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  • Proforma Invoice Operations - JURA202 - Proforma Invoicing of Services - P12

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Purpose

Use this routine to analyze and review the proforma invoices created before the tax invoices are issued.

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labelTab - Proforma Invoice

It displays the main proforma invoice data, such as the Value of Fees and Expenses, the Currency of Proforma Invoice, the Periods of Linked Entries, Value of Discount/Increase, Invoice Reviewer, Maximum Issue Date, etc.

Informações
titleImportant

Check and/or set the following parameters:

MV_JCPGINT - For payment term in international currency.

 MV_JDFTINT - To distinguish international invoices.

MV_JNFTINT - With different numbering of international invoices.

MV_JCPGNAC - For payment term in domestic currency.

 

Next, we describe the tabs viewed at the bottom of the screen, related to the Proforma Invoice tab.

Contracts Tab - Displays all contracts linked to the proforma invoice and its values.

  • Joining Code – Code of contracts joining, when the contract is linked to one.
  • TS Val – Total value of contract time sheets. You can edit it for as long as you choose an adjustment type (field Adjustmt Tp of tab Proforma Invoice).

Fixed Tab – It states all fixed installments linked to the proforma invoice. You can only edit the installment description.

Cases Tab – It displays all cases linked to the contract selected and its values.

  • TS Val – Total value of case time sheets. You can edit it for as long as you choose an adjustment type (field Adjustmt Tp of tab Proforma Invoice).
  • Spec Disc V – Discount value in the time sheets total of case. You can edit it for as long as you choose option Value in field Discount Type of tab Proforma Invoice.
  • Spec Disc % – Discount percentage in time sheets total of case. You can edit it for as long as you choose option Percentage in field Discount Type of tab Proforma Invoice.
  • Revised? - Reviser content can be: Yes, No and Partially. Viewing this field depends on the settings of parameters MV_JREVILD and MV_JFSINC entered with the content.
  • Revision Inst - memo field in which the reviser adds information for the redactor/invoice clerk.
  • Invoicing Inst - memo field in which the redactor/invoice clerk adds information for the reviser.

Profissionals Tab – Displays a Summary of Professionals in case selected.

You can view the same professional more than once if it has entries with different time and/or category values.

Use this tab to edit the number of hours of the professional, in the field corresponding to the type of time used (set in parameter MV_JURTS2, which can be UT, Fractional Hour or Time (HH:MM)), so the system can proportion the change in the time sheets.

You can also edit:

a) Hour Value – Hour value of professional.
b) PI Crr TS Val – Total value of time sheets of professional in the proforma invoice currency. You can change it if you choose an adjustment type (field Adjustment Tp of tab Proforma Invoice).

Time Sheets Tab – Displays the time sheets of the case selected.

Use this tab to change the number of hours of the time sheet in the field corresponding to the time type used (set in parameter MV_JURTS2, which can be UT, Fractional Hour or Time (HH:MM)). You can also edit:

a) Date – Date of time sheet.
b) Rev Emplee Acr – Revised employee acronym; that is, of the employee stated in the invoice. When you edit this field, the time sheet value is recalculated, taking into account the hour value of the acronym of revised professional.

Example:

Time sheet worked by junior professional with hour value of BRL 100.00. If the professional revised is changed to another professional of category Full and hour value of BRL 200.00, the time sheet value doubles. For purposes of profit distribution or employee production analysis, the time worked still refers to the junior professional.

c) Activt Code – Activity code of time sheet. Ex.: Meeting, request preparation, etc.
d) Description – Description of time sheet.
e) Hour Value – Hour value of time sheet professional. When edited in the time sheet, the hour value is valid only for it, not affecting the fees table; however, a new record is created in the proforma invoice for the professional with a different hour value.
f) PI Curr TS Val – Total value of time sheet in proforma invoice currency.

Expenses Tab – Displays the expenses of the case selected. You can only edit the description of the expense (through parameter MV_JALTDSP you can define whether the expense can be edited).

Table Entries Tab – Displays the expenses of the case selected. You can edit only the description of the entry and the field Inv Fee Val, which is the value to be actually invoiced.

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labelTab - Additional Invoice

Displays data and values of additional invoice.

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labelTab - History

Keeps a history log of changes to the proforma invoice and allows manual registration, whenever needed.
The automatic records refer to Issue/Redo and to Cancellation/Substitution of the proforma invoice, storing the user, the date, the time and history of the change made.

