Manage & Generate Sales Pro Forma Invoices

Manage & Generate Sales Pro Forma Invoices

This is to generate a pro forma invoice document from a once off fee loaded to the expenses related to agency or company services, such as sales commission fee. Pro Forma invoicing can be used to send an invoice without having to debit a fee. This Pro Forma invoice can be printed or emailed to the client directly from the Expenses tab or from the Pro Forma Age Analysis report. It is similar to a 'quote'. The client can then use the Pro Forma Invoice to make payments. Once the payment is made by the client e.g. owner or tenant, then the linked fees can be debited in the normal way. Only Once-Off Fees (not recurring fees) can be linked to a Pro Forma Invoice.

1. Click Admin on the Main Menu. 



2. Click on Customer Files.



3. Select Sales on the menu heading.


4. Click on the File Name to open the file. 



5. Customer File will open. Click on Expenses on the file tab ribbon bar. 



6. Expenses tab screen will open. 
7.  Within the “Landlord Charges and Expenses” section, click on the Add button. 



8. A menu will appear, select Pro Forma Invoice.
9. A Pro Forma Invoice screen will open. User has ability to:
  1. Create a once-off fee/s
  2. Generate a pro forma invoice from existing once-off fee/s


Add an Invoice

1. From the menu, select Add An Invoice.



2. The Fees screen will open.

3: Fill in the mandatory fields. All other fields are optional:
  1. Description: From the Select from list drop-down select between a “Predefined fee” or Custom or “% based fee”. This will populate the Description field. Overwrite the description if required. (see How to create and manage predefined fees)
  2. Amount: Enter the transaction amount to be debited. If a predefined fee is selected, the amount may be automatically populated.  Overwrite the amount if required. If required, add the VAT from the VAT option. 
  3. Frequency: Select the once off option in the menu. 
  4. Income Account: Select the fee report  (aka income account) where the fee needs to be allocated. Select between “As Per Mandate” or “Own Selection”. (see How to manage fee splits)


4. Click Save to create the transaction. 



5. The fee will appear under the Fees section. 

Generate a Pro Forma Invoice

1. From the “fees” section, select the fees to be generated to a pro forma invoice and click Create Pro Forma Invoice button.



2. The Pro Forma Invoice Print Details screen will open.

3. Select the Pro Forma Date (mandatory) and if required a comment. Click Save to generate. 



4. Pro forma Invoice will appear under the Issued Pro Forma Invoices section.



5. User has flexibility to:
  1. View Invoice
  2. Email Invoice
  3. Revoke Invoice

View Invoice

1. From the “Issued Pro Forma Invoices” section, select the pro forma and click View Invoice button.



2. Selected Pro Forma invoice will open in PDF format

Email Invoice

1. From the “Issued Pro-Forma Invoices” section, select the pro forma and click Email Invoice button.



2. The selected email will open with the Pro Forma invoice attached. 
3. Fill in the mandatory fields. All other fields are optional:
  1. Recipient: load the recipient email under the TO, CC and/or BCC section
  2. Email Subject: Type in a subject for the email.
  3. Email body and email signature: type or select email body template and/or add email signature
  4. Additional attachments: click attachments to load additional attachments. 


4. Optional: Preview email before distribution. Click send to distribute pro forma invoice. 



5. Sent item will appear on the file correspondence tab as well as under all communication report. (see Communication – View Sent Items (Emails or SMSes)

Revoke Invoice

Revoking a pro forma document is necessary for any adjustments needed in the fees or pro forma document.

1. From the “Issued Pro-Forma Invoices” section, select the pro forma and click Revoke Invoice button.



2. Revoke pro forma prompt will appear, to proceed click Yes. 



3. Revoked pro forma fees will reappear under the fees section. The user is now able to delete or edit fees (under the Landlord Expenses screen) and/or regenerate a pro forma invoice.