Enter the pro forma details

The details entered on the Pro forma details tab make up the pro forma header information.

To enter the pro forma details

Open: Sales Order Processing > Pro Forma Invoices > Enter New Pro Forma | Pro forma details.

1. Select the customer account.

   • If the pro forma is for a customer account, choose the customer.
   • If the pro forma is for a new customer, you can click New to create their account now.

   • If the pro forma is for a potential customer, and you don't want to create an account for them just yet, select Prospect account.

     Enter the Postal name and address details for the prospect customer.

     Note: To use this, you must have already set up a prospect account in the SOP settings Default Accounts tab.

   Note: If customer alerts have been set up for this customer account and document type, they'll be displayed before you continue. To view the alert messages again, click the alert icon next to the customer account. See Customer alerts.

2. Enter the order details:

   By default supply from	If you are using multiple locations, select the default warehouse. Note: You can specify a default warehouse for each Sage 200 user in the user permissions. Any goods added will be allocated from this warehouse where possible, when the pro forma is converted to a sales order. You can change this for individual item lines. To select a warehouse for each item line, leave this blank.
   Document date	Amend the order date, if necessary. Note: The order date must be earlier than the delivery dates. The delivery dates must be in the future.
   Date requested	Enter the delivery date requested by the customer, or leave the date blank. If you change the date, you can choose to update all existing items in the pro forma with the new date (in Sage 200 Professional version 2024 R2 onwards).
   Date promised	Enter the delivery date you have promised to the customer, or leave the date blank. If you change the date, you can choose to update all existing items in the pro forma with the new date (in Sage 200 Professional version 2024 R2 onwards). The promised date is required if you want to Generate purchase orders in Purchase Order Processing.
   Show values Show quantities	Select how you want to display the order information; by values or by quantities.
   Exchange rate	If the pro forma is for a foreign currency customer, accept or amend the exchange rate. Note: To change the exchange rate here, the exchange rate must be set to Amendable in Accounting System Manager.

3. To add goods, services and costs, click Add Items. You can:

   • Add standard items.

   • Add free text items.

   • Add additional charges.

   • Add comments.