Difference between revisions of "Proforma"

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=====Proforma Record List=====
 
=====Proforma Record List=====
 +
[[File:Maintenance - Proforma - Record List.png|border|center|1500x1500px]]
 
Notes:
 
Notes:
  
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#Fill up the necessary fields. Please make sure that all tabs are filled out then click '''Save.'''
 
#Fill up the necessary fields. Please make sure that all tabs are filled out then click '''Save.'''
  
 +
[[File:Maintenance - Proforma - Add.png|border|center|1500x1500px]]
 +
<br />
 
{| class="wikitable" style="margin: auto;"
 
{| class="wikitable" style="margin: auto;"
 
!Field
 
!Field
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#Update the necessary Fields and Click '''Save'''
 
#Update the necessary Fields and Click '''Save'''
  
 +
[[File:Maintenance - Proforma - Edit.png|border|center|1500x1500px]]
 +
<br />
 
{| class="wikitable" style="margin: auto;"
 
{| class="wikitable" style="margin: auto;"
 
!Field
 
!Field
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**Account Codes can be check under [[Chart of Account]] Maintenance Module
 
**Account Codes can be check under [[Chart of Account]] Maintenance Module
  
=====Importing and Exporting Proforma=====
+
=====Exporting Proforma Record=====
 
1. Under Proforma Screen, Click Options
 
1. Under Proforma Screen, Click Options
  
2. Under Options, The user may Export or Import The Record
+
2. Under Options, Click Export Proforma
  
*When Exporting the records, the user may also use the filter options through tabs for precise searching and exporting of records.
+
3. The system will Generate an Excel File of the existing proforma record
*When Importing the records, the user should follow the following steps provided in the Importing Proforma Screen such as
+
[[File:Maintenance - Proforma - Export.png|border|center|1500x1500px]]
**Downloading the template link provided under Step 1.
 
**Filling up the information needed for each columns of the template
 
**Uploading the updated Template
 
  
{| class="wikitable" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"
+
===== <span class="mw-headline" id="Activating_Brand_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Activating_Customer_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Activating_Supplier_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Activating_Tax_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Activating_Item_Master_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Activating_Item_Class_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Activating_Item_Type_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Activating_Chart_of_Account_Record" style="box-sizing: inherit;">Activating Proforma Record</span></span></span></span></span></span></span></span> =====
|+ style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" |Proforma Import Details
+
Proforma can be Activated in two ways:
! style="background-color:rgb(234, 236, 240);text-align:center;" |'''Field'''
 
! style="background-color:rgb(234, 236, 240);text-align:center;" |'''Description'''
 
! style="background-color:rgb(234, 236, 240);text-align:center;" |'''Allowed Inputs'''
 
! style="background-color:rgb(234, 236, 240);text-align:center;" |'''Input Restrictions'''
 
! style="background-color:rgb(234, 236, 240);text-align:center;" |'''Required Field?'''
 
|- style="box-sizing: inherit;"
 
| style="" |1. Proforma Code
 
| style="" |Reference Code for Proforma
 
| style="vertical-align:middle;text-align:left;" |*Alphanumeric
 
<nowiki>*</nowiki>Dash "-"
 
  
<nowiki>*</nowiki>Underscore "_"
+
* Using drop-down arrow of a record can be used in single record Activation
| style="" |*Other Special Characters
 
| style="vertical-align:middle;text-align:center;" |Yes
 
|- style="box-sizing: inherit;"
 
| style="" |2. Transaction Type
 
| style="" |Transaction Type for the Proforma
 
| style="" |*[[Accounts Payable]]
 
<nowiki>*</nowiki>[[Accounts Receivable]]
 
  
<nowiki>*</nowiki>[[Credit Memo]]
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[[File:Maintenance - Proforma - Activate1.png|border|center|1500x1500px]]
 +
<br />
  
<nowiki>*</nowiki>[[Debit Memo]]
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* Using Activate Button for activating multiple record.
  
