Overview

Automation is a key value from the 3YOURMIND software. Once an order has been placed, there are three pre-set document types you can generate as PDFs simplify communication with customers and prepare for shipping completed parts.

Creating Order Documents

1. Go to Service Panel > 3D Projects and select an existing order.

2. Select Add Order Document

3. Choose the type of Document you want to create: 

   1. Order Confirmation

   2. Delivery Note

   3. Invoice

4. Each document that is created will include creation details that show the type, a unique identification number, the employee who created the document, and the date it was generated.

5. Past documents can be accessed from the order summary.

Generating Order Confirmations

The order confirmation allows you to communicate to your customer that you have begun to process the order and to commit to a more specific shipping date.

1. Select Order Confirmation.

2. Add a Shipping Date that you will commit to based on your current workflow.

3. The Issue Date can be set to the day that you issued the Order confirmation.

4. Either Preview the document to see the layout, Print the document, or Save it on the platform as a PDF.

Using Delivery Notes

Use Delivery Notes to inform your customers and label your shipments with exactly when and which parts leave your production hall.

1. Select Delivery Note.

2. Adjust the Shipping Date to match when the parts will go to delivery.

3. The Issue Date can be set to the day that you issued the Delivery Note.

4. Select the Quantity of all parts that are included in the shipment.

5. You can select if the Part Preview will be shown in the document using the toggle.

6. Either Preview the document to see at the layout, Print the document or simply Save it in the platform as a PDF.

Downloading Invoices

You can send a copy of the order invoice to your customer at any time.

1. Select Invoice.

2. Adjust the Delivery Date to match which billing period the Order belongs to.

3. The Issue Date can be set to the day that you issued the Invoice.

4. Either Preview the document to see the layout, Print the document or Save it on the platform as a PDF.

Adding Payment Terms

If you need to include specific payment terms such as 50% deposit and 50% on delivery, those can be added to the Comments Section and will be included directly on the invoice.

Referencing the Order Confirmation

To reference the correct Order Confirmation on the Delivery Notes and Invoices the Order Confirmation Number with the last created date is displayed in the documents.

Bulk-Creation of Order Documents

1. Go to the Orders table in the Service Panel

2. Select one or more orders

3. Select More Actions

4. Choose one of the following

   1. Create invoices

   2. Create delivery notes

   3. Create confirmation notes
      
      

      Open

      

5. The generated PDFs…

   1. …are automatically attached to each order.

   2. …will be opened in a new tab each.

While during the creation of individual order notes, dates and quantities can be set manually, the bulk creation uses the following default values.

Comments cannot be added when creating order documents in bulk.

Customizing Your Order Notes

You can fully customize the order notes using HTML templates. For more information see https://3yourmind.atlassian.net/l/cp/nhTiSXHF .

Generating Invoices in ZUGFeRD / Factur-X Format

In compliance with German and French regulations on e-Invoicing, we also support generating invoices in ZUGFeRD / Factur-X format. This hybrix format includes embedded XML data in a regular PDF, ensuring machine-readability for automated processing.

Supported version and profile: ZUGFeRD 2.3.2 Extended

Enabling ZUGFeRD / Factur-X Invoices

To enable this functionality:

1. Go to Admin Panel > Fulfillment Partners > Advanced Settings.

2. Enable the setting: “Generate invoices in ZUGFeRD / Factur-X format”.

3. Ensure your service’s Contact Information is set to an address in Germany or France and that you have provided a VAT number.

Creating a ZUGFeRD / Factur-X Invoice

Once the setting is enabled:

1. Follow the steps in Downloading Invoices to generate an invoice.

2. The invoice will automatically be created in ZUGFeRD format, embedding XML data inside the PDF.

3. You can preview or download the invoice as usual.