# Pro Forma Invoice

<p class="doc-lead">A Pro Forma Invoice is a preliminary bill of sale sent to a customer before shipment or final billing. Use it for price confirmation, export documentation, and advance payment workflows. Pro forma invoices do not post to accounts or inventory.</p>

<div class="doc-toc">
<p class="doc-toc-title">On this page</p>
<div class="doc-toc-section">
<span class="doc-toc-group-title">Getting started</span>
<div class="doc-toc-links">
<a href="#/sales/pro-forma-invoice?id=overview">Overview &amp; List View</a>
<a href="#/sales/pro-forma-invoice?id=quick-start">Quick Start</a>
</div>
</div>
<div class="doc-toc-section">
<span class="doc-toc-group-title">Form reference</span>
<div class="doc-toc-links">
<a href="#/sales/pro-forma-invoice?id=header-fields">Header Fields</a>
<a href="#/sales/pro-forma-invoice?id=item-lines">Item Lines</a>
</div>
</div>
<div class="doc-toc-section">
<span class="doc-toc-group-title">More</span>
<div class="doc-toc-links">
<a href="#/sales/pro-forma-invoice?id=actions-status">Actions &amp; Status</a>
<a href="#/sales/pro-forma-invoice?id=master-update">Master Update</a>
<a href="#/sales/pro-forma-invoice?id=view-tabs">View Tabs &amp; Side Panels</a>
<a href="#/sales/pro-forma-invoice?id=best-practices">Best Practices</a>
<a href="#/sales/pro-forma-invoice?id=faq">FAQ</a>
<a href="#/sales/pro-forma-invoice?id=related">Related &amp; Videos</a>
</div>
</div>
</div>

<hr class="doc-section-divider">

<h2 id="overview">Overview &amp; List View</h2>

The Pro Forma Invoices list shows all pro forma documents with customer, date, amount, and status. Use quick filters to view Approved, Draft, Cancelled, Closed, or Multi Level Approval entries. From the list you can create new pro forma invoices, open existing ones, edit drafts, or delete draft entries.

<b>List View</b>

<img src="sales/images/proforma-invoice.webp" alt="Pro Forma Invoices list" loading="lazy">

<b>List row actions</b>

| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft, For Revisal |
| Delete | Draft, For Revisal |
| View | All statuses |

<b>Creation sources</b>

| **Source** | **Description** |
|------------|-----------------|
| Direct | Create from <b>Sales → Pro Forma Invoice → New</b>. |
| Sale Quotation | Use <b>Create Pro Forma Invoice</b> on an approved <a href="#/sales/sale-quotation">Sale Quotation</a>. |
| Sale Order | Use <b>Create Pro Forma Invoice</b> on an approved <a href="#/sales/sale-order">Sale Order</a>. |
| Job Card | On an <b>Approved</b> or <b>Closed</b> Job Card, use <b>Create Proforma Invoice</b>. Customer, sale type, and item lines are pre-filled — each job card item becomes a line with quantity <b>1</b> and rate equal to the job card <b>Sale Amount</b>. |

<hr class="doc-section-divider">

<h2 id="quick-start">Quick Start — Create a Pro Forma Invoice</h2>

<h3>1. Navigate</h3>
Go to <b>Sales → Pro Forma Invoice</b> from the left menu.

<h3>2. Create new pro forma invoice</h3>
Click <b>New</b> to open the entry screen, or create from an approved sale quotation, sale order, or Job Card (<b>Create Proforma Invoice</b> — customer, sale type, and item lines are pre-filled).

<img src="sales/images/proforma.webp" alt="New Pro Forma Invoice" loading="lazy">

<h3>3. Fill in details</h3>
<ul>
<li>Select <b>Form Type</b> and enter the <b>Pro Forma Number</b>.</li>
<li>Choose the <b>Customer</b> and add item lines with <b>Qty</b>, <b>Unit</b>, and <b>Rate</b>.</li>
<li>Set <b>Payment Term</b>, <b>Due Date</b>, and <b>Delivery Term</b> as needed.</li>
<li>Add <b>Notes</b> or <b>Internal Notes</b> if required.</li>
</ul>

