Pro Forma Invoices: Manual Creation of Pro Forma Invoices

Typically, the system automatically creates pro forma invoices for a project during project billing. However, you can also manually create pro forma invoices independently of the established billing schedule. For example, you may need to create a manual pro forma invoice to record ad hoc expenses that initially were not planned in the project budget. The following sections describe how you enter and adjust pro forma invoices and how manually created pro forma invoices affect the project budget of the respective project.

Manual Creation of a Pro Forma Invoice

To create a new pro forma invoice, you click Add New Record on the form toolbar of the Pro Forma Invoices (PM307000) form and select the project to which the pro forma invoice is related. Then you add progress billing and time and material lines to the pro forma invoice.

When you are entering a line on the Project Billing tab and you specify its project budget key settings, the system searches for the corresponding line of a revenue project budget. If the system finds a line in the budget of the project, it loads the default values from the found budget line. If no such line exists, the system inserts the default values in the pro forma invoice line based on the selected project task and adds a new line with the project budget key from the pro forma invoice line to the revenue budget. For more information on adding new revenue budget lines, see Project Transactions: Update of the Project Budget Structure.

Tip:
You can manually add progress billing lines and adjust the progress billing lines in the pro forma invoices that have been generated by the billing procedure as well. That is, you can configure a billing rule to create zero pro forma invoices (that is, the pro forma invoices with a pending invoice amount of zero), and then enter the billed quantities and amounts directly in the lines of the pro forma invoice that has been generated by the billing procedure.

As an alternative to manually entering progress billing lines, you can load all applicable lines automatically by clicking Load Lines on the table toolbar of the Progress Billing tab. The system loads the lines from the revenue budget of the project in which an active or completed project task of the Revenue Task or Cost and Revenue Task type is specified and the billing rule assigned to the project task includes the progress billing step. If a line with the particular project budget key already exists in the pro forma invoice, the system will skip adding it.

To add time and material lines with unbilled project transactions, on the table toolbar of the Time and Material tab, you click Upload Unbilled Transactions; you then select the lines with project transactions to be billed in the dialog box that opens. The lines will be added to the Time and Material tab and linked to the corresponding project transactions. Alternatively, you can enter a new time and material line manually; this line will not have a link to any project transaction.

After you have added all lines to the pro forma invoice and saved it, the system shows this pro forma invoice on the Invoices tab of the Projects (PM301000) form for the corresponding project. The amounts and quantities from the pro forma invoice lines update the Draft Invoice Amount and Draft Invoice Quantity columns, respectively, on the Revenue Budget tab.

Processing of a Manual Pro Forma Invoice

The processing of a manually created pro forma invoice has no differences from the processing of a pro forma invoice that is generated by the billing procedure. The following processes are fully supported for a manual pro forma invoices: