The payment document is created at the moment the order is paid. Only then does it get its number from the numerical series, its issue date and, on invoices, the taxable supply date. Those three values never change afterwards, not even when you edit or cancel the order later.

This works the same way for every payment method. With card and PayPal the document is available almost immediately after payment. With a bank transfer or a payment on site it appears when you match the payment with your bank or record it on the order with Record payment.

Zenamu issues documents only when Issue payment receipts is switched on in Settings, section Payments, and your plan allows it. Without that setting your orders work exactly the same, they simply have no document.

Until the order is paid it is not a document but a payment request. The client gets an e-mail with the bank details, the variable symbol and a due date. A payment request has no document number and does not belong in your books. It is only an instruction to pay.

The due date is stated in that e-mail and Zenamu counts it from the moment the order was created. It is never later than the start of the session the client booked. When the due date passes, Zenamu does not cancel the order on its own. That decision is yours.

If your studio issues documents, the e-mail also tells the client that they can download the document from the order detail once the payment arrives.

An invoice carries the invoice number, the issue date, the taxable supply date and the order date.

The issue date is the day the order was paid. The order date is the day the order was created, that is when the client booked or bought. For bookings paid later these two dates differ, and that is correct.

The taxable supply date can be earlier than the issue date, for example when the client attends the session before the payment is captured. Zenamu creates the document only once the payment is actually captured, so the issue date is never based on a mere card authorization.

A receipt, which is what studios that are not VAT payers issue, prints the receipt number, the order date and the order number. It has no taxable supply date, and unlike an invoice it does not print the issue date, although you still see that date in the order detail.

In the admin, open Orders, click the order, and its detail shows the document number, the issue date and the taxable supply date. The client sees the same values in the order detail in their account.

While the order is unpaid these rows are not there, because the document does not exist yet.

When you edit an order that already has a document, Zenamu warns you that the change will appear on the document. Its number and issue date stay as they are.

An unpaid order has no document, so cancelling it issues nothing. It also uses up no number from the series, so no gap appears in your numbering.

When money goes back to the client, Zenamu issues a correction document that refers to the original invoice or receipt. The document itself is headed Credit note, or Receipt correction when the original was a receipt, while the button in the order actions is called Download cancellation receipt. Its issue date is the day of the cancellation, and the original document stays unchanged.

When nothing goes back to the client, for example with a 100% cancellation fee, no correction document is created and the original document remains valid.

You download a single document from the order detail. To get a whole month at once, open Orders and then Issued documents, where you can export a merged PDF or a ZIP of single PDFs. Studios in Czechia and Slovakia also get ISDOC and Pohoda XML there.

The orders export has an Issue date column next to the order date and the payment date.

The ISDOC and Pohoda XML export also contains invoices of orders that were cancelled later, together with the matching correction document. If you had already exported an older period and your accountant added some documents by hand, check after a repeated export that nothing was booked twice. Documents you have already downloaded do not change.

When you record a payment later and enter an earlier payment date, the document gets the issue date of the day you recorded the payment and the taxable supply date of the payment itself.

Around the turn of the year this means the document gets a number from the new year's series even though its taxable supply date still falls in December. If you need the document in the old series, record the payment before the year ends.

Invoices used to get their number and issue date already when the order was created, while the taxable supply date was filled in only after payment. Orders paid later therefore produced invoices whose issue date is earlier than the taxable supply date. We do not change those invoices retroactively, because an issued document is never renumbered or redated. This article serves as the explanation of where the difference comes from.

Cancelled unpaid orders kept the number they had been given back then, so there may be unused numbers in the series. We neither renumber them nor issue correction documents for them. We will send you the list of the unused numbers for your studio on request, just write to support.

Orders that were numbered under the old behaviour and are still waiting for payment keep their number. Their issue date and the document rows appear in the order detail on the day the client pays.