Creating A Pro Forma Invoice

Overview

This process document will explain how to create a Pro Forma for advance payment for a quote/order within the Savance Enterprise software.

Pro Forma Template

Before you can start creating Pro Forma invoices, you will need to make sure you have a proper Pro Forma template set up within your document/templates.

• Go to Admin > Administrator, then select the Print Templates tab.

  

• Select ‘New’, and enter the following information.

  • Title - Pro Forma Quote/Order

  • File Name - Select the .rpt file type, either created by yourself or with the help of a Savance customer service representative from your template files.

  • Description - (if applicable)

    

• Once completed, select ‘Add’ to save this template.

• It will now appear in your template list.

  

• Now you will need to map the template to a document type.

• Highlight the newly created Pro Forma Quote/ Order and select under ‘Document Type’ > Order and Quote

  

• Next, we want to add this document to your selected printers. Select the ‘Printer Mapping’ tab and then select all the printers that you wish to print this document from.

• When all your selections has been made, select ‘Update’ to save your changes.

Your Pro Forma invoice is now available to be printed, faxed, and emailed.

Differentiating Pro Forma Invoices vs. Normal Invoices

All of our print templates are very customizable. This allows you to use similar templates for other transactions and make changes that fit your business needs.

Since the Pro Forma invoices are very similar to Normal invoices we suggested that your Pro Forma template have some differentiators that will help your customers along with your Accounting department when payment is sent and received for these. NOTE: If you need assistance please contact Savance Customer Support.

In the example below: We have Pro Forma as the document title, and we have also hardcoded the prefix ‘PF’ in front of the quote and order number to help assist Accounting when payment is received and what steps they need to follow next to apply payment.

You also have the option to show or not show prices, additional fees, shipping, etc.

Creating a Pro Forma Invoice

In the scenario you need to create a Pro Forma invoice you will first need to create a quote as normal.

• After you’ve entered all the customer’s information and order details select ‘Convert’ or

  

• Once the quote has been converted. You have several options to send the customer the Pro Forma invoice.

Sending a Pro Forma Invoice

Print - Either from the header under Order > Print Preview or side navigation select ‘Print’

• 

• Select the Pro Forma template, then select ‘Yes’ to print the invoice,

  

Email - To email the customer select ‘Email’ from the side navigation.

• An email will be created within your email program with the Pro Forma attached.

Fax - If you have Ring-Central configured within Savance you can also fax the invoice. Select ‘Fax’ from the side navigation.

• Choose the Pro Forma template.

  

• Preview the fax and send.

Receiving Payment for a Pro Forma Invoice

Once payment has been received for a Pro Forma invoice it is important for Accounting to apply this payment directly to the original order, and not on the customer’s account as a credit.

As suggested in an earlier section adding a prefix to the Pro Forma template will help differentiate how Accounting should apply the money received.

When a check is received the customer may or may not have included a copy of the invoice with the payment. However, their check should reflect the invoice number, PF-XXXXX. As stated the PF prefix in front of the invoice number will alert Accounting to do the following:

• Using the order/invoice number select ‘Open’ to search for that order (alternatively you can also search by other factors, such as PO, Job Release, Quote, etc.)

  

• Once you found the order, select to view and open the order.

  

• Within the order go to the ‘Summary’ and then the ‘Totals’ tab

  

• Then, next to the Deposit field under the Grand Total section select the “+”

  

• In the Receive money screen enter the amount, payment, and any comments.

  

• Then, select ‘Accept Payment’. The deposit amount will now reflect on the order.

  

• Finally, select ‘Save’ on the side navigation. NOTE: You can repeat these steps multiple times if the customer is paying in installments.

• Once the order is ready to ship, the invoice within the shipper will reflect and apply the deposit received for the order.