This section is the Pro-forma Invoice Profile. This form contains the fields for creating a pro-forma invoice.

Overview: Pro-forma Invoice Profile states information about the pro-forma invoice. such as,

Header Fields

• PI number – system generated pro-forma invoice number; format: PI-PIN#-## (record type-reference PIN number-two digit PIN's PI counter)
• Date – record date of PI
• PI Desc – name in standard format to easily match reference record; can be PO number, quotation number, or quotation reference file name
• Project no. – reference project of invoice
• Client Code – default client of selected PIN
• Project Location – default location of selected PIN
• Project Manager – default officer in charge of selected PIN
• PI Status – current state of PI
• Remarks – additional comments
• Payment Term – lead time before payment
• Currency – unit of PI value
• Total Amount – value for payment charge to client
• Expected Completion Date - expected invoicing start date
• Department – default division of selected PIN

Tabs

• Details – list of item sold to client that will be shown in sales invoice
  • item description - any name pertaining to item/s sold to client
  • quantity - volume of item in item description
  • unit price - amount per quantity of item in item description
  • line total - value of line item in item description ( qty*unit price)
  • line remarks - note for item in item description

• Sales Breakdown – value according sales type or product line
  • sales type - selection of choosing product line sold
  • amount - total amount of items for the selected product line
  • total - equals PI amount or Project Value

• Sales Invoice – billing record of invoice already issued
  • SI no. - sales invoice number used for the invoiced Pro-forma Invoice
  • SI date - date indicated in the SI
  • SI Amount - amount to be paid by client as indicated in SI
  • percent % - percentage of SI from Total Project value
  • last delivery - last delivery date made; set as the reference date for calculating terms and due date
  • line remarks - note for the particular SI

• Collection – receipt record of issued sales invoice
  • OR number - official receipt number issued for the particular SI
  • OR date - date indicated in OR
  • SI no - reference SI number of the OR
  • OR Amount - amount received from client (less withholding tax)
  • Withholding tax - amount deducted for tax purposes
  • payment mode - means used for payment - cash, check, bank deposit, etc.,
  • bank name - bank used for payment
  • check date - date indicated for check payment

• Memo – sales invoice adjustment record
  • Memo number - system generated memo number issued for the particular SI
  • Memo type - debit or credit memo
  • Doc NO -memo number issued for the particular SI
  • Currency - currency of memo amount
  • memo amount - amount to be adjusted from selected invoice/s
  • status - status of memo

• Billing info - Billing info used for the PI

• DR - shows linked DR under the PI#

• PO - Shows linked client PO as registered by Accounting for PO control and PI Approval
  • PO Number - system generated PO number
  • PO Amount - amount indicated on client PO
  • Client PO num - reference number indicated on client PO
  • PO Received Date - date when client PO was received
  • Remarks - Po remarks
  • Status - active or inactive

• PL - Shows linked Parts list

Important requirement includes encoding of PI details, Sales breakdown, Sales Invoice, and Collection records that tallies with total amount stated in PI. Newly registered PI record is an On-hold PI.

Pro-forma Invoice registration begins when an approved client quotation or formal purchase order signed by client is available indicates creation of PI by filling up a pro-forma invoice profile form with reference a PIN in “current” state. This requires a PIN to be in current state to register.

Follow this link to see Pro-forma Invoice List general instruction page