# 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.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/I3Cimage.png)

#### **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](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/0apimage.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](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/aJzimage.png)
- #### **Customer**: Select the customer who will receive the Proforma Invoice. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/hfPimage.png)
- #### **Payment Schedule & Expected Delivery Date**: Fill in important details such as the Payment Schedule and the Estimated Delivery Date. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/IBnimage.png)![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/eETimage.png)
- #### **Upload File**: You can also upload a PO (Purchase Order) document from the customer as a reference. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/HQsimage.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](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Lg2image.png)
- #### **Confirm**: To finalize and send the document into the approval workflow. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Udhimage.png)
- #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/rCLimage.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.