<nowiki>*</nowiki>[[Disbursement Voucher]]
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[[File:Maintenance - Proforma - Activate2.png|border|center|1500x1500px]]
 +
<br />
  
<nowiki>*</nowiki>[[Journal Voucher]]
+
===== <span class="mw-headline" id="Deactivating_Brand_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deactivating_Customer_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deactivating_Supplier_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deactivating_Tax_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deactivating_Item_Master_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deactivating_Item_Class_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deactivating_Item_Type_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deactivating_Chart_of_Account_Record" style="box-sizing: inherit;">Deactivating Proforma Record</span></span></span></span></span></span></span></span> =====
| style="" |*Other inputs not mentioned in transaction list field
+
Proforma can be deactivated in two ways:
| style="vertical-align:middle;text-align:center;" |Yes
+
 
|- style="box-sizing: inherit;"
+
* Using drop-down arrow of a record can be used in single record deactivation
| style="" |3. Proforma Description
+
 
| style="" |Description of the Proforma
+
[[File:Maintenance - Proforma - Deactivate1.png|border|center|1500x1500px]]
| style="" |*Alphanumeric
+
<br />
<nowiki>*</nowiki>Special Character
+
 
| style="" |*None
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* Using Deactivate Button for deactivating multiple record
| style="vertical-align:middle;text-align:center;" |No
+
 
|- style="box-sizing: inherit;"
+
[[File:Maintenance - Proforma - Deactivate2.png|border|center|1500x1500px]]
| style="" |4. Account Code
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<br />
| style="" |Account Code to be use on Proforma
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| style="" |*Account Code under Account List provided in [[Chart of Account]]
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===== <span class="mw-headline" id="Deleting_Brand_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Customer_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Supplier_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Tax_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Master_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Class_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Type_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Chart_of_Account_Record" style="box-sizing: inherit;">Deleting Proforma Record</span></span></span></span></span></span></span></span> =====
| style="" |*Any inputs not mentioned in the allowed inputs
+
Proforma can be deleted in two ways:
| style="vertical-align:middle;text-align:center;" |Yes
+
 
|- style="box-sizing: inherit;"
+
* Using drop-down arrow of a record can be used in single record deletion
| style="" |5. Entry Type
+
 
| style="" |Entry Type of the Account Code
+
[[File:Maintenance - Proforma - Delete1.png|border|center|1500x1500px]]
| style="" |*Credit
+
<br />
<nowiki>*</nowiki>Debit
+
 
| style="" |*Any inputs not mentioned in the allowed inputs
+
* Using Delete Button for deleting multiple record
| style="vertical-align:middle;text-align:center;" |Yes
 
|}
 
  
 +
[[File:Maintenance - Proforma - Delete2.png|border|center|1500x1500px]]
 +
<br />
 
=====Proforma Record Option=====
 
=====Proforma Record Option=====
 
{| class="wikitable" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"
 
{| class="wikitable" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"

Revision as of 11:49, 3 February 2022

Proforma

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

Requirements before using Proforma
Proforma Record List
Maintenance - Proforma - Record List.png

Notes:

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.
Maintenance - Proforma - Add.png


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
Maintenance - Proforma - Edit.png


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
Exporting Proforma Record

1. Under Proforma Screen, Click Options

2. Under Options, Click Export Proforma

3. The system will Generate an Excel File of the existing proforma record

Maintenance - Proforma - Export.png
Activating Proforma Record

Proforma can be Activated in two ways:

  • Using drop-down arrow of a record can be used in single record Activation
Maintenance - Proforma - Activate1.png


  • Using Activate Button for activating multiple record.
Maintenance - Proforma - Activate2.png


Deactivating Proforma Record

Proforma can be deactivated in two ways:

  • Using drop-down arrow of a record can be used in single record deactivation
Maintenance - Proforma - Deactivate1.png


  • Using Deactivate Button for deactivating multiple record
Maintenance - Proforma - Deactivate2.png


Deleting Proforma Record

Proforma can be deleted in two ways:

  • Using drop-down arrow of a record can be used in single record deletion
Maintenance - Proforma - Delete1.png


  • Using Delete Button for deleting multiple record
Maintenance - Proforma - Delete2.png


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.
Categories:
Modules
Maintenance Maintenance | Chart of Account | Proforma
Financials Accounts Payable | Accounts Receivable | Disbursement Voucher | Journal Voucher