Generating a Proforma Invoice

What is a proforma invoice and why is it required? 

A proforma invoice is a document requested by some individuals and organisations in order for them to process a payment prior to the opportunity / order being converted into an actual invoice - e.g. they don't have a credit facility / account with St John Ambulance. 

1. Types of Opportunity where a Proforma is used

A proforma invoice can be generated against the following types of opportunities, which can also be used to generate and submit a quote to customers:-

  • Corporate Sale: Opportunities for selling stock and / or training
  • Event: Opportunities created to provide Health & Medical / Event services 

Step 1 - Create the opportunity and add the relevant product items to it

Step 2 - Where the customer requests a quote, generate the quote directly from the opportunity (refer to other user-guides for full instructions:-

Event Quote Guide: https://sfguides.stjohn.org.au/m/92512/l/1170892-sending-a-quote

Corporate Sale Quote Guide: https://sfguides.stjohn.org.au/m/92519/l/1359621-make-an-industry-onsite-booking-end-to-end-with-quote

 

2. Generating the Proforma Document

In order to generate, preview and email the proforma document from the opportunity, follow these steps:-

Step 1 - Select opportunity stage: Proforma Invoice and click Mark as Current Stage:

Step 2 - Click on the drop-down arrow on the far right-hand corner of the opportunity and select Proforma Invoice:

Step 3 - Select the contact name. You'll be given the option to select from a list of all contacts associated with the account relating to the opportunity. 

Step 4 - Select which type of proforma invoice document you would like to send:

  • Pro Forma tax invoice template = For B2B customers / document will show account / business details
  • Individual Pro forma tax invoice = For B2C customers / document shows individual contact name only 

Step 5 - Choose which delivery method you'd like:

  • Download = You can download a copy of the proforma invoice prior to sending it
  • Email = Email the document directly to the customer

Step 6 - Click Run to execute

3. Emailing the Proforma Invoice

When you select 'email' as the delivery method, you'll be presented with the standard 'proforma' email template preview screen. 

Feel free to add any additional text / information or update it (e.g. add yourself as the bcc recipient) prior to emailing it.

The proforma document itself will appear as an attachment in this preview screen (1). You can click on it to open and preview from here.

Click Send (2) when ready to email it: 

4. Additional Information

  • Once payment has been received, update the opportunity Stage accordingly.
  • Once the proforma document has been sent, a copy of it will be stored against the opportunity under the "Notes & Attachments" section.
  • An activity item will be logged against the opportunity once it has been successfully emailed: