Pro Forma Invoices

Form ID: (PM307000)

You can use this form to view and modify pro forma invoices. Pro forma invoices are created during the project billing process on the Projects (PM301000) form. For more information, see Project Billing: General Information.

If migration mode has been activated—that is, if the Activate Migration Mode check box is selected on the General tab (General Settings section) of the Projects Preferences (PM101000) form— you can also create pro forma invoices manually. In this case, the Add New Record button is available on the form toolbar.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.

Command Description
Approve

Changes the status of the pro forma invoice from Pending Approval to Open.

The system may also (depending on the settings of the approval map) display the Enter Reason dialog box, in which you enter a comment explaining your decision to approve the pro forma invoice. The reason that you enter will be inserted in the Reason column of the row for the approval on the Approvals tab of the current form.

This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, an approval map for pro forma invoices has been configured on the Approval Maps (EP205015) form, this map is selected in the Pro Forma Invoice Approval Map box on the Approval tab of the Projects Preferences (PM101000) form, and the pro forma invoice has the Pending Approval status.

For more information, see Managing Assignment and Approval Maps.

Correct Assigns the pro forma invoice the On Hold status, which makes it available for editing. Also, adds information about the previous revision of the pro forma invoice to the Financial tab (Previous Revisions table).

You can correct a pro forma invoice only if it has no time and material lines. For more information, see Pro Forma Invoice Correction: General Information.

This command is available if the Construction feature is enabled on the Enable/Disable Features form and if the accounts receivable document created based on the pro forma invoice has been released.

Email Sends the current document as an email.
Hold

Changes the status of the pro forma invoice to On Hold, so that you can make changes to it.

This command appears if the pro forma invoice has the Open, Pending Approval, or Rejected status.

Print

Navigates to the report that is specified for the PROFORMA mailing of the corresponding project on the Mailing & Printing tab of the Projects (PM301000) form.

If the corresponding project has no mailing setting with the PROFORMA identifier, an error occurs.

Print AIA Report

Prepares the printable version of the AIA report for the current pro forma invoice and opens it on the AIA Report (PM644000) or AIA Report with Quantity (PM644500) report.

The format of the report to be prepared (that is, which of these reports is used) for the project associated with this pro forma invoice is specified by the state of the Show Quantity in AIA Report check box on the Summary tab specified for the project on the Projects form.

If the Retainage Support feature is enabled on the Enable/Disable Features form, the prepared report will include the retainage that has been fully or partially released (depending on the date for which the AIA report is prepared), or all released retainage at the end of the project. For more information, see Construction Reports: AIA Reports.

Reassign

Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps form.

This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, an approval map for pro forma invoices has been configured on the Approval Maps form, this map is selected in the Pro Forma Invoice Approval Map box on the Approval tab of the Projects Preferences form, and the pro forma invoice has the Pending Approval status.

For more information, see Managing Assignment and Approval Maps.

Recalculate External Tax

Initiates the recalculation of tax details by an external tax provider, for example, the AvaTax service by Avalara.

This command is available if the External Tax Calculation Integration feature is enabled on the Enable/Disable Features form.

Reject

Changes the status of the pro forma invoice from Pending Approval to Rejected.

The system may also (depending on the settings of the approval map) display the Enter Reason dialog box, in which you enter a comment explaining your decision to reject the pro forma invoice. The reason that you enter will be inserted in the Reason column of the row for the approval on the Approvals tab of the current form.

This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, an approval map for pro forma invoices has been configured on the Approval Maps form, this map is selected in the Pro Forma Invoice Approval Map box on the Approval tab of the Projects Preferences form, and the pro forma invoice has the Pending Approval status.

For more information, see Managing Assignment and Approval Maps.

Release

Releases the document and generates the corresponding accounts receivable invoice.

The pro forma invoices of a project can be released only one by one, starting from the earliest one, on the Invoices tab of the Projects (PM301000) form. The only exception is when multiple pro forma invoices grouped by invoice group have been generated during a single iteration of the billing process; in this case, these pro forma invoices can be released in any order.

A pro forma invoice of a particular project can be released only after the accounts receivable invoice of the preceding pro forma invoice of the project has been released.

This command appears if the document has the Open status.

Remove Hold

Changes the status of the pro forma invoice to Open, making it possible to release the document, or Pending Approval if the approval map is selected for pro forma invoices on the Projects Preferences form.

This command appears for documents that have the On Hold status.

Reassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records.

ElementDescription
New ApproverThe name of the employee to whom you want to reassign the selected record or records.
Ignore Approver's Delegations

A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegation set up for the current date.

If the check box is cleared and if the new approver is not available and has a delegation set up for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case you will have to specify a different approver).

This dialog box has the following buttons.
ReassignCloses the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
CancelCloses the dialog box and cancels the reassignment of the selected record or records to a new approver.

Summary Area

You can use the elements in this area to select an existing pro forma invoice and view its details.

Element Description
Reference Nbr.

The reference number of the pro forma invoice.

The system automatically assigns the reference number by using the numbering sequence specified on the Projects Preferences (PM101000) form.

Status

The status of the pro forma invoice.

