| Purpose | Find pro forma invoices and invoicing transactions before and after migration to New Invoicing. |
| Best for | Property owners, property admins, and finance or accounting staff. |
| Use this when | You need to locate, audit, or export invoicing records from before or after your property's migration date. |
| Requirements | Know your property's migration date and the date range of the records you need. |
| Expected result | You generate the correct report and find the required pro forma invoice or transaction data. |
| Limitations | The legacy report stops receiving new data on the migration date. Records spanning the migration date require both reports. |
Introduction
When a property migrates to New Invoicing, new fiscal documents and invoicing transactions move to a different report. Historical records remain available, but the report you use depends on whether the document was created before or after the migration date.
Use this guide to select the correct report, find a specific pro forma invoice, and compare records across the migration period.
Important: Reports change on the migration date
- Before migration: Use Invoices and Credit Notes Report with Details.
- After migration: Use Fiscal Documents with Details.
The legacy report stops receiving new data on the migration date. This behavior is expected and does not delete historical records.
Table of contents
- Choose the correct report
- Access records created before migration
- Access records created after migration
- Compare report examples
- Find a specific pro forma invoice
- Compare records across migration
- Understand the new report columns
- Frequently asked questions
Choose the correct report
Use the document date and your property's migration date to select the correct report.
| Aspect | Before migration | After migration |
|---|---|---|
| Report | Invoices and Credit Notes Report with Details | Fiscal Documents with Details |
| Records | Historical invoices, credit notes, and transactions | Pro forma invoices, invoices, credit notes, and transactions |
| Pro forma invoices | Historical pro forma records created before migration | Pro forma invoices created after migration |
| Data updates | Stops receiving new data on the migration date | Receives new data from the migration date forward |
Access records created before migration
Use the legacy report for pro forma invoices and transactions created before your property migrated.
- Go to Reports in the left navigation.
- Select Invoices and Credit Notes Report with Details.
- Set a date range before the migration date.
- Click Generate Report.
- Use the document type or pro forma indicator to locate the required record.
The legacy report can provide document numbers, issue dates, customer names, amounts, and transaction details for historical records.
Access records created after migration
Use the new report for fiscal documents and transactions created after migration.
- Go to Reports in the left navigation.
- Select Fiscal Documents with Details.
- Set a date range on or after the migration date.
- Click Generate Report.
- Filter or search for Pro Forma Invoice in the document type field.
The new report includes fiscal document numbers, document types, dates, customer details, net and tax amounts, totals, payment information, fiscal transmission status where applicable, and transaction details.
Compare report examples
The examples below show where data stops in the legacy report and begins in the new report.
Legacy report before migration
The legacy report retains invoice and credit note numbers, dates, customer information, amounts, and payment information through the migration date. Rows for new post-migration activity remain blank.
Fiscal Documents report after migration
The new report begins receiving document numbers, document types, customer details, amounts, payment information, and applicable fiscal transmission information from the migration date forward.
Find a specific pro forma invoice
Choose the workflow that matches the document's issue date.
Find a pre-migration pro forma invoice
- Run Invoices and Credit Notes Report with Details for dates before migration.
- Locate rows marked as pro forma or use the available pro forma indicator.
- Search or filter by document number, customer name, date range, or amount.
Find a post-migration pro forma invoice
- Run Fiscal Documents with Details for dates on or after migration.
- Filter for Document Type = Pro Forma Invoice, when filtering is available.
- If needed, scan the Document Type column for pro forma invoice entries.
- Search or filter by document number, customer name, date range, or amount.
Compare records across migration
If the required date range crosses the migration date, run and export both reports separately.
- Run both reports: Use the legacy report for the pre-migration range and the new report for the post-migration range.
- Export both reports: Download each report in the available spreadsheet format and place the exports in one workbook for comparison.
- Align the columns: The legacy report focuses on document number, date, customer, amount, and status. The new report adds document type, net, tax, total, payment information, and fiscal status.
- Match the records: Use transaction dates and amounts to verify continuity across migration.
Understand the new report columns
The Fiscal Documents with Details report provides the following information for pro forma invoice records.
| Column | Description |
|---|---|
| Document Number | Unique document identifier for the pro forma invoice |
| Document Type | Pro Forma Invoice |
| Date | Issue date |
| Customer | Guest or company name |
| Net Amount | Subtotal before tax |
| Tax Amount | VAT or other taxes applied |
| Total | Gross amount, including tax |
| Payment information | Payment-related information included by the report. This does not change the pro forma invoice's non-financial document status. |
| Fiscal Status | Regional fiscal status, such as N/A or Draft, when applicable |
Pro forma invoices are preliminary documents: They are not transmitted as official invoices. A fiscal status such as N/A or Draft is expected. Create a new standard invoice when the charges are finalized.
Frequently asked questions
Expand each question for guidance about reports and pro forma invoice behavior after migration.
Will pre-migration pro forma invoices be deleted?
No. Pro forma invoice records created before migration remain in Invoices and Credit Notes Report with Details. Use a date range before the migration date.
Can I convert a pro forma invoice into an official invoice?
No. A pro forma invoice cannot be converted into a standard invoice. When the charges are finalized, create a new standard invoice. The charges included on the pro forma invoice remain available because the preliminary document does not lock them.
Why does the pro forma invoice show Fiscal Status as N/A?
A pro forma invoice is a preliminary document and is not transmitted to a tax authority as an official invoice. A status such as N/A or Draft is expected, depending on the region.
Do accounting imports need to change after migration?
If your accounting software imports invoicing data, update the integration or import mapping to use Fiscal Documents with Details. The columns differ from the legacy report, so confirm the required mapping with your accounting software provider.
Next Operational Step
Record your property's migration date in the accounting workflow, then update saved exports, reconciliation procedures, and accounting imports to use the correct report for each date range.
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