Stockagile allows the creation of proforma invoices within the invoicing module (preliminary document that serves as a proposal or quotation before carrying out a formal transaction). They are very useful to make transactions from supplier to customer, since they have a legal nature and record such commercial activity.
Requirements to create a proforma
The user must have the role of OWNER, RETAIL MANAGER or INVENTORY MANAGER. We can see the different types of roles in the section Create or edit a user.
The steps to create a proforma invoice are
Go to the Proformas section, located within the Invoicing module.
On the screen that appears, click on the New Proforma button at the top right:
Once inside the new proforma, in the first section, fill in the following contact details:
The name of the contact.
Billing address.
The billing date and due date of the proforma (you can mark it directly for 30/60 days by clicking on the relevant numbers).
Type of serial number (the serial number itself is generated automatically).
Invoice concept (in case it is necessary).
Pricing tier.
Currency.
Invoice language.
Fiscal addresses.
In the next section, you can add Lines. Click on Add line, and a product line will be added. The Lines are designed to add products or services that may or may not be created in the program:
⚠️ Important to note that products added to the lines will not be deducted from Stock.
To add products or services to new lines, you can do so in two ways:
Advanced Search: If you click on the magnifying glass icon located to the left of the reference line, a pop-up window will appear displaying the products you have registered in Stockagile. By clicking on the CODE of each product, the variants will be displayed for you to select from.
Manually: Enter the reference, description, and price manually. ⚠️ Note: It is mandatory to select the tax to be applied to the product.
Changes are saved automatically while you edit. You can download the PDF of the proforma with the Download button.
Below the lines, you can specify the payment method, as well as add discounts. Additionally, you have the option to write notes (either visible on the proforma or private):
On the right side, you will see the breakdown of the proforma (Subtotal, Taxes, Discounts, and Total).
And finally, in the Installments section, you can plan the payment of the proforma in installments and see its payment status.
Through the More actions button you can perform various operations, such as creating a new proforma, creating an invoice from the proforma, converting it to a new sale order, duplicating it or deleting it:
When accessing the list of Proformas, in addition to using the search bar to find existing proformas, you can also apply various filters, including filtering by specific time periods:
⚠️ Note: To see how proforma invoices are sent and how our clients view them, go to Sending documents to our contacts and visualizing them.