Creating a Proforma Invoice From Rapid Order Entry Pre-Fonteva 20Spring
Proforma Invoices can be configured and the email sent directly from the Rapid Order Entry interface.
Click the Rapid Order Entry action from an Account or Contact page.
Use the Item Quick Add field to search for items.
Once an item is selected, type the Quantity.
Click Add to Order.
Once all items are added, select Proforma Invoice under the order total and click Go. The Create Proforma Invoice page will open.
Type the appropriate values in the Select A Site, To, Subject, and Message fields on the Proforma Invoice Email template. If the customer requests a non-Google populated address for their Shipping and/or Tax address, check the Override checkbox to open a field for entering this address.
If any Proforma Invoice email configurations are set up on the Business Group, the template will default to these values, but can be overwritten. Please be aware, Subscription Item's Subscription Plan Proforma Invoice configurations are only used by the Scheduled Job, SubscriptionBatchableScheduler. Staff can easily copy the Subscription Plan's email text and paste into the ROE email text when appropriate, making sure the payment link is not 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 enter 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 enter 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.