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Create an Invoice and Payment Confirmation for Credit Card Orders (Stripe Integration)

Overview​

This feature automatically creates an "Invoice" and "Payment Confirmation" simultaneously when the "Order Confirmation Document" is confirmed for orders by credit card payment.

Purpose​

By automatically creating an invoice and payment confirmation at the same time as confirming the order confirmation document, the procedures for billing and payment management are standardized, and dependency on specific individuals is prevented.

As a secondary effect, it ensures consistency between the invoice and payment confirmation, stabilizing operations from the perspective of compliance and control.

Feature Description​

Created documents​

When the order confirmation document is confirmed, the following two types of documents are automatically created.

  • Invoice: An invoice created using the order confirmation document as the data source.
  • Payment Confirmation: Created for the same amount as the invoice.

The created invoice and payment confirmation can be checked from the following screens, respectively.

  • Transactions menu > Billing Management > Billing Invoices
  • Transactions menu > Billing Management > Payment Confirmations

Prerequisites​

To use this feature, all of the following conditions must be met.

  • The Stripe credit card payment integration add-on is being used
  • The target order is in OC Created or OC Approved status
  • An invoice and payment confirmation related to the target order have not been created

For the procedure to create an order confirmation document, please refer to Create an Order Confirmation.

Instructions​

Move to the confirmation screen for the order confirmation document​

  1. Click Transactions menu > Order Management.

  2. Click the Details button for the target order.
    The page transitions to the "Order Detail" page.

    • You can narrow down the orders by entering conditions in the search field and clicking the Search button.

  3. Click Confirm The Order Confirmation.
    The "Confirm The Order Confirmation" modal is displayed.

How to fill in the form​

  1. Notify Buyer by Email
    Specify whether to send an email to the buyer or not using the toggle button.

    • Yes: DEXTRE sends a notification email to the buyer. You can enter the email body at the same time.
    • No: No notification email is sent to the buyer.

  2. Select Tags
    You can set management tags for internal data classification and operational notes.
    Management tags are not displayed on the buyer's page.

    Enable the checkboxes for the tags you want to set from the options.

    If you want to create a new tag, please check How to create a tag.
    It explains the method for creating tags in detail.

How to create a tag​

  1. Click Create Tag.
    The "Create New Tag" modal opens.

  2. Enter the following items.

    • Tag Code(Required)
      Enter a code to identify the tag.
    • Tag Name(Required)
      Enter the display name of the tag.
    • Description
      Enter a short description of the tag.
    • Tag Color
      Specify whether to set a color for the tag or not using the toggle button.
      • Set color is enabled: Specify any color from the color picker.
      • Set color is disabled: No color is set for the tag.

  3. After confirming the input details, click the Create button.
    The created tag is added to the options for Tags.

Creation of invoice and payment confirmation​

After confirming the input details, click the Confirm button.

The order confirmation document is confirmed, and an invoice and payment confirmation are created at the same time.

Also, the status Billing Invoice Created is assigned to the corresponding order.

Important Notes​

Handling when payment is uncaptured​

If the payment is uncaptured, the payment is captured at the same time as the order confirmation document is confirmed.

For details, please refer to Confirm an Order Payment by Credit Card (Stripe Integration).

Troubleshooting​

I want to edit the content of the order confirmation document and try again​

If it becomes necessary to change the order details after an invoice and payment confirmation have been created by confirming the order confirmation document, you need to delete the related invoice and payment confirmation.

First, delete the payment confirmation for the same amount as the order, and then delete the invoice related to the order.

Once the deletion of the payment confirmation and invoice is complete, you can perform the "Make the order confirmation document editable" operation for the corresponding order. After changing the content, please confirm the order confirmation document again.

warning

If you forget to delete the payment confirmation, a duplicate payment confirmation will be created by re-confirming the order confirmation document.
Please be especially careful about forgetting to delete.