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 subcontract;

Steps

• Proforma invoice modifications can only be made if the user is logged into the Hostico client account and has a valid sub-contact;
• If you encounter difficulties regarding accessing the Hostico client account, you can consult the article: Authentication (Login) in 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. Navigate to the proforma invoice for which you wish to modify the data and click on the proforma code (e.g., 255366);

• In the opened window, the current data used at the proforma level will be displayed, along with the corresponding amounts;
• From here, access the Edit Billing Information section, on the right side of the screen;
  We will select the subcontact for which we want the invoice to be modified, then confirm the process with the YES button;

• If you do not have a sub-contact in the client account, a message will appear notifying you about this. To add an additional sub-contact, click on New Contact;

• Fill in all fields correctly and select the permissions you want to grant the subcontact. If you do not want to grant additional permissions and the subcontact will only be used for modifying future invoices, it is not necessary to check the boxes on the page.

• Important! - In the case of new subcontacts (which have not been used for billing before), the data modification is not instant, and a message will be displayed in this regard. The sales department will verify the submitted request and will approve the subcontact for billing, so future modification requests on those subcontacts will be automatically approved.
• If the data entered in the subcontact is not correct/real, it will not be validated and therefore cannot be used for billing. In these cases, it is necessary to update the entered data.
• Valid subcontacts can be identified by the mark:
  
• If you need additional information regarding adding or managing a sub-contact, we recommend consulting the article: Adding a sub-contact

Note

• Please ensure that the data entered for the subcontact is correct and in accordance with reality. Hostico will only approve contacts that have real, identifiable data, but does not assume responsibility in case the tax invoice was issued with incorrect data due to the entry of incorrect information;
• Changing the data of a proforma does not implicitly mean issuing the invoice based on that data. You must ensure that the payment is made in the name of the company listed on the proforma. For current payment methods, this means:
  1. Bank Transfer - The name and CUI of the company must be specified by the payer or in the footer under the payer's details;
  2. Credit Card - With this payment method, the payer cannot be directly identified, and the invoice will be issued directly based on the data found in the proforma.
• The modification of pro formas can be performed multiple times; if the subcontact was initially filled out incorrectly, it can be revised and the procedure requested again;
• At the time of generating a subcontact, not all fields are mandatory. In the case of individuals, the company name and Trade Registry number do not need to be filled in;
• If the entered data is not sufficient to identify the payer, the invoice will automatically be changed back to the data from the Hostico client account;
• In the case of individuals, the CNP is mandatory.