The following statuses are available:

  • On Hold: The user can edit the document but cannot release it.
  • Pending Approval: The pro forma invoice has been taken off hold (that is, the status is assigned when Remove Hold is clicked on the form toolbar). On the Approvals (EP503010) form, a pro forma invoice with this status is visible to the employee who has been assigned to approve the pro forma invoice.

    This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and pro forma invoice approval is configured.

  • Rejected: The employee who was assigned to approve the pro forma invoice has rejected it.

    This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features form and pro forma invoice approval is configured.

  • Open: The employee who was assigned to approve the pro forma invoice has approved it. If no approval is configured for pro forma invoices, the system assigns this status to the pro forma invoice when Remove Hold is clicked on the form toolbar. You can release the pro forma invoice or put it on hold for further editing.
  • Closed: The document has been released and cannot be edited.
Invoice Date

The date on which the pro forma invoice was created. You can change this date, if needed.

You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the document.

Post Period

The financial period that corresponds to the invoice date and to which the corresponding accounts receivable document should be posted.

The financial period is company-specific and defined based on the originating branch of the invoice and the invoice date. For more information on company-specific financial periods, see Multiple Calendar Support.

Customer Order Nbr.

The original reference number or ID assigned by the customer to the customer document. This number can be entered for informational purposes. On release of the pro forma invoice, the system will copy this reference number to the corresponding accounts receivable invoice.

Application Nbr.

The application number that has been assigned to the current pro forma invoice.

By default, the application number is a four-digit value that the system assigns sequentially to the pro forma invoice generated during the billing of a project by progress: The first pro forma invoice prepared for the project is assigned 0001, the second one is assigned 0002, and so on. For a project, you can change the format of the application number by specifying the new application number in the Last Application Nbr. box on the Summary tab of the Projects (PM301000) form.

The application number is not changed when a new revision of a pro forma invoice is created. You can override the application number in a pro forma invoice that is assigned the On Hold status.

Description The description of the pro forma invoice, which is provided by the billing rule and can be manually modified.
Project The project associated with the pro forma invoice.
Customer The customer associated with the project.
Location

The default location of the project tasks that are specified in the lines of the pro forma invoice.

If no default location is specified for the project task, the system populates this box with the default location of the project, which is specified in the Default Location box on the Summary tab of the Projects (PM301000) form.

Note: This box cannot contain a location with Gross specified in the Tax Calculation Mode box on the Shipping tab of the Customer Locations (AR303020) form, because the processing of pro forma invoices does not support this tax calculation mode.

This element is available only if the Business Account Locations feature is enabled on the Enable/Disable Features form.

Currency

The currency of the pro forma invoice. The currency exchange rate for the invoice is the default exchange rate type of the customer and customer location.

If the Multicurrency Projects feature is enabled on the Enable/Disable Features form, the system creates the pro forma invoice in the billing currency of the project specified in the Billing Currency box on the Summary tab (Billing and Allocation Settings section) of the Projects (PM301000) form.

This element is available only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features form.

Currency Rate for Budget

The exchange rate from the project currency to the base currency that is used to display amounts in the project and base currencies in the Summary area and on the Revenue Budget, Cost Budget, and Balances tabs on the Projects (PM301000) form.

This box appears on the form if the Multicurrency Projects feature is enabled on the Enable/Disable Features form.

Progress Billing Total The total of the Amount to Invoice column on the Progress Billing tab.
Time and Material Total The total of the Amount to Invoice column on the Time and Material tab.
Tax Total

The tax amount of the document, as defined on the Taxes tab minus the sum of retained taxes, if applicable.

Note: When integration with an external tax provider is configured, and the pro forma invoice has some unsaved changes, the Tax is not up-to-date warning message is shown for this total. The system hides the warning message when you save the pro forma invoice or execute the Recalculate External Tax command.
Invoice Total The sum of the Progress Billing Total, Time and Material Total and Tax Total values.
Over-Limit Total

The total Over-Limit Amount from the Time and Material tab that exceeds the billing limit.

The total is shown only if the Use T&M Revenue Budget Limits check box is selected for the project on the Summary tab of the Projects (PM301000) form.

The validation level of the billing limit may vary, from a simple warning that is shown in this box and does not block the processing of the pro forma invoice to an error that prevents the pro forma invoice from being processed further until the invoice amount is within the limit. The desired behavior is specified in the Validate T&M Revenue Budget Limits box on the Projects Preferences (PM101000) form.

Retainage Total

The total retained amount of the pro forma invoice.

The system calculates this amount as the sum of the values in the Retainage Amount column on the Progress Billing tab plus the sum of the values in the Retained Amount column on the Time and Material tab plus the sum of the values in the Retained Tax column on the Taxes tab.

The box appears in the Summary area if the Retainage Support feature is enabled on the Enable/Disable Features form.

Amount Due

The difference between the Invoice Total and Retainage Total.

The box appears in the Summary area if the Retainage Support feature is enabled on the Enable/Disable Features form.

Retainage (%)

The percent of the invoice amount to be retained by the customer. The value is copied from the corresponding project from the Retainage (%) box in the Retainage section on the Summary tab of the Projects form.

The box appears in the Summary area if the Retainage Support feature is enabled on the Enable/Disable Features form and the Contract Cap retainage mode is selected for the corresponding project in the Retainage Mode box in the Retainage section on the Summary tab of the Projects form.

