2015 OfficeCentral Manual REVISION: 25 MARCH 2015 AUTHENTIC VENTURE SDN BHD
TABLE OF CONTENTS 9 ACCOUNTING... 2 9.1 INITIAL CONFIGURATIONS... 2 WHY?... 2 HOW TO ACCESS... 2 9.2 ACCOUNTING TRANSACTIONS... 4 INVOICE ISSUANCE... 5 RECEIVE INVOICE... 7 PAYMENT ISSUANCE... 8 PAYMENT RECEIPT... 8 CREDIT NOTE ISSUANCE... 9 DEBIT NOTE RECEIPT... 10 OTHERS... 12 9.3 IMPORT TRANSACTIONS... 13 WHY?... 13 HOW TO ACCESS... 13 HOW TO IMPORT PAYROLL TRANSACTION... 13 HOW TO IMPORT CLAIMS TRANSACTION... 14 9.4 TRANSACTION APPROVAL... 15 HOW TO ACCESS... 15 APPLICATION... 15 9.5 DEBTORS AND CREDITORS... 16 9.6 ACCOUNTING REPORT... 17 HOW TO ACCESS... 17 APPLICATION... 17 9.7 DASHBOARD... 18 HOW TO ACCESS... 18 APPLICATION... 18 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 1
9 ACCOUNTING 9.1 INITIAL CONFIGURATIONS Before using OfficeCentral Accounting module, you will need to configure or fix few settings beforehand. WHY? With system configuration, you can adjust the usage of OfficeCentral to suit your company existing policy. HOW TO ACCESS 1. To access the accounting module, click on Accounting link on the main menu. 2. Then, go to Settings section and click on the manu. 3. Next, choose and click on Close Account to determine the opening and closing of your company s account for the year. Click here Picture 8.1: Dashboard 4. After clicking on Close Account, then click on the Add Accounting Period link. 5. Key in all relevant information in the space provided. 6. Example: Title : Close Account Open Date : 1/1/2014 (key in account opening date) Expected Closing Date : 31/12/2014 (key in account closing date) 7. An account does not necessarily has to be opened and closed at the beginning and at the end of the year only. It depends on the opening and closing date of your company s account. For example, 1/7/2013-30/6/2014. 8. Once done, click the Submit link. 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 2
Key in all all relevant information in the space provided Picture 8.2: Isikan segala maklumat 9. Then, return to Setting and click on Chart of Account. 10. Click on Current Asset and later click on the + symbol as pointed by the arrow to Current Asset (refer picture below). 11. Later, choose and click on Bank Account and key in all of Company s bank. 12. Example: CIMB Bank, Bank Islam, etc. Click on this symbol to view all accounts under this header. Picture 8.3: Click on + symbol Account Name (will be shown in account chart and use throughout the system) Picture 8.4: Account information Click on the Add to Add information Opening balance when account was created based on opening date 13. Once done, click the Add link. 14. When Bank Account section is done, next move to Debtors section 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 3
15. Key in name of debtors who owes your company. The steps are the same as before. Any wrong information may be edited or deleted. 16. Then, to add relevant information in sections such as Fixed Asset, Current Liability, Long-Term Liability, Shareholder s Equity Account, Reveneu Accounts, Costs of Goods Sold, dan Overhead you can follow the steps in the previous Bank Account section and click on add link to add all information. Click on add button to add account Detail. Click on Add as Header button to add account header. You can add more account under the header. Picture 8.5: Chart of Account 9.2 ACCOUNTING TRANSACTIONS In OfficeCentral Accounting, all reports are generated from transactions entered by users. 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 4
INVOICE ISSUANCE 1. Go to Transactions section and click. 2. Then select Issue Invoice to carry out related transactions for invoice issuance. 3. Use this transaction method when issuing invoices to another entity. System will automatically filter the accounts associated with "Issue Invois" activities. 4. Enter all required information and select account for debit and credit of the transaction. You can select more than one account for debit or credit but the overall debit and credit total must be equal. 5. You can attach document as reference and click on Choose File link and select the document. This will make it easier for you to refer in the future 6. For invoice issuance, users are allowed to add invoice details if needed. 7. After filling in all required information, click on the Submit link 8. You can refer to the following picture for further detail. Transaction date Click and enter invoice information Invoice date Invoice submission date Invoice description Addition to debtors Record in sales Click this button to enter transaction Picture 8.6: Invoice issuance transaction 10. If you want to enter item information in detail, click on Insert Invoice Detail. 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 5
Enter Product Name, Quantity, and Cost Per Unit. Click to add product Enter overall total for debit and credit. Ensure the total for debit and credit are balance. Select associated project (If any) Click this button to enter transaction Picture 8.7: Invoice issuance transaction (continued) 11. When you are done filling in all information, you will have to go to the Submit link to enter the transaction. 12. If you have carried out any transactions, you will have to go to Approve Transaction to approve the transaction. This is because, only approved transaction will appear in the released report. 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 6
RECEIVE INVOICE 1. Go to Transactions section and click. 2. Then, select Receive Invoice to carry out transaction related to invoice receipt. 3. Use this transaction method when receiving invoices form another entity. System will automatically filter the accounts associated with"receive Invoice" activities. 4. Enter all required information and select account for debit and credit of the transaction. You can select more than one account for debit or credit but the overall debit and credit total must be equal. 5. After filling in all required information, click on the Submit link 6. You can refer to the following picture for further detail. Transaction date Invoice date Invoice receive date Debit into the appropriate account Picture 8.6: Transaksi mengeluarkan invois Click on this button to enter transaction Select creditor Select associated project (If any) 7. Enter overall total for debit and credit. Ensure the total for debit and credit are balanced. 8. When you are done filling in all information, you will have to go to the Submit link to enter the transaction. 9. If you have carried out any transactions, you will have to go to Approve Transaction to approve the transaction. This is because, only approved transaction will appear in the released report. 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 7
