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. 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.

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.

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

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

Activating Proforma Record

Proforma can be Activated in two ways:

• Using drop-down arrow of a record can be used in single record Activation

• Using Activate Button for activating multiple record.

Deactivating Proforma Record

Proforma can be deactivated in two ways:

• Using drop-down arrow of a record can be used in single record deactivation

• Using Deactivate Button for deactivating multiple record

Deleting Proforma Record

Proforma can be deleted in two ways:

• Using drop-down arrow of a record can be used in single record deletion

• Using Delete Button for deleting multiple record

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.