In Art Galleria, Commercial Invoices are separate from regular sales invoices and use their own numbering format. Creating a Commercial Invoice will not create or modify a sale, payment, commission, or export to your accounting system.
Example extract from a commercial invoice |
This feature is turned off by default. To enable the Commercial Invoices feature in your account, go to Settings > Invoices Settings, and toggle on Commercial Invoices.
Commercial Invoice Fields
The below image shows the available fields on the Commercial Invoice.
No. | Element | Details | Mandatory? |
1 | Branding | Select to load logo and address details | ✓ |
2 | Issue date | Commercial invoice creation date | ✓ |
3 | Commercial invoice no. | Unique invoice reference | ✓ |
4 | Status | Options include: Draft, Issued, Void | ✓ |
5 | Currency | Select from your established currencies | ✓ |
6 | Exporter | Sender/exporting party details | ✓ |
7 | Consignee | Recipient/shipping contact | ✓ |
8 | Importer | Buyer/importing party details | Ⅹ |
9 | Reason for export | Purpose of export | Ⅹ |
10 | Country of export | Origin country | Ⅹ |
11 | Destination country | Delivery country | Ⅹ |
12 | Inco terms | Shipping responsibility terms | Ⅹ |
13 | Carrier | Shipping company | Ⅹ |
14 | Tracking No. | Shipment tracking number | Ⅹ |
15 | HS tariff code | Customs classification code | Ⅹ |
16 | No. of packages | Number of parcels | Ⅹ |
17 | Gross weight | Total weight with packaging | Ⅹ |
18 | Net weight | Weight without packaging | Ⅹ |
19 | Weight unit | Weight measurement unit | Ⅹ |
20 | Add a new line | Select artworks from: All, Sold, Custom line | ✓ |
21 | Declaration statement | Legal shipping statement | Ⅹ |
22 | Notes | Additional shipment details | Ⅹ |
Creating a Commercial Invoice
You can create commercial invoices from scratch, or you can start by copying them from an existing sales invoice.
Copy from an existing Sales invoice
You can copy a Sales Invoice to a Commercial invoice in two places:
AIn Sales > Invoices, click the More Options (...) icon next to an existing invoice, and select New Commercial Invoice.  | BScroll the bottom of any Sales Invoice and click Create Commercial Invoice.
 |
Your draft Commercial Invoice will open.
Create from scratch
Navigate to Sales > Commercials invoices > + New Commercial Invoice.
2. Fill in any relevant details, using the Add a new line button to add artworks, or any custom line items.
3. Once ready, click the Create Commercial Invoice button at the bottom left of the invoice.
4. Once created, commercial invoices appear in the Commercial Invoices tab within Sales. Click the More Options (...) icon next to any invoice to:
View
Edit
Void
Marked as issued
Download the PDF
Frequently Asked Questions
Who can access the Commercial Invoices feature? | Only users with Sales permissions, can create Commercial Invoices. |
How do commercial invoices relate to sales invoices? | Commercial Invoices use their own numbering format and stay separate from regular sales invoices.
Creating a Commercial Invoice does not create or change a sale, payment, commission, or export to accounting. If a non-sold artwork is added, the document still does not create a sale. |
What happens if I void a commercial invoice? | Void documents are locked and should be treated as cancelled shipping/customs paperwork. |