Allocated Retained Amount

The total of the Allocated Retained Amount column on the Progress Billing tab.

The box appears in the Summary area if the Retainage Support feature is enabled on the Enable/Disable Features form and the Contract Cap retainage mode is selected for the corresponding project in the Retainage Mode box in the Retainage section on the Summary tab of the Projects form.

Progress Billing Tab

This tab lists all the lines of the pro forma invoice generated by the Progress Billing steps of the billing rules of the project tasks. You can review, modify, and delete these lines if needed. For more information, see Project Billing: Progress Billing.

Table 1. Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Load Lines

Loads the progress billing lines of the project selected in the Summary area. That is, the system loads all the revenue budget lines of the project on the Projects (PM301000) form with project tasks that are assigned a billing rule with a billing step of the Progress Billing type).

This button appears only if migration mode has been activated—that is, if the Activate Migration Mode check box is selected on the General tab (the General Settings section) of the Projects Preferences (PM101000) form.

For details, see Migrating Documents to MYOB Advanced.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table 2. Table Columns
Column Description
Branch The branch that sells the item or provides the service. The branch is provided from the source defined by the Use Destination Branch from setting of the particular step of the billing rule on the Billing Rules (PM207000) form.
Project Task

The particular task of the project with which this document line is associated.

If you add a new line and the project that has the default project task, this task is automatically populated in the column.

Cost Code

The cost code associated with the invoice line.

The column is available if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.

Inventory ID The inventory item associated with the invoice line.
Description The description of the line, which is provided by the billing rule and can be manually modified.
Revised Budgeted Quantity The Revised Budgeted Quantity of the corresponding revenue budget line of the project on the Revenue Budget tab of the Projects (PM301000) form.
Revised Budgeted Amount The Revised Budgeted Amount of the corresponding revenue budget line of the project on the Revenue Budget tab of the Projects form.
Actual Quantity The actual quantity of the corresponding revenue budget line on the Revenue Budget tab of the Projects form.
Note: The system calculates the quantity in the units of measure specified in this budget line. If another UOM is specified in the pro forma invoice line or accounts receivable invoice line, and unit conversion is defined on the Units of Measure form, the system converts the UOM of the document line to the UOM of the budget line.
Previously Invoiced Quantity

The running total of the Quantity to Invoice column on this tab for all the lines of preceding pro forma invoices that refer to the same revenue budget line.

The system calculates this value by totaling lines of all preceding pro forma invoices that have the same project budget key, the same unit of measure, and a reference number that is less than the reference number of the current pro forma invoice. If the revenue budget was restructured, the quantities of the preceding pro forma invoices may be not included in this value due to changes in the project budget key.

Previously Invoiced Amount

The running total of the Amount to Invoice column on this tab for all the lines of preceding pro forma invoices that refer to the same revenue budget line.

The system calculates this value by totaling lines of all preceding pro forma invoices that have the same project budget key, the same unit of measure, and a reference number that is less than the reference number of the current pro forma invoice. If the revenue budget was restructured, the amounts of the preceding pro forma invoices may be not included in this value due to changes in the project budget key.

Total Completed (%)

The percentage of the revised budgeted amount of the revenue budget line of the project that has been invoiced by all the pro forma invoices of the project, including the current one.

The system calculates this percentage by using the following formulas:

  • If the line was billed based on amount: Total Completed (%) = ( Previously Invoiced Amount + Amount to Invoice ) / Revised Budgeted Amount * 100

    You can modify this percentage; in this case, the system automatically recalculates the values in the Amount to Invoice and Currently Invoiced (%) columns of the line.

  • If the line was billed based on quantity: Total Completed (%) = ( Previously Invoiced Quantity + Quantity to Invoice ) / Revised Budgeted Quantity * 100

    You can modify this percentage; in this case, the system automatically recalculates the values in the Amount to Invoice, Quantity to Invoice, and Currently Invoiced (%) columns of the line.

Quantity to Invoice The quantity to bill the customer. This value is copied from the Pending Invoice Quantity of the corresponding line of the project on the Revenue Budget tab of the Projects form.
UOM The unit of measure. This value is copied from the corresponding revenue budget line of the project on the Revenue Budget tab of the Projects form.
Unit Price The unit price. This value is copied from the Unit Rate column of the corresponding revenue budget line of the project on the Revenue Budget tab of the Projects form.
Amount

The original line amount calculated by the progress billing rule.

This column appears only if the Construction feature is enabled on the Enable/Disable Features form.

Stored Material

The amount of material that is stored for the project and project task specified in the line and is not yet used for the project needs. You can specify this amount manually. The specified amount will be shown in the continuation sheet of the AIA report prepared for the pro forma invoice.

This column appears only if the Construction feature is enabled on the Enable/Disable Features form.

Amount to Invoice

The amount to bill the customer. By default, this is the Pending Invoice Amount of the corresponding line of the project on the Revenue Budget tab of the Projects form.

If the Construction feature is enabled on the Enable/Disable Features form, the amount to bill the customer also includes the amount of material stored (that is, Amount to Invoice = Amount + Stored Material.

You can modify the amount in this column; in this case, the system automatically recalculates the values in the Total Completed (%) and Currently Invoiced (%) columns of the line.