<h3>4. Save</h3>
<ul>
<li><b>save</b> — keeps the pro forma invoice as a <b>Draft</b>.</li>
<li><b>Save And Approve</b> — approves the pro forma invoice in one step.</li>
<li><b>Cancel</b> — closes the form without saving.</li>
</ul>

<h3>5. After approval</h3>
<ul>
<li>Collect an advance with <b>Payment In</b> (creates an <b>Other Incomes / Custom</b> <a href="#/accounts/receipt-voucher">Receipt Voucher</a> linked to this pro forma).</li>
<li>Convert to a <a href="#/sales/sale-invoice">Sale Invoice</a> or <a href="#/purchase/purchase-order">Purchase Order</a> from the more menu.</li>
<li>Add <b>Export Details</b> for international shipments when export settings are enabled.</li>
<li>When a sale invoice is approved from this pro forma, matching advance receipts are linked to the invoice automatically, and the pro forma is typically closed.</li>
</ul>

<hr class="doc-section-divider">

<h2 id="header-fields">Header Fields Reference</h2>

| **Field** | **Description** |
|-----------|-----------------|
| Date * | Date of the pro forma invoice. |
| Form Type | Sale type that controls numbering, tax rules, and print layout. |
| Pro Forma Number * | Unique pro forma reference. Auto-generated when numbering is configured on the sale type. |
| Customer * | Customer receiving the pro forma invoice. |
| Customer Billing Address | Auto-filled from the customer. Read-only. |
| Shipping Address | Delivery address for the shipment. |
| Contact person | Customer contact. Enabled after a customer is selected. |
| Reference Name | Optional reference label. Shown when <b>Show Reference Name &amp; Phone field</b> is enabled in Sale Settings. |
| Reference Phone | Phone linked to the reference name. |
| Notify Party | Third-party notify party. Shown when <b>Show Notify Party field</b> is enabled. |
| Notify Party Address | Address for the notify party. |
| LPO/FPO Id | Customer purchase order reference. |
| Employee | Sales employee responsible for this document. |
| Prepared By | Employee who prepared the document. Shown when <b>Show Prepared by field</b> is enabled. |
| Payment Term | Customer payment terms. |
| Delivery Term | Delivery terms text. Shown when <b>Show Delivery Terms</b> is enabled. |
| Due Date | Payment due date based on payment terms. |
| Branch | Branch for the transaction. Shown when multi-branch is enabled. |
| Brand | Brand for brand-wise profit tracking. |
| Billing center * | Billing center for the transaction. |
| Project | Optional project link. |
| Project Task | Task within the selected project. |
| Currency / Currency Exchange Rate | Shown when multi-currency is enabled. |
| Notes | Remarks printed on the pro forma invoice. |
| Internal Notes | Internal remarks not shown on print. |

> Many optional header and line fields are controlled by <a href="#/sales/sale-settings-config">Sale Settings</a>.

<hr class="doc-section-divider">

<h2 id="item-lines">Item Lines — ITEMS</h2>

| **Column** | **Description** |
|------------|-----------------|
| Sl.No | Line serial number. |
| Item | Item being quoted. Required. |
| Item code, Variant, Description, HSN, MRP, Brand | Optional columns enabled in Sale Settings. |
| Qty | Quantity on the pro forma. Required. |
| Unit | Unit of measure. Required. |
| Rate | Price per unit. Required. |
| Amount, Trade Discount, discounts, Taxable Amount, Taxes, Tax Amount, Total | Calculated based on tax and discount settings. |

<hr class="doc-section-divider">

<h2 id="actions-status">Actions &amp; Status</h2>

<h3>View toolbar actions</h3>

| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Approve | Finalizes the pro forma invoice. | Draft |
| Edit | Opens the pro forma invoice for editing. | Draft, For Revisal |
| Delete | Permanently removes the pro forma invoice. | Draft, For Revisal |
| Clone | Creates a copy of the pro forma invoice. | All (if permitted) |
| Print | Prints the pro forma invoice. | All |
| Export | Exports the pro forma invoice to Excel. | All |

