Pro Forma Processing Steps:


  1. Receive pro forma from vendor
  2. Open the purchase order (PO) in NetSuite
    • Verify the pro forma amount matches the PO amount
    • If there's a discrepancy, investigate and resolve before proceeding
  3. Check for freight charges
    • If freight is on pro forma but not on PO, review the sales order for profitability
    • Add freight to PO as a "prepay and add" line item if needed
    • Ensure total PO amount now matches pro forma
  4. Mark PO as "received" in NetSuite
    • Go to the PO and mark it as received under "vendor pro forma"
  5. Enter pro forma details in the Google Sheet (Vendor Proformas) 
    • In the tab named "Received":
    • Vendor name
    • PO number (use asterisk for leading zero, e.g., *12345)
    • Pro forma number (usually sales order number + "PF")
    • Total amount
  6. Check for duplicates
    • Before entering a new pro forma, verify it hasn't been entered previously
  7. Review tax exemption status
    • If sales tax is charged, verify if we're exempt in that state
    • Send tax exemption certificate to vendor if necessary
  8. Dora moves approved pro formas to "pending payment" tab after management review


Remember:

  • Customer service only uses the "Received" tab.  Both "Pending Payment" & "Paid" tabs are used by upper management only. 
  • Always double-check amounts and details for accuracy
  • If unsure about any step, ask for clarification
  • Report any unusual issues or discrepancies to management