Proforma

Maintenance | Chart of Account

Proforma

This maintenance screen allows the users to configure and add the proforma for specific transaction types.

Requirements before using Proforma

• The user should setup the following Maintenance Module in order to proceed on using the Proforma
  1. Chart of Account

Proforma Record List

Notes:

• Modules that requires Proforma must be available in the Users Group. The modules that has Proforma field are the following:
  • Accounts Payable
  • Accounts Receivable
  • Disbursement Voucher
  • Journal Voucher

Adding Proforma

1. Go to Maintenance then click Proforma
2. Click Add Proforma Button
3. Fill up the necessary fields. Please make sure that all tabs are filled out then click Save.

Field	Description	Expected Values
1.Proforma Code	•Reference Code for Proforma	•Alphanumeric
2.Transaction Type	•Transaction Type for the Proforma	•Transaction List Field
3.Proforma Description	•Description of the Proforma	•Alphanumeric
4.Account Code	•Account Code to be use on Proforma	•Account List Provided on Chart of Account Maintenance Module
5.Entry Type	•Entry Type of the Account Code	•Debit/Credit

Notes:

• Account Codes are required when creating or editing Proforma.
  • List of Account codes can be used as long as their status is ACTIVE
  • Account Codes can be check under Chart of Account Maintenance Module
• For further Instructions on how to Create a Proforma, the user may visit the Proforma Job Aids which can be found here

Editing Proforma

1. Go to Maintenance then click Proforma
2. Select the Proforma that needs an update. Click the drop-down arrow then click Edit
3. Update the necessary Fields and Click Save

Field	Description	Expected Values
1.Transaction Type	•Transaction Type for the Proforma	•Transaction List Field
2.Proforma Description	•Description of the Proforma	•Alphanumeric
3.Account Code	•Account Code to be use on Proforma	•Account List Provided on Chart of Account Maintenance Module
4.Entry Type	•Entry Type of the Account Code	•Debit/Credit

Notes:

• Account Codes are required when creating or editing Proforma.
  • List of Account codes can be used as long as their status is ACTIVE
  • Account Codes can be check under Chart of Account Maintenance Module

Importing and Exporting Proforma

1. Under Proforma Screen, Click Options

2. Under Options, The user may Export or Import The Record

• When Exporting the records, the user may also use the filter options through tabs for precise searching and exporting of records.
• When Importing the records, the user should follow the following steps provided in the Importing Proforma Screen such as
  • Downloading the template link provided under Step 1.
  • Filling up the information needed for each columns of the template
  • Uploading the updated Template

Bank Import Details

Field	Description	Allowed Inputs	Input Restrictions	Required Field?
1. Proforma Code	Reference Code for Proforma	*Alphanumeric *Dash "-" *Underscore "_"	*Other Special Characters	Yes
2. Transaction Type	Transaction Type for the Proforma	*Accounts Payable *Accounts Receivable *Credit Memo *Debit Memo *Disbursement Voucher *Journal Voucher	*Other inputs not mentioned in transaction list field	Yes
3. Proforma Description	Description of the Proforma	*Alphanumeric *Special Character	*None	No
4. Account Code	Account Code to be use on Proforma	*Account Code under Account List provided in Chart of Account	*Any inputs not mentioned in the allowed inputs	Yes
5. Entry Type	Entry Type of the Account Code	*Credit *Debit	*Any inputs not mentioned in the allowed inputs	Yes

Proforma Record Option

Actions Available base on Proforma Record Status

Status	View	Edit	Deactivate	Activate	Delete
ACTIVE	☑	☑	☑		☑
INACTIVE	☑	☑		☑	☑

Notes:

• User can edit the details of the record while viewing the record.
• Proforma can be used as long as its status is ACTIVE
  • Past Transactions that has Inactive Proforma can still be used prior to its deactivation.
• Activating/Deactivating and Deleting of Records can be done in two ways.
  • For single records, the user may use the drop down arrow then the action that need to perform.
  • For multiple records, the user may tick the records then click the action button that need to perform
    • Click the Yes in the confirmation to proceed on the action taken.