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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.


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
e-Invoice List

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

List of e-Invoice Form
FormMandatoryExplanation
NameName of merchant's customer (
Allowed spesial chars: (dash) - , (underscore) _, (dot) .
EmailMerchant’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 DateLink 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 TimeLink 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 NameList of the item name of the merchant customer's invoice
PricePrice per item.
QuantityQuantity per item
Total AmountGrand total of price and quantity for each item.
  1. 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.
Confirm New Link Pop Up

  1. Then, the link will be generated and appear on the top of the e-Invoice List
Confirm New Link Pop Up


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.
Bulk Upload index page

  1. Click New e-Invoicebutton, this will show the dropdown menu.
  2. Click Import from spreadsheet
Bulk Upload import from spreadsheet

  1. A pop-up will appear for merchant to upload the spreadsheet file
Bulk Upload import pop-up

  1. 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)
Bulk Upload import template

  1. 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)
Bulk Upload import template

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

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.
export page

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

  1. 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.
export dropdown menu

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


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.
e-Invoice List - Invoice Number

  1. After clicking the invoice will appear a detail of the transaction like the picture below.
e-Invoice Details

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

List of e-Invoice Details
DataExplanation
Link URLe-Invoice that merchant is generated
Invoice NumberInvoice number that generated from DOKU System
Created DateTime when e-Invoice is generated, using GMT + 7 Time Zone (Jakarta, Bangkok, Ho Chi Minh).
Invoice DateThe time when the invoice was published
Total AmountAmount that merchant determine for their customer
CustomerList of Customer Data include
a. Customer Name
b. Customer Phone Number (optional)
c. Customer Email. (optional)
StatusMerchant’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 OnThe deadline of the e-Invoice before expired (can’t be used by the merchant).
Generated Order FromWe provide two schemes:
a. DOKU : Through DOKU Dashboard
b. WhatsApp: Through WhatsApp Link