Approvals for Proforma Invoices

You can configure and manage approvals for proforma invoices in Zoho ERP to ensure they are reviewed before being processed.

Configure Approvals for Proforma Invoices

If your business requires proforma invoices to be reviewed before confirmation, you can configure approvals for the Proforma Invoices module in Zoho ERP.

By default, the approval type will be No Approval. You can choose an approval type based on your requirements.

To configure approvals for the Proforma Invoices module:

Go to Settings.
Under Module Settings, navigate to Sales and select Proforma Invoices.
Click the Approvals tab.
Select the required Approval Type and configure the preferences.
- You can choose from Simple, Multi-Level, or Custom approval.
Click Save.

Learn more about setting up approval workflows.

Submit Proforma Invoices for Approval

If approvals are enabled for the Proforma Invoices module, you must submit proforma invoices for approval before they can be processed further.

To submit an individual proforma invoice for approval:

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the proforma invoice you want to submit.
Click Submit for Approval at the top.
In the confirmation pop-up, click Yes.

You can also submit multiple proforma invoices for approval at once. To submit them in bulk:

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Select the proforma invoices you want to submit.
Click Submit for Approval at the top pane.
In the confirmation pop-up, click Yes.

Once submitted, the proforma invoice will be marked as Pending Approval. Approvers and submitters will receive email and in-app notifications if notifications are enabled for the Proforma Invoices module.

Approve Proforma Invoices

If a proforma invoice is submitted to you for approval, you can review and approve or reject it.

To approve 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 review.
Click Approve at the top.
In the confirmation pop-up, click Yes.

You can also approve multiple proforma invoices at once. To approve multiple proforma invoices in bulk:

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Select the proforma invoices you want to approve.
Click Approve at the top.
In the confirmation pop-up, click Yes.

Once approved, the proforma invoices can be processed further for shipment or invoicing.

Reject Proforma Invoices

If a proforma invoice does not meet your requirements, you can reject it.

To reject 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 review.
Click the dropdown next to Approve and select Reject.
Enter the reason for rejection and click Yes.

The proforma invoice will be rejected, and the submitter will be notified if notifications are enabled.

The approval details, including who submitted and who approved or rejected, will be recorded. Click View Approval Details at the top of the proforma invoice to see these details.

Resubmit Rejected Proforma Invoices

If a proforma invoice was rejected due to incorrect or missing information, you can make the necessary changes and resubmit it for approval.

To resubmit a rejected proforma invoice:

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the rejected proforma invoice and click Edit at the top.
Make the required changes and click Save.
Click Resubmit at the top.
Confirm your action by clicking Yes.

The proforma invoice will be submitted for approval again, and the approver will be notified if notifications are enabled.

Disable Approvals for Proforma Invoices

If your business does not require approvals for proforma invoices, you can disable approvals for the Proforma Invoices module.

To disable approvals for proforma invoices:

Go to Settings.
Under Module Settings, navigate to Sales and select Proforma Invoices.
Click the Approvals tab.
Select No Approval.
Click Save.