🔄 Proforma invoices: the life cycle

Proforma invoices: the life cycle

The proforma invoice is the release order: it says which goods of a contract are delivered to a customer. It is always born from an approved contract with received, available goods.

State	Meaning	What can be done
Draft	Being put together.	Edit header, addresses, costs and lines; Release; delete (administrator).
Pending Approval	Released, waiting for approval.	Approve or process the workflow; To draft. Only the cost adjustment is editable.
Approved	Firm: the warehouse has the pick ticket and is picking the order.	Record actual costs and authorized date; To draft only if the warehouse has not started.
Shipped / Closed	Everything invoiced left.	Read only. Listed under History > Invoices.

What triggers each change

Create: from the contract, Invoice button. The included quantities are added to the contract's Committed counter.
Release: requires at least one line and, if the company asks for it, a workflow. Notifies the approvers.
Approve: creates the pick ticket in the warehouse under the invoice's number. The side panel shows it with its state and the percentage picked.
Shipment: when the warehouse closes the ticket, aduanasHQ creates the shipment, adds to the Shipped counter and closes the invoice when all its lines left in full. It then checks whether the contract must close too.

Partial invoices

A contract can generate as many invoices as needed until the received goods run out: each invoice takes part of what is available (received minus committed). That is how a container is delivered in several drops or to several Customers.

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