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➕ Creating a proforma invoice

Creating a proforma invoice

Proforma invoices are not created from the invoice list: they are generated from the contract, so they are always tied to the goods that back them.

Step by step

  1. Open the contract (Approved, with received goods) and press Invoice.
  2. In the dialog:

- Customer: who the goods go to. Only the Customers of the contract's importer are offered. - Percentage: what part of each line's available quantity to include. 100 takes everything available; 50 takes half of each line. It must be greater than 0. - Proforma Invoice code: only if the company allows manual numbering; otherwise the next number is assigned (for example FAC-2026-000045).

  1. Press Submit. The invoice opens in Draft with its lines already created.

If the contract has nothing available (everything received is already committed), the dialog says so and no invoice is created.

What is copied from the contract and the customer

  • From the customer: name, email, phone and address into Ship to; the billing details into Bill to.
  • From the contract: the comments and the declared and actual freight and insurance, in proportion to the percentage.
  • From each available line: the product, the quantity (the available amount times the percentage; whole if the product is not decimal controlled) and the contract price.

The header

FieldContents
Invoice numberAssigned by the application.
Approval dateFilled on approval.
Authorized date and Authorization numberRelease authorization details, if applicable.
BOLBill of lading of the delivery.
ReferenceThe customer's or the importer's reference.
Contract, Importer, WarehouseFixed, inherited from the contract.
WorkflowThe invoice's approval workflow, if the company uses workflows.
CommentsFree text.
Picking instructionsIndications for the warehouse (hours, dock, packaging). They travel with the pick ticket.

Ship to and Bill to: editable in draft; afterwards shown as an address.

Cost: declared freight and insurance (draft), cost adjustment (pending approval), actual freight and insurance (while open).

Next step

Review the lines (Invoice lines) and press Release.

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