<h3>More menu (⋮) actions</h3>

| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Create Invoice | Opens a new <a href="#/sales/sale-invoice">Sale Invoice</a> pre-filled from this pro forma. Hidden when the pro forma already has a sale order. | Approved |
| Create Purchase Order | Opens a new <a href="#/purchase/purchase-order">Purchase Order</a> from this pro forma. | Approved, Closed |
| Payment In | Opens a new <a href="#/accounts/receipt-voucher">Receipt Voucher</a> as <b>Other Incomes / Custom</b>, pre-filled from this pro forma (customer, amount, and pro forma reference). Use this to collect an advance before the final sale invoice. | Approved |
| Revise Pro Forma Invoice | Creates a revised pro forma from an approved one. | Approved |
| Cancel | Cancels the pro forma invoice. | Approved |
| WorkFlow Request | Starts a company process linked to this pro forma. Does not approve the pro forma. See <a href="#/hr/workflow-request">WorkFlow Request</a>. | Approved, Closed |
| Add Export Details | Captures export shipping and customs details. Shown when export settings are enabled. | Draft, Approved, Closed |
| Mark As Closed | Manually closes the pro forma invoice. | Approved |
| Undo Close | Reverts a manual close. | Closed (only when manually closed) |
| Add/Update Note | Adds or edits an internal note. | All |
| Master Update | Updates selected header fields. See <a href="#/sales/pro-forma-invoice?id=master-update">Master Update</a>. | Approved, Closed |
| Update Secondary Status | Updates a custom secondary status. | Approved, Closed |
| Get PDF | Downloads a PDF copy. | All except Draft |
| Export Items | Exports item lines to Excel. | All |

<img src="sales/images/proforma1.webp" alt="Pro Forma Invoice actions" loading="lazy">

<h3>Statuses</h3>

| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not yet approved. Can be edited or deleted. |
| For Revisal | Sent back for changes. Treated like Draft for edit and delete. |
| Approved | Finalized. Can be converted to sale invoice or purchase order. |
| Open | Active pro forma not yet fully processed. |
| Closed | Pro forma is closed — typically after conversion to sale invoice or manual close. |
| Cancelled | Pro forma has been cancelled. |
| Multi Level Approval | Awaiting multi-level approval workflow. |

<b>Posting note:</b> Pro Forma Invoices do not post to accounts or inventory. They are documentation-only until converted to a sale invoice or other posting transaction.

<hr class="doc-section-divider">

<h2 id="master-update">Master Update</h2>

<b>Master Update</b> lets you change selected header fields on an approved or closed pro forma invoice without editing item lines. Open the three-dot menu and select <b>Master Update</b>.

| **Field** | **Can be updated?** | **Notes** |
|-----------|---------------------|-----------|
| Date * | Yes | Cannot be set before the accounts closing date. |
| Payment Term | Yes | |
| Delivery Term | Yes | Shown when delivery terms are enabled in Sale Settings. |
| Due Date | Yes | Payment due date. |
| Employee In charge | Yes | |
| Prepared By | Yes | Shown when prepared-by is enabled in Sale Settings. |
| LPO/FPO Id | Yes | Customer purchase order reference. |
| Branch | Yes | When multi-branch is enabled. |
| Brand | Yes | When brand-wise tracking is enabled. |
| Project | Yes | |
| Customer, centers, item lines, totals | No | Edit the full document (Draft / For Revisal) or cancel and revise. |

Click <b>Confirm</b> to save or <b>Cancel</b> to close without saving.

<hr class="doc-section-divider">

<h2 id="view-tabs">View Tabs &amp; Side Panels</h2>

When you open a pro forma invoice in full view (not in a small modal), the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.

