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Proforma Invoice

Module Guide: Proforma Invoice

Module Location

Sales > Proforma Invoice > Proforma Invoice

Module Objective

The Proforma Invoice module is used to create a preliminary or estimated bill that is sent to a customer before the goods are shipped. A Proforma Invoice is not a legitimate commercial invoice and is not recorded as a receivable. Its purpose is to serve as a sales commitment letter and it is often used to request a down payment from the customer before the sales process proceeds.

1. Main View (Proforma Invoice List)

The main page of this module displays a list of all Proforma Invoices that have been created.

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View Explanation & Filters

This page is for viewing and managing all existing Proforma Invoices.

  • Filters: You can search for a specific document by Proforma Invoice Number, Item Category, Status, or a date range (Date From / Date To).

  • Invoice List: The table below displays all documents that match the filters, with columns such as Proforma Invoice Number, Customer, Proforma Invoice Date, Status, and Approval.

Button Functions

  • New: The primary button to create a new Proforma Invoice.

  • Expired: To change the status of a document that has passed its validity period to "Expired".

  • Print: To print a selected document to be sent to the customer.

2. Steps to Create a Proforma Invoice

Step 1: Create a New Proforma Invoice

From the Main View, click the New button to open the New Proforma Invoice form. image.png

Step 2: Fill in Header Information

On the form that appears, fill in the general information:

  • Quotation Number: You can pull data from an existing quotation by selecting the relevant Quotation Number. This will automatically pull the customer and item data. image.png

  • Customer: Select the customer who will receive the Proforma Invoice. image.png

  • Payment Schedule & Expected Delivery Date: Fill in important details such as the Payment Schedule and the Estimated Delivery Date. image.pngimage.png

  • Upload File: You can also upload a PO (Purchase Order) document from the customer as a reference. image.png

Step 3: Detail the Items and Prices

In the detail table at the bottom, ensure all items, quantity (Qty), price (Unit Price), and Discount are in accordance with the agreement. The system will calculate the totals automatically in the bottom-right section.

Step 4: Save and Confirm

After all data is filled in, use the buttons in the bottom-left section:

  • Save: To save the Proforma Invoice as a draft. image.png

  • Confirm: To finalize and send the document into the approval workflow. 

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  • Cancel: To cancel the entry. image.png

Tips & Important Notes

  • Remember, a Proforma Invoice is not an actual commercial invoice and is not recorded as a receivable. It is a sales commitment document.

  • After the customer makes a payment based on this Proforma Invoice, you can proceed by creating the actual Sales Order and Sales Invoice.

  • A document that has been Confirmed will likely go to a Proforma Invoice Inbox for an approval process by a manager.

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