PrestaShop – How PrestaShop document sync with Holded works

☝🏼 Before you start

Orders that already had documents in Holded before activation keep the previous behaviour for their whole lifetime. The new behaviour applies to orders that come in from now on.

Holded automatically syncs the orders from your PrestaShop store and creates the corresponding accounting documents. You don’t need to create or fix anything manually.

When an order that has already been invoiced changes, we don’t rewrite the invoice. Instead, we issue a new document that includes only what has changed. The total of all documents for an order always matches what that order is worth in PrestaShop at any given time.

You can review the previous behaviour in the article PrestaShop: sales sync – FAQ.

In Holded, every document that corrects an invoice is called a corrective invoice, whether you’re refunding money or the customer is paying more. What changes is the sign of the amount:

We deliberately use the same document type in both cases. This way, all of an order’s documents are linked to each other and to the original invoice, and you can follow the entire order from any of them.

This table summarises the behaviour when your store syncs orders as an invoice or sales receipt. The following sections explain each case with an example.

PrestaShop doesn’t send a specific notification when you process a return. Every time you modify or refund an order, PrestaShop sends the full order again with its current quantities and amounts. Holded compares it with what has already been issued and creates a document with only the difference.

☝🏼 For sync and stock to work correctly, we recommend that all your products have the same reference (SKU) in PrestaShop and in Holded.

We create a single document (invoice, sales receipt or sales order, depending on your store’s settings) with all the order lines: products, shipping and discounts.

Invoices and sales receipts are issued already approved. They don’t go through a draft stage.

You decide which statuses create a document in Settings > Integrations > PrestaShop > Settings > Sales sync > Advanced sync > Configure order statuses. For each status, you choose whether the invoice should be marked as paid or pending.

Date and numbering. If the order has an invoice in PrestaShop, the document takes that invoice’s date; otherwise, it takes the order date. With the Use invoice number option enabled, the document keeps PrestaShop’s numbering (for example, #FA000054 is imported as 54). With it disabled, Holded’s numbering is used. Template, warehouse, taxes and accounting account are set according to your store’s settings, as before.

PrestaShop payment methods are mapped to the banks you have in Holded (not to payment methods), so you can reconcile each payment with its bank account.

☝🏼 If you edit an order that hasn’t been paid yet in a store that issues invoices or receipts, the correction waits: we don’t issue anything until the order changes to a paid status. The amount isn’t lost; it builds up. As soon as payment is confirmed, we issue a single document with the full difference accumulated up to that point.

We issue a corrective invoice with the difference. The original invoice stays untouched.

If you add a product. Example: an order invoiced for €50.00 to which you add a €30.00 product.

If you change a price. Example: a €100.00 invoice where you raise the price to €120.00.

If you make several edits in a row. Each edit creates its own document with the change from the previous state. Example: an order that goes from €100 to €80, then to €120 and finally to €90.

Every return results in a negative corrective invoice. The original invoice keeps its full sale amount; the sum of the invoice and its corrective invoices reflects the order’s actual net amount.

☝🏼 For Holded to reflect a return, process the refund from the order itself in PrestaShop, specifying the products and quantities being returned. Holded receives it as an order update with fewer units.

If part of the order is returned. Example: a customer buys a €29.95 T-shirt and €89.90 trainers, with an invoice for €119.85. They return the T-shirt.

The final value of the transaction is €89.90. The corrective invoice applies only to the returned product; shipping and discounts aren’t affected.

If the entire order is returned. Example: you refund an order with a €119.00 jacket and a €24.95 cap.

The order is brought to zero. If you cancel an order that hadn’t been invoiced yet, we don’t issue any document.

If there are several returns on the same order. Example: on a €100.00 order, the customer first returns €30.00 and, weeks later, another €20.00.

If the customer exchanges one product for another. We issue a single document with the returned product and the new one, already netted off. Example: the customer returns a €30.00 item and takes another one for €35.00.

A sales order isn’t a tax document, so it works differently:

The tax rate for each line is set according to your account and store settings:

The reconciliation adjustment line. When closing each document, we check that the sum of the lines exactly matches the order amount in PrestaShop. If there’s a difference of a few cents due to rounding, we add a visible adjustment line so the document closes at your store’s exact amount. It’s a rounding adjustment, not an actual charge or discount.

This behaviour is enabled per account and applies to all the e-commerce stores integrated with it. You can see how it works in general in the article Ecommerce – How e-commerce document sync with Holded works.