Discover the Best Proforma Invoice Format in Word for Product Management

Proforma invoice format in word for Product Management

in this screencast I'm going to show you how you can create a proor invoice to send to your customers or to your clients now a pro forat invoice uh is an invoice uh but in the UK particularly it's a particular type of invoice because it's not what we call a vat invoice in other words uh in the UK if you're using the what they call the standard accounting method it means that when you raise an invoice you have to pay VAT on the invoice uh even though the customer may not have paid you yet now with Pro forat invoice is kind of like a stand in invoice which isn't an official thatat invoice uh but it allows you to uh present it to your customer and your clients and then when they pay you at the moment that they pay you it generates an actual invoice for that transaction so the benefit is you don't need to pay the vat until they've actually paid you the money which for for a lot of businesses is obviously very important so um if we if we take a look at this now if we click on um configure document templates Pro forers this is where you can select the template that you want to use for the pro for there's a l there's a number there to select from you can page through them and you select them by clicking on the gray icon in the select column you can view uh the template by clicking on the magnifying glass icon and you can add a new template by clicking on add new template at the top there as well so let's see how you create a pro for if I click on Action Pro forer this takes us to the product selection screen uh you can select a product there from the product manager or if you're not using the product manager you click on custom item and you can enter the item details there as well so if we just uh if we add a product here let's say 10 bottles of Claret as you can see here the normal price is $9.99 we we going to sell these for $8.99 and the special order so you can override the price as well let's click on the art icon and so this shows the cart in the usual way you can select the shipping option here uh we'll just go straight to the checkout on this if you clicked on continue shopping it would go back to the to the product selection screen you could add more products we just click on checkout which remembered my my test customer details from from last time and so if I just uh scroll down here you see there's some other options invoicing options you can email the Prof forer invoice to the customer now you can include a pay now button on the email to Prof forer invoice and also you can set how long the pro for is valid for uh obviously if they exceeds that amount of time then they won't to be able to pay for it and they need to speak to you and ask for another Pro former invoice and you can select to deduct the items purchase from stock now if you don't do that then the items will be deducted from stock if you're using stock control and when they actually pay for the pro forat so we click on generate Pro forat invoice so as you can see here this is the sales manager screen and the top order here is the Pro Form we just generated you can tell that because it's showing a pro forer icon in the type column there and it's got a red light there as well because because we haven't actually paid for this yet if I scroll across you can print the pro forer by clicking on the pro forer Link in the view column and this will use the template that you selected to print off or to create a version of the profor that you can print off so now if we take a look at what the customers received this is the Pro for invoice they've received this template says Roman cart demonstration shop Pro for invoice and there's a link on there to pay now uh so if we click on that it's got the details I entered earlier if we just pay for that in the normal way then when they complete the transaction they can also print off the invoice which is now been generated and also a receipt for the transaction as well we go back to the sales manager screen if I just refresh that now you can now see there's going to be three documents for this Pro forer there's the pro forer that we originally created at the bottom above that there's a receipt you can see it's got a receipt icon there it says invoice payment and then it's got the actual invoice at the top as well uh showing a green icon on there as well now uh if we change this this is showing the all view at the minute in the sales manager it's better if we change this to just show Pro forers then it'll group together the documents uh for that particular Pro for in an easy way to so that we can easily see what's going on so uh these are the pro forers here there's only one here if I click on this uh green light on the left hand side you see it's got a little plus icon on it then it shows all the documents relating to that Pro forat so we can see here uh you can easily see the invoice and the receipt that has been generated and you can print off the invoice receipt and pro for at using the links in the view column further along to the right