On creation of the accounts receivable invoice from the pro forma invoice, the system copies this amount to the Ext. Price column of the corresponding line of the accounts receivable invoice.

Currently Invoiced (%)

The percentage of the revised budgeted amount of the revenue budget line of the project that is invoiced by this pro forma invoice line.

The system calculates this percentage by using the following formulas:

  • If the line was billed based on amount: Currently Invoiced (%) = Amount to Invoice / Revised Budgeted Amount * 100

    You can modify this percentage; in this case, the system automatically recalculates the values in the Amount to Invoice and Total Completed (%) columns of the line.

  • If the line was billed based on quantity: Currently Invoiced (%) = Quantity to Invoice / Revised Budgeted Quantity * 100

    You can modify this percentage; in this case, the system automatically recalculates the values in the Amount to Invoice, Quantity to Invoice, and Total Completed (%) columns of the line.

Retainage (%)

The percent of the invoice line amount to be retained by the customer. By default, the value is copied from the corresponding revenue budget line of the project.

If the stepped processing of retainage is configured for the project, the retainage percent is calculated based on the retainage steps used for the calculation of the retainage amount as follows: Retainage Total / Invoice Total * 100%.

The value can be overridden for any line.

The column appears in the table if the Retainage Support feature is enabled on the Enable/Disable Features form and the Standard or Contract Item Cap retainage mode is selected for the project in the Retainage Mode box in the Retainage section on the Summary tab of the Projects form.

Retainage Amount

The amount to be retained by the customer. The amount is calculated automatically by multiplying the values of Amount to Invoice and Retainage %.

The column appears in the table if the Retainage Support feature is enabled on the Enable/Disable Features form.

Allocated Retained Amount

The amount that indicates how the retained amount is allocated across the billed lines.

This column is used for informational purposes.

The column appears in the table if the Retainage Support feature is enabled on the Enable/Disable Features form and the Contract Cap retainage mode is selected for the project in the Retainage Mode box in the Retainage section on the Summary tab of the Projects form.

Tax Category

The tax category of the corresponding revenue budget line of the project on the Revenue Budget tab of the Projects form.

If no tax category has been specified for the revenue budget line, the tax category remains unspecified for the pro forma invoice line. You can override the default value.

Sales Account The sales account used for the transaction. The sales account is provided from the source defined by the Use Sales Account From setting of the progress billing step of the billing rule on the Billing Rules form.

You can override the specified account with another GL account that is assigned to an account group of any type.

Sales Subaccount

The corresponding subaccount used to record this sale transaction. The sales subaccount is provided according to the Sales Subaccount Mask setting of the particular step of the billing rule on the Billing Rules form.

This column appears only if the Subaccounts feature is enabled on the Enable/Disable Features form.

Progress Billing Base

The value that the system has used as the basis for the progress billing operation that has generated this pro forma invoice line.

The following options are available:

  • Amount: The system has billed the corresponding revenue budget line based on the pending invoice amount in this line.
  • Quantity: The system has billed the corresponding revenue budget line based on the pending invoice quantity in this line.

This column is provided for informational purposes.

Deferral Code

The deferral code assigned to the stock item or non-stock item specified in this document line. On release of this document, the system generates a deferral schedule (or multiple schedules) based on the settings defined in this deferral code.

You can change the deferral code in this box manually, if needed.

Note: If you change an MDA deferral code (which indicates that an item is a package) to any non-MDA deferral code, the system will consider the item to not be a package and will ignore its components while generating a deferral schedule. That is, the system will generate the deferral schedule for the item based on the settings of the specified non-MDA deferral code.

This column appears only if the Deferred Revenue Management feature is enabled on the Enable/Disable Features form.

Actual Amount The Actual Amount of the corresponding revenue budget line on the Revenue Budget tab of the Projects form that shows the total of the corresponding lines of the released accounts receivable invoices.
Draft Invoice Amount The Draft Invoice Amount of the corresponding revenue budget line on the Revenue Budget tab of the Projects form that shows the total of the corresponding lines of the pro forma invoices for which the corresponding accounts receivable invoices have not been released yet.
Sort Order The sequence number of the line, which is used to sort the lines on the tab. These numbers are assigned automatically and are changed automatically if you reorder the lines by dragging them to appropriate positions.
Line Number The original sequence number of the line among all the pro forma invoice lines.

Time and Material Tab

This tab lists all the lines of the pro forma invoice generated by the Time and Material steps of the billing rules of the project tasks. You can review, modify, and delete these lines or add new ones if needed. For more information, see Project Billing: Time and Material Billing.

Table 3. Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Upload Unbilled Transactions Opens the Upload Unbilled Transactions dialog box, which shows the list of unbilled transactions of the corresponding project that can be added to the pro forma invoice.
View Transaction Details Opens the Transaction Details dialog box, which shows the list of project transactions corresponding to the invoice line that were grouped during the billing according to the billing rule settings.
Table 4. Table Columns
Column Description
Status The status that defines how to bill the line, which can be one of the following:
  • Bill: To bill the line in the full amount or a greater amount than was initially billed—that is, in the Amount to Invoice of the line that is greater than or equal to the Billed Amount of the line.
  • Hold Remainder: To partially bill the line in the Amount to Invoice of the line that is less than the Billed Amount of the line, and later bill the remainder, which is the difference between the Billed Amount and the Amount to Invoice.