Option Revision also creates records in the history.

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labelTab - Payers

Use this tab to Add, Delete and Edit payers and their data, such as percentage, discount, contact, currency, etc.

At the bottom of this tab, find the grid Invoice Forwarding, which allows adding contacts for receipt of invoice in each payer.

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labelTab - Quotations

Displays the quotations used for converting entries or for invoices of payers with currency other then domestic.
The daily or monthly quotation is used in accordance with the content of parameter MV_JTPCONV.

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labelTab - Revision

This screen displays all entries and cases of the proforma invoice, as well as the aforementioned tabs; however, its focus is to make it easier for partners to view and edit the proforma invoice, leaving only primordial fields for proforma invoice analysis.

a) Essay Option – A text summary of what is being charged in the case.

In the case register itself, you can create a default text, which you can edit in the proforma invoice and view in the invoice report when option Use Essay is selected at the time of issue.

This option is an enabler for the automatic completion of the essay in proforma invoice cases.

When you click it, two options are displayed: Proforma Invoice and Case.

When you select Proforma Invoice, the essay is copied to all proforma invoice cases. When selecting Case it is valid only for the case selected.

Regardless of choice, we then offer the options below, though when choosing Case you can write the essay.

Time Sheets Description - The system builds a text describing all case time sheets. If you choose option Proforma Invoice, this is done for all Cases.

Invoice – Enables selection of an invoice to copy the essays. In this case, fill out the Office and the Invoice.

Case – The essay of the Case register is copied to the case in the proforma invoice.

b) Option Copyr Red PF – This feature copies case essays from the proforma invoice to the case register itself.

c) Option Corr TS Txt – Enables the orthographic correction of selected time sheet description.

d) Option Original Value – Activate this option to view 2 (two) options: Proforma Invoice and Case.

When you select the proforma invoice, the system checks the time sheets of all proforma invoice cases, copying the number of hours entered for the revised number of hours; that is, it returns time sheets to the number of hours worked. You cannot undo this change after confirming it onscreen.

When you select the Case option, these adjustments are made only in the time sheets of the Case selected.

e) Option Operations – This option offers the following operations:

Remove – It removes the contracts, cases and/or entries selected. It is noteworthy that, if a contract is selected, all cases and entris linked to it are also selected. If a case is selected, all entries associated to it will also be removed.

WO – This option executes the WO of the entries selected. If a contract is selected, all entries of cases linked to it are sent to WO. If a case is selected, all entries associated to it have WO.

Transfer – It transfers the selected entries to another case. To do this, open a new screen to choose the Customer/Store/Case to which you will make the transfer.

Divide TS – It divides the time sheets selected, opening a new screen for you to choose the Customer/Store/Case and the time revised and entered of the division, yet with the option to edit the time sheet description.

Add New TS – It opens the time sheet entry screen so you can add new time sheets. If it belongs to a case linked to a proforma invoice contract and it is in the time sheets period of the proforma invoice, it is automatically linked.

Lot Actions TS – This option opens the Time Sheet Lot Operations (available on the Time Sheet screen), filtering only proforma invoice time sheets for editing.

Time Rounding (e-billing) - Use it to round the fractional hours of all proforma invoice time sheets.

Example:

Two proforma invoice time sheets have fractional hours, 0,78 and 0,11. After rounding they become 0,80 and 0,10, respectively.

Informações
titleImportant

You can only use this option when the content of parameter MV_JURTS3 is filled out with .T. (True), regarding permission of fractional hours.

 

f) Option Select – It enables the selection of proforma invoice records. You can use it to select at once all contracts, fixed installments, cases, professionals, select time sheets, items listed in tables and expenses of the entire proforma invoice or only of the contract or case selected, or yet to deselect everything.

g) Option New – It allows you to add time sheets, expenses and entries listed in proforma invoice tables, for as long as the entry is in the period filtered for linking at time of proforma invoice issue, and belongs to the case linked to a contract/joining of contracts related to the proforma invoice.

h) Option Summary – It recalculates the proforma invoice values and states a summary onscreen. When entries exist in another currency, it displays one column in the domestic currency and another with the value in the other currency, including the conversion rate. Moreover, the way the recalculation is performed, after the summary the proforma invoice reverses the Analysis status if set to Edited.

Revision – It offers the following options: Send, Return, Issue Invoice and Issue Minute.

