¶ Purpose
A Proforma Invoice is a preliminary bill of sale or estimate issued by a seller to a buyer before the actual delivery of goods. It outlines the details of the transaction, including the quantity, description, and price of the items, as well as the terms of the sale.
¶ Prerequisites
The following transactions must be completed before the Proforma Invoice transaction.
- The Prefix Combination Setting needs to be updated.
- The user access rights transaction must be completed.
- The Customer master needs to be defined.
- The Customer Delivery locations must be added to the Customer master.
- The Packing List based on order transaction must be completed.
¶ Proforma Invoice
The Proforma Invoice screen allows the user to create a proforma invoice for the specified items of the approved sales order.
Navigation: Main - Menu → Transactions → Shipping → Shipping Entries → Show Tree → Shipping Module → Proforma Invoice
- The user can search for details based on the Customer, From (Date) and Invoice Number.
- The Proforma Invoice screen displays details such as the Proforma Invoice No., Sold To, Delivery Location, Ship To, Bill To, Bill To Address, Proforma Invoice Date, Sales Order Number and Packing list Number.
- The user must select the appropriate Packing List Number checkbox.
- Once the user selects the packing list number, the corresponding item details will appear in the Item Details section.
- The Item Details section displays item details such as the Sl. No, IntPONo (Internal PO Number), Item, Characteristics, Pack Qty, Pending Qty, Invoice Qty, Invoice Weight, UOM, Price/Unit, Disc, Pack. Charges, Subtotal, Additional details, Box Details and Tax Details from Packing List.
- The user can edit the Invoice Qty details if required.
- Click the Tax Details link, to view the added tax details for each item if required.
- Click the Addtional Details link, to enter the additional details for each item if required.
- Click the Box Details link, to enter the box details for each item if required.
- Click the Characteristics link, to add the characteristics details of each item if required.
- Click Save, the following message will appear.
- Click OK.
¶ View or Print Proforma Invoice Details
The Preview option allows the user to view or print the specific invoice.
- The user must select the appropriate Customer from the drop-down list.
- The user must select the From (Date) from the dropdown calendar.
- The user must select the appropriate Reference Number from the left panel of the screen.
- Click Preview, the user can select any one options from the Export To Excel or Export To Open Office option.
- The Export to Excel screen allows the user to view or print the Proforma Invoice details in Excel.
¶ Copy From
The Copy From option allows the user to view and copy the details of an existing proforma invoice.
- The user must select the appropriate Customer from the dropdown list.
- The user must select the From (Date) from the dropdown calendar.
- The user must select the appropriate reference number from the left panel of the screen.
- Click Copy From, the following screen will appear.
- The user must select the appropriate Performa No. from the dropdown list.
- Once the user selects the appropriate Performa No., the item details will appear.
- The user must select the checkbox of the Item.
- Click OK.
¶ Delete Proforma Invoice
The Delete option allows the user to delete the added or existing Proforma Invoice details.
- The user must select the Customer from the dropdown list.
- The user must select the From (Date) from the dropdown calendar.
- The user must select the Proforma Invoice Number from the left panel of the screen.
- Click Delete, the following message will appear.
- Click Yes, and the following message will appear.
- The user must enter the appropriate comments or Rejection Comments.
- Click OK.
¶ Functional Use Cases
| Sl. No. | Use Case | Business scenario | Functional outcome |
|---|---|---|---|
| 1 | Create a proforma invoice | The user needs to issue a preliminary bill of sale for items from an approved sales order. | The system shows a screen with Proforma Invoice No., sold to, delivery location, ship to, bill to, bill to address, date, sales order number, and packing list number. |
| 2 | Search proforma invoice records | The user wants to locate specific proforma invoices using search criteria. | The system lets the user search by customer, date range (“From”), and invoice number. It then shows matching records. |
| 3 | Select packing list and display items | The user must select a packing list to include item-level details in the proforma invoice. | The user selects a packing list number; the system displays item details including Sl. No., internal PO number, item, characteristics, pack qty, pending qty, invoice qty, weight, UOM, unit price, discount, packing charges, subtotal, additional details, box details, and tax details. |
| 4 | Edit item-level details | The user needs to adjust quantities or enter additional information before finalizing the invoice. | The user can edit invoice quantity, view or update tax details via a link, and enter additional details and box details as needed. |
| 5 | Save the proforma invoice | The user completes the entry of all required details and is ready to save the draft invoice. | Upon saving, the system confirms success with a message, and the user clicks OK to acknowledge. |
| 6 | Preview or export proforma invoice | The user wants to view or print the finalized invoice or export it for external use. | The user selects a customer, date, and reference number, then clicks Preview. The system lets the user export the invoice to Excel or Open Office for viewing or printing. |
| 7 | Copy from an existing invoice | The user wants to reuse details from an existing proforma invoice to create a new one. | The user selects a customer, date, and existing proforma invoice number, checks off items, clicks OK, and the system populates the item details for reuse. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Steps | Checklist item | Details / Purpose |
|---|---|---|
| 1 | Verify sales order | Confirm that the sales order is approved and matches customer requirements. |
| 2 | Create proforma invoice | Prepare a preliminary invoice with customer, order, and delivery details. |
| 3 | Review packing list | Ensure the packing list is complete and linked to the correct sales order. |
| 4 | Validate product details | Check quantities, unit prices, discounts, taxes, and HSN codes for accuracy. |
| 5 | Attach supporting documents | Upload compliance or shipping documents such as certificates and declarations. |
| 6 | Confirm shipment status | Verify if the shipment is ready and update status in the system. |
| 7 | Select bank account | Ensure that the correct bank account is linked for payment processing. |
| 8 | Save invoice | Save the invoice after validation and confirm the system messages. |
| 9 | Preview invoice | Review the invoice in the report viewer to confirm accuracy and format. |
| 10 | Print or export invoice | Print hard copies or export in Excel, PDF, or HTML formats as required. |
| 11 | Send invoice by email | Enter recipient details, attach files, and send the invoice to the customer. |
| 12 | Configure mail server | Update mail server settings to enable smooth email delivery. |
| 13 | Archive transaction | Store the completed invoice and related records for audit and compliance. |
| 14 | Delete incomplete invoice (if needed) | Remove any incomplete invoice. The system restores stock automatically. |