<h3>Top panel</h3>

| **Tab** | **What it shows** |
|---------|-------------------|
| Summary | Linked documents for this pro forma — sale invoices, purchase orders, advance <a href="#/accounts/receipt-voucher">Receipt Vouchers</a> created with <b>Payment In</b>, and related follow-up transactions. See <a href="#/sales/reports/sale-transaction-summary">Sale Transaction Summary</a>. |

<h3>Bottom panel (all transactions)</h3>

| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log — who created, approved, edited, or cancelled the pro forma and when. |
| Attachments | Files uploaded to this pro forma invoice. |
| Secondary Status | Custom secondary status history and updates, when secondary status is configured. |

<hr class="doc-section-divider">

<h2 id="best-practices">Best Practices</h2>

<ul>
<li>Approve the pro forma before <b>Create Invoice</b> so rates and items carry forward automatically.</li>
<li>Use <b>Payment In</b> to collect customer advances against the pro forma; when you later approve a sale invoice from this pro forma, those receipts are linked to the invoice automatically.</li>
<li>Use <b>Add Export Details</b> for export shipments to keep customs and logistics data with the document.</li>
<li>Close or convert pro formas promptly after final billing to keep the pipeline accurate.</li>
<li>Configure <a href="#/sales/sale-types">Sale Types</a> for correct numbering and tax rules before creating pro forma invoices.</li>
</ul>

<hr class="doc-section-divider">

<h2 id="faq">FAQ</h2>

<b>Does a pro forma invoice post to accounts?</b><br>
No. Pro forma invoices are non-posting documents. Only the resulting sale invoice (and any <b>Payment In</b> receipt vouchers you create) posts to accounts.

<b>How do I collect an advance against a pro forma?</b><br>
On an approved pro forma, open the more menu (⋮) and select <b>Payment In</b>. This creates an <b>Other Incomes / Custom</b> receipt voucher linked to the pro forma. Approve the receipt to post cash or bank. When you later approve a sale invoice created from this pro forma, the system links matching receipts to that invoice automatically. You can also use <b>Link with Bill</b> on the receipt for any remaining amount.

<b>What happens when I create a sale invoice from a pro forma?</b><br>
A new sale invoice opens pre-filled from the pro forma. When the sale invoice is approved, matching advance receipt vouchers from this pro forma are linked to the invoice automatically, and the related pro forma is typically closed.

<b>Can I create a purchase order from a pro forma?</b><br>
Yes. Use <b>Create Purchase Order</b> on an approved pro forma to start procurement against the same items.

<b>When is Add Export Details available?</b><br>
When export-related settings are enabled for your company. Use it to record shipping, port, and customs information.

<b>Why is Customer Info or Profit Summary not shown?</b><br>
Pro forma invoices show only the <b>Summary</b> tab in the top panel. Customer and profit widgets are not available on this transaction type.

<b>Can I create a pro forma from a sale order?</b><br>
Yes. On an approved sale order use <b>Create Pro Forma Invoice</b> to generate a non-posting export estimate from order lines.

<b>Can I create a pro forma from a Job Card?</b><br>
Yes. On an <b>Approved</b> or <b>Closed</b> Job Card, use <b>Create Proforma Invoice</b>. The new pro forma opens with customer (from the booking consignee), sale type, and all job card items pre-filled — quantity <b>1</b> and rate from each line's <b>Sale Amount</b>. Review rates and taxes before saving.

<b>Does pro forma affect stock or GST returns?</b><br>
No. It is a planning and customer communication document until converted to a sale invoice.

<b>What is the typical export workflow?</b><br>
Quotation or Sale Order → Pro Forma (customer approval) → Commercial Invoice (customs) → Sale Invoice (accounts and inventory).

<b>Can I edit a closed pro forma?</b><br>
Closed documents are read-only. Revise or create a new pro forma if terms change before final billing.

<hr class="doc-section-divider">

<h2 id="related">Related Topics &amp; Videos</h2>

<ul>
<li><a href="#/sales/sale-quotation">Sale Quotation</a></li>
<li><a href="#/sales/sale-order">Sale Order</a></li>
<li><a href="#/sales/sale-invoice">Sale Invoice</a></li>
<li><a href="#/sales/commercial-invoice">Commercial Invoice</a></li>
<li><a href="#/accounts/receipt-voucher">Receipt Voucher</a> — including <b>Payment In</b> advances and <b>Link with Bill</b></li>
<li><a href="#/sales/sale-settings-config">Sale Settings</a></li>
</ul>

<b>Video — Pro Forma Invoice</b>
<iframe width="560" height="315" src="https://www.youtube.com/embed/Up4mReCuVFE?si=T7UKmgEj7ptKes8O" title="YouTube video player" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen></iframe>