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Proforma Invoice

Proforma Invoice Settings

Proforma Invoice settings allow you to configure how proforma invoice numbers are generated and set default content that appears on all your proforma invoices. These settings help maintain consistency and save time when creating new proforma invoices.

Accessing Proforma Invoice Settings

  1. Navigate to Settings from the main menu
  2. Click on Sales from the settings categories
  3. Select Proforma Invoice from the sales settings options

Proforma Invoice Settings Overview

These settings control:

  • How proforma invoice numbers are created
  • Default customer notes that appear on invoices
  • Default terms and conditions text
  • Number format and prefix customization

Invoice Number Generation

Generation Methods

You can choose from three different ways to generate proforma invoice numbers:

Prefix with Sequence Number

  • Creates numbers like: ORD001, ORD002, ORD003
  • Uses your chosen prefix followed by sequential numbers
  • Automatically increments for each new proforma invoice
  • Best for simple numbering systems

Prefix with Year and Sequence

  • Creates numbers like: ORD2025001, ORD2025002
  • Includes the current year in the invoice number
  • Resets sequence each year
  • Useful for annual record keeping

Manual Entry

  • Allows you to type any number you want
  • No automatic generation
  • Complete control over numbering
  • Requires manual entry for each invoice

Customizing Number Format

When using prefix-based generation, you can customize:

Prefix Text

  • Add letters or numbers before the sequence
  • Examples: “PI”, “PRO”, “QUOTE”, “2025-PI”
  • Keep it short and meaningful
  • Appears at the beginning of every number

Number Format

  • Controls how sequence numbers appear
  • Examples: “001” (3 digits), “0001” (4 digits), “1” (no padding)
  • Determines minimum number of digits
  • Adds leading zeros if needed

Default Content Settings

Customer Notes

  • Text that appears in the customer notes section of every new proforma invoice
  • Maximum 1,024 characters allowed
  • Can include standard messages, instructions, or reminders
  • Saves time by not having to type common notes repeatedly

Examples of useful customer notes:

  • “Thank you for your business!”
  • “Please review and approve this quote”
  • “Prices valid for 30 days”
  • “Contact us with any questions”

Terms and Conditions

  • Standard legal or business terms that appear on every proforma invoice
  • Maximum 2,048 characters allowed
  • Include payment terms, delivery conditions, or legal disclaimers
  • Ensures consistency across all proforma invoices

Examples of terms and conditions:

  • Payment due within 30 days
  • Delivery charges may apply
  • Prices subject to change without notice
  • Returns accepted within 7 days

Configuring Proforma Invoice Settings

Step 1: Choose Generation Method

  1. Access the Proforma Invoice settings page
  2. Select your preferred number generation method
  3. Consider your business needs and record-keeping preferences

Step 2: Set Up Number Format (if applicable)

  1. Enter your desired prefix text
  2. Choose your number format pattern
  3. Preview how numbers will look
  4. Test with a sample to ensure it meets your needs

Step 3: Configure Default Content

  1. Add standard customer notes if desired
  2. Enter your terms and conditions
  3. Keep content professional and relevant
  4. Review for accuracy and completeness

Step 4: Save and Test

  1. Save your settings
  2. Create a test proforma invoice to verify
  3. Check that numbers generate correctly
  4. Confirm default content appears as expected

Best Practices

Number Generation

  • Choose a consistent prefix that identifies proforma invoices
  • Use enough digits in sequence to accommodate growth
  • Consider including year if you create many invoices
  • Keep numbering simple and professional

Content Consistency

  • Use clear, professional language in default content
  • Keep customer notes brief and relevant
  • Include essential terms and conditions
  • Review and update content periodically

Business Operations

  • Set up numbering before creating your first proforma invoice
  • Train team members on the numbering system
  • Maintain consistency across all documents
  • Consider how numbering fits with other business processes

Common Setup Examples

Small Business Setup

  • Generation Type: Prefix with Sequence
  • Prefix: “PI”
  • Number Format: “001”
  • Result: PI001, PI002, PI003

Year-Based Tracking

  • Generation Type: Prefix with Year and Sequence
  • Prefix: “PRO”
  • Number Format: “001”
  • Result: PRO2025001, PRO2025002

Department-Specific Setup

  • Generation Type: Prefix with Sequence
  • Prefix: “SALES-PI”
  • Number Format: “0001”
  • Result: SALES-PI0001, SALES-PI0002

Troubleshooting

Common Issues

Numbers Not Generating Correctly

  • Check that generation type is set properly
  • Verify prefix and format are entered correctly
  • Ensure settings were saved successfully
  • Test with a new proforma invoice

Default Content Not Appearing

  • Confirm content was entered and saved
  • Check character limits are not exceeded
  • Verify you’re creating new invoices (not editing existing ones)
  • Refresh the page and try again

Duplicate Number Issues

  • Check if manual numbering is being used inconsistently
  • Verify automatic generation is working properly
  • Look for gaps in sequence that might cause confusion
  • Consider resetting numbering if necessary

Format Changes Not Taking Effect

  • Ensure changes were saved properly
  • Check that new format applies to new invoices only
  • Existing invoices retain their original numbers
  • Test with a fresh invoice creation

Setup Recommendations

Initial Configuration

  • Start with simple prefix and format
  • Test numbering with sample invoices
  • Adjust format based on business volume
  • Train users on the new system

Ongoing Maintenance

  • Review settings periodically
  • Update default content as business changes
  • Monitor numbering for any issues
  • Keep backup of settings configuration

Integration with Proforma Invoice Operations

These settings integrate with:

  • Proforma Invoice Creation: Numbers and content applied automatically
  • Document Generation: Settings appear on printed/PDF invoices
  • Business Workflow: Consistent numbering supports tracking
  • Customer Communication: Professional presentation enhances credibility
  • Record Keeping: Systematic numbering improves organization
  • Reporting: Consistent format supports analysis and sorting

Proper proforma invoice settings ensure professional document presentation, consistent numbering, and efficient invoice creation processes that support your business operations and customer relationships.

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