    This status becomes available if you change the Amount to Invoice of the line.

  • Write Off Remainder: To partially bill the line in the Amount to Invoice of the line that is less than the Billed Amount of the line, and write off the remainder, which is the difference between the Billed Amount and the Amount to Invoice.

    This status becomes available if you change the Amount to Invoice of the line.

  • Write Off: To write off the line in the full amount or a greater amount than was initially billed—that is, in the Amount to Invoice of the line that is greater than or equal to the Billed Amount of the line.
Note: You can also delete a selected line of the pro forma invoice to bill it later in the full amount.
Branch The branch that sells the item or provides the service. The branch is provided from the source defined by the Use Destination Branch from setting of the particular step of the billing rule on the Billing Rules (PM207000) form.
Project Task

The particular task of the project with which this document line is associated.

If you add a new line and the project that has the default project task, this task is automatically populated in the column.

Inventory ID The inventory item associated with the corresponding project transaction or the group of transactions aggregated based on the settings of the billing rule.
Cost Code

The cost code associated with the corresponding project transaction.

The column is available if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.

Description The description of the line, which is provided by the billing rule and can be manually modified.
Employee The employee who provided the labor or service associated with the corresponding project transaction or the group of transactions aggregated based on the settings of the billing rule.
Vendor The vendor associated with the corresponding project transaction or the group of transactions aggregated based on the settings of the billing rule.
Date The date of creation of the corresponding project transaction.
Billed Quantity The quantity to bill the customer provided by the billing rule.
Billed Amount The amount to bill the customer provided by the billing rule.
Quantity to Invoice

The quantity to bill the customer. When the accounts receivable invoice is created based on the pro forma invoice, the system copies this quantity to the corresponding line of the accounts receivable invoice.

By default, this quantity is equal to the Billed Quantity and can be manually modified; in this case, the system automatically recalculates the value in the Amount to Invoice column of the line as follows: Amount to Invoice = Unit Price * Quantity to Invoice.

UOM The unit of measure of the corresponding project transaction.
Unit Price

The price of the unit, which is calculated as follows:

Unit Price = Billed Amount ÷ Billed Quantity

You can modify the unit price; in this case, the system automatically recalculates the value in the Amount to Invoice column of the line as follows:

Amount to Invoice = Unit Price * Quantity to Invoice

Amount to Invoice

The amount to bill the customer. On creation of the accounts receivable invoice from the pro forma invoice, the system copies this amount to the Ext. Price column of the corresponding line of the accounts receivable invoice.

By default, this amount is equal to the Billed Amount and can be manually modified. The difference between the calculated Billed Amount and the corrected Amount to Invoice is processed based on the Status of the line.

If you manually modify the Unit Price or Quantity to Invoice, the system automatically recalculates this amount as follows:

Amount to Invoice = Unit Price * Quantity to Invoice

Retainage %

The percent of the invoice line amount to be retained by the customer.

By default is populated with the value specified for the project in the Retainage (%) box on the Summary tab of the Projects (PM301000) form. The value can be overridden for any revenue line.

The column is available if the Retainage Support feature is enabled on the Enable/Disable Features form.

Retainage Amount

The amount to be retained by the customer.

The amount is calculated automatically by multiplying the values of Amount to Invoice and Retainage %.

The column is available if the Retainage Support feature is enabled on the Enable/Disable Features form.

Tax Category

The tax category of the line.

By default, this is the tax category of the item specified in the pro forma invoice line, or the tax category of the project task if there is no item in the line or the tax category of the item is not specified. If neither the item nor the task has a tax category specified, the tax category is unspecified for the pro forma invoice line.

You can override the default value.

Sales Account

The sales account of the corresponding project transaction. The sales account is provided from the source defined by the Use Sales Account from setting of the particular step of the billing rule.

For new lines added on this tab, the sales account is specified depending on the value of the Use Intercompany Sales Account From box on the Accounts Receivable Preferences (AR101000) form as follows:

  • If Customer Location is selected, the system inserts the sales account specified in the Sales Account box on the GL Accounts tab of the Customer Locations (AR303020) form.
  • If Inventory Item is selected, the system inserts the sales account specified in the Sales Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form.
Sales Subaccount

The sales subaccount of the corresponding project transaction. The sales account is provided according to the Sales Subaccount Mask setting of the particular step of the billing rule.

This column appears only if the Subaccounts feature is enabled on the Enable/Disable Features form.

Deferral Code

The deferral code assigned to the stock item or non-stock item specified in this document line.

When the document is released, the system generates a deferral schedule (or schedules) based on the settings defined in this deferral code. For details, see Processing Deferrals. You can change the deferral code in this box manually if needed.

Note: If you change an MDA deferral code (the deferral code that indicates that an item is a package) to any non-MDA deferral code, the system will consider the item to not be a package and will ignore its components while generating a deferral schedule. That is, the system will generate the deferral schedule for the item based on the settings of the specified non-MDA deferral code.

This column appears only if the Deferred Revenue Management feature is enabled on the Enable/Disable Features form.

Max Available Amount

The maximum amount available to bill the customer based on the billing limit amount of the corresponding revenue budget line of the project.

