In the case of pro forma invoicing, the recipient is not asked to pay, but rather the aim is to show the value of the goods.
Using this module allows working with pro forma invoices.
A pro forma invoice is created directly from an order. To do this, click into a created order.
To send the order as a pro-forma invoice, the "Pro-forma Invoice" checkbox must be set. Then save the change. The order will now be the label "Pro forma invoice". If a different word is required as a label, this can be changed centrally in the system settings (Administration → Settings → System → Basic settings → System).
The pro forma invoice can be previewed.
An invoice is created in the next step, as soon as the customer has paid e.g. via prepayment. Invoicing then takes place in a new number range either:
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Via the Xentral batch processing (the auto dispatch, complete order, etc.)
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Or manually via continue as invoice
After navigating to the appropriate module under "Accounting → Proforma Invoice", click on "NEW" to create a new document. Then select the customer and add all the items to be included in the pro forma invoice. Under Preview it is possible to see how the document will look before it is released and sent via the action field. It is important to remember, however, that there is no link to other documents such as delivery bills if this procedure is chosen. However, it is also possible to create a pro forma invoice from one or more delivery notes.
First, click on "Accounting → Proforma Invoice" and then navigate to the tab "Load delivery bills" tab, which will bring up a list.
In this list, all delivery bills with the status "released" or "shipped" are displayed. However, the search field in the upper right area can also be used to search for the delivery bills of a specific customer or project. In addition it is also possible to click on the curved arrow in the right menu area, to view the delivery bill again. Then all delivery bills for which a common pro forma invoice is to be created. After that click on the button "Create new pro forma invoice from selection".
An input tab appears, which is already known from order entry. Here, the pro forma invoice can be linked to a customer and, if necessary, the recipient data can be adjusted. In this way, for example, it is also possible to send a pro forma invoice to a head office for shipments from different branches. Thereafter navigate to the item overview: Here it is then apparent that all positions from the selected delivery bills have been taken over.
In addition, further positions can be added here, which can be recognized by the fact that in these cases no delivery note number is shown. Subsequently the document ready for dispatch can be viewed by clicking on the preview.
It is also possible, for example, to create a "Delivery bill with prices" or any other document with any labeling, for which a number from the number range of the pro forma invoice is used. To do this first go to the system settings, i.e. "Administration → Settings → System → Basic settings → System" and scroll down to the section "Settings Articles, Options". There you will find a box with the title "Label Different Proforma Invoice", where any label can be entered.
In order for the document to be marked with the new designation, it is only necessary to make sure that the check mark is set in the pro forma invoice, which will show the new name:
Now either different delivery bills can be transferred into a pro forma invoice as shown above or alternatively a new "pro forma invoice" can be created.
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Number of parts {NUMBER OF PARTS}
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Net weight in total {NETTO WEIGHT}
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Delivery condition {DELIVERY CONDITION}
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Basis of preparation1
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Order confirmation (AB)
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Duty1
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Delivery bills
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Free creation possible
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Number range
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AB number
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Independent number range
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Document textText of the AB
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Independent text templates definable
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Deviating designation
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Pro forma invoice = deviating designation of the AB
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Different designation possible
If the above option is selected, the proforma invoice may contain additional information, such as the customs tariff number, the country of origin and the weight per item. items can be displayed.
The information will then appear on the invoice document.
Under Address → Details → Payment condition/ Taxation an additional customs information can be stored per address. This information can be output with the variable {CUSTOMS INFORMATION} in the pro forma invoice.
There is a new address in the pro forma invoice (customs clearance address), this can be filled via the button "Address from master data".
With the variables {DUTY NAME}, {DUTY STREET}, {DUTY PLACE}, {DUTY CITY} and {DUTY COUNTRY}, the individual address data can be output in the document. For this, one of the new free fields would be suitable, the company data activated and can be placed at any place on the document.
With the IF-conditions, it can be achieved that the fields are only displayed if a customs address exists. The document would then look like this:
It is possible to convert offers and orders into a pro forma invoice. The option to do this is available in the action menu in the document.
In the company data Administration → Settings → System → Basic settings → System there is an option that allows you to specify whether in the autoshipment automatically created pro forma invoices should include only stock items or also non-stock items from the order.
If, for example, JIT BOMs are used, it is important to include them in the pro forma calculation. In the header article of the JIT bill of materials (which is not a stock item), the sales price is maintained. If, on the other hand, only single articles are, it makes sense not to display non-material items in the pro forma invoice, if, for example, this is included in the package for customs export or is attached to the package.