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This text refers to program version 8.1  

Operations Menu - Invoices - Print Proforma Invoices

This page describes the 'Print Proforma Invoices' function on the Operations menus in the Invoice browse and record windows. If you are using iOS or Android, the 'Print Proforma Invoices' function is on the Tools menu (with 'wrench' icon).

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The 'Print Proforma Invoices' function allows you to print a Proforma version of an Invoice. This might be necessary on occasions when you need to obtain payment in advance. A Proforma Invoice differs from a normal Invoice in that it is not a legal Invoice. For this reason, you should design a separate Form Template that clearly displays the Proforma status for use when printing Proformas.

If you are using Windows or Mac OS X, you can use this function to print Proformas in batches. Simply highlight a number of Invoices in the browse window and select 'Print Proforma Invoices' from the Operations menu. To highlight a range of Invoices, click the top one in the range and then hold down the Shift key and click the last one. If you need to print Proformas for a number of Invoices that aren't in a range, highlight them while holding the Ctrl (Windows) or ⌘ (Mac OS X) keys before selecting the function.

If you are using iOS or Android, you can only highlight a single Invoice at a time, by searching for it, so you can only print a Proforma from a single Invoice at a time.

On all platforms, you can also open an Invoice in a record window and print a Proforma from it by selecting 'Print Proforma Invoice' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android).

It will often be the case that you print a Proforma from an Invoice that you have not yet marked as OK. If so, the printout will not be printed with the "Test Printout" watermark, irrespective of whether you are using the No Test Printout option in the Optional Features setting in the System module.

To specify the Form Template that will be used when you print Proforma Invoices, follow these steps using Windows or Mac OS X (not iOS or Android):

1. Design the Proforma Form Template using the Form Template register in the System module. Use the 'Properties' function on the Operations menu to name the Form (in this description, we have used the name "PROFORMA_INVOICE"). A full list of the fields you can include in the Template design can be found here.
   

   A file containing samples of each Form Template including a sample "PROFORMA_INVOICE" is supplied with Standard ERP: if you want to use these samples as templates for your own designs, import the "UKForms.txt" file as described on the Importing Set-up Data page.
   

2. Select the Sales Ledger module using the [Switch Module] button in the Navigation Centre.
   

3. Click the [Forms] button, also in the Navigation Centre, or use the Ctrl-D/⌘-D keyboard shortcut. The 'Forms' list window is opened: highlight 'Proforma Invoices'.
   

   

4. Select 'Define Form' from the Operations menu.
   

   

5. In the subsequent 'Form Definition' window, enter "PROFORMA_INVOICE" in the Form Template field in the first row (you can use 'Paste Special' to ensure the spelling is correct).
   

   

6. Click [Save] to save the Proforma Invoice form definition. From now on, the Proforma Form Template that you have designed will be used when you print Proformas using the 'Forms' function and using the Operations menu function.

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The Invoice register in Standard ERP:

• Introduction
  

• Entering an Invoice
  

• Entering an Invoice - Examples
  

• Controlling Prices in Invoices
  

• Inspecting Invoices, Marking as OK and Posting to the Nominal Ledger
  

• Nominal Ledger Transactions from Invoices
  

• Error Messages
  

• Printing Invoices
  

• Accruals in the Sales Ledger
  

• Cash Notes in the Sales Ledger
  

• Credit Notes
  

• Operations menu, including:
  
  • OK
    

  • Print Proforma Invoices
    

  • Invoice Status
    

  • Customer Status
    

  • Item Search
    

  • Add Environment Tax
    

  • Change to Base 1
    

  • Connect to Prepayment
    

  • Recalculate Discount
    

  • Recalculate Weight and Volume
    

  • Update Currency Price List Items
    

  • Print Cash IN-OUT
    

  • Send to Fiscal Device
    

  • Edit Instalments
    

  • Resend E-Invoice
    

  • Open NL Transaction
    

  • Manager's Discount Override
    

  • Open Tax Matrix
    

  • Request Approval
    

  • Cancel Approval Request
  
  
• Create menu
  

• Row menu

Go back to:

• Home page for Sales Ledger manual
  

• Home page for Standard ERP manual

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