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Managing Pro Forma Invoices

Certain business use cases require merchants or suppliers to issue pro forma invoices. Pro forma invoices are commonly used as preliminary invoices with a quotation or for customs purposes, to give an example of the charged prices, or to ask for an advance payment. After the goods or services are supplied, the pro forma invoice is closed and the final invoice is issued.

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JustOn supports pro forma billing when billing opportunities and billing arbitrary objects.

For general information about pro forma invoices, see Pro Forma Billing Concepts.

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Pro forma billing is available as of JustOn 2.47.

Creating Pro Forma Invoice

The creation of a pro forma invoice is controlled using the ON field ON_Type on the source object, which can be an opportunity or an arbitrary object.

Note

Make sure that using pro forma invoices is enabled. For details, see Enabling Pro Forma Billing.

  1. Open the object record for which you want to create a pro forma invoice.

    The source object can be an opportunity (when using opportunity billing) or any other object (when using the generic invoice run for billing arbitrary objects).

  2. Set the field ON_Type to Proforma.

  3. Optionally, set one of the fields ON_DepositRate or ON_DepositAmount to request an advance payment.

    Using ON_DepositRate defines a percentage rate to calculate the requested deposit, whereas using ON_DepositAmount defines a fixed value for the deposit.

    If both a deposit rate and a deposit amount is defined, the amount takes precedence.

  4. Click Save to apply the record settings.

  5. Create the pro forma invoice for the object record.

    For an opportunity, proceed as described in Creating Invoice From an Individual Opportunity or Executing an Opportunity Invoice Run.

    For an arbitrary object, proceed as described in Creating Invoice From Individual Object or Executing a Generic Invoice Run.

    This generates the draft invoices for the corresponding objects.

Next steps:

Editing Invoices
Finalizing Invoices
Canceling Invoices

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If you apply a deposit, the pro forma invoice is subject to the usual invoice proceedings and business processes: payment registration, which creates the corresponding balances, and dunning, if necessary.

Closing Pro Forma Invoice

You must close the pro forma invoice before you can create the final invoice. To close a pro forma invoice, you use a custom process, which must be set up accordingly.

The process criteria that start the execution depend on your use cases. For example, you can use a custom checkbox field Close Pro Forma Invoice on the source object to trigger the process when the checkbox is selected.

Once the process has closed the pro forma invoice, you can create the final invoice the same way and based on the same source records as the pro forma invoice.

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Contact the person who has set up pro forma billing for your org to find out how to close pro forma invoices in your business use cases.

Next steps:

Creating Invoice From an Individual Opportunity
Executing an Opportunity Invoice Run
Creating Invoice From Individual Object
Executing a Generic Invoice Run