This section is the Pro-forma Invoice List. It contains the list of Pro-forma Invoice records.

Overview: Pro-forma Invoice list allows registration of pro-forma invoices (PI) for use within system modules. Registration follows standard PI description naming convention according to user's agreement. Each successful registration adds to the number of PIs in the list and each provided a system generated code to distinguish one PI from another.

Definition of Terms:

Pro-forma Invoice List - database of company proforma invoices

Pro-forma Invoice (PI) - an internal form corresponding to sales invoice

Pro-forma Invoice Record - consists pertinent information about the registered PI; found under Project Pro-forma Invoice

Pro-forma Invoice Number - unique code produced by system for monitoring PI of projects

User Involve:

Project Manager are responsible for initiating a Pro-forma Invoice of their own project to be processed and reported by accounting team with corresponding sales invoices and collection receipts. Both are in charge of maintaining a transparent and accurate pro-forma invoice system.

General Procedure/Instruction:

A. Creating a Pro-forma Invoice (PM)

a.1. upon receipt of purchase order or confirmed quotation, select corresponding project in the system

a.2. create and fill-up pro-forma invoice profile header

a.3. fill-up pro-forma invoice detail tab and sales breakdown tab (note: total amount in header,detail and sales breakdown should be equal)

a.3. click “save” to have an “On hold” or pending status pro-forma invoice

B. Requesting for Invoice (PM)

b.1. Select an On-hold pro-forma invoice you want to get invoiced by Accounting;

b.2. Finalize then Click “For SI” to notify accounting to start processing invoice;

note: in clicking For SI button you will be asked to confirm the billing information and whether you like to affect other proforma invoice if changes made.

b.3. Print and sign a copy of Pro-forma Invoice;

b.4. Submit copy of signed Pro-forma Invoice to Accounting officer In-charge for invoicing;

b.5. Receive a printed Invoice from accounting – this will inform you that invoice was already made

C. Updating System upon making Sale Invoice of Billing Statement (Accounting)

c.1. select a “For SI” pro-forma invoice or Go directly to Invoice Module

c.2. check correctness of details and billing information (ask for revision if with error) note: may use “rollback” button to return status to “on hold” then make revision

c.3. process sales invoice (using Quick books)

c.4. update the proforma invoice by adding an invoice record under Invoice tab

c.5. click “save” and submit printed Invoice (BS or SI) to PM to notify and have signature

D. Updating System upon Collecting Payments (Accounting)

d.1. select the reference pro-forma invoice profile where the payment belongs or go directly to Collection Module

d.2. update the proforma invoice by adding a collection record under collection tab

d.4. link the collection record with corresponding Invoices and distribute collected amount accordingly

d.3. do steps 1 and 2 until collection amount matches invoice amount

d.4. update the proforma invoice status to “Paid” when collection is 100%

Notes:

System uses pop-up reminders to notify users of not invoiced PI (prolonged “for SI” status) and not collected Sales invoice payments (prolonged “invoice” status) given a preset period. User may use filter bars to limit list as specified. User in charge, in this case the project manager and accounting representative, should acknowledge and do necessary steps to keep the system records up to date. Otherwise, ignorance may cause disruptive incorrect information.

For information on about filling up the proforma invoice profile please see Pro-forma Invoice Profile.