For each shipment (except Consignment listing, for which the concept does not apply), the system generates a PROFORMA invoice on the fly, in PDF format, exportable as soon as the shipment is created.
Content of the PROFORMA
- Header: logo, name of the shipping company, contact details.
- Reference: shipment number.
- Date: date entered on the record (Invoice date field in the PROFORMA panel).
- Recipient: customer's address, or custom recipient if you filled in the Recipient name / Recipient address fields.
- Product list: model, SKU, size, net/gross selling price.
- Totals: net, VAT, gross.
- PROFORMA comment (if filled in).
- Legal notices of the shipping company (footer).
When to use it
The PROFORMA has no legal value as an invoice (it is not posted to accounting, it has no tax standing). It is used to:
- Attach to the parcel as a delivery note.
- Hand to the carrier for customs declarations on international shipments.
- Communicate an estimated amount to the customer while awaiting the final invoice.
The final invoice (with an official invoice number, applied VAT, posted to accounting) is only generated when the shipment moves to Invoiced (see Entering the sale amounts, in the Direct sale section).
Exporting a PROFORMA
Several access points:
- From the shipment list: the Export invoice icon (document icon) on each row.
- From a shipment's record: an equivalent button at the top of the page.
- For bulk shipments: the PROFORMA is generated individually for each created shipment.
The PDF opens in a new tab.
Customization
The PROFORMA invoice customization panel on the shipment form lets you override:
- The date displayed.
- The recipient's name and address (useful if the parcel goes to a freight forwarder or to a specific address different from the billed customer).
- A comment shown on the PDF.
These fields are left empty by default: the PROFORMA then uses the customer's details.