Pro Forma Invoices: Links to Project Transactions

For better cash flow control in your projects, you can link pro forma invoice to the corresponding cost transactions.

Transactions Linked to a Pro Forma Invoice or Its Lines

While viewing a pro forma invoice on the Pro Forma Invoices (PM307000) form, you can click Linked Cost Transactions icon on the side panel. This opens the Linked Cost Transactions (PM307100) inquiry form in the side panel with the Project and Pro Forma Invoice Ref. Nbr. boxes populated with the values from the pro forma invoice. The table of the inquiry form lists the cost transactions that are linked to the pro forma invoice, its time and material lines, and its progress billing lines.

Transactions Linked to Time and Material Lines

In the table in the Linked Cost Transactions (PM307100) inquiry form on the side panel of the Pro Forma Invoices (PM307000) form, you can view the project transactions linked to time and material lines of the selected pro forma invoice. These are the cost transactions that have been used as the basis for billing. The system creates these links automatically; in the table, you can only review these links but cannot edit them.

Transactions Linked to Progress Billing Lines

When a pro forma invoice is created during the billing procedure, the progress billing lines of this pro forma invoice on the Progress Billing tab of the Pro Forma Invoices (PM307000) form are initially not linked to any cost transactions. You can link progress billing lines to cost transactions if the pro forma invoice has the On Hold status.

To link a project transaction to a pro forma invoice or to a particular pro forma invoice line, you open the Linked Cost Transactions (PM307100) inquiry form in the side panel and perform the following steps:

1. In the Pro Forma Invoice Line Nbr. box of the Selection area of the side panel, select the number of the line to which the cost transaction should be linked. If the line number is not selected, the cost transaction will be linked to the pro forma invoice as a whole.
2. Click + on the table toolbar. The system opens the Add Transactions dialog box.

   The table in the Add Transactions dialog box lists all released project transactions that are not already linked to any pro forma invoice line. The system lists only the project transactions that have AP specified in the Module box on the Project Transactions (PM304000) form. The listed project transactions originate from the following types of accounts payable documents: bills, debit adjustments, credit adjustments, cash purchases, cash returns, or voided cash purchases.

   Note: For an AP bill that has been reclassified, the system will show only the latest project transaction—that is, the one that has been generated by the reclassification process. The project transactions that have been created before reclassification are unavailable for linking to pro forma invoices.
3. In the Selection area of the dialog box, narrow the list of the shown project transactions by specifying any of the following selection criteria: Project Task, Cost Code, From Date, To Date, Vendor, AP Doc. Type, and AP Doc. Nbr.
4. In the table, locate the project transaction to be linked to the pro forma invoice line, and select the unlabeled check box in the row with this transaction.
5. Click Add & Close to link the project transaction and close the dialog box, and then click Save on the form toolbar of the form on the side panel to save the changes.

Each pro forma invoice or pro forma invoice line can be linked to any number of project transactions. Each project transaction can be linked to only one pro forma invoice line (or to one pro forma invoice). Once you have linked a project transaction to any pro forma invoice line, it is no longer shown in the Add Transactions dialog box.

Removal of Existing Transaction Links

You can remove links of project transactions to progress billing lines if a pro forma invoice has the On Hold status on the Pro Forma Invoices (PM307000) form. To unlink a cost transaction, you first click the cost transaction line in the table on the Linked Cost Transactions (PM307100) form in the side panel. Then you click the Remove Transaction button on the table toolbar and save your changes on the Linked Cost Transactions form. The system removes the link so that the cost transaction can later be linked to another pro forma invoice.

The links to time and material billing lines cannot be removed manually.

Automatic Update of Links

The system automatically updates or removes the link between a cost transaction and a pro forma invoice (or a pro forma invoice line) as follows:

• If you delete a pro forma invoice line, the system removes the link to the cost transaction from the pro forma invoice.
• If you delete a pro forma invoice, the system removes the corresponding links to the cost transactions.
• If you perform a reclassification of an AP bill that corresponds to a project transaction and the project has been changed as a result of this reclassification, the system removes the link to the cost transaction from the pro forma invoice (or invoice line).
• If you perform a reclassification of an AP bill that corresponds to a project transaction and the project has not been changed, the system transfers the link from the original project transaction to the reclassified one.
• If you create a new revision of the pro forma invoice, the system transfers the link from the previous revision of the pro forma invoice to the new revision. If you make any changes to the links in the new revision of the pro forma invoice and then delete this revision, the system will use the updated links in the original pro forma invoice.