Pro forma invoices (PM307000)

Search line in list window

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:
- space: the result contains the words in any order,
- %: the result contains the words in the specific order, and the % functions as a wildcard as well.
Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

The window toolbar

Element	Description
Release	Releases the document. The pro forma invoices of a project can be released only one by one, starting from the earliest one, on the Invoices tab of the Projects (PM301000) window. The only exception is when multiple pro forma invoices grouped by invoice group have been generated during a single iteration of the invoicing process; in this case, these pro forma invoices can be released in any order. A pro forma invoice of a particular project can be released only after the sales invoice of the preceding pro forma invoice of the project has been released.
Actions	Provides the following menu commands, which you can click to invoke actions: Approve: Changes the status of the pro forma invoice from Pending approval to Active. This action is available if the Approval workflow functionality is enabled in the Enable/disable functionalities (CS100000) window and approval is configured for pro forma invoices. Reject: Changes the status of the pro forma invoice from Pending approval to Rejected. This action is available if the Approval workflow functionality is enabled in the Enable/disable functionalities (CS100000) window and approval is configured for pro forma invoices. Email pro forma invoice: Sends the selected document as an email.
Reports	Provides the Print pro forma invoice menu command, which you click to navigate to the report that is specified for the PROFORMA mailing of the corresponding project on the Mailing Settings tab of the Projects (PM301000) window. If the corresponding project has no mailing setting with the PROFORMA identifier, an error occurs.

Element

Description

Release

Releases the document.

The pro forma invoices of a project can be released only one by one, starting from the earliest one, on the Invoices tab of the Projects (PM301000) window. The only exception is when multiple pro forma invoices grouped by invoice group have been generated during a single iteration of the invoicing process; in this case, these pro forma invoices can be released in any order.
A pro forma invoice of a particular project can be released only after the sales invoice of the preceding pro forma invoice of the project has been released.

Actions

Provides the following menu commands, which you can click to invoke actions:

Approve:
Changes the status of the pro forma invoice from Pending approval to Active.
This action is available if the Approval workflow functionality is enabled in the Enable/disable functionalities (CS100000) window and approval is configured for pro forma invoices.
Reject:
Changes the status of the pro forma invoice from Pending approval to Rejected.
This action is available if the Approval workflow functionality is enabled in the Enable/disable functionalities (CS100000) window and approval is configured for pro forma invoices.
Email pro forma invoice:
Sends the selected document as an email.

Reports

Provides the Print pro forma invoice menu command, which you click to navigate to the report that is specified for the PROFORMA mailing of the corresponding project on the Mailing Settings tab of the Projects (PM301000) window. If the corresponding project has no mailing setting with the PROFORMA identifier, an error occurs.

The top part

You can use the elements in this area to select an existing pro forma invoice and view its details.

Element	Description
Reference no.	The reference number of the pro forma invoice in the system.
Status	The status of the document, which can be one of the following: On hold: The user can edit the document but cannot release it. Pending approval: The pro forma invoice has been taken off hold (that is, the status was assigned when the Hold check box was cleared for the pro forma invoice). If Approval is activated, a pro forma invoice with this status is visible to the employee who has been assigned to approve the pro forma invoice. Once the pro forma invoice is approved, it is assigned the Open status; if the pro forma invoice is rejected, its status changes to Rejected. This status is available only if the Approval Workflow functionality is enabled in the Enable/disable functionalities (CS100000) window and pro forma invoice approval is configured. Rejected: The system assigns this status to the pro forma invoice if the employee who was assigned to approve the pro forma invoice has rejected it. This status is available only if the Approval workflow functionality is enabled in the Enable/disable functionalities (CS100000) window and pro forma invoice approval is configured. Open: The system assigns this status to the pro forma invoice if the employee who was assigned to approve the pro forma invoice has approved it. If no approval is configured for pro forma invoices, the system assigns this status to the pro forma invoice when the Hold check box is cleared. The user can release the pro forma invoice or save it with the On Hold status for further editing. Closed: The document has been released and cannot be edited.
Hold	A check box that indicates (if selected) that the pro forma invoice is a draft and thus has the On hold status.
Invoice date	The date on which the pro forma invoice was created. You can change this date, if needed.
Post period	The period that corresponds to the invoice date and to which the corresponding customer ledger document should be posted.
Description	The description of the pro forma invoice, which is provided by the invoicing rule and can be manually modified.
Project	The project associated with the pro forma invoice.
Customer	The customer associated with the project.
Location	The location of the project related to the pro forma invoice. This element is available only if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.
Currency	The currency of the pro forma invoice. This element is available only if the Multi-currency accounting functionality is enabled in the Enable/disable functionalities (CS100000) window.
Progress invoicing total	The total of the Amount to invoice column on the Progressing invoicing tab.
Time and material total	The total of the Amount to invoice column on the Time and material tab.
Detail total	The document total, which the system calculates as the sum of the Progress invoicing total and the Time and material total.
VAT total	The tax amount of the document, as defined on the VAT details tab.
Invoice total	The sum of the Detail total and VAT total values.
Over-limit total	The total Over-limit amount from the Time and material tab that exceeds the invoicing limit. The total is shown only if the Use time and material revenue budget limits check box is selected for the project on the Summary tab of the Projects (PM301000) window. The validation level of the invoicing limit may vary, from a simple warning that is shown in this field and does not block the processing of the pro forma invoice to an error that prevents the pro forma invoice from being processed further until the invoice amount is within the limit. The desired behaviour is specified in the Validate time and material revenue budget limits field in the Project accounting preferences (PM101000) window.

The Progress invoicing tab

This tab lists all the lines of the pro forma invoice generated by the Progress invoicing steps of the invoicing rules of the project tasks.
You can review, modify, and delete these lines if needed.
For more information, see: About project invoicing

Element	Description
Branch	The branch that sells the item or provides the service. The branch is provided from the source defined by the Use destination branch from setting of the particular step of the invoicing rule in the Invoicing rules (PM207000) window.
Project task	The particular task of the project with which this document line is associated.
Cost code	The cost code associated with the revenue budget line. The column is available if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.
Item ID	The stock item which this document line is associated.
Description	The description of the line, which is provided by the invoicing rule and can be manually modified.
Revised amount	The Revised amount of the corresponding revenue budget line of the project on the Revenue budget tab of the Projects (PM301000) window.
Previously invoiced	The running total of the Amount to invoice column on this tab for all the preceding pro forma invoice lines that refer to the same revenue budget line.
Total completed (%)	The percentage of the revised amount of the revenue budget line of the project that has been invoiced by all the pro forma invoices of the project, including the current one. You can modify this percentage; in this case, the system automatically recalculates the values in the Amount to invoice and Current invoiced (%) columns of the line.
Amount	The original line amount calculated by the progress invoicing rule. This column appears only if the Construction functionality is enabled in the Enable/disable functionalities (CS100000) window.
Stored material	The amount of material stored. This column appears only if the Construction functionality is enabled in the Enable/disable functionalities (CS100000) window.
Amount to invoice	The amount to invoice the customer. By default, this is the Pending invoice amount of the corresponding line of the project on the Revenue budget tab of the Projects (PM301000) window. You can modify the amount in this column; in this case, the system automatically recalculates the values in the Total completed (%) and Current invoiced (%) columns of the line. On creation of the sales invoice from the pro forma invoice, the system copies this amount to the Ext. price column of the corresponding line of the sales invoice.
Current invoiced (%)	The percentage of the revised amount of the revenue budget line of the project that is invoiced by this pro forma invoice line. You can modify this percentage; in this case, the system automatically recalculates the values in the Amount to invoice and Total completed (%) columns of the line.
VAT category	By default, the VAT category of the corresponding revenue budget line of the project on the Revenue budget tab of the Projects (PM301000) window. If no VAT category has been specified for the revenue budget line, the VAT category remains unspecified for the pro forma invoice line. You can override the default value.
Sales account	The sales account used for the transaction. The sales account is provided from the source defined by the Use sales account from setting of the particular step of the invoicing rule in the Invoicing rules (PM207000) window.
Sales subaccount	The corresponding subaccount used to record this sale transaction. The sales subaccount is provided according to the Sales subaccount mask setting of the particular step of the invoicing rule in the Invoicing rules (PM207000) window. This column appears only f the Subaccounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Deferral code	The deferral code assigned to the stock item or non-stock item specified in this document line. Upon release of this document, the system generates a deferral schedule (or multiple schedules) based on the settings defined in this deferral code. You can change the deferral code in this field manually if needed. This column appears only if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window. If you change an MDA deferral code (which indicates that an item is a package) to any non-MDA deferral code, the system will consider the item to not be a package and will ignore its components while generating a deferral schedule. That is, the system will generate the deferral schedule for the item based on the settings of the specified non-MDA deferral code.
Actual amount	The Actual amount of the corresponding revenue budget line on the Revenue budget tab of the Projects (PM301000) window that shows the total of the corresponding lines of the released sales invoices.
Draft invoices amount	The Draft invoices amount of the corresponding revenue budget line on the Revenue budget tab of the Projects (PM301000) window that shows the total of the corresponding lines of the pro forma invoices for which the corresponding sales invoices have not been released yet.
Sort order	The sequence number of the line, which is used to sort the lines on the tab. These numbers are assigned automatically and are changed automatically if you reorder the lines by dragging them to appropriate positions.
Line number	The original sequence number of the line among all the pro forma invoice lines.

