This guide explains why Quantity values are mandatory for correct automatic generation of Proforma Invoice lines when the invoice is created:

• based on a Project, using Project Estimates, or

• based on a Project Progress Report (PPR).

Key Rule (System Logic)

For automatic filling of the Proforma Invoice tabular section, Quantity must be specified for Revenue lines.

If Quantity is not filled, the Proforma Invoice will be created with an empty tabular section, even though:

• Project Estimates are filled, or

• Project Progress Report contains revenue amounts.

Supported Source Documents

Proforma Invoice can be generated automatically from:

1. Project

   • Using Project Estimates

2. Project Progress Report

   • Based on recognized progress and revenue data

Mandatory Requirement: Quantity for Revenue

Where Quantity Must Be Filled

Why Quantity Is Required

In FirstBIT Software, Proforma Invoice lines are created using the following logic:

• Quantity → determines how many units/services are invoiced

• Price → used to calculate line amount

• Amount = Quantity × Price

If Quantity is missing:

• the system cannot calculate invoice line values;

• invoice lines are not generated.

System Behavior in Different Scenarios

Scenario 1: Quantity Is Filled

• Project Estimates / PPR contain Quantity for Revenue

• Proforma Invoice is created

• Tabular section is filled automatically

• Amounts are calculated correctly

Scenario 2: Quantity Is NOT Filled 

• Project Estimates / PPR contain only amounts

• Quantity = 0 or empty

• Proforma Invoice is created

• Tabular section is empty

This is expected system behavior.

How to Check Before Creating Proforma Invoice

Before creating a Proforma Invoice, verify:

1. Open Project Estimates or Project Progress Report

2. Go to Revenue section

3. Ensure Quantity field is filled

4. Save the document

5. Create Proforma Invoice

Common User Mistakes

• Filling only revenue amount, without Quantity

• Assuming the system will calculate Quantity automatically

• Creating Proforma Invoice before completing Project Estimates or PPR

Recommendations

• Always enter Quantity for Revenue lines

• Use consistent units of measure

• Validate Project Estimates before invoicing

• Include Quantity check as part of internal invoicing procedure

Summary

• Quantity is a mandatory parameter for automatic Proforma Invoice creation

• Without Quantity, the invoice will be created with empty lines

• This behavior is part of standard FirstBIT system logic