How To Create Documents In Shopware Store

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E-commerce is growing at the moment. While the online blogs give the impression that eCommerce is as simple as starting up a blog, there is much more going on behind the scenes than meets the eye. However, since the market is increasing exponentially every second, you must also take legal steps to safeguard your organization. That’s why today’s article will show you how to create documents in the Shopware store - one of the basic steps to start eCommerce legally.

Table of Contents:

An overview of Documents in Shopware store

The ability to customize your design gives you a significant competitive edge over other eCommerce businesses—the more the distinctiveness of your brand, the greater the number of individuals who will identify it. Even little details such as the style of your papers must be customized as a result of these considerations. The platform allows you to customize your documents by building templates tailored to your company’s needs. It is your responsibility as the store administrator to add new papers and change or remove those already there. In the document settings, you may customize the templates for the Shopware-generated documents, such as the invoice and the delivery note, among other things. You have the option of integrating your business logo and entering bank account information. The Documents module may be found in the Admin area under Settings > Shop > Documents.

Documents in Shopware

You will initially be given an overview of the currently available templates. By default, the delivery note, the invoice, credit note, and cancellation invoice templates are already included in Shopware’s basic global templates. To alter them, you may access the context menu by pressing the button with the “three dots” and then open the template configuration by selecting the “Edit” button. You may remove a template using the context menu option in the toolbar. Also available is the ability to design your own templates, which you may attach to particular or more sales channels, which will then override the global template. By clicking on the button Create document, you will be able to access the mask for the new work. The fundamental configuration choices for the four various document kinds are the same.

How to create documents in Shopware store

When it comes to developing new documents and changing old documents, there are no significant distinctions.

Step 1: Configure the basic settings

In the basic setting options, you may define the file name of the PDF files that will be created, the basic style of the document, and which order information should be shown, among other things.

Basic settings

  • Technical name: In this field, you may write the template’s name, which will be shown, for example, in the template overview.
  • Company logo: Include a logo for your company in the document. As a typical feature, the logo is inserted at the top of the document.
  • Filename prefix: When creating a PDF document, the value supplied here is used as the filename prefix, which is inserted before the document number.
  • Filename suffix: The value supplied here is inserted after the document number in the filename suffix field when creating a PDF document.
  • Page orientation: If the document should be generated as a portrait (portrait format), here is where you specify whether the document should be created as a portrait (portrait format) (landscape format).
  • Page format: This is where you may choose the size of the page; it is set to A4 by default.
  • Items per page: This setting allows you to choose the number of locations in the document after which a page break should occur.
  • Display header: Selecting this option will cause the document’s header. Using the master data for the sales channel through which the purchase order was performed and the purchase order data, the data for the letterhead is created (customer number, purchase order number, and purchase order date).
  • Display footer: Selecting this option will cause the footer to be displayed in the document. In company settings, you have the ability to customize the information that appears in the footer.
  • Display page count: Decide whether the page number should be displayed at the bottom of the document by displaying it in its body.
  • Display line items: This allows you to see the whole list of things that have been ordered.
  • Display line item positions: This function adds a numbered column for easy reference in the product part of the document.
  • Display prices: After selecting this option, the VAT, product unit price, and overall product price are presented on the screen.
  • Items per page: This setting allows you to choose the number of locations in the document after which a page break should occur.
  • Show document in the “My Account” area: By selecting this option, any papers of this sort that are delivered to the customer will also be shown in the client’s “My Account” section on the front end of your website. However, this does not apply retrospectively to papers that have already been generated. When the client accesses the associated invoice, he will locate the document in the “Orders” section of the invoice.

Show document in the "My Account" area

  • Display divergent delivery address: Only invoice documents have the ability to display a different delivery address than the one specified in the invoice document template. If this option is selected, the delivery address is written on the invoice if it varies from the invoice address when this option is selected.
  • Display “intra-community delivery” label: Currently, this feature is only accessible for Invoice documents. If the checkbox is checked, the selection box Member Countries is also shown. You may utilize the choices to specify which countries should have their relevant VAT codes written on the invoice and which codes should not be printed.

