Create a Proforma Invoice
In AcctVantage, you may generate a Proforma version of any Sales Order to satisfy any special requirements for shipping, provide a customer with necessary documentation for billing purposes, etc.
A proforma invoice is not a true invoice, it will not result in any general ledger postings, affect inventory or update A/R.
Setup: Install the Proforma Script
To enable this feature, download the script attached below then follow these instructions to install the script.
1. Create the Sales Order
To create a Proforma Invoice, you must first create a Sales Order using the usual order entry process.
2. Create the Proforma Invoice
To create a Proforma Invoice, go to the Notes tab and click on the Proforma button.
This will open a hidden data entry screen which is enabled by the script that you installed above.
Data entry screen
When first presented, the proforma data entry screen is completely blank.
From here, you can do freeform data entry or populate the screen with data from the parent sales order ... or a combination of both.
Freeform data entry
You may enter any addresses and line items; these will not be validated against any current addresses or products in the database. Quantities and prices entered here will have no impact on your inventory, accounts receivable or general ledger.
This process is intended to allow you to print a document that conforms to special circumstances without changing anything on the parent Sales Order. Use-cases can include: progress billing for a customer, delivering a specialized document to customs officials, etc.
Load default info from parent sales order
If you want to populate the proforma invoice with info from the parent Sales Order, click the Default button. This will populate the Bill To Address, Ship To Address and Line Item detail from the parent Sales Order.
Any of this data can be edited to suit your needs. Quantities and prices can be changed, line items can be added or removed, etc. Changes made here will not affect the parent sales order.
3. Print the proforma document
Once you have saved the Proforma details and saved the parent Sales Order, you may print the document via usual printing tools.
Our standard version of the Proforma Invoice form is attached below. Follow these instructions to install it.
Print as Invoice
The Print as Invoice button may only be selected if the proforma total matches the invoice total from the parent Sales Order.
Checking this box changes the heading of the document to read "Invoice", if unchecked the document will display "Proforma Invoice".
