Proforma invoice and packing list for export

What you need for a proforma and a packing list

A proforma invoice is a preliminary invoice for a foreign customer; a packing list is a list of packages with net and gross weight for customs and the carrier. Bimp generates both documents from a Customer order. The data is pulled from the organization, product and counterparty cards, so you fill in these directories once.

Example. The company “WoodCraft UA” exports wooden decor to Germany. After filling in the cards once, the manager creates an order and prints the set of documents with one click instead of a manual Excel file.

How to set up the directories

Your company’s details

The seller’s details are taken from the organization card.

1. Open Directories → Organizations and the card of your company.
2. Go to the “International details” tab.
3. Fill in, in English: “Legal Name”, “Legal Address”, “Director’s Full Name” (the director’s full name in Latin letters), “Bank Accounts” (SWIFT, IBAN, bank name).

Product cards

For each product for export, fill in:

1. The “Main” tab: “Country of origin” (for example, Ukraine).
2. The “Dimensions” tab: “Net weight, kg” (the product without packaging) and “Gross weight, kg” (with packaging).
3. The “Print” tab: “International product name” (in English, as in the invoice) and the “UKTZED” code.

For the general rules for creating cards, see Products and services.

The foreign customer’s card

Open Directories → Counterparties and the customer’s card. Fill in the international details (name, address, bank details) in English: see Counterparty card.

How to fill in an order for export

Create a Customer order, choose the foreign counterparty and additionally fill in:

• Delivery. “Consignee” (if different from the customer), “Delivery address”, “Delivery terms” per Incoterms, “Place of unloading” (port, city or country).
• Payment. “Payment terms” as free text, for example “100% prepayment” or “50% before shipment, 50% after”.
• Goods table. The “Net weight” and “Gross weight” columns are calculated automatically (unit weight × quantity), and you can change them manually.

Changing the weight manually in the order does not change the weight in the product card, which is convenient when the shipment goes with extra packaging.

How to print a proforma invoice and a packing list

1. Save the Customer order. If you do not save it, the form will show old data.
2. Click the printer icon on the top toolbar.
3. Choose a form: Proforma invoice, Proforma invoice (extended) or Packing list.

Bimp creates a PDF ready to send to the customer or the broker. The same forms can be printed for several orders at once: see Bulk printing documents. The remaining forms are described in the article Printing an invoice and a delivery note, and exporting to Excel.