Purchase Pro Forma Invoice

Navigation: Finances → Pro Forma Invoices → Purchase Pro Forma Invoices

Purchases Pro Forma Invoices provides information about inflow received from purchases before the services are provided.

Review Purchase Pro Forma Invoice form

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1. General information about Purchase Pro Forma Invoice is provided in tab General. You have to fill in this information when creating new Purchase Pro Forma Invoice.

2. In tab Media it is possible to attach files. Click Select Files or do Drag & Drop.

3. In tab Notes it is possible to leave notes. Click Add note to create new note.

4. Actions that can be taken with Purchase Pro Forma Invoice:

  • Update account: updates Pro Forma Invoice account with final related data (company code, Vat code, address).
  • Copy: made copy of Purchase Pro Forma Invoice.

5. Available Info Tabs:

6. Available navigation buttons:

  • Add new: is used to create new Purchase Pro Forma Invoice.
  • To list: is used to go to the list of Purchases Pro Forma Invoices.

Create new Purchase Pro Forma Invoice

To create new Purchase Pro Forma Invoice follow these steps:

1. Go to Finances → Pro Forma Invoices → Purchase Pro Forma Invoices and click New.
2. Fill in fields in tab General:

  • Invoice Number: number fill in the manually.
  • Status: indicates the progress of the Purchase Pro Forma Invoice (list is taken from Settings → Dictionary → Invoices → Status). Status is updated according to Purchase Invoice Amounts.
  • Date Issued: date when the Purchase Pro Forma Invoice was issued. Automatically generates the current date.
  • Remarks: notes that are related to the Purchase Pro Forma Invoice.
  • Payment period: payment period filled automatically according to payment period defined in a related Project’s form.
  • Due date: payment due date. Calculated automatically according to Purchase Pro Forma Invoice creation date and payment period.
  • Supplier: indicates supplier of purchase pro forma invoice.
  • Account: indicates the account that the  Purchase Pro Forma Invoices is being written for.
  • Project: should be filled if Purchase Pro Forma Invoice is related with Project of previous stated Account.
  • Purchase Acceptance Certificate: reference to the Purchase Acceptance Certificate that the Purchase Pro Forma Invoice has been generated from or is related to.
  • Purchase: indicates which purchase is related with Purchase Pro Forma Invoice.
  • Tax value: tax rate for the Purchase Pro Forma Invoice.
  • Language: indicates language of Purchase Pro Forma Invoice have to be generated. Language is set according to Account language when Account is selected.
  • Owner: user that created Purchase Pro Forma Invoice record.

3. Click Save.

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Add Purchase Pro Forma Invoice line

To add Purchase Pro Forma Invoice line follow these steps:

1. In tab Lines click Add_Create_new.
2. Fill in Line information:

  • UOM: unit of measurement.
  • Description: description of the provided services, products.
  • Quantity: quantity of units of measurements.
  • Price excl. Taxes: price excluding taxes.
  • Taxes: tax used for purchase invoice proforma line.

3. Click Save.

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Add new Payment

There is a possibility to create new related Payment or assign existent Payment.

To add new Purchase Payment follow these steps:

1. In tab Payments click Add_Create_new.
2. Fill in Purchase Payment information:

  • Title: indicates what particular payment is about.
  • Status: indicates what is the progress of a payment (list is taken from Settings → Dictionary → Payments → Status).
  • Planned date: indicates planned date of the payment.
  • Actual date: indicates date when the payment was received.
  • Amount: indicates full amount of payment including taxes
  • Document number: indicates unique document number.
  • Invoice date: indicates the invoice date.
  • Payment period: indicates payment period.
  • Supplier: indicates supplier of purchase payment.
  • Account: Payment account (list is taken from Sales → Accounts), when creating Purchase Payment from Purchase Pro Forma Invoice form filled automatically.
  • Project: indicates related Contract to particular Payment. (list is taken from Projects → Projects).
  • Purchase Acceptance certificate: indicates related Purchase Acceptance Certificate to particular Purchase Payment (list is taken from Finances → Acceptance Certificates → Purchase Acceptance Certificates), when creating Payment from Purchase Acceptance certificate form filled automatically.
  • Purchase Invoice: indicates related Purchase Invoice to particular Payment ( list is taken from Finances → Invoices → Purchase Invoices).
  • Purchase Invoice Proforma: indicates related Purchase Pro Forma Invoice to particular Payment (list is taken from Finances → Pro Forma Invoices → Purchase Pro Forma Invoices), when creating Payment from Purchase Pro Forma Invoice form filled automatically.
  • Purchase: indicates related purchase to particular payment.
  • Owner: user that created purchase payment record.

3. Click Save.

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Create Task related to Purchase Pro Forma Invoice

It is possible to create Tasks related to Purchase Pro Forma Invoice in several locations of the system: Kanban window, Tasks list window, Purchase Pro Forma Invoice form, Purchase Pro Forma Invoices list window.

To create new Task related to Purchase Pro Forma Invoice in the Invoice form follow these steps:

1. In tab Tasks click Add_Create_new.
2. Fill in Task’s information and click Save.

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Generate a set of Tasks related to Purchase Pro Forma Invoice (initiate Process)

It is possible to generate a set of Tasks related to Purchase Pro Forma Invoice from a template (initiate a predefined process). To generate a set of Tasks related to Purchase Pro Forma Invoice follow these steps:

  1. In tab Tasks click  Lead_create_task and select Process or in tab Process click New_process.
  2. Select process template from the drop-down menu (list is taken from Settings → Processes).
  3. Define date when process should start / finish.
  4. Define date type: Start – First Task of the process will start on the indicated date, Finish – dates of the process Tasks will be defined so that the process would end on the indicated date. Important: there is a possibility to define process finish date only if process does not have decision tasks.
  5. Active Update dates option automatically updates tasks dates when changes in process task planned dates are made.
  6. Click Save.

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Perform actions in the list of Purchase Pro Forma Invoices

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1. As in all lists, you can work with Purchase Pro Forma Invoices by using standard functionality buttons: filter Purchase Pro Forma Invoices, add new Purchase Pro Forma Invoice, change table properties, search Purchase Pro Forma Invoices, narrow or extend information viewable in table cells, edit or add additional information to the Purchase Pro Forma Invoice, delete Purchase Pro Forma Invoice from the list.

2. It is possible to see how many related Not Started, In Progress, Waiting, Done or Cancelled tasks Pro Forma Invoice has.

3. It is possible to perform actions with Purchase Pro Forma Invoices in the list without opening the entries. After selecting single or multiple Purchase Pro Forma Invoices by marking lines Mark or selecting all Purchase Pro Forma Invoices by clicking Button button available actions are:

  • Export records: is used to export selected Purchase Pro Forma Invoices to MS Excel file.
  • Assign Group: is used to assign selected Purchase Pro Forma Invoices to a group.
  • Remove Group: is used to remove selected Purchase Pro Forma Invoices from a group.
  • Set Status: is used to set status of selected Purchase Pro Forma Invoices.
  • Set Owner: is used to set owner of selected Purchase Pro Proforma Invoices.
  • Create Task: is used to create new Task related to selected Purchase Pro Forma Invoices. In case several Purchase Pro Forma Invoices are selected several Tasks will be created.