Discussion

Difference between revisions of "Proforma"

 
(5 intermediate revisions by the same user not shown)
Line 10: Line 10:
  
 
=====Proforma Record List=====
 
=====Proforma Record List=====
 +
[[File:Maintenance - Proforma - Record List.png|border|center|1500x1500px]]
 
Notes:
 
Notes:
  
Line 20: Line 21:
 
=====Adding Proforma=====
 
=====Adding Proforma=====
  
−
#Go to Maintenance then click [[Proforma]]
+
#Click [[Proforma]] under Maintenance Menu
−
#Click '''Add Proforma''' Button
+
#Under Proforma Screen. Click Add Proforma
−
#Fill up the necessary fields. Please make sure that all tabs are filled out then click '''Save.'''
+
#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;"
 
{| class="wikitable" style="margin: auto;"
−
!Field
+
!'''Field'''
−
!Description
+
!'''Description'''
−
!Expected Values
+
!'''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 List Provided on [[Chart of Account]] 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:
Line 54: Line 79:
 
**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 [[Chart of Account]] Maintenance Module
 
**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 [[Proforma Aids|here]]
 
  
 +
=====Viewing Proforma=====
 +
 +
#Click [[Proforma]] under Maintenance Menu
 +
#Select a Proforma record that needs to view its details. Click the drop-down arrow then click View.
 +
#The user has an option to edit the Proforma record upon viewing it.
 +
 +
[[File:Maintenance - Proforma - View.png|border|center|1500x1500px]]
 +
<br />
 
=====Editing Proforma=====
 
=====Editing Proforma=====
  
−
#Go to Maintenance then click [[Proforma]]
+
#Click [[Proforma]] under Maintenance Menu
−
#Select the Proforma that needs an update. Click the drop-down arrow then click '''Edit'''
+
#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'''
 
#Update the necessary Fields and Click '''Save'''
  
−
{| class="wikitable" style="margin: auto;"
+
[[File:Maintenance - Proforma - Edit.png|border|center|1500x1500px]]
−
!Field
+
<br />
−
!Description
+
{| class="wikitable" style="margin: auto;" data-ve-attributes="{&quot;style&quot;:&quot;margin: auto;&quot;}"
−
!Expected Values
+
!'''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.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
 
|-
 
|-
−
|1.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;" 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 List Provided on [[Chart of Account]] 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:
  
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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
 
  
−
2. Under Options, The user may Export or Import The Record
+
#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
  
−
*When Exporting the records, the user may also use the filter options through tabs for precise searching and exporting of records.
+
[[File:Maintenance - Proforma - Export.png|border|center|1500x1500px]]
−
*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
 
  
−
{| 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;" |Bank 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'''
+
*Using drop-down arrow of a record can be used in single record Activation
−
! style="background-color:rgb(234, 236, 240);text-align:center;" |'''Allowed Inputs'''
+
 
−
! style="background-color:rgb(234, 236, 240);text-align:center;" |'''Input Restrictions'''
+
[[File:Maintenance - Proforma - Activate1.png|border|center|1500x1500px]]
−
! style="background-color:rgb(234, 236, 240);text-align:center;" |'''Required Field?'''
+
<br />
−
|- style="box-sizing: inherit;"
+
 
−
| style="" |1. Proforma Code
+
*Using Activate Button for activating multiple record.
−
| style="" |Reference Code for Proforma
+
 
−
| style="vertical-align:middle;text-align:left;" |*Alphanumeric
+
[[File:Maintenance - Proforma - Activate2.png|border|center|1500x1500px]]
−
<nowiki>*</nowiki>Dash "-"
+
<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:
 +
 
 +
*Using drop-down arrow of a record can be used in single record deactivation
 +
 
 +
[[File:Maintenance - Proforma - Deactivate1.png|border|center|1500x1500px]]
 +
<br />
 +
 
 +
*Using Deactivate Button for deactivating multiple record
  
−
<nowiki>*</nowiki>Underscore "_"
+
[[File:Maintenance - Proforma - Deactivate2.png|border|center|1500x1500px]]
−
| style="" |*Other Special Characters
+
<br />
−
| 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]]
+
=====<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>=====
 +
Proforma can be deleted in two ways:
  
−
<nowiki>*</nowiki>[[Debit Memo]]
+
*Using drop-down arrow of a record can be used in single record deletion
  
−
<nowiki>*</nowiki>[[Disbursement Voucher]]
+
[[File:Maintenance - Proforma - Delete1.png|border|center|1500x1500px]]
 +
<br />
  
−
<nowiki>*</nowiki>[[Journal Voucher]]
+
*Using Delete Button for deleting multiple record
−
| style="" |*Other inputs not mentioned in transaction list field
 
−
| style="vertical-align:middle;text-align:center;" |Yes
 
−
|- style="box-sizing: inherit;"
 
−
| style="" |3. Proforma Description
 
−
| style="" |Description of the Proforma
 
−
| style="" |*Alphanumeric
 
−
<nowiki>*</nowiki>Special Character
 
−
| style="" |*None
 
−
| style="vertical-align:middle;text-align:center;" |No
 
−
|- style="box-sizing: inherit;"
 
−
| style="" |4. Account Code
 
−
| style="" |Account Code to be use on Proforma
 
−
| style="" |*Account Code under Account List provided in [[Chart of Account]]
 
−
| style="" |*Any inputs not mentioned in the allowed inputs
 
−
| style="vertical-align:middle;text-align:center;" |Yes
 
−
|- style="box-sizing: inherit;"
 
−
| style="" |5. Entry Type
 
−
| style="" |Entry Type of the Account Code
 
−
| style="" |*Credit
 
−
<nowiki>*</nowiki>Debit
 
−
| style="" |*Any inputs not mentioned in the allowed inputs
 
−
| 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;"
Line 196: Line 238:
 
|[[Accounts Payable]]<nowiki> | </nowiki>[[Accounts Receivable]]<nowiki> | </nowiki>[[Disbursement Voucher]]<nowiki> | </nowiki>[[Journal Voucher]]
 
|[[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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