Step 2: Set up with Company settings

In the Company settings, you can configure the following sections:

Company settings

  • Display company address: You may choose whether or not to display the firm’s address in the address area above the customer’s address, depending on your preferences.
  • Company address: If required, provide the address of the company that will be incorporated above the consumer’s address.
  • Company name: The company’s name is shown at the bottom of the page, above the tax information, and is capitalized.
  • Company email address: It is necessary to put the company’s email address in the upper right corner of the letterhead.
  • Company URL: The URL for the company is shown at the top of the letterhead.
  • Company website: The address of the company’s website is shown at the top of the letterhead.
  • Company tax number: The company’s tax identification number is entered at the bottom left of the tax information.
  • Tax office: You may now go to the tax office in charge of your case.
  • Company VAT ID: Tax information includes the company’s VAT ID, which appears alongside the tax number in the tax information.
  • Bank name: The bank’s name is mentioned in the second column of the Bank Details section below.
  • IBAN: The IBAN (International Bank Account Number) is shown underneath the bank name.
  • BIC: This is an extra field included in the bank information.
  • Jurisdictional location: The third column contains additional legal information, such as the legal location of the defendant.
  • Place of fulfillment: This section also includes the fulfillment location, which is presented alongside the area of jurisdiction.
  • Executive director: The executive director is listed in the fourth column of the table (s).

Step 3: Edit Assignment section

In this section, you will need to edit the sales channel and type of your document:

  • Changing the document type (which can only be done for your own document templates): This specifies which documents this template is appropriate for usage (delivery note, invoice, credit note, or cancellation invoice).
  • Sales channels (available exclusively for document templates created by the customer): Select the sales channels for which the template shall be utilized; numerous options are available for consideration.

Assignment section

Step 4: Generate receipts

Documents and receipts for the appropriate order may then be created in the document module of the application. It is possible to locate the receipt module in the order details of a purchase order by choosing the required order and then clicking on the button with three dots, followed by the Show tab in the context menu that appears.

Click on Invoice

You may, for example, generate an invoice by clicking on the button Create new and then selecting invoice from the drop-down menu.

Select Create

After you have completed the document creation process, you will be able to locate it in the document overview.

Document overview

3 Best plugins to manage documents in Shopware

Documents and Invoices for multiple orders in one single PDF

The Documents/Invoices for Multiple Orders in One Single PDF plugin enables you to automatically aggregate all documents from various orders from your online shop into one consolidated PDF and save them! You determine the dynamically created PDF’s content: You may select whether to export simply invoices or delivery bills. Alternatively, you may combine both document formats into a single PDF! As a bonus, you can automatically produce missing papers and attach them to particular Shopware orders.

Documents/Invoices for multiple orders in one single PDF

Outstanding features:

  • Combine all of your papers into a single PDF.
  • With the suggested bundle plugin, you can handle and filter your data without difficulty.
  • PDFs are generated in a short period.
  • You may choose between invoices and delivery bills to send to your customers.
  • Orders with missing document types will be automatically attached.

Price: You can get this plugin at the cost of €99 for an annual subscription.

Downloads Tab

Many items should include extra information such as instructions (PDF), paperwork, datasheets, technical drawings, or other broad data so that customers may acquire complete information in addition to generic descriptions (often supplied by the manufacturer). The Downloads Tab plugin enables you to quickly attach these media files to each product (all Media Manager files are supported!) and output them in a different tab. All allocated downloads are presented as a list inside the account (mobile support as off-canvas menu).

Downloads Tab

Outstanding features:

  • Product downloads (media files) are shown in a single tab on the list.
  • Manage and generate PDF instructions, papers, datasheets, and other output types.
  • Support for any media management files that are available.
  • The number of assignables (standard 10) may increase or decrease as needed.
  • Maintenance and specification are accomplished via automatically generated custom fields (the default is 10) called “Downloads.”

Price: You can get this plugin at the cost of €39 for an annual subscription.

Free text, payment destination, and cash discount on a document

By using the Free text, payment destination, and cash discount on a document plugin, the document for which the free text, payment destination, and discount amount should be shown may be specified individually for each of the three texts inside the plugin setup. Furthermore, the payment methods and where the messages and data are to be shown on the page may be configured inside the plugin configuration. At the same time, the delivery methods and customer groups may be chosen and whether or not the text and values on the document should be shown.

Free text, payment destination, and cash discount on a document

Outstanding features:

  • Test the plugin for 30 days without obligation: The trial version allows you to use the plugin for 30 days free of charge and in full straight in your store.
  • Compatible themes: This plugin is consistent with the Shopware Responsive theme and themes built from it.
  • Sub shop compatibility: the plugin supports sub shops and may be enabled independently for each one.
  • Unencrypted: Because the plugin is open-source, there is no requirement for the Shopware licensing management, and it may therefore be used without the iOnCube Loader without issue.
  • Multilingualism: The individual texts inside the snippets modules may be changed to suit their own needs.

Price: You can get this plugin at the cost of €69 for an annual subscription.

Final Words

We hope this tutorial will help you understand how to create documents in the Shopware store. Creating legal documents will help to guarantee that your e-commerce shop is legally shielded from legal liability and lawsuits. Put them on display where clients can readily see them so that they know the terms and conditions in effect at your company. You can also take advantage of the plugins above to enhance your documents management and peak your sales!

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