How to Create Pro Forma Invoices

Pro Forma Invoices are created from the Pre Invoice Report button from the Invoicing Menu within the system and will export a report to excel to view prior to creating the Invoices.

This allows the user to check that the invoices will show the correct chargeable lines and values to avoid creating invoices and raising credits to rectify errors.

Locate the Invoicing Menu

1. Select the Finance category, and then Invoice:

2. Select Functions>Invoicing Menu.

The screen will now look like this:

Create and Run the Pre Invoice Report

3. Fill in the relevant fields if required (leaving these blank will pull through all chargeable lines which have not yet been invoiced).

Business Unit & Group Company will be defaulted to the user’s account details.

Field	Description
Job Type	You can select a specific Job Type within this field, i.e. if you select Offshore, the Pre Invoice Report will only show chargeable lines against a Job Details record which has a Job Type of Offshore and have not yet been invoiced
Client	You can select a specific Client within this field, i.e. if you select ABC Demo Client Ltd, the Pre Invoice Report will only show chargeable lines against a Job Details record which has a Client of "ABC Demo Client Ltd" and have not yet been Invoiced
Job Number	You can select a specific Job Number within this field, i.e. if you select Job Number CSAM-18, the Pre Invoice Report will only show chargeable lines against a Job Details record which has the Job Number of "CSAM-618" and has not yet been invoiced
Internal Clients Only	This box is defaulted to capture all jobs, whether they are Internal Clients or not, however you can adjust this to pull through only jobs which are for Internal Clients or not to pull through any for Internal Clients
Invoice To	The date selected in this field will be the date your chargeable lines will be invoiced up to and including

Note: As previously stated in this guide, if all of the above fields and tickboxes are left blank, the system will show all chargeable lines on the Pre Invoice Report which have not yet been invoiced.

5. Select the Pre Invoice Report button from the Invoice Functions section.
6. A message will appear and if you have entered specific search criteria into the fields the message will show those within the message,

Select Yes to continue or No to cancel the operation.

The system will now run a query in the background to locate the chargeable lines.

7. A message will appear to alert the user of the amount of invoices created.

Select OK to continue.

8. You will now be prompted to save the excel report. Save the file.
9. The excel report will now automatically open for you to review:

The Report Header will show all PO’s which have <10% value remaining .

The system has now created Pro Forma Invoices against each Invoice shown in the Pre Invoice Report as per the Invoice Map. See How to Create an Invoice Map for more information.

To view a Pro Forma Invoice, locate the Job Details record, select the Invoice tab and you will find the Pro Forma Invoices within this dataset to print/view.

Example:

Note: This is not an Invoice, see How to Create Invoices user guide for more information.