Print a Group ProForma Invoice (Cloud)
A ProForma Invoice for a group provides a detailed estimate of the group’s projected charges—room nights, taxes, and other billable items—without making permanent postings. It’s a useful tool for financial previews, group confirmations, or agency billing quotes. In this article, you’ll learn how to locate and print a Group ProForma Invoice in VM Cloud, as well as understand when to use it versus the final folio.
Unlike the Summary of Charges, which displays only picked-up allocations for groups with an All Charges or Room & Tax guarantee type, the ProForma Invoice can be printed for any group, regardless of its guarantee type, and is based on all allocated rooms, not just those that have been picked up.
Path: Front Office > Group > Search > Open the Group
Instructions
1. In the group screen, click Print ProForma in the right-side toolbox.
2. The system opens a print preview (or dialog) allowing you to send to a printer or save as PDF.
3. The proforma will reflect the total number of rooms allocated, whether they are picked up or remaining.
When a package is applied, the package’s accounting code appears instead of the standard room charge code (RC).
Readjusting the ProForma to Reflect Picked-Up Rooms
Once the drop date has passed and the group’s final pickups are confirmed, you can reprint the ProForma Invoice to reflect the actual number of picked-up rooms instead of the full allocation.
Before doing so, make sure to wash the group block — removing any non–picked-up allocations — so that the ProForma accurately represents only the rooms that were actually picked up.
1. For this, simply click Reinstate in the Stay Details section — this action updates the group allocations to include only the rooms that were actually picked up.
2. The confirmation message explains that any non–picked-up allocations that have already been dropped will be completely removed from the group. Click Yes to confirm.
If additional rooms are needed after the drop date, you’ll need to reinstate the drop date first, then add the required allocations before picking them up.
Still Need Help With This Topic?
Ask Yourself:
- Did I open the correct group when printing the ProForma?
- Does the estimated total match group allocations and rates?
- Am I expecting this to post charges (it won’t)?
- Do I need to reprint after making updates?
Support May Ask You:
- What Group ID did you use?
- What date range or detail level selections did you choose?
- Did you receive any errors when generating the ProForma?
- Can you share a screenshot of the ProForma preview?
- Are there custom line items or discounts that aren’t showing?
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