This amount is a running total that the system calculates for each line, starting from the topmost one, on the Time and Material tab that has a nonzero Max Limit Amount by using the following formula:

Max Available Amount = Max Limit Amount - (Actual Amount + (Draft Invoice Amount - SUM(Amount to Invoice)) + SUM(Amount to Invoice from Above)).

In this formula:

  • Actual Amount: The Actual Amount of the corresponding revenue budget line on the Revenue Budget tab of the Projects (PM301000) form.
  • Draft Invoice Amount: The Draft Invoice Amount of the corresponding revenue budget line on the Revenue Budget tab of the Projects form.
  • Amount to Invoice: The Amount to Invoice of each line of the pro forma invoice on the Time and Material tab that corresponds to the same revenue budget line
  • Amount to Invoice from Above: The Amount to Invoice of each line of the pro forma invoice on the Time and Material tab that corresponds to the same revenue budget line and is located above the current line on the Time and Material tab

If no billing limit amount is defined for the revenue budget line of the project—that is, if the Max Limit Amount is 0—the Max Available Amount of each corresponding pro forma invoice line is 0.

This column is shown if the Use T&M Revenue Budget Limits check box is selected for the project on the Summary tab of the Projects (PM301000) form.

Max Limit Amount

The billing limit amount (Maximum Amount) of the corresponding revenue budget line of the project on the Revenue Budget tab of the Projects form. If no billing limit amount is defined for the revenue budget line of the project, the Max Limit Amount of each corresponding pro forma invoice line is 0.

The column is shown if the Use T&M Revenue Budget Limits check box is selected for the project on the Summary tab of the Projects form.

Over-Limit Amount

The amount that exceeds the billing limit. The amount is calculated as the difference between the Amount to Invoice and Max Available Amount. If this difference is negative—that is, if the Max Available Amount is greater than the Amount to Invoice—the Over-Limit Amount is 0. The invoice lines for which the Over-Limit Amount becomes nonzero exceed the limit.

This column is shown if the Use T&M Revenue Budget Limits check box is selected for the project on the Summary tab of the Projects form.

Sort Order The sequence number of the line, which is used to sort the lines on the tab. These numbers are assigned automatically and are changed automatically if you reorder the lines by dragging them to the appropriate positions.
Line Number The original sequence number of the line among all the pro forma invoice lines.
Table 5. Upload Unbilled Transactions Dialog Box

This dialog box shows the list of unbilled transactions of the corresponding project that can be uploaded to the pro forma invoice. In this dialog box, you can select specific transactions or all transactions and upload them to the pro forma invoice.

The table toolbar in the dialog box includes only standard buttons. For the list of standard buttons, see Tables.

Column Description
Included An unlabeled check box that you select to upload this transaction to the pro forma invoice if you then click Upload or Upload & Close.
Branch The branch in which the transaction was created.
Ref. Number The identifier of the transaction.
Inventory ID The identifier of the stock or non-stock item associated with the transaction.
Description The detailed description provided for the transaction.
Employee The employee associated with the transaction, such as the employee who provided the labor or service to the customer.
Customer/Vendor The name of the vendor (if the transaction originated in the accounts payable subledger) or customer (if the transaction originated in another subledger).
Date The date the transaction was created.
Billable A check box that means (if selected) that the transaction is used when the system calculates the amount that will be charged to the customer. If this check box is not selected, the transaction does not affect the billing for the project.
Quantity The quantity of the item or service.
UOM The unit of measure used for the item or service.
Billable Quantity The quantity that will be billed to the customer.
Unit Rate The price of the item or the rate of the service.
Amount The amount of the transaction.
Account Group The account group of the debit side account of the transaction.
Credit Account The account the transaction will credit if it is released.
Credit Subaccount The subaccount the transaction will credit if it is released.
Debit Account The account the transaction will debit if it is released.
Debit Subaccount The subaccount the transaction will debit if it is released.

The dialog box has the following buttons.

Upload Uploads the selected transactions to the pro forma invoice. The dialog box remains open.
Upload & Close

Uploads the selected transactions to the pro forma invoice and closes the dialog box.

When a pro forma invoice is created, the system orders the lines of the pro forma invoice on the Time and Material tab by the billing rule steps applied and by the project transaction reference number within each billing step. When you upload unbilled transactions, they are appended to the end of list of pro forma lines (so that after upload, you can identify them easily).

Cancel Cancels your selections and closes the dialog box.
Table 6. Transaction Details Dialog Box

This dialog box shows the list of project transactions corresponding to the invoice line that were grouped during the billing according to the billing rule settings. In this dialog box, you can manually delete transactions you do not want to bill at the moment, which affects the amount and quantity of the pro forma invoice line.

The table toolbar in the dialog box includes only standard buttons. For the list of standard buttons, see Tables.

Column Description
Ref. Number The identifier of the transaction.
Inventory ID The identifier of the stock or non-stock item associated with the transaction.
Description The detailed description provided for the transaction.
Employee The employee associated with the transaction, such as the employee who provided the labor or service to the customer.
Customer/Vendor The name of the vendor (if the transaction originated in the accounts payable subledger) or customer (if the transaction originated in another subledger).
Date The date the transaction was created.
Billable A check box that means (if selected) that the transaction is used to calculate the amount that will be charged to the customer. If this check box is not selected, the transaction does not affect the billing for the project.
Quantity The quantity for the transaction.
UOM The unit of measure used for the transaction.
Amount The amount of the transaction.
Billed Quantity The quantity that is used for billing the customer.
Billed Amount The amount that is used for billing the customer.

