Invoicing, payments & refunds

These live on the order page, in the Invoicing and Payment cards. The commerce backend stays the system of record — the admin triggers each step and shows the result.

Invoicing

You can only invoice a confirmed order. Before that, the Invoicing area just says “Confirm the order before invoicing it.” Confirm it first.

Create an invoice

1. In the Invoicing card, choose Create invoice.
2. The invoice appears as a row with a Draft badge.

If there’s nothing left to invoice, the button is disabled and shows “Nothing left to invoice on this order.”

Post an invoice

A draft invoice isn’t final until it’s posted.

1. On the draft invoice row, choose Post.

Posting finalizes the invoice. Where electronic invoicing applies (such as Ecuador), posting is what submits it to the tax authority; the authorization status then shows on the invoice row.

Register a payment

For money taken outside the online checkout (cash, bank transfer, etc.), record it against a posted invoice:

1. On a Posted invoice with an outstanding balance, pick a Payment journal from the dropdown.
2. Choose Register payment.

Issue a credit note

To reverse an invoiced order, don’t delete lines — issue a credit note.

1. On a Posted invoice, choose Issue credit note.
2. In “Issue a credit note for {name}?”, choose Issue credit note.

It reverses the whole invoice at once; where electronic invoicing applies it’s filed with the tax authority. It can’t be undone.

Each invoice row also offers PDF and, where it applies, XML downloads, and shows Sent to customer / Not sent to customer.

By country

• Ecuador. The tax authority (SRI) requires a factura for every sale against an identified customer, so the market invoices on confirm. The customer needs an ID (cédula / RUC); an anonymous Consumidor Final factura is capped at USD 50. If the customer isn’t identified, Create invoice / Post will be refused and the reason shows inline. You’ll also see the SRI authorization status (Authorized, Pending, Rejected, …) on the invoice.
• United States. Sales are not invoiced by default — leave US orders uninvoiced. No electronic-invoicing status appears.

Payments

The Payment card shows only real payments — ones that were captured or authorized. Attempts that never completed are tucked into “Attempts that did not complete”; no money moved on those, so there’s nothing to act on.

A real payment row shows the provider, a reference, and the amount. If the order is paid but still a quotation, you’ll be reminded to Confirm it.

Refunds

Refund from the Payment card (the Refund button in the header just jumps you there).

1. On a captured payment, choose Refund.
2. Enter an amount, or leave it blank to refund everything left. (Some providers only refund the full amount.)
3. Leave Put the items back in stock ticked for resellable returns; untick it for damaged goods, a goodwill refund, or a price-only partial refund.
4. In “Refund {money}?”, choose Refund.

You can’t refund when there’s no captured payment, when a payment is only authorized (capture or void it in the provider first), or for offline/manual payments (return that money the way it arrived and record it in accounting). Those cases are explained in place on each payment.

Next: Abandoned carts.