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5.3.4 F4 Proforma Procedure
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Finance Procedures:
Finance procedures involve of at least the following 7 measurable tasks and states:
F1. Prepare is the initial state while the company is a Prospect until they are a Client.
F2. Commission Percentages are entered when a new Client is handed over from Sales to Brokers.   This task F2 is triggered by task S5.
F3. Payment Schedule is verified and/or entered when a client approves a quotation with an energy provider.   This task F3 is triggered by task B10.
F4. Proforma Invoice may be created by the schedule when a payment is due from an energy provider.
F5. Upload Advice Notice may be triggered by an energy provider in response to a proforma request.
F6. Send Invoice is triggered by the schedule with optional advice from an energy provider.
F7. Payment is entered and assigned to the relevant financial accounts based on the commission percentages.

Proforma
Where a contract schedule is based on EAQ then a real invoice cannot be created so a reminder is created to request the actual consumption and spend details from the energy provider.
The reminder is an email document that asks the energy provider for actual EAq and EAS for the last year for a current contract that has reached its anniversary date.

Invoicing
Where the schedule shows an accurate amount, click the "invoice" button to generate the invoice to the energy provider and send it as an automated email.
Where the schedule shows an estimated amount, click the "invoice" button to generate the reminder to the energy provider and send it as a simple email.   The reminder email is a request for actual consumption and billing amount to be provided as a payment advice notice.
Payment advice data from an energy provider may be uploaded into the contract and schedule to alter estimated values to become actual amounts.   Once the schedule has an actual amount the normal 2invoice2 button can be pressed to send the invoice to the energy provider by automatic email.

F4 Proforma Invoice:
Based on the account receivable schedule, when a payment from an energy provider is due, a proforma invoice is created based on a consumption estimate.   The energy provider is invited to review and correct the proforma invoice based on the actual consumption.
The proforma invoice is artificial but triggers a dialogue with the energy provider so a payment cannot be overlooked.

Schedule
The schedule is the trigger event to create the reminder email - this can be fully automated using Eliza to send out the email on the appointed date.

Cash Accounting
Cash accounting rules are applied to turn projections into actuals for cash flow and staff commission.
Payments are bulk amounts payable to an invoice that identifies all the contracts that are to be credited by Eliza.   One bulk payment may result in 100 payment records for 100 current contracts.   The benefit is that current contracts without a payment can easily be identified.

Bulk Processing
For a selected month, all scheduled billing events for the same service and same energy provider are accumulated as a single bulk event identified by a list of supply numbers.   The estimated consumption and estimated commission is shown, but this is sent to the energy provider as a request for actuals.   The reply from the energy provider is saved as a CSV file with the supply number, actual consumption and actual commission columns marked with a placeholder - the CSV file is then uploaded.   Each row becomes a reading for the assigned supply number where the actual consumption and actual commission are recorded.   EAQ and EAC may be recalculated based on these actual consumption values to provide a more accurate forecast.

Document Control:
1. Document Title: F4 Proforma Procedure.
3. Keywords: F4 Proforma Procedure.
4. Description: F4 Proforma Procedure.
5. Privacy: Public education service as a benefit to humanity.
6. Issued: 11 Jun 2018.
7. Edition: 1.3.