Issue Minute: It changes the field Issue Type of the Proforma Invoice for the Minute. The field Issue Type of the Proforma Invoice is used only by the invoicing clerk for control purposes, so this change does not affect the proforma invoice status, nor does it enable the issuing of the minute for this proforma invoice.

Status – It allows editing the status of selected proforma invoices, as follows:

Analysis: The proforma invoices with status Issue Invoice and Issue Minute or Minute Canceled can revert to status Analysis when you activate this option. Proforma invoices with status Edited only revert to status Analysis when you activate options Redo or Summary.

Issue Minute: Use this option to change Proforma Invoices from status Analysis to status Issue Minute. To issue the proforma invoice minute, the proforma invoice must be in this status.

Issue Invoice: Use this option to change Proforma invoices from statuses Analysis or Minute Issued to status Issue Invoice. The proforma invoice must be in status Issue Invoice to become available in the printing/issue queue.

 

Partner Minute: This works the same way as Issue Minute, though you can use it to differentiate the minute and send it to validation by the Partner of the one validated by the Customer.

Redo – Recalculates the proforma invoice values and gives you the option to create the proforma invoice report on the screen, on Word or Printer. Moreover, the way the recalculation is performed, after redoing it, the proforma invoice reverses the Analysis status if set to Edited.

Change Reviser - Available when the status is: On Review, Analysis or Edited. This feature only becomes available if parameters MV_JFSINC and MV_JREVILD are set to content 1-Yes.

Informações
titleImportant

These options let you follow up on the reviser/invoicing clerk regarding partner review.

 When issuing the proforma invoice, the status In Review of field Proforma Invoice Status is offered by the system to the partner in Legal Desk.


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  • Search

It allows you to search the information by using filters to organize it based on the index selected, considering, for example, the branch+code.

  • Filter by Case

Upon access to this option, the system displays the configuration screen.

FieldDescription
Group

Default query available by clicking F3 or the magnifying glass.

CustomerDefault query available by clicking F3 or the magnifying glass.
StoreEnter the company name.

Check it if you want the option Display only canceled or substituted proforma invoices.

After filling out the fields, click OK to confirm it, or use option Remove Filter.

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labelSituaçãoStatus

Status

  • Analysis - Proforma invoices with statuses Issue Invoice and Issue Minute or Minute Canceled can revert to status Analysis when you activate this option. Proforma invoices in status Edited only revert to status Analysis when you activate option Redo or Summary.

  • Issue Minute - When you access this option, the system displays a screen requesting confirmation to edit the status of the proforma invoices selected.

  • Issue Invoice - Changes field Issue Type from Proforma Invoice to Tax Invoice.

  • Partner Minute - This works the same way as Issue Minute, though you can use it to differentiate the minute and send it to validation by the Partner of the one validated by the Customer.

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labelRevision

Revision

  • Sending: Used as a record of Proforma Invoice sending for revision.

A history log of the proforma invoice is created, filling out the Outflow Date, Outflow Time, Reviser and History (for all selected proforma invoices) and changes the billing status of the proforma invoice.

View the screen to enter the Reviser, Outflow Date, Outflow Time, History and Billing Status. The reviser is suggested in the proforma invoice, the outflow date and outflow time are suggested with the date of the server.

  • Return - Used as a record of the return of the proforma invoice sent to revision. A history of the proforma invoice is created, filling out the Return Date and Return Time information for the histories with blank return date but with the outflow date filled out. View the screen to enter the proforma invoice billing status and change this field in the proforma invoices selected.

  • Issue Invoice -Use this option to change Proforma invoices from statuses Analysis or Minute Issued to status Issue Invoice. The proforma invoice must be in status Issue Invoice to become available in the printing/issue queue. The system displays a screen for you to confirm the action.
  • Issue Minute: Use this option to change Proforma Invoices from status Analysis to status Issue Minute. To issue the proforma invoice minute, the proforma invoice must be in this status.

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labelAll

All

  • Reverse Selection - Use this option to reverse the existing selection. If all records are selected, use this option to deselect them all.

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labelMinute

Minute

  • Send to Queue - It offers, in the proforma invoice minutes issue queue, the selected proforma invoices in Issue Minute status.

  • Issue - It opens the proforma invoice minutes issue screen.

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labelCancel

Cancel

It cancels the proforma invoices selected onscreen. This action cannot be undone. You need to issue a new proforma invoice in the Proforma Invoice Issue screen.

