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

Standard items are those items that have a stock record in the Stock Control module, or are sales order items.

Stock items are not allocated to a pro forma until it is converted to a sales order. Therefore no checks are made when adding stock items, to determine whether there is enough stock available.

Note: If you are using sales order items, some options are not applicable.

To add standard items

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

1. Click Add Items.
2. Select Standard item.
3. Enter the item details.

   Code Name	Select the item using the Code or Name drop-down list. The description and the terms of how the item is sold are displayed.
   Warehouse	If you use multiple locations, you can specify the warehouse from which the item is to be sold. This defaults to the warehouse specified on the pro forma details. This is not applicable for sales order items.
   Fulfilment	This defaults to the Stock Order Fulfilment method set for the stock item in the Stock Control module. You can change this here if you have the Override Fulfilment Method option set in the User Permissions. The Fulfilment methods available are: From Stock. From Supplier Via Stock. Direct To Customer.
   Amend item description	To change the displayed item description select Amend item description and enter the revised information in the displayed box.

4. Enter the Item values.

   Selling unit Selling price unit	You can change these if you are adding a stock item sold in trade units. Note: If you are adding a sales order item, enter the selling price unit.
   Quantity	Enter the quantity required. Note: The quantity will be modified if it is not an allowed amount (according to the unit's precision setting).
   Unit price	The selling price for the item is displayed. You can change this if you have Override prices and discounts set in the User Permissions.
   Unit discount % Unit discount	Enter or amend the discounts for the item. You can specify a line discount in the customer account Documents tab or using customer discount groups in the price book. You can change these if you have Override prices and discounts set in the User Permissions. Note: You cannot change this if the price is marked up.

5. Check the Item totals.

   VAT rate

   The appropriate VAT rate for the combination of customer and item is displayed. More about VAT rates If you have chosen Use VAT code as SOP default in the customer account Trading details tab, the VAT code displayed is the one set on that customer's account. If required, you can change the VAT rate used for the order line. If you select a stock item that uses Reverse Charge VAT rules, the reverse charge VAT rules will be applied to the invoice when it is printed.

6. 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.

7. If required, enter the 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.

8. Enter the 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.

   If you are using Manufacturing

   If you change the Promised date on a sales order that is linked with a works order, you must amend the works order manually.

9. To view or change discounts, analysis codes or profit.

   Discounts	Click Discounts 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.

10. Click Save to add the line to the pro forma invoice.