How to generate Proforma

A Proforma Invoice is a non-binding document issued before a commercial invoice. It serves as a quotation or intent to sell and is commonly used for internal records, pre-approval, or export transactions. Below is a detailed step-by-step guide to help you create a proforma invoice in Giddh.


Step 1: Use Search to Access the Proforma Module

• Press Ctrl + G (Windows) or Cmd + G (Mac) to open the universal search bar.

• Alternatively, click on the Search icon (🔍) located at the top-right of your screen.

• Type “Proforma” in the search bar and select the Proforma Invoice module from the dropdown results.

  
  OR

  
  Please refer to this link for the Proforma Invoice page: https://books.giddh.com/pages/vouchers/proformas/create

Step 2: Add or Select a Customer

• In the Customer field, select an existing customer from the drop-down.

• If the customer is new:

1. Click on "Add Customer"

2. Enter required details such as: Customer Name, GST(if applicable), Billing Address, PIN code, Select party type

3. Contact Details:- Contact number and Mail id.

These details will be saved in your master records for future use.

Step 3: Fill Invoice Details

Now fill out the invoice basics:

1. Contact details – Enter the customer's contact number and email address

2. Invoice Date – Select the current date or any relevant billing date based on when the transaction occurred.

3. Due Date (Optional)– Specify the payment due date if it’s a credit-based transaction. This helps in tracking receivables and sending payment reminders.

4. Terms –Indicate whether the transaction is applicable under Reverse Charge Mechanism (RCM).

• For example: "This transaction is subject to reverse charge under GST, if applicable.

Step 4: Add Product/Service Information

Click on “Product/Service” to add products or services.

For Each Item, Fill in the Following Details:

1. Item Name: Enter the name of the product or service you are billing for.

2. Rate/Price: Enter the rate or unit price for the item or service.

3. Tax (GST): Choose the applicable tax rate based on your item and place of supply:

4. Discount (Fixed or %): You can apply either:

• A fixed discount amount (e.g., ₹500 off)

• Or a percentage-based discount (e.g., 10%)

If you have many items to add, click on “Add Bulk Entries” to upload or input multiple items quickly.

Step 5: Choose Action Type (optional)

Once all details are entered, Click on the “Other Details” button (Optional):

Fill in the optional fields:

1. Ship Date – Date of shipment

2. Ship Via – Mode of transport (e.g., courier, transport agency)

3. Tracking No. – Shipment tracking number

4. Add Note – Any additional remarks for internal use or customer reference

5. Attach Voucher – Upload any supporting document or payment proof if required

Step 6: Choose Action to Finalize the Proforma

• At the bottom of the invoice page, click on the “More” button.

• You’ll be presented with the following options:

1. Create & Send – Instantly generate the proforma invoice and send it via email or SMS to the customer (ensure email/SMS integration is active).

2. Create & Print – Generate the proforma in a printable format, ready for documentation or manual delivery.

3. Create – Save the proforma invoice in Giddh without sending or printing. You can send or print it later.

✅ Proforma Invoice Successfully Created

• The generated proforma will be saved in the system and can be accessed anytime under the Customer » Invoice » Proforma Invoices section.

• You can later convert this proforma into a Sales Invoice if the order is confirmed.