On this tab, you can enter general information about this Proforma Invoice Received: the supplier, contract, document which is the basis for the Proforma Invoice, and more data which may depend on the configuration of your system.
The required fields are: Company, Contract, and Entity.
The "Proforma Invoice Received (create)" form. The Main tab
In the Company field, select a supplier, an individual or legal entity, for whom the document is created. Select it from the Companies list.
The Contract field is populated automatically with the default contract of the selected company. If necessary, you can change it by selecting the contract from the company's contracts list (to open the list, select Show all in the drop-down list).
<Auto> in the Number field indicates that a number for this document is assigned automatically when you save the document. The From field is populated automatically with the current business date. You can select another date, if necessary.
In the Entity field, select the legal entity of your company for which this document is being prepared. The Entity field is available if the Multi-Company Accounting option is selected on the Administration > Settings > General Settings form. The default entity for all users can be selected on the General Settings form. Also, you can specify your personal default entity, for details refer to Personal Settings.
The Basis field is filled in automatically, if the Proforma Invoice Received was generated based on a document of the following types: Purchase Order. If needed, you can manually select the basis document from the list of orders to supplier (for this, click Show all from the drop-down list). Once the basis document is selected, the data is copied to this Proforma Invoice Received. If, after you edited the Proforma Invoice Received, you want to cancel the edits, click the Fill in ( 
) button – the details from the basis document will be copied to the Proforma Invoice Received.
The Add to Payment Calendar check box is available if the Cash Flow Forecasting option is selected on the Administration > Settings > Money form. You can select this check box if you need to view the more accurately estimated cash flows on the Money > Reports > Payment Calendar report.
The Project field is available if the Project Costing functionality is turned on on the Administration > Settings > Project Costing form. You can link the Proforma Invoice Received with a project from the list of available projects. If the items in this document are associated with different projects and you need to specify different projects for different items, you can move the Project field from the Main tab as a column to the table on the Inventory and Services tab. For this, use the Settings button on the toolbar (for more information, see Document Toolbar).
If the Enable Project Tasks option is selected on the Administration > Settings > Project Costing form, you can link the entire document with a specific project task or document's line items with multiple project tasks. By default, the Project Task column is available on the Inventory and Services tab. If needed, you can move it to the document header (the Main tab). For this, use the Settings button on the toolbar.
In the Comment text box, you can enter some additional information.
Notice the hyperlink below the Basis field – AED* Retail* VAT Applied* Prices include VAT on the screenshot above (can be different in your document). By clicking the hyperlink, you can open the Prices and Currency dialog box and change the price-related and tax-related settings for the document. For more details, refer to The Prices and Currency dialog box.
The document totals and other information
At the bottom of the form, you can view who created the document and the current status of the document, which can be one of the following:
- New (document was created, but not recorded)
- Not Posted (document was recorded, but not posted)
- Posted (document was posted)
- Marked for Deletion (document was marked to be deleted)
The VAT field shows the total VAT amount calculated for the document, and the Total Due shows the document total to be paid to the supplier.
Note. All the amounts are shown in the document currency.
The toolbar buttons
After filling out the tab, click the Save button to save your work. After filling out all the tabs, click Post to save and post the document without closing it or Post and close to save, post, and close the document.
Use the Generate button to create a document based on this Proforma Invoice Received:
- Invoice Received: To register the goods received and request for payment for the received goods and services.
- Cash Payment: To register any cash payments issued to the supplier.
- Bank Payment: To register any payments issued from the entity's bank account to the supplier bank account.
- Cheque Issued: To record any bank cheques issued to the supplier.
- Money Payment (Plan): To include the due payments in the cash forecast. This option is available if the Cash Flow Forecasting option is selected on the Administration > Settings > Money form.
- Invoice Received (Distribute Expenses by Period): To distribute the amount from the Proforma Invoice Received over several periods proportionally to calendar days. First, for specific services you must set the range of days by specifying the dates in following columns on the Inventory and Services tab: Distribution From and Distribution To. Then, when you select this option, multiple Invoices Received will be generated according to the number of periods in the specified range of dates. The original amount will be split proportionally to the number of days in each period included.
Use the Settings button to invoke the Document Settings dialog box that can be used to move the Project or the Project Task field from the document header (the Main tab) as columns to the table on the Inventory and Services tab or back.
The Document Settings dialog box
Once done with the option selection, click OK to save the options and close the dialog box.
For other button descriptions, see Document Toolbar.