Discussion

Difference between revisions of "Proforma"

 
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== Proforma ==
+
<div style="text-align: center;">
 +
[[Maintenance]] | [[Chart of Account]]
 +
</div>
 +
==Proforma==
 
This maintenance screen allows the users to configure and add the proforma for specific transaction types.
 
This maintenance screen allows the users to configure and add the proforma for specific transaction types.
 +
=====Requirements before using Proforma=====
  
−
===== Proforma Record List =====
+
*The user should setup the following [[Maintenance]] Module in order to proceed on using the [[Proforma]]
−
[[File:Proforma Record List.png|center|thumb|Proforma Record List]]
+
*#[[Chart of Account]]
  
−
===== Adding Proforma =====
+
=====Proforma Record List=====
−
[[File:Adding Proforma.png|center|thumb|867x867px|Adding Proforma]]
+
[[File:Maintenance - Proforma - Record List.png|border|center|1500x1500px]]
−
{| class="wikitable"
+
Notes:
−
!Field
+
 
−
!Description
+
*Modules that requires Proforma must be available in the [[Users Group]]. The modules that has Proforma field are the following:
−
!Expected Values
+
**[[Accounts Payable]]
 +
**[[Accounts Receivable]]
 +
**[[Disbursement Voucher]]
 +
**[[Journal Voucher]]
 +
 
 +
=====Adding Proforma=====
 +
 
 +
#Click [[Proforma]] under Maintenance Menu
 +
#Under Proforma Screen. Click Add Proforma
 +
#Fill out the necessary fields then click Save. Note: Fields with * are require fields.
 +
 
 +
[[File:Maintenance - Proforma - Add.png|border|center|1500x1500px]]
 +
<br />
 +
{| class="wikitable" style="margin: auto;"
 +
!'''Field'''
 +
!'''Description'''
 +
!'''Expected Values'''
 +
! style="vertical-align:middle;text-align:center;" |'''Input Restrictions'''
 +
! style="vertical-align:middle;text-align:center;" |'''Character Limit'''
 +
! style="vertical-align:middle;text-align:center;" |'''Required Field?'''
 
|-
 
|-
 
|1.Proforma Code
 
|1.Proforma Code
 
|•Reference Code for Proforma
 
|•Reference Code for Proforma
−
|•Alphanumeric
+
|*Alphanumeric
 +
<nowiki>*</nowiki>Dash "-"
 +
 
 +
<nowiki>*</nowiki>Underscore "_"
 +
| style="vertical-align:middle;text-align:center;" |Other Special Characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |15
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|2.Transaction Type
 
|2.Transaction Type
 
|•Transaction Type for the Proforma
 
|•Transaction Type for the Proforma
−
|•Transaction List Field
+
|*Transaction List Field
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|3.Proforma Description
 
|3.Proforma Description
 
|•Description of the Proforma
 
|•Description of the Proforma
−
|•Alphanumeric
+
|*Alphanumeric
 +
<nowiki>*</nowiki>Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |250
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|4.Account Code
 
|4.Account Code
 
|•Account Code to be use on Proforma
 
|•Account Code to be use on Proforma
−
|•Account Code List Provided on Account Code Maintenance Module
+
|*Account List Provided on [[Chart of Account]] Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|5.Entry Type
 
|5.Entry Type
 
|•Entry Type of the Account Code
 
|•Entry Type of the Account Code
−
|•Debit/Credit
+
|*Debit/Credit
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|}
 
|}
−
 
 
Notes:
 
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
 
−
**Credit Memo
 
−
**Debit Memo
 
−
**Disbursement Voucher
 
−
**Journal Voucher
 
 
*Account Codes are required when creating or editing Proforma.
 
