Invoices and receipts

AuraPOS distinguishes three types of commercial documents, all generated automatically from a sale.

The 3 documents

Cash receipt (80mm thermal)

Printed on the thermal printer at every sale. Compact format, optimized for a standard 80mm roll. Product detail, VAT per rate, total, payment method, change.

A4 invoice (paper or PDF)

Full document for business customers who need it for their accounting. Contains all legal mentions (VAT, CBE/KvK/RCS, IBAN), the customer's full contact details, and a line-by-line product breakdown.

Peppol BIS 3.0 invoice (XML UBL)

Structured electronic format for B2B exchanges between accounting software. Disabled in beta, will be activated with the stable version, in time for the Belgian deadline of 01/01/2026.

When AuraPOS generates an A4 invoice

Three scenarios trigger generation:

1. Explicit request at checkout: before validating the sale, check Generate an invoice in the payment window. AuraPOS asks for the customer to associate (required for an invoice).
2. Bank transfer / deferred payment mode: if you choose Bank transfer as the payment method, the invoice is automatically generated with the mention "Payable before [due date]".
3. Conversion of an existing receipt: from the receipt history, you can convert an already-issued receipt into an A4 invoice (popup to enter the customer if not yet associated).

Choosing the format at print time

At generation, a popup offers:

• Print 80mm receipt only
• Print A4 only
• Both (receipt for the customer, A4 for archive or email)

This popup can be disabled via Settings > Print > Default behavior.

Continuous numbering

Invoices are numbered continuously, with no gaps, in line with tax requirements. Format: YYYY-NNNN (e.g. 2026-0042).

⚠️ If an invoice is cancelled, its number is not reused — a credit note with its own number is generated to accounting-cancel the original invoice.

The counter restarts at 0001 every calendar year (configurable in Settings > Invoicing).

Credit notes

To cancel a sale that has already been processed:

1. Find the receipt / invoice in History
2. Click Cancel / Credit note
3. Confirm the reason (required entry for traceability)
4. AuraPOS generates a credit note with a separate number (prefix NC-, e.g. NC-2026-0001) and refunds the customer using the original payment method.

The credit note is printed/exported in the same format as the original invoice.

Reprint an old invoice

From History > Invoices, click on the invoice then:

• Reprint: launches A4 print on the default printer
• Export PDF: generates the PDF in %AppData%\AuraPOS\Factures\Out\
• Send by email: if the customer's email is filled, sends the PDF as an attachment (SMTP configuration required in Settings)

Tips

• "Paid" mention: automatic on invoices whose payment method is cash, Bancontact, or card. For bank transfer mode, it's added manually when you mark the invoice as Paid from the history.
• IBAN / BIC: configured in Settings > Tax, printed in the invoice footer to make payment by transfer easier.
• Foreign currency: not supported in beta. All invoices are issued in the currency configured for your shop (EUR / CHF).
• "Reverse charge" mention: for an intra-EU B2B sale (VAT 0%), AuraPOS automatically adds the legal mention "Reverse charge — Article 196 directive 2006/112/EC".