Create and send a proforma invoice

How-to guide Who can do this: Merchant Owner, Merchant Admin, Merchant Accountant, Platform Operator

A proforma invoice bills a tenant for one completed order before the VAT invoice is issued. You draft it against the order's transaction, check it, and send it to the tenant to accept or dispute.

Before you start#

• You need the Merchant Owner, Merchant Admin or Merchant Accountant role, or a platform operator account. Merchant and Tenant Supervisors cannot create proformas.
• You need a transaction you can bill. The picker offers only transactions that:
  • are billed to a tenant and belong to a Completed purchase, work or refuel order;
  • were created in the last 2 months;
  • have no VAT invoice, and no open, issued or failed invoice issuance request; a cancelled request does not count;
  • have no proforma already, unless that proforma was voided.
• A merchant sees only its own transactions; a platform operator sees all of them.

Steps#

1. Open Finance > Proforma Invoices and select New Proforma Invoice.
2. In Source transaction, start typing an order ID, a merchant order ID or the tenant's name, and pick the order from the list. Up to 50 matches are shown, newest first.
3. Check the Issue date (today by default).
4. Enter the Subtotal, which must be greater than zero. Vietnamese number formatting is understood: 1.000.000 means one million.
5. Enter the VAT amount, which cannot be negative, or leave it empty for a proforma without VAT.
6. Optionally add a Description.
7. Choose how to save:
   • Save as draft keeps the proforma as a draft that the tenant cannot see yet, so you can check it first. The page shows "Proforma invoice drafted successfully."
   • Save and send saves it and sends it to the tenant straight away. The page shows "Proforma invoice sent to the tenant."
8. To send a draft later, open it and select Send to tenant. The page shows "Proforma invoice sent to the tenant."

To change a draft before you send it, open it and select Edit, change the fields, and save again. The page shows "Proforma invoice updated successfully."

What happens next#

• The proforma gets an invoice number. Your organisation is its issuer, and the billed tenant and the currency come from the transaction you picked; the Total is the subtotal plus the VAT you entered.
• While it is a Draft, only your organisation and platform operators can see it; the tenant cannot.
• Once sent, it becomes Sent and shows Sent at. Everyone in the tenant who can answer proformas (Tenant Owner, Tenant Admin, Tenant Accountant) is notified with the invoice number and amount. They then accept or dispute it; see Accept or dispute a proforma invoice.
• If the tenant disputes it, see Revise and resend a disputed proforma invoice.

Rules and limits#

• Only the issuer can edit or send a proforma, and only while it is a Draft. Once sent, it cannot be edited, unless the tenant disputes it and you reopen it as a draft; see Revise and resend a disputed proforma invoice.
• One transaction can carry only one live proforma.
• You choose the subtotal and VAT; the total is not entered separately.
• Sending a proforma that is no longer a draft, for example from a page left open, is refused and the tenant is not notified twice.
• On a proforma issued by a platform operator, the total must equal the transaction amount, or it cannot be finalized later.
• The statuses and how they follow one another are on Proforma invoice statuses.

If something goes wrong#

Related#

• Proforma invoices
• Proforma invoice statuses
• Accept or dispute a proforma invoice