In this article, you'll get an overview of how to configure your order documents and adapt them to your needs. This includes invoices, delivery notes, cancellation invoices, credit notes, and pick lists, among others.

There are already documents that apply globally to all Sales Channels. You can assign custom documents to a specific Sales Channel so that they're used instead of the global documents.

You can find more information about specific document types here:

In this article, we'll show you how to manage documents for Sales Channels, which content you can configure, and how to make additional information — such as custom fields or data captured during outbound picking — visible.

You can find all settings related to order documents under Settings → Shop → Documents.

Here you can see an overview of all your documents. You can open and edit existing documents or create new ones via Create document.

The existing default documents apply to all Sales Channels, indicated by the entry Global in the Assignment column. To prevent errors, you can't change this Sales Channel. If you want channel-specific documents, you need to create a new document.

As soon as you create a new document, you first need to define a document type. You can then assign the document to a Sales Channel. A document can be assigned to one or several Sales Channels.

Depending on the document type, you'll find different configuration options in the Settings area. For example, you can upload your business logo here (recommended size 1200 x 300 px), define page format and orientation, and show or hide the header and footer, page numbering, and order line items.

With these options, you determine the basic appearance of your document.

In addition to the logo, header and footer, and page layout, you can also determine here how the line item list is displayed on the document. This includes options such as Show prices, Number order line items, or the Number of line items per page.

If a delivery note spans multiple pages, it can happen that the letterhead is missing from the second page onward and only reappears on the last page — sometimes an additional, unnecessary page is printed as well. This is caused by a value set too high for Number of line items per page: the document then breaks after the specified number of line items, regardless of whether the line items actually fit on the page. Set the value for Number of line items per page lower in the configuration of your delivery note document — a guideline value of around 12 to 13 line items usually results in a clean page break, so the letterhead also appears on subsequent pages and no unnecessary page is printed. Then check the setting with a test document.

The actual order information (product name, item number, quantity, etc.) comes from your order and can't be individually shown or hidden at this point. If you want to add additional content, you can use custom fields for this.

Here you can enter your company details. This includes, for example, the company address, email, phone number, payment and tax information, IBAN / BIC, and commercial register/court details. Depending on the document type, this information is displayed in the intended places. The company address, for example, appears at the top right or above the destination address on the invoice document.

If you use warehouse addresses, they automatically appear in the appropriate places. You can find out how to maintain your warehouse address here.

You can also extend your documents with custom fields. These offer flexible options for adapting order documents to industry-specific or internal operational requirements. These custom fields can be displayed directly in the documents without any template customization being necessary.

You can find out how to configure these custom fields and what possibilities they offer you here.

If you pick with the Pickware WMS App, additional details can be captured during outbound picking. Depending on the workflow, this can include, for example, serial or batch numbers, or other properties that differ from product to product. To do this, navigate to Settings → Extensions → Pickware ERP → Information types section.

Here you can view your existing information types and add new ones. Whether and how this information should appear on your order documents later is determined by the Show on order documents checkbox. This appears immediately if you create a new information type. You can find out what role this information plays during your picking process here.

Your configured information is automatically displayed in the appropriate place in the document. However, data captured during outbound picking isn't displayed on credit notes.

If you generate invoices or delivery notes after the pick process is completed, your customers can, for example, directly check the serial numbers of their products on the document.

For partial deliveries via the WMS App, the delivery note includes, in addition to the list of delivered items, an overview of all items still outstanding. This lets your customers see at a glance which items will follow with a later delivery — reducing follow-up questions and preventing incomplete packages from being mistakenly perceived as an incorrect delivery.

Below the main table, the Outstanding line items section appears. It shows all items that haven't been delivered yet or haven't been fully delivered, with the respective outstanding quantity in the Outstanding column. Line items that were canceled, refunded, or returned before the delivery note was created don't appear in the list of outstanding line items.

The display of outstanding line items is enabled by default. If you don't want to show the section on your delivery notes, you can disable it in the document configuration of the delivery note. To do this, navigate in the Admin to Settings → Commerce → Documents, open the configuration of your delivery note (delivery_note), and disable the corresponding option there.

Under Settings → Number ranges, you can adjust existing number ranges as needed, add new ones, and use the Assignment section to control which document type or Sales Channel they should apply to.

In the Pickware WMS settings, you can define when and how documents should be generated during multi-stage picking in the WMS App. You can find more on this here.

You can individually define for each shipping method which documents should be automatically printed and in what quantity. You can find more on this here.