In this tutorial, I will show you how to add, edit, delete and print Proformas in the Invoices Module.

A Proforma is a preliminary bill of sale, sent to buyers in advance of delivery of goods or services. It outlines the details and costs, such as for an ATPL training course.

Once a proforma invoice is issued, multiple formal invoices can be generated from it. Private-Radar tracks and displays both the total amount of the invoice and the remaining balance due. 

For example, if a proforma invoice is issued for $12,000, monthly invoices of $1,000 each can be created. After six months, the system will indicate that $6,000 remains outstanding on the proforma invoice.

However, before we begin, a reminder that in Private-Radar proformas are not mandatory for generating an invoice. You can create and issue invoices, without first creating a proforma, in the Invoices tab. For more information about how to create an invoice, please watch the tutorial - How to Add/Edit/Delete Invoices.

In the Proforma tab, you can keep track of all of your proformas, and quickly review the amount paid, the remaining balance (to be paid), and the due date for complete payment.

It is also possible to filter the proforma invoices by date, number, client, and legal entity.

First. let me show you how to 

Add a Profroma Invoice (1:36) 

1. First, log in to your account.

2. Go to the Invoices Module.

3. Click on the ‘Proforma’ tab, in the top left-hand corner.

4. To open the Add/Edit Proforma window, click on the plus sign in the top right-hand corner of the page.

5. Choose the Legal Entity, to which the amount due will be paid.

6. The current date will automatically be selected for the issuing date of the Proforma, but you can modify this as needed, by clicking on the date and either choosing from the calendar or entering manually.

7. Next, set a due date for the invoice to be paid by.

8. The system will automatically generate a new invoice number, this can also be edited as needed. NOTE: Invoices generated by Private-Radar are linked to Proformas using the proforma invoice number. This allows you to track and group them together easily.

9. Below, you can add any term that you wish to be included.

10. Click directly on the “client” field and choose the client, that the proforma  will be addressed to, from the drop-down list. The system will fill in all the user's personal information automatically.

11. If you want to send the proforma invoice by email, simply check the corresponding box.

12. Now you can add the line items that you are invoicing for, to do this, click on ‘Add a line’ to manually add an item with a code, description, unit price excluding VAT, VAT percentage, and quantity. Or,  click on ‘Add a product’ to select one or more products from your pre-created list. The total price, including VAT, will be calculated automatically.

Note: When using the ‘Add a product’ window it is possible to add multiple ‘items’ to the Proforma.  Once added you can manually change the field, by simply clicking on them and entering the new information.

For example, you can increase the quantity of each item, and the total price will update automatically.

Don’t forget to save, before closing the window.

To edit a proforma invoice: (3:48)

1. Click on the 3 dots next to the proforma invoice, and select edit.

2. This will open the “add or edit proforma” window. 

Here, you can edit any information by clicking on the required field.

To delete a proforma invoice: (4:04)

1.  Click on the 3 dots next to the proforma invoice you want to delete.
Select ‘Delete’.

2. You will be prompted with a warning: “Attention! You are going to delete this proforma. Are you sure?”

3. Click ‘Yes’ to delete or ‘No’ to cancel.

To print a proforma invoice: (4:23)

1. Click on the 3 dots next to the proforma invoice, and select ‘print’.

2. A PDF document will download, showing that specific proforma.