Finalize an accepted proforma invoice
Once the tenant accepts your proforma invoice, you finalize it. That tells the platform you will issue the real VAT invoice on your own e-invoice system; when that invoice reaches the platform and is matched, the proforma's job is done.
Before you start#
- You need the Merchant Owner, Merchant Admin or Merchant Accountant role in the merchant that issued the proforma.
- The proforma must be Accepted by the tenant. A Disputed proforma cannot be finalized; it must first be corrected, sent again and accepted. See Revise and resend a disputed proforma invoice.
- Proformas issued by the platform are finalized by the platform, not by a merchant.
Steps#
- Open Finance > Proforma Invoices and open the accepted proforma.
- Select Finalize invoice. There is no confirmation step. The page shows "Proforma invoice finalized."
- Issue the VAT invoice for the order on your own e-invoice system. If your VAT invoice for this order has already reached the platform and been matched, finalize links to it and you do not issue another.
What happens next#
- The proforma is Finalized, and the detail page shows Finalized at, Finalized by and Issuance record: the platform has recorded that a VAT invoice is owed for this order.
- The platform does not issue anything for you and does not call any e-invoice service.
- When your VAT invoice reaches the platform from your e-invoice provider and is matched to the order's transaction, the platform marks the owed invoice as issued once the order's payment has been received. How matching works is on Invoice match statuses.
- No one is notified of the finalize. The tenant sees the new status on the proforma.
- Finalize is the last action on a proforma; nothing further can be done to it in the portal.
Rules and limits#
- Only an Accepted proforma can be finalized, and only once.
- Only the issuing merchant can finalize its proforma; the tenant and Merchant Supervisors cannot.
- If the order already had an invoice request on the platform, finalize reuses it rather than recording a second one.
- The statuses and how they follow one another are on Proforma invoice statuses.
If something goes wrong#
| Message | Cause | Fix |
|---|---|---|
| "Only an accepted proforma invoice can be finalized." | The proforma is not Accepted: it is still Sent, is Disputed, or was already finalized | Reload it and check its status |
| "This proforma invoice is no longer available." | The proforma was removed while you were finalizing it | Reload the list |
| No Finalize invoice button | The proforma is not Accepted, your merchant did not issue it, or your role cannot finalize | Check its status and issuer; ask a Merchant Owner, Merchant Admin or Merchant Accountant |