Continuing the discussion from Legal conformity: what we need to do
First step of the improvement work we need to do in France to comply with legal obligations.
- today when an order is passed by a customer, the hub admin can modify the order even after a paiment was made, and even after the corresponding invoice was issued (and even after an order was shipped !)
- so we are in a situation where you can have two invoices (and receipts) with different contents but the same number.
- also legally if we make any modification to an order (cancel products, or give a void to a user) we need to issue an order that “cancel and replace” the old one and refer to it, but that has a different invoice n°.
1- An order can be modified as long as it is not “shipped” or “collected” (new shipment status proposed). In that case only “return processes” can happen (which would imply for instance a void or reimbursment)
2- While it is still possible to modify the order, if a modification happens on an order, we are legally supposed to track any modification that happens (with + and -) in an “inalterable way”. So given the way spree is organized, I propose to create a new submenu in the order management which we can call “invoices” from where invoices and receipts can be printed, and from where we can see the various invoice versions issued for a given order (if a modification happens a new issue with order n° + -1 or -2 or -3). That enables also to use the last version to make it accessible in the customer account, so the customer, like in any other e-commerce patform would be able to download his invoice (this is also a legal obligation for any distance sale).
3- If an order has been cancelled, it shouldn’t be possible to modify it. An order that has ben paid but not shipped/collected can be cancelled, but then the customer should be refund. If the order has been shipped/collected it cannot be cancelled.
4- It seems ok to be able to cancel a payment (existant behaviour) as it is possible to make a mistake and capture a payment on the wrong order for instance. It would be good to give the possibility to add some comment note if you cancel a payment to explain what happened.
Here is the link to the slides support : https://docs.google.com/presentation/d/18ci_zxamegmH4CI3EyRWEkwc9sI7PEwjjTzHl0InWSU/edit?usp=sharing
I’m trying to get some legal advice to make sure if we do that we are going to be abligned with the law (and especially in France the meet VAT-fraud certification conditions).