Order Book > Proforma Invoices in iTMS

Overview:

A Proforma Invoice is ‘An abridged or estimated invoice sent by a seller to a buyer in advance of a shipment or delivery of goods. It notes the kind and quantity of goods, their value, and other important information such as weight and transportation charges. Pro forma invoices are commonly used as preliminary invoices with a quotation, or for customs purposes in importation. They differ from a normal invoice in not being a demand or request for payment.’ (Reference: Business Dictionary.com)

A Proforma Invoice in iTMS can be issued to receipt a client’s deposit or can be issued as requested by a financial institution. A Proforma Invoice is not necessarily designed for recording deposits and can be created from either a Client Order or a Production Order. For this example we are creating the proforma invoices to record a deposit.

NOTE: To utilise the Proforma Invoice feature - please contact iTMS Support & Help Desk, as some set-up is required before use.

Create a Proforma Invoice from a Client Order – Create or Edit the Client Order, click on the “Despatch” tab and select a date for the proforma invoice. This can be either typed in or by utilising the Calendar button next to the date field. Enter the amount of the deposit (Optional) and a Deposit Note (see below) and press <F9> to save.

Re-open the order, click on the “Despatch” tab and click on the Print icon to print the Proforma Invoice or click on the Email icon to email the invoice as an attachment.

Create a Proforma Invoice from a Production Order – Create or Edit the Production Order. The Proforma Invoice procedure is slightly different in the production order only because of the positioning of the fields.

The “Deposit” field is located on the bottom of the “Details” tab, enter the deposit amount (Optional) and then click on the “Despatch” tab. Enter the date and press <F9> to save. Re-open the order, click on the “Despatch’ tab and click on the Print icon to print or the Email icon to email the proforma invoice as an attachment.

A “Deposit Note” can be entered into the fields on the “Desp Infor” tab. The deposit amount can be entered on either tab. The “Deposit Note” field is for internal use only and does not print on the proforma invoice.

Text to be displayed on the Proforma Invoice may be entered in the “External Info” field on the “More Info” tab of the client/production order.

Please see your accounting system’s manual or ‘Managing Deposits’ in the Invoice/Export module of iTMS Help Files for further instructions on managing deposits.

Last Revised: 14/12/2011 SJ