice that are automatically issued by the billing schedule feature are outside the scope of this description.

If the Billing Address is not set, only the Buyer name will be included in the exported PDF​

If you want to include the Billing Address in the exported Invoice PDF, please edit the Invoice and register the Billing Address.

Conversely, if the Billing Address is not required, edit it to an unregistered state.

If the Customer Code is not registered, it will not be included in the exported PDF​

Even if Display Customer Code is set to Yes, if the Customer Code is not registered in the Buyer master, it will not be included in the exported PDF.

Settings cannot be changed when "Use default settings" is enabled​

If you want to change the PDF Layout, Language, Font Size, Manufacturer Address, etc., please uncheck Use default settings.

Editing Remarks and Free Description fields​

In the PDF download feature, you cannot directly edit or add text to comments or remarks.

If you want to add comments or remarks to the PDF, please do so from the invoice editing feature.