Pre-Invoice for Vtiger 7

1.Introduction

Pre-Invoice / Pro-Forma Invoice / Preliminary Invoice is an abridged or estimated invoice sent by a seller to a buyer in advance of a shipment or delivery of goods. It notes the kind and quantity of goods, their value, and other important information such as weight and transportation charges. Pro forma invoices are commonly used as preliminary invoices with a quotation, or for customs purposes in importation. Pro forma invoices are not recorded as an accounts receivable by the seller nor are they recorded as an accounts payable by the buyer.

  • Allows you to create Pre-Invoice from Quotes, Sales Orders & Opportunities
  • Create records of payment’s deposits and then create real Invoice
  • Pre-Invoice Information block in Detail view of records
  • Easy installation & usage
  • Support of PDF Maker
  • Support of EMAIL Maker
  • Support of Cash Flow
  • Compatible with Vtiger 7.x/6.x

 Note: This extension also included in our Extension Packages: Extended & All Access.

 Note: For versions ITS4YouPreInvoice_4_0 and higher, you will be needing to have installed our Installer in order to activate license keys.

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2.How to Install PreInvoice

There are currently two options how to install extension:

  • (Recommended) Using our Free extension Installer
    (Please visit the Installer page for more info)
  • Manually installation using a .zip file
    (You still need to have Installer in order to activate license)

 Note: For versions ITS4YouPreInvoice_4_0 and higher, you will be needing to have installed our Installer in order to activate license keys.

Since December 2019 we launched our extended version of Installer which helps you install modules and manage extensions.

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2.1.Installation via Installer

Make sure you have Installer installed, you can download Installer via our E-shop when you log in under Free Downloads section.
Next, simply install Installer via Module Management in Vtiger CRM by importing the .zip file you downloaded.

After successful installation, you can access Installer in two ways:

  • by a click on Notifications Icon and then on the button ,
  • or via Main Menu – Settings – CRM Settings – Extensions – ITS4YouInstaller.

 Note: To see modules and manage licenses you have to log in to our e-shop with @email and password via button (top right screen side in Installer module).
After log in, you can activate Extensions or our Packages licenses associated to your account via button.

When the license was activated you can see module available in the Modules tab below.
Simply hit the button and Extension is installed now.

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3.How to update Pre-Invoice

The upgrade of the module is initiated manually or via our Installer.

Updating via Installer:

  • open the Installer in the CRM
  • in the Modules tab find your installed module and you should see the button available
  • If the new version is available, you will be notified via Installer Notifications icon

Updating Pre-Invoice manually:

Click on Upgrade link in List view of PreInvoice. So please refer to above installation part for details how to initiate the import of the module from the .zip file.

Upgrade of PreInvoice

Upgrade of PreInvoice

As you can be seen on the picture below you will be notified that the PreInvoice extension already exists. Confirm License agreement and upgrade will start immediately when you click on the  button.

Upgrade of PreInvoice

After upgrade the notification about successful upgrade is shown.

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4.Work area

The Work area of the PreInvoice consists of:

  • List view – used for common tasks like add new, edit and delete PreInvoice, import and export PreInvoice and access to other tools
  • Detail view – shows already created PreInvoice in details
  • Edit view– allows to edit already created records
  • References – show references to another Modules
  • – used for License settings, Upgrade module, Uninstall module, Access to change System Services & change or edit Numbering, Fields & Layouts + Workflows
  • – used to import records from the other Vtiger systems if needed
  • – used to add new PreInvoice

For more details about List view, Detail view, Edit view & References please see next sections.

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4.1.List view

The common tasks like add/delete/find duplicates, import/export records or start editing has to be initiated via PreInvoice List view. Go Menu —> Sales and click on Proforma Invoice link and PreInvoice List view will appear on your screen.

PreInvoice – List view

The main part of the PreInvoice List view consists of the list of the PreInvoice records, which gives you information about a PreInvoice number, subject, organization, relation and even more. From the list you can also select one or more records and consequently delete or export the selected group of PreInvoice records or do additional tasks.

You can also have the option to create own List of PreInvoice records and set own fields. You can do it via  button on the left side of the screen. (Open and Paid list is already created by default)

List view of PreInvoice consists of:

  •  –  to search records based on the field,
  •  – is used to add new PreInvoice,
  •  – is used to import records from other Vtiger CRM systems,
  •  – allow you to customize fields, numbering, workflows & access settings like: license, upgrade, uninstall. Also access feature Change System Services,
  •  – if you select records this option becomes available and you can edit or delete selected records,
  •  – used to perform additional actions like: follow, unfollow, add tag, merge records, find duplicates and export,
  • – next/previous page of records.
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4.2.Detail view

4.3.Edit view

4.4.Reference

5.How to create PreInvoice

5.1.Create PreInvoice from Sales Order

5.2.Create PreInvoice from Quotes

5.3.Create new PreInvoice

Alternately, you can create new PreInvoice by using  button in the List view of PreInvoice extension.

To create PreInvoice please provide following steps:

  1. Click on  button.
  2. In appeared window, please specify PreInvoice details according to your needs.
  3. Click on  button.
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6.Additional features

Additional features for PreInvoice are:

  • Create Invoice from PreInvoice
  • Create Invoice from Relation
  • Support of PDF Maker
  • Support of EMAIL Maker
  • Support of Cash Flow
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6.1.Create Invoice from PreInvoice

6.2.Create Invoice from Relation

6.3.Support of PDF Maker

6.4.Support of EMAIL Maker

6.5.Support of Cash Flow

7.Settings

Settings for PreInvoice can be found in the List view via  button.

PreInvoice – Settings

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7.1.License Settings

Since December 2019/January 2020 all our modules will be using Installer to manage licenses. Please check our Installer pages for more information.

You can access the License settings like its shown below:
(there can be more options from the pick-list, depends on the module)

Settings – License settings

After accessing the License window you can see screen bellow with following information:

  • Module name, Your Vtiger domain URL
  • Description, if license is activate or not:
    – your license is currently active,
    – your license is not active and you need active it via Installer.

To activate or manage license, click on the button.

Settings – License settings window

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7.1.1.Deactivate license

If you want to deactivate your license, please provide following steps:

  • Go to your Installer, by a click on Notifications Icon and then on the button ,
    or via Main Menu – Settings – CRM Settings – Extensions – ITS4YouInstaller
  • The following screen will appear (see below):

    Installer – deactivation of license

    You can deactivate license by click on the button

Note: The module will be deactivated but not uninstalled and license will be removed from the Activated Licenses tab.

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7.1.2.Reactivate license

To reactivate a license after deactivation, you need to follow the same process as you activated it first time:

  1. Click on the   button and enter your license key.
  2. Confirm with button.

When the license was activated you can see module available in the Modules tab below.

 Note: To see modules and manage licenses you have to log in to our e-shop with @email and password via button (top right screen side in Installer module).

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7.2.How to update Pre-Invoice

The upgrade of the module is initiated manually or via our Installer.

Updating via Installer:

  • open the Installer in the CRM
  • in the Modules tab find your installed module and you should see the button available
  • If the new version is available, you will be notified via Installer Notifications icon

Updating Pre-Invoice manually:

Click on Upgrade link in List view of PreInvoice. So please refer to above installation part for details how to initiate the import of the module from the .zip file.

Upgrade of PreInvoice

Upgrade of PreInvoice

As you can be seen on the picture below you will be notified that the PreInvoice extension already exists. Confirm License agreement and upgrade will start immediately when you click on the  button.

Upgrade of PreInvoice

After upgrade the notification about successful upgrade is shown.

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7.3.Uninstall

If you need to remove the module from your Vtiger you have two options:

  • Uninstall via Installer.
  • Manually via going to module Settings and choose Uninstall option.
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7.3.1.Uninstall via Installer

You have also option to remove the module via Installer window by accessing the Settings – Uninstall window:

  • Go to your Installer, by a click on Notifications Icon and then on the button ,
    or via Main Menu – Settings – CRM Settings – Extensions – ITS4YouInstaller
  • Find the module you need to uninstall in the Modules tab
  • Via pick list button choose the Uninstall option, you will be redirected to the Uninstall window.
  • Click on button

Installer – Uninstall module screen 1

  • Confirm uninstall with button

Installer – Uninstall module screen 2

Now, the module has been removed from your Vtiger and your license has been deactivated. To use this module again, you need to provide installation and validation steps (see Installation chapter).

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7.3.2.Manual Uninstall

There is also available option to remove Pre-Invoice from your Vtiger manually. To uninstall please provide following steps:

  1. Go to the List view of Pre-Invoice and in Settings choose option Uninstall

    Uninstall PreInvoice

  2. Click on  button

    Uninstall PreInvoice

  3. Confirm uninstall with  button

Now, Pre-Invoice is removed from your Vtiger and your license is deactivated. To use Pre-Invoice again you need to provide installation and validation steps (see chapter 2. How to install PreInvoice).

 Unistalling PreInvoice

  • Please consider uninstalling the Pre-Invoice first, make sure you will not need it anymore. Uninstalling can make some records not available, especially if Pre-Invoice is linked to other modules. Some data and calculations may be lost after uninstalling.
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8.Change Log

  • Check latest versions available and fixes applied
  • What was changed/added to manual
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8.1.PreInvoice

  • January 2020: 4.0
    • new validation system via our FREE extension Installer
  • October 2019: 700.1.1 – 700.1.3
    • minor bug fixes
    • same installation package for Vtiger 7.x & Vtiger 6.x
  • September 2019: 700.0.1
    • extension release for Vtiger 7.x
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8.2.Manual of PreInvoice

  • January 2020: manual based on Pre-Invoice version: 4.0
    • updated chapters: Installation, Updates, License settings, Uninstall
    • new licensing via Installer – additional chapters added
  • Octobert 2019: manual based on PreInvoice 700.0.1 – 700.1.3
    • first initiate for Vtiger 7.x
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