The Proforma Invoice Form is a fundamental business document used extensively in South African commercial transactions. It serves as a preliminary invoice and quotation document, issued before the actual sale takes place, detailing the proposed transaction terms, prices, and conditions. This document type is essential for both domestic and international trade, helping buyers make informed purchasing decisions and often required for customs clearance, payment processing, and internal procurement procedures. The form must comply with South African legislation, particularly the VAT Act 89 of 1991 and Consumer Protection Act 68 of 2008, requiring specific information such as VAT registration numbers, detailed product descriptions, and clear pricing structures. It's commonly used to initiate formal purchase processes, secure payment arrangements, and facilitate export/import procedures.
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1. Company Information Header: Company name, registration number, VAT registration number, physical address, contact details, and any relevant business license numbers
2. Invoice Details: Proforma invoice number, date of issue, expiry date of quote, and reference numbers
3. Customer Information: Full name/company name, billing address, shipping address (if different), contact details, and VAT registration number (if applicable)
4. Item Description: Detailed description of goods/services, including quantity, unit price, and item codes where applicable
5. Pricing Breakdown: Unit prices, subtotals, VAT amounts (clearly separated), discounts if applicable, and total amount
6. Payment Terms: Payment conditions, accepted payment methods, and banking details
7. Delivery Information: Estimated delivery timeframe, shipping terms, and delivery method
1. Special Conditions: Include when there are specific terms or conditions attached to the quote, such as minimum order quantities or special handling requirements
2. Currency Information: Include for international transactions, specifying exchange rates and applicable international trading terms
3. Trade Terms: Include when using international trade terms (Incoterms) for export/import transactions
4. Warranty Information: Include when offering specific warranty terms or conditions for products
5. Installation/Service Details: Include when the quote covers installation services or ongoing maintenance
6. Volume Discounts: Include when offering tiered pricing or bulk purchase discounts
1. Product Specifications: Detailed technical specifications or product datasheets when quoting for complex products
2. Terms and Conditions: Standard terms and conditions of sale, including warranty, returns policy, and liability limitations
3. Price List: Complete price list for product ranges or service options when multiple variations are available
Relevant legal definitions
Clauses
Relevant Industries
Manufacturing
Retail
Wholesale
Import/Export
Construction
Professional Services
Technology
Agriculture
Mining
Healthcare
Education
Automotive
Food and Beverage
Logistics
Real Estate
Consulting
Relevant Teams
Sales
Finance
Accounts Receivable
Export
Procurement
Business Development
Commercial
Operations
Credit Control
Customer Service
International Trade
Billing
Supply Chain
Relevant Roles
Sales Manager
Finance Manager
Accounts Receivable Clerk
Export Coordinator
Procurement Officer
Business Development Manager
Financial Controller
Commercial Director
Operations Manager
Credit Controller
Sales Administrator
Account Executive
Billing Specialist
Trade Finance Specialist
Customs Compliance Officer
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