Proforma Invoice – Setup & Usage Guide

Proforma Invoice – Setup & Usage Guide

This guide explains how Proforma Invoices are configured and used in Manufapp, from initial setup to day-to-day sales usage.

The flow is divided into two clear parts:

1. One-time setup

Used to define:

  • What fields appear while creating a Proforma Invoice

  • How the Proforma PDF should look when downloaded

This setup is required only once and can be updated anytime if the format or calculation logic changes.

2. Daily usage 

Used to:

  • Create Proforma Invoices quickly

  • Track enquiry and sales order linkage

  • Download customer-ready Proforma PDFs without manual formatting

This ensures:

  • Consistent documents

  • Clear traceability from enquiry to sales order

  • Zero dependency on manual Excel or offline templates

Related Guide
For deeper understanding of related flows, you can also refer to:

Part 1: One-Time Setup 

This setup is required once per site, or whenever the Proforma format needs to change.

Step 1: Configure Proforma Invoice Form (Data Entry Setup)

This step defines what data users can enter while creating a Proforma Invoice.
  1. Go to Masters → Templates → Form
Action
  • Create a new form or
  • Open the existing Proforma Invoice form


  1. Configure Fields
General Details
Add / verify these fields:
  • Customer Name (System)
  • Customer Reference #
  • Issue Date
  • Validity Date
  • Link SO (optional)

  1.  Item Details
Add required item-level fields:
  • Item Quantity
  • Price per Unit
  • GST % (if applicable)
  • Discount % (if applicable)
  • Any customer-specific fields (Size, Grade, etc.)

  1. Derived / Formula Fields (Optional)
You can also configure calculated fields here.
Examples:
  • Item Total = Item Qty × Price per Unit
  • GST Amount = Item Total × GST %
  • Net Amount = Item Total + GST − Discount
How:
  • Click Add Custom Field
  • Select Field Type = Derived
  • Define the formula using existing numeric fields
  • Set it as read-only
Save the Form

Purpose
Defines what data users can enter while creating a Proforma Invoice.

Step 2: Configure Proforma Print Format

Go to:
Masters → Templates → Print

  1. Click + New to create a Print Template
  2. Design the layout by adding:
    1. Company logo and header
    2. Click + New to create a Print Template
    3. Design the layout by adding:
      1. Company logo and header
      2. Customer details
      3. Item details table
      4. Taxes and totals

    4. Save the template

Purpose
Controls how the Proforma PDF looks when downloaded.

Part 2: Daily Usage

Step 3: Create Proforma Invoice

Go to:
Orders → Proforma Invoice → + New

  1. Select customer

  2. Enter:

    • Customer Reference #

    • Validity date

  3. Add item details and other required information

  4. Submit

  1. The system generates a Proforma Invoice number.

Step 4: View & Track Proforma Invoices

From the Proforma Invoice list, users can:

  • View Proforma details

  • See linked Enquiry (if created from an enquiry)

  • Check status (PI Created / SO Created)

Step 5: Download Proforma PDF

From:

Proforma Invoice list

Click Download PDF

The system will:

  • Use the configured print template

  • Generate the PDF

  • Download it instantly

End-to-End Flow 

Configure Form → Configure Print → Create Proforma → Download PDF

Key Notes

  • Form controls data entry

  • Print template controls PDF appearance

  • No coding required

  • Format can be changed anytime from Masters

  • Same setup supports future Proforma updates

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