Details for the Pro forma Invoice Form

The pro forma invoice form allows you to add details to your transfer, these details can be printed and used as a transport document. Even if you do not need to print any transport documents for your transfers, you will need to fill in at least some of the details found in this in order to complete a transfer of one or more components.

The details available in this pro forma invoice form are as follows:

The “General” tab found on the Pro forma Invoice form.

1. The “General” tab fields
   1. Name:   The user given name/title for the “Pro forma invoice”
   2. Shipment status: The current status for the “Pro forma Invoice” the following statuses are possible (New, Approved, Packed, In Transit, Partly Received, Completely Received, Partly Finished and Finished.) More details on the statuses later in this document. 
   3. Created by:  The “user name” of the user who initially created the Pro forma invoice.
   4. Pro forma Invoice no: Once the pro forma has been approved the pro forma invoice number is set and shown here.
   5. Date sent: Will be set to the current date when the [Send package] is clicked.
   6. Date received: Will be set when the “Set as received” is clicked.
   7. No of packages: Is the total sum of “Packages” found on the “Packages” tab  

(For more details on the packages tab please refer to the chapter “Packages”)  

1. Total weight: If packages have been registered on the “Packages” tab and these packages have each been given a value for weight, the total sum of all packages is shown in this field. By ticking the “Manual” check box you may override the sum by typing a weight value.
2. Total Volume: You can register height, width and depth for each package, registered on the “packages” tab. The total volume of all packages is shown in this field. By ticking the “Manual” check box you can override the sum by typing a volume value.
3. Our reference: This is a free text field where you can register your reference person or code for this component transfer.
4. Estimated sending date:  Allows you to select an estimated date for when the component(s) should/will be sent.
5. Estimated receiving date: Allows you to select an estimated date for when you expect the component(s) to be received by the receiving unit.
6. Total Value: The total value of the component(s) being transferred.
7. Remarks: Free text field, where you can enter additional information for the transfer.
8. Sender unit: This is the unit where the component(s) currently is/are active
9. Receiver unit:  Select the unit to receive the component(s). Only units eligible to receive the component category of the component(s) are listed.
10. Receiver address: When selecting a receiving unit, the selected unit’s default delivery address is added to this field. Can be manually overwritten.  
11. Your Reference: The receiving party’s reference person or code.
12. Handling Company: Select the “Handling company”, who will transport/handle the components, by clicking the […] button.  
13. Handling company trace no: Free text field to register the handling company’s trace no.
14. Transit location: Free text field to register the current location of the component(s) being transferred. This is manually updated throughout the transfer process and changes are logged in the invoice history.

 The “Shipping list” tab on the pro forma invoice form

1. The “Shipping list” tab
   1. The upper grid:  Here you will find all the assets you are going to transfer with this pro forma invoice.

An asset is either a movable component or a movable stock location. In other words, these are the pro forma invoice lines.  Note: for each pro forma invoice line, a number of details can be entered, such as weight, height, width etc.  For components, some of these details can be defined on the actual component and these are automatically copied to the pro forma invoice line when the component is added to the pro forma invoice.  

1. The lower left structure tree:  The structure of the selected item in the upper grid will be shown here.
2. The lower right grid: If the item you select in the lower left structure tree is a movable stock location, a list of all items found within that location will be listed in this grid.  If it is a movable component, then the component and its sub-components will be listed here.
3.  [Add a new component to the invoice]: Allows you to select additional movable components you wish to include in this transfer, directly from this form.
4.  [Add new stock location to the invoice]: Allows you to select additional movable locations to include in the transfer, directly from this form.
5. [Delete the selected item]: Allows you to remove the selected asset(s) from the pro forma invoice.  

1. The “Invoice history” tab

This view will list all status changes through the life of the pro forma invoice, allowing you to retrace the events later on.

1. The “Documents” tab

From this tab you can attach any document or file related to the transfer.

The “Packages” tab on the pro forma invoice form and the packages details form 

1. The “Packages” tab.

The Packages tab allows you to register the number of packages the transfer consists of. You are maybe only moving one movable component, but you may need to ship it in 3 different packages. Each package has 5 attributes “Weight”, “Volume”, “Height”, “Depth” and “Width”.  It is also possible to define which components, stock locations or items are contained in each package.

The total weight and volume of all packages is summed up and is shown on the pro forma

invoice form “General” tab (ref item 10. h) and i) mentioned previously in this chapter) .   

a.  [Add new package]: Using this button will open the “Package details form”, once this has been filled out and saved a new package has been added to the transfer.

1. The “Package details” form
   1. Weight: Enter the total weight of the package
   2. Volume: If you know the total volume for the package you can type it in directly. If you only have the measurements (Height, Depth and Width) you can enter them first (c. d. e.) and then click the small button that will appear (once H/W/D has been filled out), and the program will calculate the volume for you.
   3. Height: Enter the height of the package.  
   4. Depth: Enter the depth of the package.
   5. Width: Enter the width of the package.