VentasxMayor does not issue electronic invoices from orders. You issue the invoice from your ERP or your accounting system. What the platform does give you is the buyer's tax data and the order's printable documents.
Step by step
Mark an order as invoiced
- Issue the invoice in your ERP or your usual invoicing tool.
- In the side menu, go to Sales → Orders and open the order.
- On the TRACKING card, choose the status ORDER INVOICED.
- Tap Update status.
The two sample statuses that come for this are ORDER ASSEMBLED WITHOUT INVOICING and ORDER INVOICED. If you deleted or renamed them, create your own in Configuration → Tracking.
Download the Order Assembly Instructions
- Open the order from Sales → Orders.
- Find the Order Assembly Instructions card.
- Tap Download.
Generate the delivery note and box labels
- Open the order.
- At the bottom, tap Delivery Note and Label.
- A spreadsheet is generated with three sheets: PEDIDO, ETIQUETAS PARA CAJAS - ENVIOS and REMITO NO OFICIAL.
- Print the sheet you need from the browser, or copy the link to forward it by email or WhatsApp.
Files are not attached to an order
There is no way to upload a PDF, an invoice or a receipt to an order. There is no file upload button anywhere on the order screen and the order stores no files. If you want to get the invoice to the buyer, send it by email or WhatsApp outside the platform.
Watch out for the most common mix-up: Upload receipt does exist, but it is for the invoices VentasxMayor issues to you. If what you want is to send the receipt for your subscription payment, the path is:
- In the side menu, go to My account → Subscription.
- Open the invoice you paid.
- Tap Upload receipt.
The order's documents, one by one
| Document | Where it is | What it is |
|---|---|---|
| Order Assembly Instructions | Card in the order detail | The warehouse sheet for picking the goods |
| Delivery Note and Label | Button at the bottom of the detail | Spreadsheet with the order, the box labels and the unofficial delivery note |
| Excel | Button at the bottom of the detail | The order as a spreadsheet |
In their confirmation emails, the buyer gets their own link to the order summary. To print it or save it as a PDF, open that summary and use the browser's print function: there is no dedicated PDF button.
Customizing the Order Assembly Instructions
In the side menu, go to Configuration → Order Assembly Instructions. There are six controls, under the Order Assembly Format block:
- Include Images — adds thumbnails to the document. Turn it off if you want picking sheets without photos.
- Include Prices — shows the unit price.
- Include Customer Data — shows the buyer's contact details.
- Group Options — gathers a product's variants under its name.
- Order by — Name or Code.
- Order — Ascending or Descending.
The document's columns are fixed: code, quantity, name, verified and observations, plus image and price if you enabled them. There is no free column picker, and the product description and detail are not printed. If your team needs an extra piece of information, the place for it is the variant name or the observations field on each assembly line.
Once the order has been through the Assembly screen, the document you download incorporates the result: what was verified and how much was actually delivered on each line.
The delivery note cannot be customized
The Delivery Note and Label spreadsheet comes from a fixed VentasxMayor template. The fields, the titles and the layout cannot be edited from the dashboard. The only things that affect it are three of the Order Assembly settings: Group Options, Order by and Order.
Since the result is a Google spreadsheet, if you need a version with your own fields you can take a copy and adjust it by hand after generating it.
The value declared on the delivery note is the order's actual charged total, discounts included, not the list subtotal.
Tax data the order stores
- Business Name and the buyer's tax document per country (CUIT, CPF/CNPJ, RUT, RFC, NIT).
- Tax condition, with the options that apply in each country.
- Fiscal Address and Delivery Address.
- Line detail with per-list prices, discounts and surcharges.
- Totals with tax and levies itemized.
Automatic tax registry lookup
When the buyer enters their tax ID, the platform queries the registry and auto-fills the legal name, tax condition and address. It works for:
- Argentina — by CUIT or DNI, against AFIP.
- Brazil — by CPF or CNPJ, against the Receita.
- Bolivia — by NIT.
That lookup uses the platform's credentials: your business does not need to load any certificate of its own for it to work.
Issuing the invoice without an ERP
If you have no ERP connected, VentasxMayor does not issue the tax document for you. The circuit is: you take the order's tax data, issue the invoice in your invoicing tool or your accountant's system, and mark the order as ORDER INVOICED so it is on record. If you want issuing to be automatic, the path is connecting an ERP that invoices.
If you cannot find it
- You cannot find where to upload the order's payment receipt. It does not exist. Receipts are only uploaded against your subscription invoices, in My account → Subscription.
- You cannot find Delivery Note and Label. It is at the bottom of the order detail, not in the listing. If you click and nothing opens, it is the pop-up blocker: the spreadsheet opens in a new tab.
- You cannot find the Order Assembly settings. They are in Configuration → Order Assembly Instructions, not in Wholesale. If you followed a guide that said Wholesale, it was out of date. Inside the Configuration screen, the section is on the Orders tab. You need the Configuration permission.
- You want to add the product description to the document. You cannot: the columns are fixed.