Pro Forma
Pro Forma transactions are entered in the same way as batched sales orders, but are processed from their own batch list.
Pro Forma documents are always placed in the batch when they are entered. The invoices they produce only appear in the Pro Forma invoices list.
A selection window, similar to the main Order Process Batch window, is displayed with the Pro Forma Invoices list window.
Use the search facilities to find the pro formas you wish to process.
The Pro Forma batch options allow you to print Pro Forma & Progress Claim documents and if you wish, convert them into live orders.
Pro Forma search window
Toolbar
Process all
Use with caution!
You can select to process all the batched transactions without review, by clicking this function on the toolbar of the selection window. You will still be prompted with the option window so you can select to print the Pro Formas or the Progress Claims.
Search options
When you have entered the search criteria you require, click Display to activate the search and display the matching transactions.
Find All
Select the Order Status of the transactions that you wish to process.
Types (unlabelled)
Clicking on the Types menu displays a selection of All types (the default), Pro Formas, or Progress Claims.
Orders with
You may use the following criteria as a filter for your search:
For options where there is a 'from' and 'to' date, if you leave the 'to' date blank, the search will be from the start onwards.
Reqd Date range
Order Date range
Period range
Year - Use the menu to choose the appropriate Year or Years, e.g. Current Year
Invoice Account - Lookup, or enter in the adjacent field.
Customer Ref.
Order No.
Batch Ref.
Print status - You can select to search for transactions on the basis of their print status - Not Printed and Already Printed.
Accounts On Stop
User Id.
In a multi-user system, where more than one user needs to process batched transactions at the same time, it is important to enter a User Id.: if no User Id. is entered, transactions for all Users In the system will be selected.
User Keys - This will search on the User Sort Keys that have been saved on the transaction. Clicking the drill button opens the User Key list window, enabling the selection of multiple keys. The orders retrieved will match all the keys that are selected. See Sort Key Tab Card for more information on User Keys.
Pro Forma list window
Select the transactions you wish to process by changing the setting the status flag from NO to YES.
Individual lines can be selected or de-selected by double clicking the line in the list.
Clicking the single switch button will change the status of the currently selected lines.
Clicking the switch all button will change the status of all the lines in the list.
To ensure that no-one else attempts to edit or process the transactions that you are working with, use the Multi User Locking feature in System Options - Transactions.
With locking in use, before you can process any transactions you must select those that you wish to work with from the list, or select all of them, and then click on Lock. The list will be rebuilt showing only those transactions that you have locked. This means that other Users can work with those you have not locked.
Clicking OK displays a selection window.
You have the option to print Pro Forma Invoices or Progress Claims or Statements.
Pro Forma Invoices are printed in standard invoice format but marked with the text "This is not a tax invoice".
Pro Forma invoices, Progress Claims, and Statements can be sent by Email.
You can enter the date to be used on the document.
Progress Claims are printed in standard invoice format but marked with the text "This is not a tax invoice".
The Convert to Live option relates to both Pro Formas and Progress Claims.
Ticking Convert to Live option displays an order status menu and a required by date field.
Select the order status from the menu and enter the required by date that is to be entered on the live order.
Please note: The conversion of Pro Formas and Progress Claims to live orders cannot be reversed.
When you select Print Statements you will be able to select to print statements for either Pro Formas or Progress Claims or both.
A single statement document will be printed for each Customer, listing all the Pro Formas and Progress Claims that you have selected to process.
Click OK on the selection window to start the print process. The standard print output selection window will open so that you can select the destination for the output.