Overview
Tab Path: Vendors > Purchase Proforma Invoice / Letter of Credit
QBM separates the pre-purchase document stage from the formal purchase invoice stage. This is useful when your supplier first sends a proforma invoice and the business later opens a letter of credit or completes the actual purchase.
These screens help users keep quantities, values, suppliers, and references organized before the final vendor bill is posted.
Main Screens
| Screen | Tab Path | Use It For |
|---|---|---|
| Purchase Proforma List | Vendors > Purchase Proforma List | Review all proforma invoices and reopen them when the supplier sends updates. |
| Purchase Proforma Invoice | Vendors > Purchase Proforma Invoice | Enter supplier proforma details before the final purchase invoice exists. |
| New LC Dialog | Vendors > Letter of Credit > New | Start a new LC record from the correct supplier and purchasing context. |
| LC Details | Vendors > Letter of Credit | Maintain LC amounts, references, dates, and the trade follow-up record. |
| LC List | Vendors > Letter of Credit List | Monitor open and completed LC records. |
How It Works
- Use a purchase proforma when you want to record the supplier's preliminary offer or invoice before the final payable document is created.
- Use the letter of credit workflow when the purchase requires bank-backed approval, formal reference tracking, or import documentation control.
- Keep the proforma and LC values aligned so the later purchase invoice can be checked against the approved buying terms.
Recommended Workflow
- Create the purchase proforma invoice from the supplier's preliminary document and review the item, quantity, and value details.
- If the purchase requires bank-backed control, open a new Letter of Credit record and link the commercial details and references you need to track.
- Use the list screens to monitor open records, due dates, and any changes sent by the supplier or bank.
- When goods and final billing are confirmed, continue the process with the normal purchasing and receiving workflow.
Best Practice
- Keep supplier document numbers and LC references exact so later matching is easy.
- Do not use proforma invoices as a substitute for the final purchase invoice.
- Close or mark old LC or proforma records clearly once the real transaction has moved forward.