Pro Forma Invoices

The Pro Forma Invoices Writeback template creates project pro forma invoices in Acumatica directly from a workbook. Use it to prepare progress billing, time and material billing, or combined pro forma invoices for review before they are released to accounts receivable. It uses the NECWRITEBACK formula, generated with the Writeback Wizard, to send changes from your workbook back to Acumatica.

Typical workflow

1. Complete the required header fields, including Project, Invoice Date, and Financial Period.
2. Select Create Ref Number to create the pro forma invoice reference in Acumatica.
3. Enter the lines in the applicable Progress Billing or Time and Material section.
4. Review the progress billing, time and material, invoice, and retainage totals.
5. Select Push to Acumatica to write the completed billing lines to the pro forma invoice.
6. After a successful writeback, use the populated reference number to open the invoice in Acumatica.
7. Select Reset before preparing another pro forma invoice.

Invoice header

Contains information shared by all billing lines in the pro forma invoice.

Field	What to select
Reference Nbr.	Pro forma invoice reference generated by Acumatica after selecting Create Ref Number. The populated value links to the created document.
Status	Current status of the pro forma invoice in Acumatica.
Invoice Date *	Date assigned to the pro forma invoice.
Financial Period *	Financial period in which the invoice will be recorded.
Project *	Project associated with the pro forma invoice.
Customer	Customer associated with the selected project.
Location	Customer location used for the invoice.
Currency	Currency of the pro forma invoice.
Project Currency	Currency defined for the selected project.
Description	Brief description of the pro forma invoice.

Invoice totals

The totals section summarizes the billing entered in the template.

• Progress Billing Total shows the total amount entered in the progress billing section.
• Time and Material Total shows the total amount entered in the time and material section.
• Invoice Total (Excl Tax) shows the combined invoice amount before tax.
• Retainage Total shows the total retainage applied across the invoice.

Writeback actions

Action	What it does
Create Ref Number	Creates the initial pro forma invoice in Acumatica and returns its reference number. Complete the required header fields before running this action. Billing lines cannot be pushed until the reference number has been created.
Push to Acumatica	Validates the completed billing sections and writes the progress billing and time and material lines to the previously created pro forma invoice. A confirmation message indicates whether the writeback succeeded.
Reset	Clears the current pro forma invoice entry so the template can be used for another invoice. Use this only after the current invoice has been successfully written back or is no longer needed.

Progress billing

Used for project billing based on contract progress, completed work, or scheduled billing amounts. Enter the applicable project, task, billing, retainage, tax, and account information for each line. Progress billing lines contribute to the Progress Billing Total and the overall Invoice Total (Excl Tax).

Time and material

Used for billing quantities, services, expenses, or other project transactions individually.

Column	What it shows
Branch *	Branch assigned to the billing line.
Task *	Project task associated with the line.
Cost Code *	Project cost code associated with the line.
Inventory	Inventory item, labor item, or service associated with the line, when applicable.
Description	Description of the billed item, service, or transaction.
Date *	Transaction or billing date assigned to the line.
Quantity to Invoice	Quantity to include on the pro forma invoice.
Unit Price	Billing price per unit.
Calculated Amount	Amount calculated from the quantity and unit price or sourced from the underlying project transaction.
Amount to Invoice	Amount to include on the pro forma invoice.
Retainage %	Percentage of the line amount to retain.
Retainage Amount	Retainage amount calculated or entered for the line.
Tax Category	Tax category used to determine applicable taxes.
Sales Account	Revenue account associated with the billing line.
Progress Billing Basis	Progress billing reference or basis associated with the line, when applicable.

important

Fields marked with an asterisk (*) are required.