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Bulk Download Invoice PDFs

Overview​

This feature allows you to merge multiple invoices into a single PDF file and download them in bulk.

You can obtain the merged PDF by selecting the target invoices in the invoice list and configuring the export settings on the download screen.

Purpose​

The primary purpose of bulk invoice PDF download is to obtain multiple invoice PDFs together and reduce the effort of downloading them individually.

It also helps support compliance and control by allowing invoices with consistent output formats and document types to be managed and stored.

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 the invoice: The content included in the exported PDF (billing amount, bank account, payment deadline, etc.) is determined based on the latest invoice data at the time of download.
  • Data referenced from settings/inputs at the time of 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.

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.

Account code in PDF export​

The buyer's account code can be included in the exported PDF.

If the account code is not registered in the buyer master, it will not be included even if the export setting is enabled.

PDF layout​

At the time of download, 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 can be used.

  • 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.
  • Exported items include the document number, document date, quantity, and amount.

Note that if data sources other than delivery notes are included in the download target, the Display rows by document outline, not by SKU option cannot be set manually.

Default saving of download settings​

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

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

Masters that require prior registration​

To use letterheads and signatures, the masters must be created in advance.

Instructions​

Moving to the PDF bulk download screen​

  1. Click the Transactions menu > Billing Management.

  2. Click the Billing Invoices tab.
    *It is opened by default.

  3. Enter each item in the Search as necessary to narrow down the target invoices.

  4. Select the invoices to be downloaded in bulk by checking the checkboxes.

    • To check all invoices on the page, check the checkbox in the header row. Up to 100 items can be selected per page.
    • To uncheck all, click Remove All Selections.

  5. Click the Bulk Action dropdown.

  6. Select Download PDF from the dropdown.
    You will be transitioned to the "Download Billing Invoice PDF or Proforma Invoice PDF" page.

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 will be included in the exported PDF.
    • Billing address is not set.: Only the buyer name will be included in the exported PDF.

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

    • Yes: Display the account code on the PDF.
    • No: Do not display the account code on the PDF.

    *If the buyer's Customer Number 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 the saved default settings with the checkbox.

    Default settings for invoices are saved for each InvoiceType.

    • If the checkbox is enabled: Use the saved default settings. Proceed directly to the Bulk download of PDFs procedure.
    • If the checkbox is disabled: Do not use default settings and configure various download settings.

  3. Overwrite default settings with the following
    If enabled, the download settings saved in the Default Settings will be overwritten with the current download settings.

    From the next time, the current download settings can be used as the Default Settings.

  4. Display rows by document outline, not by SKU
    This can be set when the data source of all invoices to be downloaded is Delivery Note.

    If enabled, details will be exported as a summary of the delivery note linked to the invoice, rather than as details for each SKU.

    For details, refer to Document summary export option for invoices where the data source is a delivery note.

  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. The 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.

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

  6. SKU display options
    Set this 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 the 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 sizes are selectable 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 Japanese or English.

  11. Display transaction information only on the first page
    If enabled, 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 is only relevant when the PDF Layout is Landscape.

    Depending on whether the checkbox is enabled or disabled, the SKU property column display name 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 their 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 will be displayed in the seller information on the PDF.
      If unchecked, the company name will be hidden from the seller information on the PDF.
    • Display brand name in seller information: If enabled, the brand name will be displayed in the seller information on the PDF.
      If unchecked, 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 any value.

Bulk download of PDFs​

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 explained targeting Invoice.

Draft Invoices that are automatically issued by the billing schedule feature are outside the scope of this explanation.

Only one PDF file is generated​

In this feature, multiple selected invoices are merged into one PDF file and downloaded.

This is not a feature to generate PDF files separately for each buyer.

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, please edit it to an unregistered state.

If the account code is not registered, it will not be included in the exported PDF​

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

If "Use default settings" is enabled, various settings cannot be changed​

If you want to change the PDF layout, language, font size, manufacturer address, etc., please uncheck Use default settings.

Editing of remarks and free text fields​

In the PDF download function, you cannot directly edit or add text for comments or remarks.

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