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Pro Forma Order Guide
Control > Commerce > Pro Forma Orders > (Add/Edit)
A Pro forma Order enables you to create a manual order.
The Pro Forma function allows you to pick existing catalogue items within your store, add multiple line items, adjust the quantity and provide discounts.
From here, you can create a PDF Pro forma Invoice and view/manage the order (which can be sent to the Client for signature and payment).
Note: click on the Help button when editing a pro forma for more information.
Main
The Main panel has most of the information and settings that define the pro forma order.
Fields:
- Name: Enter the Name for this pro forma order
- Close Date: Select the close date for this Pro Forma Order. This could be the day a renewal is due, or the expected purchase date for this Pro Forma Invoice. It is an essential reference when manually sending out renewal notices at certain time points and for logging renewals which may have lapsed for follow-on activities
- Pro Forma Order Owner: Select Account Manager for this Order (this list is created from the Contacts associated to the Main Account, set on the CRM Profile)
- Pro Forma Order Type: Select the Order Type (Pro Forma or Renewal)
- Sub Order Type: Select an option to further categorise this order, note that this will be displayed on the Sales Reports (Control > Commerce > Sales Report)
- Previous Order: Select the previous order relating to this Pro Forma if it is a renewal (this can greatly help with tracking order renewal cycles)
- Opportunity: Please select Opportunity for this Order
- Signed Order: Please select Signed Order for this Order
- Customer Order Note: Enter Order Note (this will be displayed with the order and included in all the PDF versions of the order)
- Team Order Notes: Enter Order Note for the Team (this is for the internal use only)
- Store Profile: Select the Store Profile to use with the Pro Forma Order
- Terms & Conditions: Select Terms and Conditions for this Order
- Hide Line Item Totals: Select to hide the line item totals from the Pro Forma Invoice and Invoice for this order (this is useful where you do not wish to provide the full price breakdown on an order)
- Hide Discounts: Select to hide both the Discounts and Non-discounted line item columns from the Pro Forma Invoice and Invoice for this order (that way the customer only sees the final prices)
- Invoice Profile: Select the Invoice Profile for this Pro Forma Order
- Invoice Date: Select the Invoice Date to be shown on the Pro Forma Invoice PDF
Customer Info & Topics
Set your customer account, customer and end user information on this panel.
Fields:
- Customer Account: Select the Account for the Pro Forma Order (note: the Account and Contact need to be created before the Pro Forma can be created, also, the Contact must be associated with the Account)
- Tax Exempt: Select if the Account is exempt from paying tax in your country
- Company VAT No: Enter the Customer VAT No. which will be displayed on the Order Invoice
- Customer: Sselect the customer for this order
- End User: Select the end user if this order is for someone else
- Address: Enter or Add the customers Address
Assign CRM Topics to the order via this panel.
Payment & Line Items
The following panels and its fields allow you to set the product (catalogue item), quantity and the sale price.
Fields:
- Payment Method: Select the payment method for this order
- Select Currency
- Catalogue Item
- Edition
- Fulfilment Date
- Quantity
- Original Price
- Discount
- Unit Discount
- Unit Price
- Total Discount
- Line Total
- Type
- Delete
- Catalogue Item Override: Override the Catalogue Item with a custom title. This will appear on the Pro forma invoice. It does not override the Catalogue Item description which will need to be done on the actual catalogue item.
Pro Forma Orders listing
Control > Commerce > Pro Forma Orders
The Pro Forma Orders list allows you to search for pro forma's using several different filters.
Invoice and Order Creation
Control > Commerce > Pro Forma Orders > (Detail)
Once you have created the pro forma order you will be able to generate the invoice and order.
1.- Click on Create Invoice to have it generated
2.- After creating the Invoice you can Send it or View it
3.- If you wish to Send the Invoice, a new screen will appear after you click on Send.
Edit the settings and send the invoice to the customer.
4.- Once you click on Create Order, a new screen will appear, which is the order detail screen
On the order detail screen you can perform more functions, such as:
- Send Receipt
- Send Receipt With Invoice
- Send Message With Invoice
- View Invoice
- Take Payment
- Generate Shipping Label
- Dispatch Notification
Notes:
- The Order can be 'reassigned' to another Person, for example a reseller purchasing on behalf of a Third Party
- Discount can be applied to individual order lines or as a once off overall order discount (there is also the flexibility to apply the discount as a percentage or a fixed value)
- Creating the Order will effectively convert the Pro Forma Order to an officially signed order
- The signed order can be saved on the Pro Form before creating the Order
- It's worth being aware that once the Order is created from the Pro Forma, the order lines can no longer be changed
- Users can receive notifications when a pro forma subscription is due to lapse. The Subscription Renewal Profile is designed to send out renewal notices before a subscription expires. Notifications are sent based on the settings in the Subscription Renewal Profile
- Admins can also receive notifications when a pro forma subscription is due to lapse. Choose the Message Campaign from the specified Subscription Renewal Profile as the Trigger Event on a Conversion Event. The type of Trigger Event that you need to choose is "Message Campaign Sent To". Choose the Admin(s) from the Notification Recipients option on the conversion event. When that conversion event fires, those Admins will be notified
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