How to Use e-Invoice

Requirements

Before start generate new e-Invoice, you must complete your onboarding process. Learn more about how to register to DOKU as a merchant here.

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Generate e-Invoice

1. Login to the DOKU Back Office
2. Go to Tools > Payment Link, the interface will appear like in the picture below
3. Click New Payment Link button, this will show the dropdown menu
4. Click Single Payment Link

5. Then a form will appear to generate a e-Invoice. The explanation on table below :

List of e-Invoice Form

Form	Mandatory	Explanation
Name	✅	Name of merchant's customer ( Allowed spesial chars: (dash) - , (underscore) _, (dot) .
Email	✅	Merchant’s customer email, configured by merchant. Learn more
Address	❌ (Optional)	Merchant's customer address.
Bill for different Addres's/customer	❌ (Optional)	Check if merchant's customer have different billing address.
Select Expiration Date	✅	Link expired date. a. Should be greater than current date and time. b. Suggest setting the expiration date maximum is 1 year from current state.
Insert Expiration Time	✅	Link expired time. a. Should be greater than current time. b. Suggest setting the expiration time maximum is 1 year from current state.
Select Invoice Date	❌ (Optional)	Invoice issued date. a. Should be greater than current date and time. b. Suggest setting the expiration date maximum is 1 year from current state.
Select Invoice Time	❌ (Optional)	Invoice issued time. a. Should be greater than current time. b. Suggest setting the expiration time maximum is 1 year from current state.
Item Name	✅	List of the item name of the merchant customer's invoice
Price	✅	Price per item.
Quantity	✅	Quantity per item
Total Amount	✅	Grand total of price and quantity for each item.

5. Then will appear a pop-up named confirm new link that contains all of the data that was already submitted by the merchant before the e-Invoice is created. When a merchant is confirmed to generate a payment link click create link, otherwise, click back to edit.

6. Then, the link will be generated and appear on the top of the e-Invoice List

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Generate Multiple e-Invoice

1. Login to the DOKU Back Office
2. Go to Tools > e-Invoice, the interface will appear like in the picture below.

3. Click New e-Invoicebutton, this will show the dropdown menu.
4. Click Import from spreadsheet

5. A pop-up will appear for merchant to upload the spreadsheet file

6. Before uploading, make sure your spreadsheet file matches the provided template. Merchant can choose to download the spreadsheet templates by clicking each type of format (XLS, CSV, XLSX)

7. Merchants can enter a list of e-Invoice that they want to generate into the spreadsheet. According to the picture below (item with (*) determine to be mandatory field)

8. If merchant have something to ask or failed to upload, please call 1500963 or report in here

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Export Transaction

1. After merchants generate a e-Invoice, in the e-Invoice List table on the Action column there are three vertical dots icon. The functionality of the icon is to export transaction in CSV or PDF format.

2. Then, try to click the icon and it will show the dropdown menu. Choose by needed whether in CSV or PDF format

3. If merchant want to export transaction in large quantities, merchant can use export button. Merchant can export all transaction or sort transaction based on order status.

4. After that, will be displayed pop up like the picture below. Merchants can export file in CSV or PDF format and click “Export File”

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Detail Transaction

1. When a merchant wants to understand details for each transaction for each e-Invoice, the first step is to click the invoice number of the transaction that merchant wanted, the list showing the picture below.

2. After clicking the invoice will appear a detail of the transaction like the picture below.

For the explanation of the e-Invoice Details shown in the table below.

List of e-Invoice Details

Data	Explanation
Link URL	e-Invoice that merchant is generated
Invoice Number	Invoice number that generated from DOKU System
Created Date	Time when e-Invoice is generated, using GMT + 7 Time Zone (Jakarta, Bangkok, Ho Chi Minh).
Invoice Date	The time when the invoice was published
Total Amount	Amount that merchant determine for their customer
Customer	List of Customer Data include a. Customer Name b. Customer Phone Number (optional) c. Customer Email. (optional)
Status	Merchant’s payment status, explained by: a. PENDING: Merchant’s Customer still does not process the payment (under expiry time). b. EXPIRED: Merchant’s Customer does not process the payment (more than expiry time). c. SUCCESS : Merchant’s Customer is process the payment and already well-received based on the notification that we get from our system. Those status is changed automatically by our system
Expires On	The deadline of the e-Invoice before expired (can’t be used by the merchant).
Generated Order From	We provide two schemes: a. DOKU : Through DOKU Dashboard b. WhatsApp: Through WhatsApp Link