Proforma Invoice links, automation, and integrations

Proforma Invoice can be linked to Contact or a potential client, contact person, department, contract, project, Opportunity, order, warehouse, Tasks, Expenses, and files. Each link helps trace the process but does not provide automatic access to the other module.

Last updated 13 days ago

The Items catalog lists names, prices, VAT, units of measurement, photos, and warehouse locations. The payment module stores recorded transactions. The Invoices module receives the conversion result. Due to these interconnections, changing the recipient, warehouse, or price can have a broader impact than just the PDF view.

Depending on the administrator's configuration, the system can automatically flag an overdue document, send a new Proforma Invoice, or convert it into a Invoice. If the automation does not trigger, check the date, status, recipient Contact, organization, and settings.

Accounting integrations may apply an export status, an error flag, or an edit lock. Actions specific to certain systems are displayed only when the integration is enabled. Address error messages according to your organization's integration process, and do not retry the export without first verifying whether the document has already been accepted.

Conversion after payment

Automatic conversion after payment depends on an administrator setting. In this process, the payment must be linked to the proforma invoice, the document must reach Paid status, and it must not already have a linked converted invoice. Conversion also requires a linked customer. Processing runs in the background, so the result may appear later than the payment.

Partial payment: if the document is not yet paid, a payment record alone is insufficient for this automation.
Full payment but no invoice: check the payment relationship, document status, customer, automatic conversion setting, and the field for an already linked invoice. Then ask an administrator to check background processing.
An invoice appeared unexpectedly: compare the conversion setting with the payment registration time. Before changing financial documents, establish whether the new invoice has already been emailed to the customer or transferred to accounting.
Repeated payment or notification: check the payments already recorded and the linked invoice first. Do not create another payment merely to retry conversion.

If the issue persists, send Hanna Customer Support the Proforma Invoice number, payment amount and time, payment source, document status, and any linked Invoice number. Identical handling of repeated notifications is not guaranteed across all payment sources.

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