Automated (VAT) Invoices

// Contents

Invoice settings
Email settings
VAT settings
Channel settings
Language on invoice

// Introduction

ChannelEngine has the option to automatically send customers an invoice when their order is retrieved by us from the marketplace. As most marketplaces don’t calculate VAT themselves because of country differences, you have to create VAT invoices for businesses that need such an invoice (in order to reverse charge the VAT or for other tax purposes).

In order to make this possible, some settings need to be configured in ChannelEngine.

Please be aware: states in their invoice definitions that the delivery date should also be included on an invoice. However, this is impossible to include because not every carrier and/or method has delivery confirmation or automatically returns this information to us. Any date we would include would, therefore, be purely speculative.

// Invoice settings

First, go to Settings > Invoice settings.

Here you can enter your company name + logo (that is if you want that added to the invoice), your address, your Chamber of Commerce number + VAT number, and your customer service email address and phone number.

Optionally you can add a header or footer to the invoice if you want to further personalize this.

// Email settings

Now go to Settings > Settings. Scroll down to the Outgoing Mail Settings (SMTP) section and enter your credentials.

Why do we need your mail server credentials? Because otherwise, we can’t send emails on behalf of your company/mail address.

Due to common restrictions nowadays, such as SPF records, DKIM keys, and DMARC, we can’t easily send emails from @yourdomain unless we use your own mail server and IP address directly to send these emails. As it would be silly to send such an email as ChannelEngine (because your customer most likely has no idea who we are), you’ll have to fill in these details.

If you're using Gmail, you may have to set 'Access to less secure apps' to 'ON', here

// VAT settings

If you want to include VAT on an invoice you also need to enable VAT calculations in ChannelEngine. To do so, go to Settings > VAT Rate Settings.

You’ll see a list of countries with their default VAT rates. Go to the countries for which you have a VAT-number and click on ‘Edit’ on the right. Please be aware that ChannelEngine can only check and accept "International VAT numbers", so no local VAT numbers like the German steuernummer.

Enter your VAT number and press ‘Save’. Please note that only new invoices/orders will now have VAT calculated; it’s not possible to have this imposed retrospectively on past orders.

// Channel settings

Finally, after setting all these things up, you can now enable automatic invoices per channel.

To enable this, go to the ‘Setup’ tab in the channel settings of the channel you wish to enable automatic VAT invoices for. Scroll down to the “Invoice Settings” section and enable the slider for ‘Send emails’.

Now every time an order for this channel comes in, the customer will automatically receive a VAT invoice in his mailbox.

// Language on invoice

The language on the invoice that is sent to the end customer (that has bought the product(s)) will be in the 'language' (also referred to as "locale" or "culture") of the customer if we have relevant translations for that language. So if someone in France places an order and all the steps as listed above are performed, they will receive an invoice with French attributes. If there is no translation available. the default template will be used which is in English.

/ Check invoice

If you wish to check such a translated invoice, you can download them from the ChannelEngine interface. For both the invoices as the packing slips, there are 2 options: an invoice in the language currently set in the ChannelEngine account and one in the language of the billing customer. These could of course both be in the same language depending on the situation. To visualize this:

  1. The 'translated invoice' is based on the country of the invoice address. In our example this is Russian, so selecting that option would result in an invoice with Russian attributes. This is also the invoice that is mailed to the buyer.

  2. The 'regular' invoice is based on the language setting of the account, so in this example, that invoice would have English attribute names.