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Managing Proforma Invoices and Transactions

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 Proforma Invoices. Admins can add transactions that have been made by the subscriber against a Proforma Invoice or multiple Proforma Invoices. 

This section covers the following topics: 

Generating a Proforma Invoice​

To generate a Proforma Invoice for a particular account, follow these steps:

  1. Navigate to Accounts > Accounts Management. The following screen appears: Account management
  2. Click the Edit icon and navigate to Proforma Invoice tab. The following screen appears: Proforma Invoice
  3. Click the Generate PI button. The following screen appears:Generate Proforma Invoice Screen
  4. Provide the following details: 
    • Select the PI Date.
    • Select the PI Duration from the dropdown menu (1 month, 3 months, 6 months, 9 months, or 12 months). 
  5. Click the Add Services button. The following screen appears: Add Service Screen
  6. 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.

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

Downloading Proforma Invoice​

To download the Proforma Invoice, click the Download icon (highlighted in red).

Download Highlighted

Resending Proforma Invoice​

To resend the Proforma Invoice, follow these steps: 

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

Adding a Transaction​

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

  1. Click the Add Transaction button. The following screen appears:Adding Transaction
  2. Provide the following details: 
    • 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 Proforma Invoices. 
  4. If any amount remains undistributed after allocation to the Proforma Invoices, it is automatically recorded as an Advance Payment. 
    note

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

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

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