Taxes Tab

The table on this tab contains information about the taxes to be paid on the invoice. The tax details are calculated based on the tax category specified in each line of the pro forma invoice on the Progress Billing and Time and Material tabs.

If an integration with an external tax provider is configured, a tax configured for an external tax provider is applied to a pro forma invoice just as it is applied to an accounts receivable invoice.

Attention: The processing of pro forma invoices does not support inclusive sales taxes. To be able to use inclusive taxes, you need to configure the project for direct AR billing by clearing the Create Pro Forma Invoice on Billing check box on the Summary tab of the Projects (PM301000) form.
Attention: Project billing with pro forma invoices does not support the gross tax calculation mode, which is specified at the location level—that is, in the Tax Calculation Mode box on the Shipping tab of the Customer Locations (AR303020) form. If the gross tax calculation mode is specified for the location selected in the Default Location box in this section or for the customer's default location if no location is defined for the project, use direct AR invoice billing for the project.

Gross tax calculation mode is available if the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Tax ID The identifier of the tax applied to the document.
Tax Rate The tax rate of the tax.
Taxable Amount The taxable amount for the tax, which is calculated at the document level.
Tax Amount The tax amount for the specific tax, which is calculated at the document level.
Retained Taxable

The taxable amount for the retainage.

The column is available if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and the Retain Taxes check box is selected on the Invoices and Memos (AR101000) form.

Retained Tax

The retained amount of the tax that is posted to the Tax Retainage Claimable account specified for the tax on the Taxes (TX205000) form.

The column is available if the Retainage Support feature is enabled on the Enable/Disable Features form and the Retain Taxes check box is selected on the Invoices and Memos form.

Financial Tab

This tab contains financial information related to the accounts receivable document that corresponds to the selected pro forma invoice. Also, the tab shows the information about previous revisions of the pro forma invoice that have been corrected.

Table 7. Invoice Settings Section

This section contains information to be used for the creation of the corresponding accounts receivable document. For a released pro forma invoice, the section also shows information about the created accounts receivable document. When the pro forma invoice has been released, all the boxes in the section are read-only.

Element Description
AR Doc. Type The type of the corresponding accounts receivable document created when the pro forma invoice is released.

Depending on the sign of the Invoice Total of the pro forma invoice, either an accounts receivable invoice or an accounts receivable credit memo can be generated on release of a pro forma invoice.

If the pro forma invoice was created in migration mode, this box is empty by default. You can specify the type of the AR document to which the pro forma invoice relates manually to link the pro forma invoice with the corresponding financial document.

For details, see Migrating Documents to MYOB Advanced.

AR Ref. Nbr. The reference number of the corresponding accounts receivable document created on release of the pro forma invoice.

If the pro forma invoice was created in migration mode, this box is empty by default. You can specify the reference number of the AR document to which the pro forma invoice relates manually to link the pro forma invoice with the corresponding financial document.

For details, see Migrating Documents to MYOB Advanced.

Branch The branch to be used on creation of the accounts receivable document, which is provided by the project settings.
Customer Tax Zone

The tax zone of the customer.

The system inserts the tax zone by using the applicable rule, which it determines as follows:

  • If the Calculate Project-Specific Taxes check box is selected on the Projects Preferences (PM101000) form, the system copies the tax zone from the Revenue Tax Zone box on the Addresses tab of the Projects (PM301000) form for the associated project. If no revenue tax zone is specified for the project, for the customer location selected in the Summary area of the form, the system copies the tax zone from the settings of the customer location on the Customer Locations (AR303020) form. If no tax zone has been specified for the customer location, the tax zone is copied from the branch specified on the Financial tab of the current form. The tax zone of the branch is specified on the Delivery Settings tab of the Branches (CS102000) form.
  • If the Calculate Project-Specific Taxes check box is cleared on the Projects Preferences form, for the customer location selected in the Summary area of the form, the system copies the tax zone from the settings of the customer location on the Customer Locations form. If no tax zone has been specified for the customer location, the tax zone is copied from the branch specified on the Financial tab of the current form. The tax zone of the branch is specified on the Delivery Settings tab of the Branches form.
Tax Exemption Number

The exemption certificate number of the selected customer, which is used if your system is integrated with AvaTax by Avalara. By default, the value is pulled from customer's location, but you can override it on the document level, if needed. The box appears on the form if the External Tax Calculation Integration feature has been enabled on the Enable/Disable Features form.

Entity Usage Type

The corresponding entity usage type.

If integration with Avalara is configured, in a document with the current customer selected, this value is sent to Avalara to specify the reason for tax exemption. If the Taxable - Override Exemption option is selected, the document's exemption is overridden, and taxes are calculated in the external tax service.

By default, this is the entity usage type associated with the Customer Location specified on the Summary tab of the Projects form; if no entity usage type is specified for the customer location, the customer usage type is not filled in.

You can override the default value.