*Account Codes are required when creating or editing Proforma.
−
**List of Account codes can be used as long as their status is "ACTIVE"
+
**List of Account codes can be used as long as their status is '''ACTIVE'''
−
**Account Codes can be check under Maintenance Module - Account Codes
+
**Account Codes can be check under [[Chart of Account]] Maintenance Module
  
−
===== Editing Proforma =====
+
=====Viewing Proforma=====
−
[[File:Editing Proforma.png|center|thumb|865x865px|Editing Proforma]]
+
 
−
{| class="wikitable"
+
#Click [[Proforma]] under Maintenance Menu
−
!Field
+
#Select a Proforma record that needs to view its details. Click the drop-down arrow then click View.
−
!Description
+
#The user has an option to edit the Proforma record upon viewing it.
−
!Expected Values
+
 
 +
[[File:Maintenance - Proforma - View.png|border|center|1500x1500px]]
 +
<br />
 +
=====Editing Proforma=====
 +
 
 +
#Click [[Proforma]] under Maintenance Menu
 +
#Select a Proforma record that needs ti update its details. Click the drop-down arrow then click '''Edit'''
 +
#Update the necessary Fields and Click '''Save'''
 +
 
 +
[[File:Maintenance - Proforma - Edit.png|border|center|1500x1500px]]
 +
<br />
 +
{| class="wikitable" style="margin: auto;" data-ve-attributes="{&quot;style&quot;:&quot;margin: auto;&quot;}"
 +
!'''Field'''
 +
!'''Description'''
 +
!'''Expected Values'''
 +
! style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''Input Restrictions'''
 +
! style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''Character Limit'''
 +
! style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''Required Field?'''
 
|-
 
|-
−
|1.Transaction Type
+
|1.Proforma Code
 +
|•Reference Code for Proforma
 +
|*Alphanumeric
 +
<nowiki>*</nowiki>Dash "-"
 +
 
 +
<nowiki>*</nowiki>Underscore "_"
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|2.Transaction Type
 
|•Transaction Type for the Proforma
 
|•Transaction Type for the Proforma
−
|•Transaction List Field
+
|*Transaction List Field
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
−
|2.Proforma Description
+
|3.Proforma Description
 
|•Description of the Proforma
 
|•Description of the Proforma
−
|•Alphanumeric
+
|*Alphanumeric
 +
<nowiki>*</nowiki>Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |250
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
−
|3.Account Code
+
|4.Account Code
 
|•Account Code to be use on Proforma
 
|•Account Code to be use on Proforma
−
|•Account Code List Provided on Account Code Maintenance Module
+
|*Account List Provided on [[Chart of Account]] Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
−
|4.Entry Type
+
|5.Entry Type
 
|•Entry Type of the Account Code
 
|•Entry Type of the Account Code
−
|•Debit/Credit
+
|*Debit/Credit
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|}Notes:
 
|}Notes:
  
−
*Modules that requires Proforma must be available in the Users Group. The modules that has Proforma field are the following:
+
*Account Codes are required when creating or editing Proforma.
−
**Accounts Payable
+
**List of Account codes can be used as long as their status is '''ACTIVE'''
−
**Accounts Receivable
+
**Account Codes can be check under [[Chart of Account]] Maintenance Module
−
**Credit Memo
+
 
−
**Debit Memo
+
=====Exporting Proforma Record=====
−
**Disbursement Voucher
+
 
−
**Journal Voucher
+
#Click [[Proforma]] under Maintenance Menu
 +
#Under Proforma Screen, Click Options then click Export Proforma
 +
#The system will Generate an Excel File of the existing Proforma record
 +
 
 +
[[File:Maintenance - Proforma - Export.png|border|center|1500x1500px]]
 +
 
 +
=====<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>=====
 +
Proforma can be Activated in two ways:
 +
 
 +
*Using drop-down arrow of a record can be used in single record Activation
 +
 
 +
[[File:Maintenance - Proforma - Activate1.png|border|center|1500x1500px]]
 +
<br />
 +
 
 +
*Using Activate Button for activating multiple record.
 +
 
 +
[[File:Maintenance - Proforma - Activate2.png|border|center|1500x1500px]]
 +
<br />
 +
 
 +
=====<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>=====
 +
Proforma can be deactivated in two ways:
  
−
Account Codes are required when creating or editing Proforma.
+
*Using drop-down arrow of a record can be used in single record deactivation
  
−
*List of Account codes can be used as long as their status is "ACTIVE"
+
[[File:Maintenance - Proforma - Deactivate1.png|border|center|1500x1500px]]
−
*Account Codes can be check under Maintenance Module - Account Codes
+
<br />
  
−
===== Proforma Options =====
+
*Using Deactivate Button for deactivating multiple record
−
[[File:Proforma Options.png|center|thumb|Proforma Options]]
 