Select the proforma invoices you wish to cancel and click this option.

This system displays a confirmation screen.

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labelRedo

Redo

It recalculates the proforma invoice values and gives you the option to create the proforma invoice report on the screen, on Word or Printer. Moreover, the way the recalculation is performed, after redoing it, the proforma invoice reverses the Analysis status if set to Edited.

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labelSummary
Resumo

Summary

It recalculates the proforma invoice values and states a summary onscreen. When entries exist in another currency, it displays one column in the domestic currency and another with the value in the other currency, including the conversion rate. Moreover, the way the recalculation is performed, after the summary the proforma invoice reverses the Analysis status if set to Edited.

Main Fields Fields 
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labelProforma Invoice Tab

Este campo apresenta 3 (três) opções de ajuste do valor total de time sheets da pré-fatura (Valor TS da Pré-fatura) ou do valor de time sheets por Contrato/Caso (Vl TS da aba Contratos e da aba Casos).

As opções são:

Tempo – Utilize esta opção para redução ou aumento proporcional do valor de time sheets. Uma vez escolhida esta opção, ao alterar o campo valor de time sheets da Pré-fatura/Contrato/Caso, o sistema percorre os time sheets destes, fazendo a redução ou aumento das horas revisadas proporcionalmente.

Exemplo:

Valor de Time Sheets do Caso é de R$ 1.000,00, tendo um time sheet de R$ 300,00 e outro de R$ 700,00.
Após a redução do valor de time sheets do Caso para R$ 800,00 os 2 (dois) time sheets tem suas horas reduzidas para atingir o novo valor, desta forma, o primeiro é alterado de R$ 300,00 para R$ 240,00 e o segundo de R$ 700,00 para R$ 560,00.
Importante: Para que seja possível chegar no valor exato digitado, o conteúdo do parâmetro MV_JURTS3 deve estar informado como .T. (True/Verdadeiro), para permitir que o tempo seja fracionado.

Último – Esta opção pode ser usada para a redução proporcional do valor de time sheets.
Uma vez escolhida esta opção, ao alterar o campo de valor de time sheets da Pré-fatura/Contrato/Caso, o sistema percorre os time sheets destes, fazendo a retirada de time sheets e divisão quando necessário.

Exemplo:

Em uma pré-fatura cujo valor de time sheets é de R$ 5.000,00, contendo 2 (dois) casos, um de R$ 4.000,00 e o outro de R$ 1.000,00 em time sheets, ao fazer a redução do valor da pré-fatura para R$ 2.500,00 o valor de cada um deve ser reduzido pela metade (50%).
Desta forma o primeiro assume o valor de R$ 2.000,00 e o segundo R$ 500,00. Para isto, o sistema divide, se necessário, o time sheet mais recente de cada um dos casos para chegar no valor exato.
Assim sendo, o primeiro caso que possuía R$ 4.000,00 devido a um time sheet de R$ 2.800,00 e outro de R$ 1.200,00 (mais recente), ao alterar para R$ 2.000,00 tem o time sheet de R$ 1.200,00 retirado da pré-fatura para cobrança posterior ou realização de WO, e o time sheet de R$ 2.800,00 é dividido em dois: um de R$ 2.000,00 e outro de R$ 800,00, sendo que o último é retirado da pré-fatura também.

Todos – Esta opção, assim como a opção Último, só pode ser utilizada para redução proporcional do valor de time sheets. A única diferença com relação a opção Último é que neste caso, em vez de retirar lançamentos, quando é necessário dividir, todos os time sheets são divididos.

Exemplo:

Valor de Time Sheets do caso R$ 2.000,00, sendo um time sheet de R$ 600,00 e outro de R$ 1.400,00. Após a redução do valor de time sheets do caso para R$ 1.800,00 os 2 (dois) time sheets são divididos para atingir o novo valor, parte ficando na pré-fatura parte sendo retirada.

Desta forma, o primeiro é dividido em um de R$ 540,00 e outro de R$ 60,00 e apenas o primeiro fica vinculado à pré-fatura. Já quanto ao time sheet de R$ 1.400,00, este é dividido em um de R$ 1.260,00 e outro de R$ 140,00 que sai da pré-fatura
FieldDescription
Tipo Descont

Define o tipo de desconto no valor total de time sheets da pré-fatura, com a opção Valor para determinar este desconto, ou Percentual para determinar a porcentagem.

