How To: Create and Print a Proforma Invoice

A Proforma Invoice is a special type of sales order. When saved, stock will be assigned and the order placed in Manual Hold.
Note: Despite its name, a proforma invoice is a sales order acknowledgement document, NOT a sales invoice.

Create a Proforma Order

  1. Open a Sales Order screen (show me how).
  2. Press Ctrl+N or click the New item icon is the button bar's NEW button to create a new Sales Order.
  3. Use the filters to locate the required customer.
  4. If the 'Existing Order(s) for Customer' pop up appears, either:
    • Click the 'Cancel' button (or press the Esc key) to create a new Sales Order; or
    • Focus on a sales order and click the 'OK' button to edit it (alternatively double-click the sales order you wish to edit).
    Note: if a customer does not have a sales order in an editable stage then the 'Existing Order(s) for Customer' popup will not appear when a new sales order is created.
  5. In the 'Order Details' area of the sales order screen, ensure the type is set to "Proforma Order".
  6. Press F3 or click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right to add a new item.
    1. Use the filters to locate the stock item.
    2. Double click on the stock item.
      Note: if you know the stock codes then you can use Quick Stock Entry.
    3. Amend the 'Qty' as required.
      Note: Products are usually added to the Sales Order with a quantity of one (1).
  7. Repeat until all items have been added to the order.
  8. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save the Proforma Order.

Notes:

Print a Proforma Invoice

  1. Open a Sales Order screen (show me how).
  2. Press F9 or clicking the down arrow immediately to the right of the to open the 'Other Actions' menu.
  3. Select 'Print' from the 'Other Actions' menu.
  4. Then select 'Sales Order Acknowledgement' from the fly-out menu; and
  5. Choose 'Format A - With Prices' from the second fly-out menu to display and print the Proforma Invoice.

This Sales Order Acknowledgement report, which displays all items and prices on the original order (even if the items are out of stock) clearly states that it is a "Proforma" document, not a VAT invoice.

See Also


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