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Invoices & Delivery Notes

Pharmacies with a Pharmacy Suite subscription can issue a formal patient invoice (Rechnung) and print a delivery note (Lieferschein) directly from a pharmacy order. Both documents are generated as PDFs by RxScale and open ready to print. The invoice carries a gapless, sequential invoice number, a per-line net/VAT/gross breakdown grouped by VAT rate, and a snapshot of your pharmacy and the patient at the moment it is issued.
Invoices and delivery notes are available only when your pharmacy has an active Pharmacy Suite subscription. If the actions do not appear on the order detail page, or the invoice settings card is missing from Settings, your pharmacy is not subscribed — contact your RxScale account manager.

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Before You Start: Configure Invoice Settings

Before you can issue your first invoice, you must complete your invoice settings. The legal header, tax details, and numbering that appear on every invoice come from this configuration — an invoice cannot be issued until the required fields are filled in. Open Settings in the Pharmacy Portal and find the Invoicing card. These fields form the seller block printed at the top of every invoice and delivery note:
  • Legal name — The registered name of your pharmacy. Required.
  • Address line 1, Address line 2, Postal code, City, Country code — Your pharmacy’s address. Address line 1, postal code, and city are required.
  • Website — Your pharmacy’s website, if you want it shown.
  • Contact email, Contact phone — Optional contact details.

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Tax Details

  • Tax number — Your pharmacy’s tax number (Steuernummer). Required.
  • VAT ID — Your VAT identification number (USt-IdNr.), if applicable.

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Bank Details

Shown in the payment block of the invoice:
  • IBAN, BIC, Bank name — Your bank account for payment.

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Numbering

  • Invoice number prefix — An optional text prefix placed before the number (for example, RE-).
  • Starting invoice number — The number your first invoice will use. RxScale then increments it automatically for every following invoice.
The starting invoice number locks permanently once your first invoice has been issued. Gapless, sequential numbering is a legal requirement, so the number cannot be changed or reset afterwards. Set your desired starting number before you issue any invoice. Once the first invoice exists, the field is disabled and shows “Locked once the first invoice has been issued”.

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Default VAT Rate

  • Default VAT rate — The fallback VAT rate applied to a line when its product has no rate of its own. It is entered in basis points, where 1900 means 19% and 700 means 7%.
Use Upload logo to add your pharmacy logo to the invoice header. Upload a PNG or JPEG image.
1

Open Settings

Navigate to Settings in the Pharmacy Portal and locate the Invoicing card.
2

Fill in the required fields

Enter at least your legal name, address line 1, postal code, city, and tax number. Add bank and contact details as needed.
3

Set your numbering

Choose an invoice number prefix (optional) and your starting invoice number. Double-check the starting number — it cannot be changed after the first invoice.
4

Upload your logo (optional)

Use Upload logo to add a PNG or JPEG image to the invoice header.
5

Save

Click Save. Your settings are stored and invoicing is ready to use.

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Managing VAT Rates

Below the Invoicing card, the VAT rates card manages the named VAT-rate templates for your pharmacy group (for example, “Standard rate” at 19% and “Reduced rate” at 7%). Products reference these templates, and any line without a specific rate falls back to the group’s default rate. For each VAT rate you can see its Name, its Rate, and whether it is the group Default.
1

Add a VAT rate

Click Add VAT rate, enter a name (for example, “Standard rate”) and the rate as a percentage, then confirm.
2

Set the default

Use the Set as default action on a rate to make it the group default. Exactly one rate is the default at a time, so setting a new default clears the previous one.
3

Edit or delete

Use Edit to change a rate’s name or percentage. Use Delete to remove one.
A VAT rate that is still assigned to one or more products cannot be deleted. Reassign those products to another rate first, then delete the rate.

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How a Line’s VAT Rate Is Chosen

For each invoice line, RxScale resolves the VAT rate in this order:
  1. The VAT rate assigned to the product, if it has one.
  2. Otherwise, the group’s default VAT rate.
  3. Otherwise, the Default VAT rate from your invoice settings.

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Issuing an Invoice

Open the order in the Pharmacy Portal and use the Create invoice action on the order detail page.
1

Open the order

Find the order and open its detail page.
2

Create the invoice

Select the Create invoice action. RxScale generates the invoice PDF and opens it ready to print, and confirms with “Invoice created”.
The invoice includes:
  • A gapless, sequential invoice number (your prefix plus the next number in the sequence).
  • One line per order item with quantity, net, VAT, and gross amounts.
  • VAT totals grouped by rate, plus the net total and the total amount due.
  • A snapshot of your pharmacy (legal header, tax details, bank details) and the patient.
Prices on the invoice come from the amounts captured on the order when it was placed — the same figures the picklist uses — so the invoice always matches what the patient paid, including any item substitutions.

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One Invoice per Order, Reprinting, and Immutability

Each order can have exactly one invoice. The invoice PDF is generated once and stored, so it never changes after it is issued.
  • Reprinting: Selecting Create invoice again on an order that already has an invoice does not create a new invoice or use up a new number. It re-opens the identical stored PDF — same number, same figures, byte-for-byte.
  • Immutable: Because the invoice stores a snapshot at the moment of issue, later changes to the order or to your pharmacy settings do not alter an already-issued invoice.

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Printing a Delivery Note

A delivery note (Lieferschein) lists the products and quantities in an order without any prices — useful to include in the package. Open the order and use the Print delivery note action on the order detail page. RxScale generates the delivery-note PDF and opens it ready to print.
Unlike the invoice, a delivery note carries no prices and no invoice number, and it does not consume an invoice number. You can print it as many times as you need.
  • Processing Orders — How to receive, accept, and complete pharmacy orders.
  • Group Inventory — Shared product, warehouse, and stock management for pharmacy groups on the Pharmacy Suite subscription.
  • Settings — Configure your pharmacy account, shipping, and notification preferences.