Pro Forma Invoice Correction: Implementation Checklist
The following sections provide details you can use to ensure that the system is configured properly for correcting pro forma invoices, and to understand (and change, if needed) the settings that affect the processing workflow.
Implementation Checklist
We recommend that before you initially correct pro forma invoices, you make sure the needed settings have been specified and entities have been created, as summarized in the following checklist.
| Form | Tasks to Perform |
|---|---|
| Enable/Disable Features (CS100000) form | Make sure that the Project Accountingand Construction features are enabled. |
| Projects Preferences (PM101000) form | Make sure that all necessary settings related to project accounting have been specified. For more information about configuration steps that you have to perform before you can start accounting for projects, see Basic Project Configuration: General Information. |
| Projects (PM301000) form |
Make sure that the pro forma invoice to be corrected has no corresponding retainage invoices on the Invoices tab or these retainage invoices are reversed. For more information on retainage invoices, see AR Invoices with Retainage: General Information. Also, make sure that the invoice currency is the same as the project currency. For more information on multicurrency projects, see Multicurrency Projects: General Information. |
| Pro Forma Invoices (PM307000) form | Make sure that the pro forma invoice to be corrected has no lines on the Time and Material tab. |
| Invoices and Memos (AR301000) form |
Make sure that the accounts receivable document created on the release of the pro forma invoice has been released. Tip: If the status of the AR document is On Hold
or Balanced, you can just delete the AR document and
adjust the pro forma invoice in an ordinary way.
Also, make sure that the AR document has no applied payments on the Applications tab, or all the applied payments are voided. For more information on payments, see Invoice Payments: General Information. |
Other Settings That Affect the Workflow
You can affect the workflow of correcting pro forma invoices by specifying additional settings as follows:
- To give accounts receivable invoices, including reversing documents and those created based on pro forma invoices, the Balanced status on creation, clear the Hold Documents on Entry check box on the General tab (Data Entry Settings section) of the Accounts Receivable Preferences (AR101000) form.
- To make sending by email accounts receivable invoices optional, including those created based on pro forma invoices that have been agreed upon with the customer, clear the Send Invoices by Email check box on the Billing Settings tab (Print and Email Settings section) of the Customers (AR303000) form for applicable customers.
- To make printing accounts receivable invoices optional, including those created based on pro forma invoices that have been agreed upon with the customer, clear the Print Invoices check box on the Billing Settings tab (Print and Email Settings section) of the Customers form for applicable customers.
- To cause the system to automatically post general ledger transactions generated on release of all accounts receivable invoices, select the Automatically Post on Release check box on the General tab (Posting Settings section) of the Accounts Receivable Preferences form.
- To cause the system to post every accounts receivable document as an individual batch to the general ledger, clear the Generate Consolidated Batches check box in the Posting Settings section of the General Ledger Preferences (GL102000) form.
With these settings specified, users in your company can correct pro forma invoices quickly and accurately with a minimum of manual actions.
Validation of Configuration
To make sure that all configuration has been performed correctly, we recommend that in your system, you correct a pro forma invoice by performing instructions similar to those described in Pro Forma Invoice Correction: Process Activity.