> ## Documentation Index
> Fetch the complete documentation index at: https://docs.rxscale.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Invoices & Delivery Notes

> How pharmacies with a Pharmacy Suite subscription configure invoice settings, issue a formal patient invoice (Rechnung) with gapless numbering, and print a delivery note (Lieferschein) from an order.

# 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.

<Note>
  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.
</Note>

## 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.

### Legal Header and Contact Details

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.

### Tax Details

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

### Bank Details

Shown in the payment block of the invoice:

* **IBAN**, **BIC**, **Bank name** -- Your bank account for payment.

### 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.

<Warning>
  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".
</Warning>

### 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%.

### Logo

Use **Upload logo** to add your pharmacy logo to the invoice header. Upload a PNG or JPEG image.

<Steps>
  <Step title="Open Settings">
    Navigate to Settings in the Pharmacy Portal and locate the Invoicing card.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Upload your logo (optional)">
    Use Upload logo to add a PNG or JPEG image to the invoice header.
  </Step>

  <Step title="Save">
    Click Save. Your settings are stored and invoicing is ready to use.
  </Step>
</Steps>

## 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**.

<Steps>
  <Step title="Add a VAT rate">
    Click **Add VAT rate**, enter a name (for example, "Standard rate") and the rate as a percentage,
    then confirm.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Edit or delete">
    Use **Edit** to change a rate's name or percentage. Use **Delete** to remove one.
  </Step>
</Steps>

<Note>
  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.
</Note>

### 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.

## Issuing an Invoice

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

<Steps>
  <Step title="Open the order">
    Find the order and open its detail page.
  </Step>

  <Step title="Create the invoice">
    Select the **Create invoice** action. RxScale generates the invoice PDF and opens it ready to
    print, and confirms with "Invoice {number} created".
  </Step>
</Steps>

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**.

<Note>
  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.
</Note>

### 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.

## 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.

<Note>
  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.
</Note>

## Related Topics

* [Processing Orders](/for-pharmacists/processing-orders) -- How to receive, accept, and complete
  pharmacy orders.
* [Group Inventory](/for-pharmacists/group-inventory) -- Shared product, warehouse, and stock
  management for pharmacy groups on the Pharmacy Suite subscription.
* [Settings](/for-pharmacists/settings) -- Configure your pharmacy account, shipping, and
  notification preferences.