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4. Orders & invoices

Order lifecycle

Cart                       (customer adds items)
 │
 ▼
Order placed               status = "pending"
 │
 ▼
Payment                    │
  ├─ card via Nets         status flips to "paid" automatically
  │                        invoice flips to "paid" too
  └─ invoice (15-day net)  status stays "pending" until you receive payment
 │
 ▼
Fulfilment                 you ship the goods manually
 │
 ▼
Order closed

We send a confirmation email to the customer on every order, regardless of payment method.

Looking at orders

Customers → Orders - table of every order:

  • Order number - RMS-2026-00042 style, sequential.
  • Date - when the order was placed.
  • Customer - email; click through to their profile.
  • Total - incl VAT, in the order's region currency.
  • Payment - card / invoice / pending.
  • Status - pending / paid / shipped / cancelled / refunded.
  • Source - storefront / internal / proforma (see below).

Click a row to open the order detail with: line items, customer + shipping address, invoice link, payment events.

Order sources

  • storefront - placed via the public website by the customer.
  • internal - created by an admin in KCMS on behalf of the customer (phone order, walk-in). No payment is taken automatically; the customer pays later.
  • proforma - imported from a CSV (e.g. legacy system migration). These don't trigger payment or email.

Marking an order paid manually

Most orders flip to "paid" automatically (card via Nets, or when you receive bank-giro payment with the OCR reference on an invoice).

To mark manually:

  1. Open the order.
  2. Payment section → Mark as paid.
  3. Pick the payment method (cash / bank transfer / other).
  4. Save.

This also flips the invoice (if any) to paid and stamps the payment date.

Invoices

Invoices are auto-generated only for orders that paid by invoice (15-day net). Card-paid orders get an invoice too - flagged as "paid" on creation - because we need the document for accounting.

To see them: Finance → Accounting → Invoices.

Each invoice has:

  • Number - 2026-00042 sequential.
  • Issued - date.
  • Due - issued + payment_terms (capped at 15 days).
  • Status - draft / sent / paid / overdue / credited.
  • OCR reference - the 8-12 digit number with MOD-10 checksum that customers type when paying via bankgiro. Required by Swedish banks.
  • PDF - click to view (rendered server-side, embedded in iframe).
  • Customer ledger link - for FX-converted invoices, we show the SEK total alongside the original-currency total.

Resending an invoice

Open the invoice → Resend email. The customer receives the same PDF as before (attached to the email).

Creating a manual invoice

For one-off billing not tied to an order (consulting fee, services not in the shop):

Finance → Accounting → Invoices → New invoice:

  1. Pick the customer.
  2. Add lines manually: description, qty, unit price (öre), VAT rate.
  3. Save. The system generates the number + OCR ref + PDF + emails it.

Credit invoices (kreditfaktura)

If an invoice was wrong, don't edit it (that breaks the audit trail). Credit it instead:

  1. Open the original invoice → Create credit invoice.
  2. Adjust quantities on the credit (default = mirror of original).
  3. Save. You now have a positive original and a negative credit; the net is what the customer owes.

The credit invoice gets its own number and PDF.

Internal orders

For phone orders, walk-ins, or anything you place on behalf of a customer:

  1. Customers → Orders → New internal order.
  2. Pick the customer (or create one).
  3. Add lines: search the product catalog, pick variant + qty. You can override the price per line (for negotiated discounts).

  4. Pick payment method:

    • Invoice - generates an invoice with 15-day terms.
    • Card (manual) - you've taken the payment offline.
    • Cash / Bank transfer - same.

  5. Save. The order is placed under source=internal.

Internal orders don't trigger Nets checkout (no card prompt). They DO trigger the order confirmation email if you tick "send email".

Pro-forma invoice import (CSV)

For migrating legacy invoices into the new accounting system:

  1. Prepare a CSV with columns: customer_email, order_number, invoice_number, issued_at, due_at, line_description, qty, unit_amount, vat_rate, currency.
  2. Finance → Accounting → Import proforma → upload CSV.
  3. We dry-run first (preview which rows will create what); confirm to apply.

Imported invoices are flagged source=proforma - they don't generate new PDFs, don't send emails. They're for accounting completeness only.

Abandoned carts

If a customer adds items but doesn't complete checkout, after a delay (default: 24h) our system emails them a recovery link.

Customers → Abandoned carts shows:

  • Cart created at.
  • Customer email (if known) or anonymous session.
  • Last activity.
  • Email sent at + opened?
  • Converted? (did they later place an order from this cart?)

You can manually trigger an email from the row, or just wait for the scheduled job.

Common gotchas

  • Order numbers are forever: cancelled orders keep their number. Don't reuse.
  • Invoices on cancelled orders aren't deleted: credit them instead.
  • Payment terms are capped at 15 days: even if a customer's account is set to 30 days, the invoice will show 15. Hard limit.
  • OCR reference uniqueness: every invoice gets a unique OCR. We use MOD-10 checksum so banks accept it.