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Regular Member
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Pro Forma invoices in invoices list

Proforma invoices should never be in the invoices list. 
We need an export of the real invoices for accountancy reasons. 

Proforma is an invitation to pay. Not something that has been sold.

Therefore it should also not be marked as due for the client and also not in the total of what has been sold. 

In fact, it should be deleted from any list as soon as payment is not done.

Ubiquiti Employee
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Re: Pro Forma invoices in invoices list

Hi @jma
thanks for your feedback. We are considering some improvements related to the list of invoices & proformas, not sure about that deleting of paid proformas from the list. Those proformas are marked as "processed" and paid invoices are marked as paid, so you can use the filtering to find and print what you need.

Regarding the due date: it's true that proformas are sort of invitation to pay, but unpaid proformas can trigger suspension as well. So marking with due date makes sense, or do you suggest some improvement?
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Re: Pro Forma invoices in invoices list

[ Edited ]

@UBNT-Petr  Filtering will not help us. We need an export of all the invoices for accountancy reasons. 

We now see both the proforma and the actual invoice in that list. 

I see no way to filter because we need all the invoices. Not just the paid ones.

 

What you are doing now is treating proforma as a normal invoice. You put it in the invoices list, unpaid proforma invoices are marked as overdue, trigger suspension, are marked as debt, etc ... 

All these things are not ok.

The only difference with the actual invoices in UCRM is that you use a different numbering.

That is not why proforma invoices are used!

 

Proforma are used for this (and again, they are not a legal document and can never be in any part the accountancy!):

 

- The pro-forma invoice accompanies shipments that do not require payment (eg samples, temporary export, free parts, warranty and replacement deliveries ...). In that case, the customs base relies on the pro forma invoice to know the value of the goods, for example.
- A pro-forma invoice that is sent to the customer together with the sales conditions has the function of confirming the order.
- You also need the pro forma invoice for the application of an L / C, a transport insurance policy or the application for various permits.

 

A pro-forma invoice, like the invoice, contains all the details of the transaction, but is, contrary to the invoice, no demand for payment.

 

Now, many also use proforma as an invitation for payment. Because if payment does not occur you then do not have to make an invoice and also not a credit note. Legally there never has been any transaction then.

But that is actually not the purpose of a proforma invoice because legally in Europe it does not exist in national transactions. 

 

But when you now treat proforma as an invoice in UCRM we can not use it anymore. Not even for the purpose that most of the people use it.

 

It should never be in the list of invoices. Not before it is paid, not after and also not when an actual invoice is made. And it should certainly not trigger something.

 

Please change this or we will never be able to use this feature.

 

An urgent question: can we safely delete proforma that has been processed? What will happen when we do that? We really need them of our list of invoices now.

Ubiquiti Employee
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Re: Pro Forma invoices in invoices list

@jma I think if you could filter just all the invoices, that would work for you, wouldn't it? See mockup: Artboard.png

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Re: Pro Forma invoices in invoices list

@UBNT-PeterK  Yes, that would work. But still, proforma should not be in the 'invoices' list at all. Exactly as quotes should not be in that list either. 

 

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Re: Pro Forma invoices in invoices list

[ Edited ]

@UBNT-Petr Could you please answer this question from my previous remark?

 

An urgent question: can we safely delete proforma that has been processed? What will happen when we do that? We really need them of our list of invoices now.

 

Or even better: is there a way to automate this? Pro forma that has been paid and when invoice is made is automatically deleted.

Ubiquiti Employee
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Re: Pro Forma invoices in invoices list

@jma yes, you can remove the processed proformas safely.

We don't plan to automatically delete proformas but we will consider some UI improvements solving your issues.
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