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Bulk Download Order PDFs and Order Confirmation PDFs

Overview​

This feature allows you to target multiple orders, combine the Order PDF or Order Confirmation PDF into a single file, and download them in bulk.

Purpose​

By downloading PDFs for multiple orders in bulk, you can save the effort of downloading them individually, leading to reduced man-hours and time creation.

Additionally, it helps in standardizing operations when storing PDFs as evidence of transactions, and assists in ensuring compliance and control.

Feature Description​

Document Type​

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.

Conditions for Bulk Download​

Bulk download is available for orders that meet all of the following conditions.

  • Backlog SKUs have not been created.
  • Paid Backlog SKUs have not been created.
  • Delivery notes related to the order have not been created.
  • It is not an order related to partner inventory.
  • When downloading an Order Confirmation PDF, the order confirmation must have been created.

Data Sources Determining PDF Export Content​

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

  • Data Referenced from the Order: The content included in the exported PDF (order amount, quantity, etc.) is determined based on the latest order data at the time of download.
  • Data Referenced from Settings and Inputs at Download: The content included in the exported PDF (layout, display language, etc.) is determined based on the settings and input details on the download screen.

Bank Account in PDF Export​

You can specify whether to include bank account information in the exported PDF.

If you want to include a bank account in the exported PDF, the bank account must be created as a master in advance.
Bank accounts corresponding to the currency can be used.

If a default bank account is set in the buyer master and matches the currency of the invoice, the default bank account set in the buyer master will be automatically set.

Refer to Create a Bank Account for how to create a bank account.

To set a default bank account for a buyer, refer to the Default maker bank account field in Edit a Buyer.

Agents Can Be Included as the Name on the Buyer Side​

An agent created with the Agents feature can be included in the exported PDF as the name on the buyer side instead of the buyer.

Saving Default Settings​

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

Default settings can be saved for each of the following invoice types.

  • Order PDF
  • Order Confirmation PDF

Instructions​

Moving to the PDF Bulk Download Screen​

  1. Click Transactions menu > Order Management.

  2. From the order list, check the checkboxes for the orders you want to download in bulk.

    • You can narrow down orders by entering conditions in each item of Search.
    • Multiple checkboxes can be selected.
    • To select all orders that hit the search criteria, click Select All.
    • Orders that are ineligible for bulk download can be selected, but they will not be included in the download target.
    • To uncheck all, click Remove All Selections.

  3. Click the Bulk Action dropdown.

  4. Click Download Order PDF or Download Order Confirmation PDF from the dropdown.
    The "Download Order PDF" or "Download Order Confirmation PDF" modal will open.

How to Input the Form​

PDF Settings​

  1. Original Buyer Name
    You can confirm the buyer name of the orders targeted for download. It cannot be edited.

    If the billing address and delivery address data match, they will be displayed as merged.

  2. Billing Address
    You can check whether a billing address is set for each order.

    • In the case of Billing Address is set.: The address will be included for the billing recipient in the exported PDF.
    • In the case of Billing Address is not set.: Only the buyer name will be included for the billing recipient in the exported PDF.

  3. Delivery Address
    You can check whether a delivery address is set for each order.

    • Delivery Address is set.: The address will be included for the delivery recipient in the exported PDF.
    • Delivery Address is not set.: Only the buyer name will be included for the delivery recipient in the exported PDF.

  4. Maker bank
    Select the bank account information to be stated on the PDF from the dropdown. This can be set for each currency.

    Set the bank account using the following operations as necessary.

    • When setting the same bank account for all buyers: Select a bank account from the Select Bank Account dropdown in the header row and use the Apply All button to set it in bulk.
    • If not stating account information: Uncheck the Display Bank checkbox.

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

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

    *Please create the agent and assign it to the buyer in advance.

PDF Content Settings​

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

    • If the checkbox is enabled: Saved default settings will be used. Proceed directly to the steps in Executing the Download.
    • If the checkbox is disabled: Default settings will not be used, and various download settings will be performed.

  2. 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 onward, the current download settings will be available as the Default settings.

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

    • Landscape: SKU Display Options will not be set.
    • Landscape (Output the SKU of an item in one line.): SKU Display Options will also be set. The input item for SKU Display Options will be displayed.
    • Portrait with image: SKU Display Options will not be set.
    • Portrait with image (Output the SKU of an item in one line.): SKU Display Options will not be set.

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

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

    You can choose from Japanese or English.

  6. 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.

  7. 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 display name of the SKU property column on the PDF will change.

    tip

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

    • If the check is enabled: The headings in the exported PDF will be overwritten with their respective display names, Color and Size.
    • If the check is removed: The headings in the exported PDF will be displayed as SKU property 1 and SKU property 2.

  8. 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.

  9. Display Setting for PDF Subtitle
    You can set whether to display or hide the subtitle.
    Check the checkbox if you want to display it.

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

  10. Maker Address
    Select the maker address to be displayed from the dropdown.

  11. Display Company Name in Seller Information
    You can set whether to display or hide the company name in the seller information.

    Check the checkbox if you want to display it.

  12. File Name
    You can customize the filename at the time of PDF download with an arbitrary value.

Executing the Download​

After confirming the input details, 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​

Only One PDF File is Generated​

In this feature, multiple selected orders are combined into a single PDF file for download.

It is not a feature to generate separate PDF files for each buyer.

If Billing Address or Delivery Address is Not Set, Only the Buyer Name Is Included in the Exported PDF​

If you want to include a billing address or delivery address in the exported PDF, please register the billing address or delivery address from Order Details > Update Addresses.

Number of Bulk Downloads and Processing Time​

You can export PDFs in bulk for up to about 45 items as a guideline.

The guided number of items varies depending on the data size of the orders.

If the download fails, please try reducing the number of selected orders and try again.

Also, depending on the number of items exported, processing may take about 5 minutes.

Editing Remarks and Free Text Fields​

If you want to add text such as remarks to the PDF, please do so from the creation or update of the order confirmation.

Refer to the following operation manuals for details.