Creating a Proforma Invoice from a Sales Order Record Pre-Fonteva 20Spring
Proforma Invoices corresponds to a Sales Order with:
Posting Entity of Receipt
Schedule Type of Simple Receipt.
Status of Closed
Posting Status as Pending
Navigate to the Sales Order tab in the eBusiness app.
Select the Account or Contact making the purchase using the lookup.
Select the Entity.
Select Receipt as the Posting Entity and Simple Receipt as the Schedule Type.
Create Sales Order Line(s). Read the Sales Orders article for more information.
Select Closed for the Status.
Click the Send Proforma Invoice button to navigate to the Proforma Invoice Email template. If the button is not present on the Sales Order Detail page, add it to the layout. Click Edit Layout, select Buttons from the left menu, and drag the Send Proforma Invoice button onto the layout.
Type the appropriate values in the Select A Site, To, Subject, and Message fields on the Proforma Invoice Email template. If any Proforma Invoice email configurations are set up on the Business Group, the template will default to these values, but can be overwritten.
Select a Site
Specifies which Site the customer will be directed to to make payment. By default, the Default Site associated with the Business Group is selected. This option is only shown if there is a published Site for the Business Group.
Specifies the email address of the recipient. By default this field is populated with the email address of the invoice contact (if known). If the Proforma Invoice Email needs to go to multiple recipients, separate each email address with a comma. All recipients will receive the same email and that the message always includes an attached PDF of the proforma invoice.
Specifies the email subject. If the Sales Order has a Subscription, then the Subject will be populated from the Subscription Plan's Proforma Invoice Email Subject field. If the Sales Order does not have a Subscription Item, then the Proforma Invoice Email Subject field on the Business Group will appear in this field by default. To override this default text, delete it and type the desired text.
Specifies the email message. If the Sales Order has a Subscription, then the Message will be populated from the Subscription Plan's Proforma Invoice Email Body, Proforma Invoice Email Header, and Proforma Invoice Email Footer fields. If the Sales Order does not have a Subscription Item, then the Message will be populated from the Business Group's Proforma Invoice Email Body, Proforma Invoice Email Header, and Proforma Invoice Email Footer fields by default. To override this default text, delete it and type the desired text.
When the email is complete, click Send Email to send the Proforma Invoice. A confirmation message will appear when the email has been sent. Click Close to exit the email window.
Resending a Proforma Invoice Email
At any time, backend staff users can resend the Proforma Invoice by navigating to the Sales Order and clicking the Send Proforma Invoice button. Subsequent emails will use the default Subject and Message content from the Business Group; any changes made to the first email will not be saved.
A modal will open to the Create Proforma Invoice page where you can modify the email and send it.
Once the Proforma Invoice Email has been sent, the system tracks this status via two fields: Proforma Invoice Email Sent and Proforma Invoice Email Sent Date. The Proforma Invoice Email Sent Date will always display the date of the most recently sent email. If the email is sent again, then the Sent Date will be updated.