What Does This Procedure Do?
You can print pro forma invoices using this procedure. Pro forma invoices are used in connection with international deliveries and must accompany the goods. It is possible to print a pro forma invoice for invoice bases (partially or fully delivered customer orders) or for customer orders that have not been delivery reported.
After printing the pro forma invoice, you can still print the regular invoice. No ledger or statistic updates take place in this procedure, nor does the status change.
You can print on a preprinted form or on a blank paper. In the Form Settings procedure in the Global Settings module, you can describe how you want printouts to be handled, such as how many copies of the document you want to print, etc.
The Pro forma invoices have their own invoice number series, that can be updated in the Number Series procedure in Global Settings.
You can reprint an already printed pro forma invoice using the Reprint Prior Invoices procedure. The reprinted invoice is then given the same invoice number. A pro forma invoice that is printed before the delivery reporting is made cannot be reprinted in this procedure. Some companies send a preliminary pro forma invoice in advance to the customs authorities, and then attach the final pro forma invoice with the shipment, and that invoice is then completed weight, packages and volume information.
Managing Windows
The Search Form in this procedure consists of two portions. In the left portion of the window, you can select the printout by entering an interval of order numbers, customer codes or actual delivery periods. If you leave these fields empty, the system will print all the pro forma invoices.
In the left portion of the window you can select if the pro forma invoice shall be printed from the invoice basis (invoice status 1) or from the customer order (order status 1-5).
In the right portion of the window, which only appears after you have clicked on Preliminary selection, you can see the invoice bases or customer orders for which pro forma invoices will be printed when clicking on Print. Here you can also preview a pro forma invoice by using Preview or double-clicking on the customer code.
Read more about the different methods for printing invoices; "Preliminary Selection" and "Direct printing via intervals" that are described in the Help Function for the Print Invoices procedure.
During both of these methods, a form check is performed after printout. The pro forma invoices that have been printed will appear in the right portion of the window and you can now approve the printouts, update status, deselect invoices, reprint invoices or cancel the printouts. This means that the printouts can be reset or restarted, in case you have a paper jam in your printer etc.
Invoice Status
An invoice always has a particular "status", depending at what stage the invoice is in the system. The invoice basis has Status 1 (Registered). When a regular invoice has been printed and approved it will be given Status 9 (Invoiced). The following status options apply in general to invoices:
Window Functions
Read more about the Window functions under Window Functions in the MONITOR Basics guide.