Proforma Invoice

Proforma Invoice

                                          

 Proforma Invoice



What is a Proforma Invoice?


A Proforma Invoice is a preliminary bill or estimated invoice issued to the customer before the actual sale is completed. It provides details of the equipment, attachments, pricing, taxes, and commercial terms agreed with the customer.

The Proforma Invoice serves as a confirmation of the customer's intent to purchase and is commonly used to request advance payment, arrange financing, and initiate the sales order process.

The Proforma Invoice is generated from the approved Quote document. Once the Parent Quote is selected, all relevant information is automatically copied into the Proforma Invoice.



Proforma Invoice Creation

In Excellon application, navigate to:

CRM

↓

Lead Management

↓

Proforma Invoice

↓

New

The system allows the user to create a Proforma Invoice against an existing Quote.


Step 1: Open Proforma Invoice Catalogue

Navigate to:

CRM → Lead Management → Proforma Invoice

The Proforma Invoice Catalogue View displays all previously created Proforma Invoices.

Users can view:

  • All Open Proforma Invoices
  • My Proforma Invoices
  • All Proforma Invoices

The Catalogue View helps users search, filter, and track Proforma Invoice documents.


Step 2: Create New Proforma Invoice

Click on New to create a new Proforma Invoice document.

A blank Proforma Invoice screen opens where the user needs to select the Parent Quote.


Step 3: Select Parent Quote

In the General tab:

Select the required Quote from the Parent Quote dropdown.

After selecting the Parent Quote and pressing TAB:

The following information is automatically copied from the Quote:

  • Customer Information
  • Equipment Details
  • Pricing Information
  • Tax Details
  • Salesperson Details
  • FOC Items
  • Contact Details
  • Delivery Details

The user should carefully verify all information before proceeding further.


General Details Section

Field Name

Description

Parent Quote

Quote selected for Proforma generation

Document Number

System-generated Proforma Invoice number

Document Date

Date of Proforma Invoice creation

Branch

Dealer branch creating the document

Delivery Date

Expected delivery date for equipment

Validity Date

Date until which Proforma remains valid

Salesperson

Sales executive responsible for the transaction

Transaction Type

Type of sales transaction

Area Manager

Manager responsible for monitoring the deal

PO No

Customer Purchase Order reference if available




Customer Details Section

Field Name

Description

Customer Name

Name of the customer

Customer Code

Existing customer reference code

Aadhaar Number

Aadhaar details of individual customer

PAN Number

PAN of customer

GSTIN

Customer GST registration number

Company Type

Type of customer organization

Billing Type

Sales process type

Address

Customer billing address

Mobile Number

Customer contact number

Email ID

Customer email address




Equipment Details Section

Field Name

Description

Category

Equipment category

Model

Machine model selected

HSN Code

GST classification code

Option

Equipment variant

Quantity

Number of machines

Application

Customer machine application

Bucket

Bucket specification

Arm

Arm specification

Other Attachment

Additional attachments if required

Rate

Equipment selling price

CGST %

CGST applicable percentage

SGST %

SGST applicable percentage

IGST %

IGST applicable percentage

Total Value

Final equipment value




Lead Reference Section

The Lead Reference section contains information copied from the originating Lead document.

Field Name

Description

Existing Customer

Customer reference from Lead

Customer Name

Customer name

Company Type

Business organization type

Address

Customer address

Mobile Number

Contact number

Email

Customer email

Billing Type

Selected billing process


This section helps users trace the complete sales cycle from Lead to Proforma Invoice.


Document Details Section

Users can upload supporting documents if required.


Field Name

Description

Upload Document 1

Supporting customer document

Upload Document 2

Additional supporting document

Remarks

Additional notes or instructions

Examples:

  • Customer Purchase Order
  • Financing Approval Letter
  • KYC Documents
  • Customer Commitment Letter


Shipping Details Section

Field Name

Description

Ship To Address

Equipment delivery location

State

Delivery state

District

Delivery district

Pin Code

Delivery PIN code

Contact Person

Site contact person

Mobile Number

Contact person's mobile number

These details ensure proper planning for dispatch and delivery.



FOC Items Tab

The FOC (Free of Cost) Items tab displays all free items offered with the equipment. The information is automatically copied from the Parent Quote.

FOC Items may include:

  • Attachments
  • Tool Kits
  • Safety Equipment
  • Promotional Accessories

Important Note

  • Users cannot directly add new FOC items in the Proforma Invoice.
  • Any modification must be done in the Parent Lead or Quote document.
  • Updated information will flow automatically into subsequent documents.


Contact Details Tab

The Contact Details tab stores communication information for machine delivery and installation.


Users can maintain:

Field Name

Description

Contact Person Name

Customer representative

Designation

Role of contact person

Mobile Number

Contact number

Email ID

Email address

Site Address

Installation location

This information is useful during:

  • Delivery Planning
  • Commissioning
  • Warranty Registration
  • Customer Support Activities


Step 4: Validation Check

Before saving the document, ensure all mandatory fields are completed.

Mandatory fields are highlighted by the system.

If any mandatory field is missing:

  • The system displays a validation message.
  • The document cannot be saved.
  • Users must complete all mandatory information.

Common mandatory fields include:

  • Parent Quote
  • Customer Details
  • Branch
  • Salesperson
  • Equipment Details
  • Tax Information


Step 5: Save Proforma Invoice

To save the Proforma Invoice:

Click the Save button from the menu bar.

After successful validation:

  • Document Number is generated.
  • Proforma Invoice is created.
  • Document becomes available for future transactions.


Step 6: View Existing Proforma Invoices

All previously created Proforma Invoices can be viewed in the Catalogue View.

Users can:

  • Search Proforma Invoices
  • Filter by Status
  • Filter by Date
  • View Customer-wise Documents
  • View Branch-wise Documents
  • Open Existing Documents for Review


Proforma Invoice Business Rules

Rule 1

A Proforma Invoice can only be generated against a valid Quote.

Rule 2

Customer details are automatically copied from the Parent Quote.

Rule 3

Equipment details are auto-populated from the Parent Quote.

Rule 4

FOC Items are copied from the Parent Quote and cannot be modified directly in the Proforma Invoice.

Rule 5

All mandatory fields must be completed before saving.

Rule 6

Supporting documents can be attached for future reference.

Rule 7

The Proforma Invoice acts as the basis for further conversion into COA / Sale Order.


Key Benefits of Proforma Invoice

  • Provides formal pricing confirmation to customers.
  • Supports advance payment collection.
  • Reduces manual data entry through Quote integration.
  • Maintains complete sales document traceability.
  • Acts as a base document for COA / Sale Order creation.


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