This option works in exactly the same way as the 'Enter Ad hoc Invoices' command. It uses a different number sequence prefixed by P. PROFORMA is printed on the form. Unlike an Invoice, it is not posted to the ledgers (unless 'upgraded').
If necessary, the Proforma can later be upgraded to an Invoice using the Copy Previous function - see the earlier section in this chapter, 'Enter Ad hoc Invoices'.
View sales ledger (command-j or control-j)
Choose 'View Sales Ledger' to view and maybe reprint given Invoices and/or Credit Notes. On selecting the menu item you are presented with a box asking for the 'Invoice No, Date or Company' to find.
If you know the Invoice Number, type this in, or the first four letters of the Company Name, and press [Find]. You can also search by Contact name or Company Postcode or Telephone Number. Alternatively, to bring up more comprehensive searching options, simply press [More Choices] (or <Command-m>/
If you do the latter above, you are shown a window requesting the criteria by which you wish to find Invoices. These criteria match the information that was entered. It is best explained by example:
• To select a specific, single Invoice you might enter the Company Name of the client, or the Invoice Number if you know it, then Press [Find].
• To select all Invoices in a given Period that still have monies outstanding, enter the Dates Invoiced From and To and the Periods From and To (the same in each case if all Invoices required fall into one Period), and switch on the Not Zero check box to the right of the Due amount.
• To search by Number of Days overdue, click on the Overdue Radio button and fill in the range of Overdue dates between which you wish to search.
Simply pressing [Find] (or using the <Enter> Key) without entering any criteria will select all the Invoices in the database.
Once the selection has been made, one of two things will happen:
• If a single Invoice was found, and the View Always shows Lists check box in Preferences is switched off, that Invoice's details will be displayed in full. See 'Enter Ad hoc Invoices' above for details of this screen. Clicking [√] will confirm any modifications you make.
• If more than one Invoice was found by the Criteria entered, or a single Invoice was found and the View Always shows Lists check box in Preferences is switched on, those found will be displayed as a list. You may scroll forwards or backwards through this list using the vertical scroll bar, and to the left and right using the horizontal scroll bar. Double-click on a line to see further details or to modify that record.