Manage immutable PDF documents

Certain countries require that tax invoices and related documents must remain unchanged to comply with the law once issued.

On the Marketplacer platform, while invoice data is immutable, the PDF documents generated can change due to template or configuration updates.

To ensure that financial documents remain consistent and unaltered after being issued, operators can request Marketplacer to enable the option to store PDFs at the time of their creation. This ensures that each download retrieves the same version of the document, preventing any post-issue modifications.

Choose timing for immutable PDF documents creation

With the immutable PDF documents feature enabled, choose when immutable PDF documents are generated.

1. Log in to the operator portal.
2. Go to Configuration > Finance Settings from the left nav dashboard.
3. Select one option from the Generate immutable tax documents when the invoice is… dropdown:
   
   • Created: Immutable tax documents are generated when the order and invoice are created.
   • Completed: Immutable tax documents are generated when all items have been shipped and/or refunded.
     
     Notes:
     

     • If an invoice is fully refunded before dispatch, no invoice will be generated.
     • For click and collect invoices, documents are generated when the invoice is marked as collected.
     • For no dispatch invoices, they are generated when the invoice is marked as paid.
4. Click Submit.

Impact on emails

Below is a summary of how order and dispatch emails handle attachments based on immutable document generation options selected.

• Order notification emails
  • When invoice is "created": The email will have the invoice PDF attached (this is the standard behavior).
  • When order is "completed": The email will include the packing slip PDF.
• Dispatch notification emails
  • When invoice is "created": The email will have the invoice PDF attached (standard behavior).
  • When order is "completed": The email will include the following attachments based on the dispatch type:
    • Partial dispatch: The email will have the packing slip PDF attached.
    • Full dispatch/final partial dispatch: The email will have the invoice PDF attached.