Pro forma Invoices

Pro forma invoice types

It is possible to create different types of pro forma invoice such as pro forma, customs invoice or consignment invoices 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.

Consignment invoices are generated from Warehousing, when a supplier sends goods to a customer on a consignment basis. The goods remain in the ownership of the supplier, but in the warehouse of the customer. In case of Portugal, the supplier issues a consignment invoice within 5 days of sending the goods on consignment. Also these are reported in SAF-T-PT file. Consignment invoice uses the digital signature issued by the Portugal tax authority (SAF-T-PT).

Pro-forma invoice vs Customs Invoice

• When printed, as compared to customs invoice, a pro forma invoice considers the following:
  • Installment Settlements
  • Material Price Surcharges
  • Funding Distribution
• A pro forma invoice uses the same layout as that of the standard layout while a custom layout can be linked to a customs invoice.

Master Data setup

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

Invoicing Parameter

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

• The Pro Forma Automatic Processing: Select the pro forma invoicing batch template to be used as default template to create an invoicing batch during direct processing of invoices.
• The Invoicing Options: Select the pro forma invoice to be used to create an pro forma invoicing batch during direct processing of invoices.
• The Pro Forma Manual Processing: The invoicing batch template used by default if you create or generate invoicing batches in the Invoicing Batch session.
• Pro Forma Manual Processing The invoicing options used by default if you create or generate invoicing batches in the Invoicing Batch session.
• The Pro Forma Invoicing Batch Select the number group to be used to generate numbers for pro-forma invoice.
• The Pro Forma Invoicing Batch Number Series Select the number series to be used to generate numbers for pro-forma invoice.

Transaction Type

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.

Invoicing User Profile

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.

Warehousing Order Type

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.

Pro-forma invoicing type

You can define these data:

• You can set the default Type of Invoice to be Pro forma invoice or custom invoice in Pro Forma Invoicing Types (tcmcs0167m000) session.
• You can select the Generate Pro Forma Invoice Number check box to generate unique number and series for the pro forma invoice. The number series and group is defined in the Invoicing Transaction Types (cisli0101m000) session. The invoice with the unique number is stored in the Invoicing for future reference. When this check box is cleared draft invoice with a temporary number is generated and this invoice is not stored.
• You can select the Print Pro Forma Invoice Immediately check box to print the pro forma invoice immediately after the invoice is created.
• You can select the Pro Forma Invoicing Based On option to determine whether pro forma invoice is based on Order or Delivery. When set to Order, the invoice is created based on order quantity and when set to Delivery, invoice is generated based on the delivered quantity. This option is used only if the pro-forma invoice originates from Order Management.
• The Action When Pro Forma Already Invoiced determines the action when pro-forma invoice is already printed for billable lines. These are the possible option:
  • Block Pro forma Invoicing: Pro-forma invoice cannot be generated once printed for billable line.
  • Allow Pro forma Invoicing: Pro-forma invoice can be generated once printed for billable line. Multiple version of pro-forma invoice can be created for the same billable lines.
  • Allow and cancel previous invoice: Pro forma invoice can be generated for the same billable lines for which the pro-forma invoice is already generated. However, the previously generated pro-forma invoice is cancelled.
• You can select the Pro Forma Invoice Amount Origin option to derive the invoice amount for the pro-forma invoice. These are the possible option.
  • Transaction Value: The commercial price is used as invoice amount.
  • Customs Value: The customs value specified on the order line or shipment line is used as invoice amount.

Pro-forma invoicing process

Pro forma invoice can be triggered from these origins:

Sales Order and Sales Schedule

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.

• Creating a pro-forma or customs invoice, based on order data.
• Creating a pro-forma invoice or customs invoice, based on shipment status. The estimated values are used, when actual values are not available.
• Creating a definitive invoice, based on shipment status (Confirmed).

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

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

• Service Order: You can generate a pro forma invoice when the service order status is Free. A pro-forma invoice cannot be generated after the order (activity) is costed. A pro forma invoice can also not be generated If the estimated data is not available.
• Maintenance Sales Order (Part Maintenance or Part Delivery or Part Loan): You can generate a pro forma invoice when the order status is Free. A pro-forma invoice can not be generated after the maintenance sales order (lines) is costed. A pro forma invoice can also not be generated If the estimated data is not available.
• Customer Claim: A pro-forma invoice is required when a credit note is issued and when the customer is reimbursed by sending new material. When a credit note is issued, the pro-forma invoice must be based on approved claim data. When the new material is reimbursed, the pro-forma invoice must be based on the customs value of the item(s) involved.
• Service Contract: A pro-forma invoice is based on the installment data. The invoice can not be generated after the installment is transferred to Central Invoicing.

Project

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.

Warehousing

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.

Pro forma invoicing workbench

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.