The Time and material tab

This tab lists all the lines of the pro forma invoice generated by the Time and material steps of the invoicing rules of the project tasks. You can review, modify, and delete these lines or add new ones if needed.

Element	Description
Upload non-invoiced transactions	Opens the Upload non-invoiced transactions dialog box, which shows the list of non-invoiced transactions of the corresponding project that can be added to the pro forma invoice.
View transaction details	Opens the Transaction details dialog box, which shows the list of project transactions corresponding to the invoice line that were grouped during the invoicing according to the invoicing rule settings.
Status	The status that defines how to invoice the line, which can be one of the following: Invoice: To invoice the line in the full amount or a greater amount than was initially invoiced or in the Amount to invoice of the line that is greater than or equal to the Invoiced amount of the line. Hold remainder: To partially invoice the line in the Amount to invoice of the line that is less than the Invoiced amount of the line, and later invoice the remainder, which is the difference between the Invoiced amount and the Amount to invoice. Write off remainder: To partially invoice the line in the Amount to invoice of the line that is less than the Invoiced amount of the line, and write off the remainder, which is the difference between the Invoiced amount and the Amount to invoice. Write off: To write off the line in the full amount or a greater amount than was initially invoiced or in the Amount to invoice of the line that is greater than or equal to the Invoiced amount of the line. You can also delete a selected line of the pro forma invoice to invoice it later in the full amount.
Branch	The branch that sells the item or provides the service. The branch is provided from the source defined by the Use destination branch from setting of the particular step of the invoicing rule in the Invoicing rules (PM207000) window.
Project task	The particular task of the project with which this document line is associated.
Item ID	The stock item associated with the corresponding project transaction or the group of transactions aggregated based on the settings of the invoicing rule.
Cost code	The cost code associated with the corresponding project transaction. The column is available if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.
Description	The description of the line, which is provided by the invoicing rule and can be manually modified.
Employee	The employee who provided the labour or service associated with the corresponding project transaction or the group of transactions aggregated based on the settings of the invoicing rule.
Supplier	The supplier associated with the corresponding project transaction or the group of transactions aggregated based on the settings of the invoicing rule.
Date	The date of creation of the corresponding project transaction.
Invoiced quantity	The quantity to invoice the customer provided by the invoicing rule.
Invoiced amount	The amount to invoice the customer provided by the invoicing rule.
Quantity to invoice	The quantity to be invoiced. When the sales invoice is created based on the pro forma invoice, the system copies this quantity to the corresponding line of the sales invoice. By default, this quantity is equal to the invoiced quantity and can be manually modified.
UoM	The unit of measure of the corresponding project transaction.
Unit price	The price of the item or the rate of the service of the corresponding project transaction. You can modify the unit price.
Amount to invoice	The amount to invoice the customer. On creation of the sales invoice from the pro forma invoice, the system copies this amount to the Ext. price column of the corresponding line of the sales invoice. By default, this amount is equal to the Invoiced amount and can be manually modified. The difference between the calculated Invoiced amount and the corrected Amount to invoice is processed based on the Status of the line. If you manually modify the Unit price or Quantity to invoice, the system automatically recalculates this amount as follows.
VAT category	By default, this is the VAT category of the item specified in the pro forma invoice line, or the VAT category of the project task if there is no item in the line or the VAT category of the item is not specified. If neither the item nor the task has a VAT category specified, the VAT category is unspecified for the pro forma invoice line. You can override the default value.
Sales account	The sales account of the corresponding project transaction. The sales account is provided from the source defined by the Use sales account from setting of the particular step of the invoicing rule.
Sales subaccount	The sales subaccount of the corresponding project transaction. The sales account is provided according to the Sales subaccount mask setting of the particular step of the invoicing rule. This column appears only if the Subaccounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Deferral code	The deferral code assigned to the stock item or non-stock item specified in this document line. When the document is released, the system generates a deferral schedule (or schedules) based on the settings defined in this deferral code. You can change the deferral code in this field manually if needed. This column appears only if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window. If you change an MDA deferral code (the deferral code that indicates that an item is a package) to any non-MDA deferral code, the system will consider the item to not be a package and will ignore its components while generating a deferral schedule. That is, the system will generate the deferral schedule for the item based on the settings of the specified non-MDA deferral code.
Max. available amount	The maximum amount available to invoice the customer based on the invoicing limit amount of the corresponding revenue budget line of the project. If no invoicing limit amount is defined for the revenue budget line of the project or if the Max. limit amount is 0, the max. available amount of each corresponding pro forma invoice line is 0. This column is shown if the Use time and material revenue budget limits check box is selected for the project on the Summary tab of the Projects (PM301000) window.
Max. limit amount	The invoicing limit amount (Maximum amount) of the corresponding revenue budget line of the project on the Revenue budget tab of the Projects (PM301000) window. If no invoicing limit amount is defined for the revenue budget line of the project, the Max. limit amount of each corresponding pro forma invoice line is 0. The column is shown if the Use time and material revenue budget Limits check box is selected for the project on the Summary tab of the Projects (PM301000) window.
Over-limit amount	The amount that exceeds the invoicing limit. The amount is calculated as the difference between the Amount to invoice and Max available amount. If this difference is negative or if the Max available amount is greater than the Amount to invoice, the Over-limit amount is 0. The invoice lines for which the Over-limit amount becomes non-zero exceed the limit. This column is shown if the Use time and material revenue budget limits check box is selected for the project on the Summary tab of the Projects (PM301000) window.
Sort order	The sequence number of the line, which is used to sort the lines on the tab. These numbers are assigned automatically and are changed automatically if you reorder the lines by dragging them to the appropriate positions.
Line number	The original sequence number of the line among all the pro forma invoice lines.

