Export Proforma Invoice
Complete guide to creating proforma invoices for export orders
Overview
Understanding Proforma Invoices
A Proforma Invoice is a formal order confirmation document that exporters send to buyers. It includes product specifications, pricing, payment terms, delivery conditions, and shipping details. Unlike a quotation, the PI represents a confirmed order commitment and is often used for customs clearance and letter of credit applications.
Before You Begin
Required Data Registration
Before creating a proforma invoice, ensure the following data is registered in your system. This enables quick selection during document creation and ensures data consistency across all your trade documents.
Buyer Selection
Only companies registered in Data Management > Entity can be selected as buyers.
Product Selection
Only products registered in Data Management > Product can be added to the proforma invoice.
Port Selection
Only ports and airports registered in Basic Data > Port can be selected for loading/discharge.
Currency Selection
Only currencies registered in Basic Data > Currency can be used in the proforma invoice.
Header Input Fields
Document Identification and Order Connection
The header section contains essential document identification information, quotation linkage options, and trading party details.
Link from Quotation
Select an issued quotation to automatically import buyer, products, pricing, and terms. This streamlines the PI creation process.
Create New
Create a proforma invoice from scratch without linking to any quotation. Enter all information manually.
Document Number
Automatically generated document number by the system. Can be modified by the user if needed.
Document Date
Select the date when the document is being issued.
Validity
Select the expiration date for this document.
Reference Number
Enter a reference document number if this document relates to another document.
Buyer
Select the buyer company. Only companies pre-registered in Data Management > Entity can be selected.
Currency
Select the currency for this quotation. Only currencies pre-registered in Basic Data > Currency can be selected.
Payment Terms
Define Payment Conditions
Configure the payment method and conditions for your order. Clear payment terms help ensure smooth transaction processing and avoid disputes.
Payment Type
Select from TT, LC, DA/DP, or Other payment methods.
Payment Description
Auto-generated payment terms description based on selected type. Can be modified by user.
Payment Type Reference
Direct bank wire transfer. Fast and simple, commonly used for trusted buyers or after establishing credit.
Bank-guaranteed payment document. Provides highest security for exporters in international trade.
Documentary collection where documents are released upon buyer's acceptance or payment at the bank.
Custom payment arrangements. Specify the terms in the payment description field.
Delivery Terms
Shipping and Logistics Configuration
Specify the Incoterms delivery conditions and comprehensive shipping details including ports, shipment options, and country of origin.
Delivery Terms (Incoterms)
Select the Incoterms delivery condition (e.g., FOB, CIF, EXW, DDP) that defines responsibility and risk transfer.
Delivery Destination
Enter the delivery location associated with the selected Incoterms condition.
Loading Port
Select the port where goods will be loaded for export. Only ports registered in Basic Data > Port can be selected.
Discharge Port
Select the destination port where goods will be unloaded. Only ports registered in Basic Data > Port can be selected.
Partial Shipment
Select whether partial shipment is allowed. This determines if the order can be shipped in multiple batches.
Transshipment
Select whether transshipment is allowed. This indicates if goods can be transferred between vessels during shipping.
Country of Origin
Select the country where the goods are manufactured or produced. Required for customs documentation.
Notes
Additional Document Information
Add any additional notes, special conditions, or remarks that should appear on the proforma invoice document.
Notes
Enter any additional notes, terms, or conditions that should appear on the document.
Item Details
Product and Pricing Information
Add products with quantities and unit prices. You can include multiple items in a single proforma invoice.
Product
Select the product to add. Only products pre-registered in Data Management > Product can be selected.
Quantity / Unit Price
Enter the quantity and unit price for the selected product. Total amount is calculated automatically.
Add New Item
Click to add another product line to the document.
Weight and Volume
Shipping Measurement Details
Enter the weight and volume information for shipping calculations and logistics planning.
Net Weight (KG)
Enter the total net weight of all products in kilograms, excluding packaging materials.
Gross Weight (KG)
Enter the total gross weight of all products in kilograms, including packaging materials.
CBM (M³)
Enter the total cubic meter volume of the shipment for container space calculation.
Freight-Inclusive Pricing
For CFR, CIF, and Similar Incoterms
When using Incoterms that include freight (such as CFR, CIF, CPT, CIP), you can specify the breakdown between product value and freight cost.
Net Value
The product value excluding freight. This is the base price for all ordered items.
Freight Value
The estimated or agreed shipping cost from loading port to destination.
Total Value
The combined total of net value and freight value, representing the complete order amount.
Proforma Invoice Account Page
Manage Your Created Order
After creating a proforma invoice, you'll be directed to the account page where you can view details, manage the document status, track related documents, and handle transactions.
Status Options
Related Documents
View and navigate to connected documents. Clicking on a document number will take you directly to that document.
Click the menu button (⋮) in the top right corner to access the following actions:
Generate a PDF version of the proforma invoice for printing or email attachment.
Send File
Send the PDF proforma invoice directly via email to the buyer.
Update
Modify the proforma invoice details and save changes.
Copy
Create a new proforma invoice by copying this document's information.
Delete
Permanently remove this proforma invoice from the system.
Create new transaction entries linked to this order
View all transactions associated with this proforma invoice
Automatic profitability analysis chart based on recorded transactions