This box is available if the External Tax Calculation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

Terms The credit terms to be used on creation of the accounts receivable document, which is provided by the project settings.
Due Date The date when payment for the document is due, in accordance with the credit terms.
Cash Discount Date The end date of the cash discount period, which the system calculates by using the credit terms.
Table 8. Other Info Section
Element Description
Migrated A check box that indicates (if selected) that the pro forma invoice was created in migration mode.

For details, see Migrating Documents to MYOB Advanced.

Table 9. Previous Revisions Table

This table contains information about previous revisions of the pro forma invoice that have been corrected. When you click Correct on the form toolbar, the system adds a line with the previous revision of the pro forma invoice to the table.

This table appears on the tab if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

Element Description
Revision The revision number of the pro forma invoice, which is an integer that the system assigns sequentially, starting from 1.
Invoice Total The total amount of the revision of the pro forma invoice.
Retainage Total

The total retainage amount of the revision of the pro forma invoice.

This column appears in the table if the Retainage Support feature is enabled on the Enable/Disable Features form.

Tax Total The total tax amount of the revision of the pro forma invoice.
AR Doc. Type The type of the accounts receivable document related to the revision of the pro forma invoice.
AR Ref. Nbr. The reference number of the accounts receivable document related to the revision of the pro forma invoice.
Reversing Doc. Type The type of the AR document that reverses the accounts receivable document shown in the AR Ref. Nbr. column.
Reversing Ref. Nbr. The reference number of the AR document that reverses the accounts receivable document shown in the AR Ref. Nbr. column.
Description The description of the revision of the pro forma invoice.

Approvals Tab

This tab displays information about the pro forma invoice approvals. If the approval is configured, the pro forma invoice is automatically assigned for approval when taken off hold. Authorized users can approve or reject the invoice on the current form by using the Approve or Reject buttons on the form toolbar, respectively, or mass process pro forma invoices that are pending approval by using the Approvals (EP503010) form.

Note: This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and an approval map is specified for pro forma invoices in the Pro Forma Invoice Approval Map box on the Approval tab of the Projects Preferences (PJ101000) form. If no map is specified in this box, pro forma invoices do not require approval.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Assignee ID The identifier of the employee who is assigned to approve the document.
Assigned To The name of the employee who is assigned to approve the document.
Workgroup The workgroup of the employee assigned to approve the document.
Approved By (ID) The identifier of the employee who actually approved the document.
Approved By The name of the employee who actually approved the document.
Approval Date The date of the approval.
Status The status of the document, which can be Pending Approval, Approved, or Rejected, depending on the approval action performed.
Reason The reason the document has been approved or rejected (if applicable).

Addresses Tab

This tab displays the bill-to address, the ship-to address, and the contact information for billing and shipping purposes. The information from the Ship-To Contact and Ship-To Address sections for the pro forma invoice will be copied to the AR invoice that is created on the Invoices and Memos (AR301000) form based on this pro forma invoice.

Table 10. Bill-To Contact SectionThe information in this section is copied from the settings of the associated project, which are specified in the Bill-To Contact section of the Addresses tab on the Projects (PM301000) form.
Element Description
Override Contact A check box that indicates (if selected) that the contact information provided by the project settings can be overridden.
Account Name The name of the business.
Attention The department or person to be noted on the attention line, if this line is used by your company.
Phone 1 The phone number of the contact person.
Email The email address of the contact person.
Table 11. Bill-To Address SectionThe information in this section is copied from the settings of the associated project, which are specified in the Bill-To Address section of the Addresses tab on the Projects form.
Element Description
Override Address A check box that indicates (if selected) that the bill-to address provided by the project settings can be overridden.
Validated A check box that indicates (if selected) that the bill-to address has been validated.

This check box appears only if the Address Validation Integration feature is enabled on the Enable/Disable Features form.

Address Line 1 The first line of the bill-to address.
Address Line 2 The second line of the bill-to address.
City The city of the bill-to address.
Country The country of the bill-to address.
State The state or province of the bill-to address.
Postal Code The postal code for the bill-to address. An input mask for the postal code can be set on the Countries/States (CS204000) form.
Table 12. Ship-To Contact SectionThe information in this section is copied from the settings of the customer location on the Customer Locations (AR303020) form.
Element Description
Override Contact A check box that indicates (if selected) that the contact information provided by the project settings can be overridden.
Account Name The legal business name of the customer to appear on the documents.
Attention The department or person to be noted on the attention line, if this line is used by your company.
Phone 1 The phone number of the contact person.
Email The email address of the contact person.
Table 13. Ship-To Address SectionIf the Calculate Project-Specific Taxes check box is selected on the Projects Preferences (PM101000) form, the information in this section is copied from the settings that are specified for the associated project in the Project Address section on the Addresses tab on the Projects form. If the check box is cleared, the information is copied from the settings of the customer location on the Customer Locations form.
Element Description
Override Address A check box that indicates (if selected) that the ship-to address provided by the project settings can be overridden.
Validated A check box that indicates (if selected) that the ship-to address has been validated.

This check box appears only if the Address Validation Integration feature is enabled on the Enable/Disable Features form.

Address Line 1 The first line of the ship-to address.
Address Line 2 The second line of the ship-to address.
City The city of the ship-to address.
Country The country of the ship-to address.
State The state or province of the ship-to address.
Postal Code The postal code for the ship-to address. An input mask for the postal code can be set on the Countries/States (CS204000) form.