The Upload non-invoiced transactions dialog box

This dialog box shows the list of non-invoiced transactions of the corresponding project that can be uploaded to the pro forma invoice.
In this dialog box, you can select specific transactions or all transactions and upload them to the pro forma invoice.

Element	Description
Branch	The branch in which the transaction was created.
Ref. number	The identifier of the transaction.
Stock ID	The identifier of the stock or non-stock item associated with the transaction.
Description	The detailed description provided for the transaction.
Employee	The employee associated with the transaction, such as the employee who provided the labour or service to the customer.
Customer/supplier	The name of the supplier (if the transaction originated in the Supplier ledger workspace) or customer (if the transaction originated in another workspace).
Date	The date the transaction was created.
Invoiceable	When this check box is selected, the transaction is used when the system calculates the amount that will be charged to the customer. If this check box is not selected, the transaction does not affect the invoicing for the project.
Quantity	The quantity of the item or service.
UoM	The unit of measure used for the item or service.
Invoiced quantity	The quantity that will be invoiced to the customer.
Unit rate	The price of the item or the rate of the service.
Amount	The amount of the transaction.
Account group	The account group of the debit side account of the transaction.
Credit account	The account the transaction will credit if it is released.
Credit subaccount	The subaccount the transaction will credit if it is released.
Debit account	The account the transaction will debit if it is released.
Debit subaccount	The subaccount the transaction will debit if it is released.
Upload (button)	Uploads the selected transactions to the pro forma invoice. The dialog box remains open.
Upload and close (button)	Uploads the selected transactions to the pro forma invoice and closes the dialog box. When a pro forma invoice is created, the system orders the lines of the pro forma invoice on the Time and material tab by the invoicing rule steps applied and by the project transaction reference number within each invoicing step. When you upload non-invoiced transactions, they are appended to the end of list of pro forma lines (so that after upload, you can identify them easily).
Cancel (button)	Cancels your selections and closes the dialog box.

