Add goods and services to the pro forma invoice (free text items)

Free text items are items that have not been defined in the stock control module or as sales order items. You can use free text items for anything that requires a value on an order.

To add free text items

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

1. Click Add items.
2. Select Free text item.
3. Enter the line details.

   Item line description	Enter descriptive text for the line.
   Quantity	Enter the quantity for the order.
   Selling price unit	Specify the selling price unit.
   Unit price	Enter the unit price for the line (greater than or equal to zero).
   Unit cost	Enter the unit cost (in the currency of the order). This is used to calculate the profit level for the item.
   Unit discount % Unit discount £	If required, enter or amend the discount percentage or discount amount. You can specify a line discount in the customer account Documents tab. Note: To change a discount, you must have selected Override prices and discounts in the user permissions.
   VAT rate	Accept or amend the displayed VAT rate.
   Confirmation required prior to invoicing	Choose when invoices for pro formas containing free text lines are printed. Select from the Confirmation required prior to invoicing drop-down list. You must have selected Override Confirmation method in the User permissions. The default confirmation method is set in the SOP settings Processing tab.
   Delivery dates	Accept or amend requested and promised delivery dates. The dates will default to the dates you have set for the pro forma on the Pro Forma Details tab, but the dates can be changed for each item. Note: If you need to change the delivery dates for all existing items in the pro forma, change the requested and promised dates on the Pro Forma Details tab.

4. If required, enter Document Comments.

   • Picking List: Use this to enter comments to print on the picking list.

   • Despatch Note: Use this to enter comments to print on your despatch note.

5. If required, enter Nominal code.

   Revenue

   This shows the default nominal account for Revenue. This is used to post the value of the stock. The nominal account is taken from the stock item record. If you have selected to Allow the amendment of - Nominal codes in the Invoice and Order Entry tab of SOP Settings, then check the nominal account displayed. Amend the code, if required.

6. If required, click Discounts, Analysis Codes or Profit.

   Discounts	Click this to view the discount for an item. You must have View Discounts set in the User Permissions. Note: If you see the message "Some details aren't available for orders created in older versions of Sage 200", this means the additional details about the source of the discount were not saved with the pro forma, because this wasn't supported in older versions of Sage 200 before 2021 R2.
   Analysis Codes	Click Analysis Codes to view or change the analysis codes. Note: To change an analysis code, you must have selected Allow amendment of - Analysis codes in the Invoice and Order Entry tab of SOP Settings. Select the required Values from the drop-down lists. To add a new value to this analysis code, click New value. Note: To add new value to an analysis code, you must have selected Add New on Entry when setting up analysis codes in Accounting System Manager.
   Profit	Click Profits to view the profit analysis for an item, if you have View Profit set in the User Permissions. Note: The type of profit calculation (percentage, based on revenue or cost) is set in the Stock Control settings Options tab.

7. Click Save to add the item to the pro forma.