Generating a Proforma Invoice and Adding a Transaction

A Proforma Invoice (PI) is a preliminary invoice issued before the final invoice and is typically used to facilitate advance payments for added services. If you require specific services or resources, you can submit your requirements to the admin.

Based on the requested services, estimated charges, and duration the admin generates a proforma invoice. While adding the advance payment, the transaction can be made against open PIs. Admins can add transactions that have been made by the subscriber against a PI or multiple PIs 

This section covers the following topics: 

• Generating a PI 
• Adding a Transaction

Generating a PI

To generate a PI, follow these steps: 

1. Navigate to Billing and Financial > Proforma Invoice. The following screen appears:
2. Click the Generate PI button. The following screen appears:
3. Provide the following details: 
   • Customer Name  
   • PI Date
   • PI Duration (1 month, 3 months, 6 months, 9 months, or 12 months)
4. Click the Add Services button. The following screen appears:
5. Provide the following details: 
   • Product Family
   • HSN/SAC Code
   • Charge Type (Fixed, Usage, or One-time)
   • Quantity
   • Monthly Price
   note

   The duration is fixed and is applied uniformly to all the services included in the proforma invoice. It cannot be modified for individual services.

6. Click the Confirm button. After the confirmation, the details get added as shown in the following screen:
7. To add additional services to the proforma invoice, click Add Services. You can also modify an existing service by clicking the Edit icon. 
8. Review the PI Summary and click the Submit PI button. The following screen appears:
9. Click the Submit button.

The PI is generated successfully.

Downloading Proforma Invoice

To download the PI, click the download icon (highlighted in red).

Resending Proforma Invoice

To resend the PI, follow these steps: 

1. Click the resend proforma invoice icon (highlighted in red).  The following screen appears:
2. Click the Yes button.

Adding a Transaction

You can add a transaction against a single or multiple PIs in a single payment. To do this, follow these steps: 

1. Click the Add Transaction button. The following screen appears:
2. Provide the following details: 
   • Customer Name 
   • Posting Date
   • Amount Received
   • Transaction Date
   • Payment Mode
   • Transaction Reference
   • Narration
3. An editable table is displayed, allowing you to modify the distribution of the received amount across one or more PIs. 
4. If any amount remains undistributed after allocation to the PIs, it is automatically recorded as an Advance Payment. 
   note

   If there are no pending PIs, the distributed table is not visible and you can add the entire amount to advance amount. 

5. Click the Submit button. The following screen appears:
6. Click the Confirm button. 

The transaction is added successfully, and accordingly, the amount due column is updated for each respective PI.