The Transaction details dialog box

This dialog box shows the list of project transactions corresponding to the invoice line that were grouped during the invoicing according to the invoicing rule settings. In this dialog box, you can manually delete transactions you do not want to invoice at the moment, which affects the amount and quantity of the pro forma invoice line.
Element	Description
Ref. number	The identifier of the transaction in Visma.net ERP.
Stock ID	The identifier of the stock or non-stock item associated with the transaction.
Description	The detailed description provided for the transaction.
Employee	The employee associated with the transaction, such as the employee who provided the labour or service to the customer.
Customer/supplier	The name of the supplier (if the transaction originated in the Supplier ledger workspace) or customer (if the transaction originated in another workspace).
Date	The date the transaction was created.
Invoiceable	When check box is selected, the transaction is used to calculate the amount that will be charged to the customer. If this check box is not selected, the transaction does not affect the invoicing for the project.
Quantity	The quantity for the transaction.
UoM	The unit of measure used for the transaction.
Amount	The amount of the transaction.
Invoiced quantity	The quantity that is used for invoicing the customer.
Invoiced amount	The amount that is used for invoicing the customer.

The VAT details tab

The table on this tab contains information about the taxes to be paid on the invoice.
The VAT details are calculated based on the VAT category specified in each line of the pro forma invoice on the Progress invoicing and Time and material tabs.

Inclusive taxes are not supported. If you apply an inclusive VAT to a pro forma invoice, the system shows an error message and does not allow you to release the pro forma invoice.

Column	Description
VAT ID	The identifier of the tax applied to the document.
VAT rate	The VAT rate of the tax.
Taxable amount	The taxable amount for the tax, which is calculated at the document level.
VAT amount	The VAT amount for the specific tax, which is calculated at the document level.
Retained taxable	The retained taxable amount for this document. This column appears in the table if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window.
Retained VAT	The retained VAT amount for this document. This column appears in the table if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window.

The Financial details tab

This tab contains information to be used for the creation of the corresponding customer ledger document.
For a released pro forma invoice, the tab also shows the information about the created customer ledger document.

The Invoice settings section

Element	Description
Customer ledger doc type	The type of the corresponding customer ledger document created when the pro forma invoice is released. Either a sales invoice or an sales credit note can be generated on release of a pro forma invoice, depending on the sign of the Detail total of the pro forma invoice.
Customer ledger ref. no.	The reference number of the corresponding customer ledger document created on release of the pro forma invoice.
Branch	The branch to be used on creation of the customer ledger document, which is provided by the project settings.
Customer VAT zone	The VAT zone of the customer location. By default, the system inserts the VAT zone associated with the Customer location specified on the Summary tab of the Projects (PM301000) window; if no VAT zone has been specified for the customer location, the customer VAT zone is not filled in. You can override the default value.
Terms	The credit terms to be used on creation of the customer ledger document, which is provided by the project settings.
Due date	The date when payment for the document is due, in accordance with the credit terms.
Cash discount date	The end date of the cash discount period, which the system calculates by using the credit terms.

The Invoicing settings tab

This tab displays the invoicing address of the customer and the contact information of the corresponding project for invoicing purposes.
The invoicing settings are populated based on the information specified on the Invoicing settings tab of the Projects (PM301000) window.

The Invoice-to contact section

Element	Description
Override contact	A check box that indicates (if selected) that the contact information provided by the project settings can be overridden.
Business name	The name of the business.
Attention	The department or person to be noted on the attention line, if this line is used by your company.
Phone 1	The phone number of the contact person.
Email	The email address of the contact person.

The Invoice-to address section

Element	Description
Override address	A check box that indicates (if selected) that the invoicing address provided by the project settings can be overridden.
Address line 1	The first line of the invoicing address.
Address line 2	The second line of the invoicing address.
City	The city of the invoicing address.
Country	The country of the invoicing address.
County	The state or province of the invoicing address.
Postcode	The postal code for the invoicing address. An input mask for the postal code can be set in the Countries/counties/postcodes (CS20400S) window.