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Download Order PDF / Order Confirmation PDF

Overview​

The PDF download feature is a function for generating and downloading business document PDF files from a single order.
Two types of documents can be generated: Order PDF and Order Confirmation PDF.

Purpose​

By outputting order information as a PDF, you can use it for verifying order details, internal information sharing, and storage as a record.
Since it can be kept as a trail of the transaction, it serves as a reference point for subsequent verification or audit responses.

Additionally, because PDF documents can be created on the system based on order data, it leads to a reduction in work hours.

Feature Description​

Types of PDFs that can be generated​

There are two types of documents.

  • Order PDF: A PDF using the Original Order as the data source.
  • Order Confirmation PDF: A PDF using the Order Confirmation as the data source.

Data sources that determine PDF output content​

The content of the PDF output is determined based on the following two types of data.

  • Data referenced from the order: The output content (such as order amount and quantity) is determined based on the latest order data at the time of download.
  • Data referenced from settings and inputs during download: The output content (such as layout and display language) is determined based on the settings and input details on the download screen.

Agents can be output as the buyer-side name​

An agent created using the "Agents" feature can be output to the PDF as the name of the buyer-side instead of the buyer.

Download settings can be saved as default settings​

Settings at the time of download can be saved as "Default settings".
The saved default settings can be reused for subsequent downloads.

Master data that must be registered in advance​

The following items require master data registration before use.

Instructions​

Navigating to the download screen​

  1. Click Order Management in the Transactions menu.
  2. Search
    You can search for orders by filtering from each item.
  3. Click the Download PDF button for the target order.
    The Download PDF modal will be displayed.

How to fill out the form​

PDF Settings​

Verify and configure the transaction information to be included in the PDF.

  1. Original Buyer Name
    The buyer name is displayed.

  2. Billing Address
    Displays whether the Billing Address is "Billing Address is set. or Billing Address is not set." for the order.

  3. Delivery Address
    Displays whether the Delivery Address is "Delivery Address is set. or Delivery Address is not set." for the order.

  4. Maker bank
    Select the bank account information to be included in the PDF from the dropdown.
    To not include account information, uncheck the Display Bank checkbox.

  5. Agent Display Settings
    If you are mediating through an agent, check the checkbox and enter the agent information.

    • Company Name
    • Contact Person Name
    • Email
    • Phone Number
    • Address

    *Please perform Create Agent and buyer assignment in advance.

PDF Content Settings​

Configure the layout and maker information.

  1. Invoice Type
    You can select the type of document to download from the dropdown.

    • Confirmed Order: Downloads the Order Confirmation PDF.
    • Original Order: Downloads the Order PDF.

  2. Use default settings
    Check the checkbox to use the saved default settings.

    If outputting the PDF using default settings, proceed to the Downloading steps.
    It explains how to download the PDF.

    If you need to change the layout, please uncheck the checkbox.

  3. Overwrite default settings with the following
    Check the checkbox if you want to save the layout configured this time to the default settings.

    This will overwrite the saved "Default settings" with the current settings.
    The next time you download a PDF, the current settings will be available as the "Default settings".

  4. PDF Layout
    Select one of the following four options from the dropdown.

    • Landscape: Do not configure Step 5 SKU Display Options. Proceed to Step 6 Language.
    • Landscape (Output the SKU of an item in one line.): Also configure Step 5 SKU Display Options.
    • Portrait with image: Do not configure Step 5 SKU Display Options. Proceed to Step 6 Language.
    • Portrait with image (Output the SKU of an item in one line.): Do not configure Step 5 SKU Display Options. Proceed to Step 6 Language.

  5. SKU Display Options
    This appears when Landscape (Output the SKU of an item in one line.) is selected in Step 4 PDF Layout.
    Select one of the following two options from the dropdown.

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

  6. Language
    Select the display language for the PDF from the dropdown.
    You can specify Japanese or English, and the language of the PDF file will be switched.

  7. Display transaction information on the first page only
    You can choose whether to display transaction information in the header from the second page onwards.
    Check the checkbox to omit it.

  8. SKU property column display name overwrite settings
    *This setting is only relevant when the PDF Layout is Landscape.

    If checked, for example, if the SKU property display names are "Color" and "Size," the headings at the time of PDF output will be overwritten with their respective display names.
    If unchecked, they will be displayed as "SKU Property 1" and "SKU Property 2."

  9. PDF Header Title
    Enter the header title for the PDF.

    By default, a title corresponding to the "Language" is automatically inserted.
    It can also be customized with free text.

  10. Display Setting for PDF Subtitle
    You can set the Display Subtitle to "shown or hidden".
    Check the checkbox to display it.

    *By default, the brand name is automatically inserted.
    It can also be customized with free text.

  11. Maker Address
    Select the Maker Address to be displayed from the dropdown.

  12. Display Company Name in Seller Information
    You can set the company name in the seller information to "shown or hidden".
    Check the checkbox to display it.

Downloading​

  1. File name
    You can customize the file name when downloading the PDF with any value.

  2. Once settings for each step are complete, click the Download button.

    If the process is successful, the PDF will be downloaded.
    If the process fails, an error will be displayed. Please try again.

Important Notes​

Display of buyer address​

If the "Billing Address" or "Delivery Address" in the order data is unset, the buyer's address will not be output to the PDF.
If you want to display the buyer's address, please set the address in advance.

Editing remarks and free text fields​

On the PDF download screen, 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 during the creation or update of the "Order Confirmation".