Configure invoice payment terms and notes
Use this guide when preparing the wording on KORONA Event invoices. Payment deadlines, shared legal text and product-specific notes have different sources; choose the one that matches the scope of your text.
Before you start
- Have permission to edit the account settings. Layout changes also require access to the PDF template editor. If it is not enabled for your account, ask support about changes to the built-in layout.
- Agree the payment period and any required legal wording with the person responsible for your accounting. A 0% tax rate alone does not establish that a sale is tax-exempt.
- Keep a copy of your current layout before changing it. See Customize ticket PDF content for the shared editor, which also covers invoice templates.
Set the payment period
- Open Admin > Account, then select Billing Information.
- Enter the agreed number of days under Invoice payment period.
- Select Save.
For ordinary invoice payment, the deadline is the publication date plus this period. A draft uses its creation date until publication. This is an account-wide setting: changing it also changes calculated deadlines for existing invoices, but does not rewrite dates on PDFs already generated. Agree the effect on outstanding invoices before changing it.
Online payment-provider deadlines and reseller settlement payment terms follow their own rules. Do not use this account setting to extend an online payment attempt or change a reseller agreement.
Print the calculated deadline
- Open Comms > PDF Templates and open the invoice template you want to use. Work on a duplicate when preparing a replacement layout.
- Select the text box for the payment terms. Enter the wording, then type
@and select Invoice due date (short) to insert the calculated date instead of typing a fixed date or number of days. - Under Show only when placeholder has a value, select Invoice due date for a box that contains only the outstanding-payment instruction.
- Use Preview invoice to select an invoice that still requires payment, then open PDF preview to review the wording and placement before saving.
- Select Save changes when ready. A duplicate becomes the layout for future invoice PDFs only after you select Set as default template and save it.
The due-date placeholders have a value only while the invoice requires payment. On a paid invoice they are empty; the visibility condition prevents a leftover instruction such as “Pay by” without a date. Keep other content in a separate box if it must remain visible after payment.
Choose the source for a note
| Intended scope | Where to maintain it | Where it appears |
|---|---|---|
| Shared account information, such as company registration details | Admin > Account > Billing Information, in Company register, legal representation, etc. | In a PDF box containing the Legal notice placeholder. The built-in invoice layout includes it in the footer. |
| Text for one invoice | Add invoice note in an order action that shows an invoice preview | In the preview and in the PDF where its template contains Note. |
| Text associated with a KORONA product | The active info text and its product assignment in KORONA.studio | Next to the relevant invoice item for an item text, or once near the item table for a receipt text. |
Use shared legal text only when it applies to the invoices using that template. A statement that applies only to particular products belongs with those products rather than in an unconditional footer. A KORONA payment-method note is not a substitute for configuring invoice wording.
The invoice template needs Invoice items table (PDF) to render its item table and the imported product notes. Keep this content when customising the body. An invoice note, imported product text and shared legal footer are separate; adding the same sentence to several sources can print it more than once.
Maintain product-specific info texts
Maintain the text and its product assignment in KORONA.studio, then allow synchronization to complete before creating the invoice. KORONA Event uses active item and receipt texts; popup texts and reversal-reason texts are not invoice notes.
- Item texts appear with the corresponding main or sub-product line. If the invoice presentation hides all sub-products, their item texts are hidden with them.
- Receipt texts associated with the invoice's products appear once near the item table, before the totals in the built-in PDF layout. Repeated identical receipt texts are combined; they are not repeated under each product.
- The invoice keeps the imported wording captured when it was created. Editing the product text later does not update that existing invoice.
See Understand KORONA.studio synchronization for where to find synchronization status and which system owns the shared data.
Existing invoices
Saving settings or a layout does not replace a previously generated invoice PDF, and changing a KORONA product note does not backfill an existing invoice. If an issued document needs different wording, contact support with that invoice before changing or reissuing it. A layout preview is not a corrected issued document.
Before publishing a draft, select that draft under Preview invoice in the PDF template editor and open PDF preview. Check that it is the intended draft and review its invoice note and product texts; a preview of another unpaid invoice does not check this draft's wording. If you cannot identify the draft or preview it, ask support to check it before publication.
Publishing makes the draft the final financial document; see Orders and invoices.
