Invoices
An exit invoice is the customs document that certifies the legal release of merchandise once all fiscal and administrative requirements have been met, authorizing its removal from the customs warehouse.
Creating an Exit Invoice
To generate an exit invoice:
In P4 Customs, go to the Contracts module.
Select the relevant contract.
Choose the associated exit order.
Click to generate the invoice.
📷 Screenshot: Contract view with exit order selected and the generate invoice button highlighted.
A window will appear with a new proforma invoice form. In this window:
Select the corresponding client.
Define the applicable percentage.
📷 Screenshot: Proforma invoice creation window showing client selector and percentage field.
Invoice Numbering and Status
The invoice is created sequentially according to the numbering assigned by the system.
The invoice is automatically linked to the original contract.
Its initial status is "Draft" until it is submitted for final approval.
📷 Screenshot: Invoice in Draft status linked to its parent contract.
Approval Workflow
Step 1 – Pending Approval
After creation, the invoice status changes to "Pending Approval". It will remain in this state until it is explicitly approved.
To approve the invoice, click the Approve button at the top of the invoice view.
📷 Screenshot: Invoice in Pending Approval status with the Approve button visible.
Step 2 – Approved
Once approved, the invoice will appear in:
P4 Customs → Outbound → Invoices
📷 Screenshot: Approved invoice as it appears in the Outbound – Invoices module.
Processing the Shipment in P4 Warehouse
After the invoice is approved, continue the process in P4 Warehouse:
Go to the Exit module.
Locate the order associated with the approved invoice.
Generate the picking label for the preparation and dispatch process.
📷 Screenshot: P4 Warehouse Exit module showing the picking label generation step.
Once the order has been prepared, print the shipping documents for dispatch.
📷 Screenshot: Printed shipping documents for the dispatched order.
Example: Informative Invoice
📷 Screenshot: Sample informative invoice showing the document layout, including contract reference, client details, product lines, and totals.
Summary
P4 Customs optimizes customs document management, ensuring order, accuracy, and compliance with applicable regulations.
Having correct and complete documentation for customs management is essential — it guarantees an agile import process, avoids delays, penalties, and additional costs, and ensures compliance with legal requirements.
Well-organized documentation enables better logistics planning, facilitates the dispatch of merchandise, and strengthens the company's credibility with authorities and clients alike.
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