Pro forma Invoices

It is possible to create different types of pro forma invoice such as pro forma or customs invoice for the same order or shipment data. Customs invoice is the extended form of commercial invoice required by customs (often in a specified format) that includes information such as the quantity, the selling price, the packing costs, terms of delivery and payment based on which the customs import value is determined at the Port of Destination. The customs invoice layout can be country specific. Separate invoice number series can be defined for each type of invoice.

The following master data must be set up before using the pro forma invoicing functionality.

You can specify the invoicing batch template and invoicing options in the Invoicing Parameters (cisli0100m000) session.

You can specify the default Transaction Type to be used to generate the pro forma invoice and customs invoice document numbers in the Invoicing Transaction Types (cisli0101m000) session.

You can specify the Customs Invoice in the Invoicing User Profiles (cisli0110m000) session. This is a customized invoice layout which can be used when a specific invoicing layout is required for a particular company.

You can add the pro forma or customs invoice as an shipment activity in the Warehousing Order Type (whinh0610m000) session. You can select the Applicable check box in the Activities by Procedure (whinh0106m000) session to enable the pro forma invoice.

You can define these data:

Pro forma invoice can be triggered from these origins:

Sales Order management allows the creation of pro forma invoices from the time underlying sales transaction is approved and till the order is transferred to Invoicing. The following scenarios are allowed from order management.

Pro forma or customs invoice for a sales order shipment lines can be triggered from Shipments. This is possible when the shipment status is frozen or confirmed. When shipment status is frozen, the estimated values are used. When shipment is confirmed the actual quantity and prices are used.

Service allows the generation of pro forma invoices from call or order entry till the invoice lines are released to Invoicing.

Project allows to generate pro forma invoice for all existing project invoicing origins. The customs value can be defined in the Project deliverables. This customs value is passed to warehousing and used for project deliverable related customs invoices.

Warehouse Shipments allow creation of pro forma, customs or actual invoice. The pro forma invoice can be triggered irrespective of the order origin in the shipment. Depending on the order origin, appropriate pro forma billable lines are created. These pro-forma billable line can be invoiced immediately or at a later moment. Pro forma or customs invoice can also be generated for shipments which does not trigger invoicing. Example: Transfer of an item to subcontractor for subcontracted activities.

The pro-forma invoice can be triggered using the Activities by Procedure (whinh0106m000) session. A pro forma or customs Invoice can be generated after the shipment is ‘Frozen’.

After the customs Invoice is processed, the shipment must remain frozen or be confirmed. The shipment can be unfrozen only if the customs invoice is cancelled. Also, after a pro forma or customs invoice is created, it is not possible to create another pro forma or customs invoice, until the original invoice is canceled by the user.

You can use the pro-forma invoicing workbench to view pro forma invoices and pro forma billable lines. You can filter the lines based on the specified values and the type of invoice. You must click Apply Filter to apply the filter settings. This workbench allows handling of only one type of pro forma invoice at any given moment.