De acordo com a opção escolhida habilita-se o campo V Desc Espec ou o % Desc Espec.

Tipo Acresc

Define o tipo de acréscimo no valor total de honorários da pré-fatura, com a opção Valor para determinar este acréscimo, ou Percentual para determinar a porcentagem.

De acordo com a opção escolhida habilita-se o campo V Acrs Honor ou o % Acrs Honor.

Discount Type

It defines the discount type in the total value of proforma invoice time sheets, with the option Value to determine the discount, or Percentage to determine the percentage.

Depending on the option selected, either field Spec Disc V or field Spec Disc % is enabled.

Increase Type

It defines the increase type in the total value of proforma invoice time sheets, with the option Value to determine the increase, or Percentage to determine the percentage.

Depending on the option selected, either field Spec Incr V or field Spec Incr % is enabled.

Adjustment Type

This field presents 3 (three) options to adjust the total value of proforma invoice time sheets (Proforma Invoice TS Value) or the value of time sheets by Contract/Case (TS Vl of tab Contracts and tab Cases).

The options are:

Time – Use this option to proportionally reduce or increase the value of time sheets. Once you choose this option, when editing field value of Proforma Invoice/Contract/Case time sheets, the system scans their time sheets, proportionally increasing or reducing the hours revised.

Example:

The value of Time Sheets of the Case is BRL 1,000.00, one of which is of BRL 300.00 and the other of BRL 700.00. After the value reduction of Case time sheets to BRL 800.00, both time sheets have their hours reduced to reach the new value, thus the first is changed from BRL 300.00 to BRL 240.00 and the second from BRL 700.00 to BRL 560.00.

Important: to be able to reach the exact value typed, the content of parameter MV_JURTS3 must be set to .T. (True), to allow for fractional time.

Last – You can use this option to proportionally reduce the value of time sheets.

Once you choose this option, when editing field value of Proforma Invoice/Contract/Case time sheets, the system scans their time sheets, removing from time sheets and dividing when needed.

Example:

In a proforma invoice the time sheets value of which is BRL 5,000.00, with 2 (two) cases, one of BRL 4,000.00 and another of BRL 1,000.00 in time sheets, when reducing the proforma invoice value to BRL 2,500.00, the value of each must be reduced to half (50%).

Thus the first acquires the value of BRL 2,000.00 and the second of BRL 500,00. To do so, the system divides, if needed, the latest time sheet of each of the cases to reach the exact value.

Hence, the first case, which had BRL 4,000.00 due to a time sheet of BRL 2,800.00 and another of BRL 1,200.00 (latest), when changing to BRL 2,000.00 the time sheet of BRL 1,200.00 is removed from proforma invoice for later billing or execution of WO, and the time sheet of BRL 2,800.00 is divided in two: one of BRL 2,000.00 and another of BRL 800.00, the last one being also removed from the proforma invoice.

All – As option Last, you can only use this option to proportionally reduce the value of time sheets. The only difference in relation to option Last is that, in this case, instead of removing entries, when a division is needed, all time sheets are divided.

Example:

Value of Time Sheets of case BRL 2,000.00, given that one time sheet is of BRL 600.00 and the other is of BRL 1,400.00. After reducing the value of time sheets of the case to BRL 1,800, both time sheets are divided to reach the new value, partially remaining in the proforma invoice and partially being removed.

Thus, the first is divided in one of BRL 540.00 and another of BRL 60.00, only the first being linked to the proforma invoice. Yet the time sheet of BRL 1,400.00 is divided into one of BRL 1,260.00 and another of BRL 140.00 which leaves the proforma invoice

Tp de Ajuste

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labelAba HistóricoHistory Tab
CampoFieldDescriçãoDescription
Automático Automatic (NX4_AUTO)

Informado automaticamenteEntered automatically. O LegalDesk sincroniza apenas os automáticos.LegalDesk only synces the automatic ones.

History Type Tipo de Histórico

Com Emissão, Envio para revisão, Outras Alterações, Alterações do Revisor; Revisão Concluída; Cancelamento; Substituição, é informado pelo sistema. Não há interferência do LegalDesk.

With Issue, Sending to Revision, Other Changes, Reviser Changes; Revision Complete; Cancellation; Substitution, it is entered by the system, with no interference from LegalDesk.

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