How to Manually Create a Proforma?

ℹ️What is a Proforma?

Proformas serve as the preliminary step before generating an Invoice. Unlike Invoices, Proformas can be deleted, amended, merged, or split as needed. We recommend creating a Proforma first and thoroughly reviewing all details to ensure accuracy before finalising it as an Invoice.

Create a Proforma in just a few steps:

Search for the booking you would like to create a Proforma for.

On the booking page go to the See Billings section:

A pop-up screen will appear. Click on New Billing to start creating a Proforma:
There are 9 fields to fill out:

There are several documents that you can create, but since this article shows you how to create a proforma, choose Proforma:
To determine who the Payer will be, choose either Guest or (if applicable) Corporate (if there is a company attached to the booking) or Travel Agent.
In the following screenshot, the booking did not drop into the system from a Travel Agent, so this option is not given either:
If there are multiple guests in the booking, you can choose which guest should be marked as payer on the Proforma/Invoice. This will also be the case when (in rare occasions), if there are more than 1 corporates/companies attached to the booking:
Depending on what Payment Methods are available (which are configured and enabled to be used in the system for your hotel) you choose the one applicable. If you do not know the to be used payment method by the guest yet, you can choose any, as the system will automatically amend the payment method on the proforma after the payment was settled:
In general there is only one Currency, which is usually the currency of the country the hotel is located. If the hotel has configured more than one currency (on rare occasions), this will give you the option in this field to choose from. In this case there is only Euro configured.
Add Tags; *yet to be released feature.
Depending on what items you want on the new Proforma, you can choose here what this should be:
Items already included in existing Proformas will appear selected (ticked on). If you do not want these items on your new Proforma, simply deselect them. However, if you need to generate a new Proforma for all items—such as when previous Proformas have been deleted—leave all items selected.
In the screenshot example, there are already existing Proformas associated with multiple items:

Therefore the items are not desired on a new Proforma and will
need to be ticked off, as these items are already billed :
When a new Proforma needs to be created for added items, then add a new item to the list, click on 'Add to the Item List ' :

A new line will be added to the item list. Click on the little arrow in the Item Type tab to choose the item you desire on the Proforma:

The item types to choose from will appear, click on the one applicable:

Say it is Parking, change the Name afterward, determine the amount that is applicable and change the Quantity if more than 1:

Change the Name and the Price :
Hit SAVE (mind you the added item will still be ticked off) :

Therefore you must tick on the added item box before you hit Create New Proforma:

A new Proforma has been created.

In the screenshot example below, the manually created Proforma can be seen as the only active document in the reservation. This means that original documents were deleted previously, click on 'See Billings' to view the cancelled documents:
In the pop-up screen that follows you can see the manually created Proforma being active, and the previously cancelled documents:

How to Manually Create a Proforma?

Proforma's will be created automatically the moment the booking drops, when you extend a stay or book an extra item on the reservation etc. However, there are times when you need to be able to create a Proforma manually. This article shows you how.