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Processing Proforma Invoices

Posted on | By peritus
 

 

Processing an Invoice as a Proforma does not update any Debtors balances or Stock Issues.
To process a proforma invoice for a customer, the customer must be ticked for MONTHLY CONTRACT BILLING.On the Customer Master file tick the box Monthly Contract Billing.

 Customer Master File

Invoice Screen
Invoice Screen showing SAVE button
  

 

When Invoicing the customer a SAVE button will appear on the INVOICE screen. This will enable the user to save the invoice as a Proforma.If this SAVE button is not visible on the INVOICE screen then abort the Invoice and tick the Monthly Contract Billing box.
 After entering all the relevant information on the Invoice (on both screens) click on the SAVE button. This will save the Invoice as a Proforma. Enter the Proforma Name
 The User will be prompted for a name/reference for the save.Enter a name and click OK . The Proforma Invoice will be saved under this name.  Proforma Invoice Name

The Proforma Invoice will now also be presented for Printing with the wording “PROFORMA INVOICE”.

No Updating of Debtors or General Ledger Account takes place.
 Abort Invoice  

 

VERY IMPORTANT :Click the EXIT button and click YES to Abort the invoiceBy this time The Proforma Invoice has by now been saved.

 NB DO NOT CLICK ON THE ACCEPT BUTTON – THIS WILL PROCESS THE INVOICE.

Processing Proforma Invoice from a JOBCARD

On the JobCard form click the Invoice Job Card button.

The Invoice Screen will open as normal with a SAVE button for processing a Proforma Invoice.

HOWEVER – the Proforma Reference Number used will be the JOB COST CENTRE specified on the Job Card.

NB ONLY ONE INVOICE PER CUSTOMER CAN BE STORED UNDER A PROFORMA REFERENCE NUMBER
  To retrieve this Proforma invoice for Editing or Processing do the following:
 Recalc007

click on CONTRACT BILLING
 

 

Click on green tab for all Proforma selection list.

Double Click on the selected Reference to automatically insert the number the reference in the box.

Click on the REFRESH button next to the Reference and the details of the proforma Invoice will appear in the grid below.

Double click on the grid line will present the Invoice for editing/viewing after which it can be processed into the system or saved again as a Proforma.

  Recalc008
If the user select to accept this invoice (ie process into system), the various account will then only be updated.

 

POINTS TO REMEMBER

1. To process Proforma Invoices a Customer must be ticked for MONTHLY CONTRACT BILLING on the Master file.

2. When processing a Proforma Invoice not associated with a Job Card the system will prompt for the Proforma Reference Number

3. When Processing a Proforma Invoice from a Job Card the system will use the JOB COST CENTRE from the Job Card as the Proforma Reference Number

4. Multiple Customers can be stored under one Proforma Reference Number

5. HOWEVER : The system allows for only one (1) Proforma Invoice per Customer to be stored (saved) under a Proforma Reference Number.

 

 

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