How to Handle Advance Payment (Without Delivery) & Close the Sales Order in MetroERP?
In Metro, issuing a proforma invoice (or a down‐payment / advance invoice) for payments collected in advance—before goods are delivered—is possible using standard features, maybe with small configuration. Below are the steps & options, plus caveats and workarounds, so you can choose what fits your situation best.
What is a Proforma Invoice in Metro Accounting System?
A proforma invoice is essentially a non-posted quotation or sales order document issued as a “preliminary invoice” (it is not a legally valid invoice for accounting/VAT until converted/posted). It's used to request advance payment.
It allows customers to pay in advance, but the goods/services are delivered later, and then a “real” invoice is posted.
Here’s how to handle advance collection (without delivery yet) and later close the Sales Order
1) Go to the "Sales" module by clicking on its icon in the main dashboard or using the application menu.
Create Proforma / Down Payment Invoice.
2) Go to Sales → Quotations → Create or open the SO. Now, Click on the Send PRO-FORMA Invoice button.
Now, Click on the Confirm button.
3) Confirm the quotation → Click Create Invoice.
4) Choose Down Payment (either % or fixed amount).
5) Click Create → System will make a Down Payment Invoice.
Open that invoice → Now, Click on the Confirm button.
6) Then click Register Payment → Choose your Payment Method (e.g. Bank / Cheque).
7) Now, Click on the Create Payment button.
This records the advance (cheque or cash) against the SO, but goods are not yet delivered.
8) After Goods are Delivered.
Go to Delivery Orders (from SO → Delivery) → Validate it.
9) Now, Click on the Apply button.
10) Go back to the same SO → Click Create Invoice → choose Remaining Amount / Delivered Qty.
System will automatically reconcile the down payment with the final invoice.
Open that invoice → Now, Click on the Confirm button.
11) Now, Click on the Register Payment button for the payment.
12) Now, Click on the Create Payment button.
Close the Sales Order Once both the delivery and final invoice are completed (and payments are done), the SO will show Delivered & Fully Invoiced — that means it’s closed.
To get more details how to Handle Advance Payment (Without Delivery) & Close the Sales Order in MetroERP, please do contact us at support@metrogroup.solutions