Modification of the proforma invoice

Introduction

• This article presents the method of modifying the data entered on unpaid proforma invoices.;
  
  
  

Requirements

• 
  Hostico client account
  Unpaid proforma invoice;
  A valid subcontact;
  
  
  

Steps

The modification of unpaid proforma invoices can only be done if the user is authenticated in the Hostico client account and has a valid subcontact;

If you encounter difficulties accessing your Hostico client account, you can refer to the article: Authentication (Login) to the Hostico client account

After logging into the account, go to the Financial section;

On the opened page, all invoices found in the account will be displayed. Go to the proforma invoice for which you want to modify the data and click on the proforma code. (ex: 255366);

On the opened window, the current data used at the proforma level, as well as the corresponding amounts, will be displayed.
From here, access the Edit Billing Information section on the right side of the screen.
Select the subcontact for which you want the invoice to be modified, and then confirm the process by clicking the YES button.

If you don't have a subcontact in your client account, a message will appear warning you about this. To add an additional subcontact, click on New Contact.

• Complete all fields accurately and select the permissions you wish to grant to the subcontact. If you do not want to provide additional permissions, and the subcontact will only be used for modifying future invoices, there is no need to check the boxes on the page.

Important! - For new subcontacts (those not previously used for invoicing), data modification is not instant, and a message will be displayed regarding this. The commercial department will review the submitted request and approve the subcontact for invoicing. Consequently, future modification requests on these subcontacts will be automatically approved.
If the data entered in the subcontact is not correct or real, it will not be validated, and therefore, it cannot be used for invoicing. In these cases, it is necessary to update the entered data.
Valid subcontacts can be identified by the marking:

If you need additional information regarding the addition or management of a subcontact, we recommend consulting the article: Adding a Subcontact

Note

• Please ensure that the information entered at the subcontact level is accurate and in accordance with reality. Hostico will only approve contacts with real, identifiable data, but does not assume responsibility if the tax invoice is issued with incorrect information due to the input of inaccurate details;
• Modifying the data on a proforma does not automatically mean issuing the fiscal invoice with the same details. You must ensure that the payment is made on behalf of the company specified in the proforma. For current payment methods, this means:
  1. Bank Transfer - The name and VAT number of the company must be specified by the payer or in the footer of the payer's details;
  2. Credit Card - In this payment method, the payer cannot be directly identified, and the fiscal invoice will be issued directly based on the details found in the proforma.
• Proforma modifications can be made multiple times; if the subcontact was initially completed incorrectly, it can be revisited, and the procedure can be requested again;
• Not all fields are mandatory during subcontact generation. For individuals, the company name and Registration Number are not requirements;
• If the entered details are not sufficient for payer identification, the invoice will automatically be reverted to the data in the Hostico client account;
• For individuals, the Personal Identification Number (CNP) is mandatory.