Proforma Invoice Operations

After creating a proforma invoice, you can perform different operations on it. This depends on the current status of the proforma invoice, your role, and your organisation’s configuration.

The actions you can perform on proforma invoices can be classified into:

Management Actions
List View Actions
Share Actions
Other Actions

Management Actions

Edit Proforma Invoices

To edit a proforma invoice:

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the proforma invoice you want to edit.
Click Edit at the top bar.
Update the required fields and click Save.

Clone Proforma Invoices

You can clone an existing proforma invoice to quickly create a new one with the same items and terms.

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the proforma invoice you want to clone.
Click the More icon.
Select Clone.
Review and update any details that you want to change for the new proforma invoice.
Click Save and Send.

Delete Proforma Invoices

You can delete a proforma invoice if it is no longer needed. Deleting a proforma invoice will remove it from your records permanently.

Prerequisite: If the proforma invoice is converted into an invoice, you cannot delete it directly. You must delete the invoice before deleting the proforma invoice.

To delete a proforma invoice:

Open the proforma invoice you want to delete.
Click the More icon.
Select Delete.
In the confirmation pop-up, click OK.

Warning: Once you delete a proforma invoice, you cannot retrieve it.

List View Actions

Filter Proforma Invoices

You can filter proforma invoices based on their statuses. Here’s how:

Navigate to Sales on the left sidebar.
Select Proforma Invoices under Invoices from the top module bar.
Click the filter dropdown in the top left corner of the page.
Select the type of proforma invoice you want to view from the dropdown.

If you’ve created custom views or have custom views shared with you, you can use them to filter proforma invoices. Your custom views are listed under Created By Me, and shared views are available under Shared With Me.

Sort Proforma Invoices

You can sort proforma invoices to change the order in which they appear in the list view. Here’s how:

Navigate to Sales on the left sidebar.
Select Proforma Invoices under Invoices from the top module bar.
Click the More icon in the top right corner of the page and select Sort by.
From the dropdown, select the column based on which the proforma invoices should be sorted.
The sorting can be done based on ascending or descending order as indicated by the arrow. Click the column name again to change the sorting order.

Refresh List

Proforma invoices in your organisation may be created or updated by other users. To view the latest information, you can refresh the list. Here’s how:

Navigate to Sales on the left sidebar.
Select Proforma Invoices under Invoices from the top module bar.
Click the More icon in the top right corner of the page.
Click Refresh List.

Send Proforma Invoices

You can send a proforma invoice to your customer directly from Zoho ERP using email, SMS, or WhatsApp based on the communication channels configured for your organisation.

To share a proforma invoice via email:

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the proforma invoice you want to send.
Click Send.
Select Send Email.
In the email page, review the details.
Attach the proforma invoice PDF or any additional files, if required.
Click Send.

To share a proforma invoice via SMS:

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the proforma invoice you want to send.
Click Send.
Select Send SMS.
In the confirmation pop-up, click Proceed.
In the Notify via SMS pop-up, review the details and click Send SMS.

The proforma invoice moves to the Sent status.

You can share a proforma invoice as a web link instead of sending it over email.

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the proforma invoice you want to share.
Click Share at the top of the page.
Select the visibility option for the share link:
- Public: Anyone with the link can view the proforma invoice and set a Link Expiration Date.
- Private & Secure: Your customer can access only from the customer portal.
Copy the generated link and share it with your customer.

Customers can view, download or print the proforma invoice using this link.

Print or Download PDF

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the proforma invoice.
Click the PDF/Print icon at the top of the page.
Select PDF to download it. Or if you want to print the proforma invoice, click Print. Preview the details and click Print again.

Other Actions

Attach Files to Proforma Invoices

You can attach files to your proforma invoice. This can be done through:

Drag & Drop: Upload files from your device’s local storage (a maximum of 5 files, each of 10 MB).

Attach From Desktop: Upload files manually.

Attach From Documents: Upload files from Documents module in Zoho ERP.

Attach From Cloud: Upload from cloud storage services like Zoho WorkDrive, Google Drive, Dropbox, One Drive, etc.

To attach files to a proforma invoice:

Navigate to Sales on the left sidebar.
Select Proforma Invoices under Invoices from the top module bar.
Select the required proforma invoice.
Click Attachment icon on top of the page.
Click Upload your Files or select the dropdown next to it and choose the desired option.
Attach your file.

You can delete the file by clicking the Delete icon next to it. Click the More icon next to the uploaded file to Download, Remove, and open the file in a new tab.

Note:

If you delete a file, it will be permanently deleted from your account.
If you remove a file, it will be removed from the transaction but will still remain in your documents.

View Comments and History

To view the comments added by the users of your organisation and the history:

Navigate to Sales on the left sidebar.
Select Proforma Invoices under Invoices from the top module bar.
Select a proforma invoice whose details you want to view.
Click Comments & History icon on the top-right.

You can view the comments added by the users of your organisation and the history of your proforma invoice.

View Activity Log

To view the activity log of a proforma invoice:

Navigate to Sales on the left sidebar.
Select Proforma Invoices under Invoices from the top module bar.
Select a proforma invoice whose activity log you want to view.
Go the Activity tab.

You can view all the activities performed on the proforma invoice, including the time of the activity, the user who performed it, and the details of the activity.