Paying a Proforma Invoice from POS

Paying a Proforma Invoice from POS

New to Retailer 2607.3, Payments can be made to Proforma Invoices from Point of Sale and the Customer Screen without needing to open Quote and Invoice Management.
InfoPayments can also be taken from within Quote and Invoice Management using the Customer Payments button. See Payments in Quote and Invoice Management
The payment goes through the sale like any other customer payment. It appears on the POS grid, you tender it the normal way at End Sale (cash, card, EFTPOS, and so on), and Retailer then allocates it to the proforma for you. The payment shows on the receipt and in the customer's history with the proforma's quote number so it is easy to trace.
IdeaNote: A Proforma Invoice is a customer order still at the quote or pre-invoice stage. Proformas are raised and managed in Quote and Invoice Management. This feature is only about taking a payment against one from POS.

Before you start

You need at least one proforma invoice raised for the customer. Proformas are created in Quote and Invoice Management.
The Pay Proforma button is only available when both of these are true:
  1. The POS sale has no items on it. You cannot start a proforma payment part way through a sale that already has products or another payment on the grid.
  2. The customer has at least one proforma awaiting payment.
If the button is greyed out, hover over it to see the reason. You will see either "Proforma payments cannot be processed during an active transaction." or "This customer has no proforma invoices awaiting payment."


Step 1: Open the customer's Pay Menu

This can be done from POS or the Customer Screen.

Point of Sale

  1. From the Point of Sale screen, press the Customer Payment POS Button
    1. Alternatively, press [F11] on your keyboard.
  2. Search for and select the particular customer. Click OK.
  3. The customer Pay Menu will open
  4. Click Pay Proforma.
    1. See above if the option is greyed out.
  5. The Pay Proforma screen opens, listing the customer's outstanding proformas.

Customer Screen

  1. From the Customer Screen, click on the Magnifying Glass 🔎︎ icon to access the Find Customer Screen.
  2. Search for and select the particular customer. Click OK.
  3. The Transaction Menu will appear. If not, click on the Menu button at the bottom of the Customer Screen.
  4. Click on Payments.
  5. The customer Pay Menu will open
  6. Click Pay Proforma.
    1. See above if the option is greyed out.
  7. The Pay Proforma screen opens, listing the customer's outstanding proformas.

Step 2: Select the proforma to pay

The left side lists the customer's proformas. Each row shows:
  1. Quote # - the proforma number
  2. Created and Expiry dates
  3. Status which reads Active, Expiring Soon, or Expired. At-risk proformas are colour-coded so they stand out.
  4. Fill - the fill rate
  5. Balance - the amount still owing
  1. Click a proforma to select it. The right side, headed Selected Proforma, fills in with its detail:
    1. The customer's name, company, and address at the top of the window.
    2. The Delivery Address and, where the order has one, the Order No.
    3. Summary tiles: Total, Payments, Balance, Fill Rate, Days Left, and Expiry. The Balance tile turns red when there is an amount owing, and Days Left turns red once the proforma has expired.
    4. The proforma's lines, showing #, Description, Qty, On Hand, Fulfil, and Line Total.

Step 3: Enter the amount to pay

In the Amount to Pay box at the bottom, type the amount the customer is paying. You can pay the full balance or a part payment.
The amount must be greater than zero and cannot be more than the proforma balance. If you leave it blank you will see "Please enter the amount to pay against this proforma." If you type too much you will see "The amount cannot exceed the proforma balance of ..." with the balance shown.
Press Enter, or click OK, to confirm. Click Cancel to close without taking a payment.


Step 4: Take the payment at the POS

The amount is placed on the POS sale grid as a customer payment. The green banner at the top of POS changes to PROFORMA PAYMENT from : Name (Number) so it is clear you are paying a proforma and not making an ordinary sale.
Note: While a proforma payment is on the grid you cannot add products to the sale. If you scan or enter an item you will see "Proforma payments cannot be processed during an active transaction." Finish or clear the proforma payment first.
Tender the payment the normal way through End Sale: choose the payment type, take any cash and give change, and print the receipt as usual.
When the sale is completed, Retailer allocates the payment to the proforma automatically. The payment appears on the receipt and in the customer's payment history described as Payment Proforma - Q####, using the proforma's quote number.

FAQ

The Pay Proforma button is greyed out
There are only two reasons:
  1. The POS Screen Sale Grid already has items or a payment on the grid
  2. The customer has no proformas awaiting payment.
Hover the mouse cursor over the button to see which one applies.
You cannot add additional purchase items during a proforma payment
Once a proforma payment is on the grid, item entry is blocked until the payment is finished or cleared.


Enter a valid amount. The amount must be more than zero and no more than the proforma balance
Check the balance after a part payment. A part payment leaves the remainder owing on the proforma, to be paid later.

    • Related Articles

    • Paying and Collecting a Layby

      We have a video guide on paying and collecting laybys - ? Laybys - Settings, Creating, Paying and Collecting Paying a Customer Layby From the Retailer Point of Sale screen, there are several methods to start a layby payment: Click on the Customer ...

    • Adding a button to the POS screen

      For a video demonstration and a general overview of adjusting your POS layout, click HERE Creating a Button for the Point of Sale Screen Click the gear button ⚙️ in the top-right of the Point of Sale screen, followed by the Edit button to enter ...

    • Invoice a Customer from the POS Screen

      Sales against a customer's account where they don't have to pay immediately are called Invoice Sales. Only customers enabled as an Account Customer can be invoiced. Once an invoice sale is completed, the value of the sale will be added to the ...

    • Cancelling/Refunding a Proforma Invoice or Special Customer Order

      This advice will describe the steps in cancelling a Proforma Invoice or Special Customer Order, reversing an invoice, and having any balances paid credited back. Cancelling a Proforma From the Main Screen of Retailer click on Stock Maintenance --> ...

    • RoamV2 - Point of Sale

      Guide to the Roam Point of Sale Roam Point of Sale Basics Adding Stock to Sale There are several ways to add a Stock Item to a Sale in Roam: Click into the Search box and type a keyword to search by Product Description. Up to 16 products will appear ...