  
−
=====  Proforma Importing Option =====
+
[[File:Maintenance - Proforma - Deactivate2.png|border|center|1500x1500px]]
−
[[File:Proforma Importing Option.png|center|thumb|Proforma Importing Option]]
+
<br />
  
−
===== Proforma Record Option =====
+
=====<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>=====
−
[[File:Proforma Record Option.png|center|thumb|Proforma Record Option]]
+
Proforma can be deleted in two ways:
  
 +
*Using drop-down arrow of a record can be used in single record deletion
 +
 +
[[File:Maintenance - Proforma - Delete1.png|border|center|1500x1500px]]
 +
<br />
 +
 +
*Using Delete Button for deleting multiple record
 +
 +
[[File:Maintenance - Proforma - Delete2.png|border|center|1500x1500px]]
 +
<br />
 +
=====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;"
 +
|+ style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" |Actions Available base on Proforma Record Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |View
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Edit
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Deactivate
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Activate
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Delete
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''ACTIVE'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''INACTIVE'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
|}
 
Notes:
 
Notes:
  
−
*Proforma can be used as long as its status is "ACTIVE"
+
*User can edit the details of the record while viewing the record.
−
**Past Transactions that has Inactive Proforma can still be used on that transaction.
+
*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.
  
−
=====  Proforma View Record =====
+
{| class="wikitable" style="margin: auto;"
−
[[File:Proforma View Record.png|center|thumb|Proforma View Record]]
+
|+Categories:
−
Notes
+
! colspan="2" |'''Modules'''
−
 
+
|-
−
*User can edit the details of the record while viewing the record.<br />
+
|Maintenance
 +
|[[Maintenance]]<nowiki> | </nowiki>[[Chart of Account]]<nowiki> | </nowiki>[[Proforma]]
 +
|-
 +
|Financials
 +
|[[Accounts Payable]]<nowiki> | </nowiki>[[Accounts Receivable]]<nowiki> | </nowiki>[[Disbursement Voucher]]<nowiki> | </nowiki>[[Journal Voucher]]
 +
|}
 +
[[Category:Maintenance]]

Latest revision as of 15:07, 12 April 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. Click Proforma under Maintenance Menu
  2. Under Proforma Screen. Click Add Proforma
  3. Fill out the necessary fields then click Save. Note: Fields with * are require fields.
Maintenance - Proforma - Add.png


Field Description Expected Values Input Restrictions Character Limit Required Field?
1.Proforma Code •Reference Code for Proforma *Alphanumeric

*Dash "-"

*Underscore "_"

Other Special Characters not mentioned 15 Yes
2.Transaction Type •Transaction Type for the Proforma *Transaction List Field N/A N/A Yes
3.Proforma Description •Description of the Proforma *Alphanumeric

*Special Characters

None 250 No
4.Account Code •Account Code to be use on Proforma *Account List Provided on Chart of Account Maintenance Module N/A N/A Yes
5.Entry Type •Entry Type of the Account Code *Debit/Credit N/A N/A Yes

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
Viewing Proforma
  1. Click Proforma under Maintenance Menu
  2. Select a Proforma record that needs to view its details. Click the drop-down arrow then click View.
  3. The user has an option to edit the Proforma record upon viewing it.
Maintenance - Proforma - View.png


Editing Proforma
  1. Click Proforma under Maintenance Menu
  2. Select a Proforma record that needs ti update its details. Click the drop-down arrow then click Edit
  3. Update the necessary Fields and Click Save
Maintenance - Proforma - Edit.png


Field Description Expected Values Input Restrictions Character Limit Required Field?
1.Proforma Code •Reference Code for Proforma *Alphanumeric

*Dash "-"

*Underscore "_"

N/A N/A N/A
2.Transaction Type •Transaction Type for the Proforma *Transaction List Field N/A N/A Yes
3.Proforma Description •Description of the Proforma *Alphanumeric

*Special Characters

None 250 No
4.Account Code •Account Code to be use on Proforma *Account List Provided on Chart of Account Maintenance Module N/A N/A Yes
5.Entry Type •Entry Type of the Account Code *Debit/Credit N/A N/A Yes

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. Click Proforma under Maintenance Menu
  2. Under Proforma Screen, Click Options then 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
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