PAYMENT ISSUANCE 1. To record transactions related to payment issuance, click on transactions menu on the left and click on Issue Payment. 2. Enter all required information and select appropriate account for debit and credit of the transaction. You can select more than one account for debit or credit but the overall debit and credit total must be equal. 3. You can attach document as reference by clicking on Choose File link and select the document. 4. You can choose payment type With Invoice or Outstanding Balance. For payment With Invoice, system will calculate payment amount based on received invoice. If the payment amount is sufficient, the invoice will automatically be taken our from the invoice list. 5. After filling in all required information, click on the Submit link 6. You can refer to the following picture for further detail. Payment method Select related invoice Transaction date Transaction description Payment voucher date Enter overall total for debit and credit. Ensure the total for debit and credit are balance. Tick / here if you would like the system to prepare Payment Voucher automatically Enter transaction Picture 8.8: Issue Payment 7. When all information are complete, click on the Submit link. 8. Then, you ll have to return to Approve Transactions to approve the transaction. PAYMENT RECEIPT 1. To record transactions related to payment receipt, click on transactions menu on the left and click on Receive Payment. 2. Enter all required information and select appropriate account for debit and credit of the transaction. 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 8
3. You can attach document as reference by clicking on Choose File link. 4. You can choose payment type With Invoice or Outstanding Balance. For payment With Invoice, system will calculate payment amount based on issued invoice. If the payment amount is sufficient, the invoice will automatically be taken our from the invoice list. 5. After filling in all required information, click on the Submit link. You can refer to the following picture for further detail. Select related invoice Transaction date Receipt information Payment method Enter overall total for debit and credit. Ensure the total for debit and credit are balance. Select associated project (If any) Click on this button Picture to enter 8.8: transaction Receive Payment 7. When all information are complete, click on the Submit link. 8. Then, you ll have to return to Approve Transactions to approve the transaction. CREDIT NOTE ISSUANCE 1. To carry out credit note issuance transactions, click on transactions menu on the left and click on Issue Credit Note. 2. Enter all required information and select appropriate account for debit and credit of the transaction. 3. You can attach document as reference by clicking on Choose File link and select the document. 4. You can also select project associated to the transaction (if any). 5. Select invoice related to the credit note. 6. After filling in all required information, click on the Submit link. 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 9
Transaction date Click and select invoice Transaction amount Select file/document Select associated project (If any) Click on this button to enter transaction Picture 8.9: Issue Credit Note DEBIT NOTE RECEIPT 1. To carry out debit note receipt transactions, click on transactions menu on the left and click on Receive Debit Note. 2. Enter all required information and select appropriate account for debit and credit of the transaction. 3. You can attach document as reference by clicking on Choose File link and select the document. 4. Select invoice related to the debit note. 5. You can also select project associated to the transaction (if any). 6. After filling in all required information, click on the Submit link. 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 10
Click and select Transaction date Transaction Select file/documen Select associated project (If any) Click on this button to enter transaction Picture 8.9: Receive Credit Note 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 11
OTHERS 1. To carry out other transactions, click on transactions menu on the left and click on Others. 2. This transaction can help you to be more flexible in running your business which may be required in some cases. You can also make transactions from any required account. Transaksi ini membolehkan anda membuat urus niaga dengan lebih flexibliti yang mungkin diperlukan dalam kes-kes tertentu. Anda boleh membuat transaksi dari mana-mana akaun yang diperlukan. Please be reminded that you will need to have the knowledge in accounting to prevent any confusion or errors 3. Enter all required information and select appropriate account for debit and credit of the transaction. 4. You can attach document as reference by clicking on Choose File link and select the document. 5. You can also select project associated to the transaction (if any). 6. After filling in all required information, click on the Submit link. Payment voucher number Transaction description Enter overall total for debit and credit. Ensure the total for debit and credit are balance. Click on this button to enter transaction Picture 8.10: Other transactions 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 12
9.3 IMPORT TRANSACTIONS Integration between OfficeCentral Accounting and other modules in OfficeCentral such as payroll and finance allows users to easily manage the office. Users can record payroll transaction (claim, advance, payroll, income tax, and statutory payment) by taking the amount and information from other modules in OfficeCentral. WHY? This will ease you and save your time without hacing to repeatedly enter the data for accounting purposes. HOW TO ACCESS To access this module, you will have to go to menu on the left and click on Import Transactions menu. HOW TO IMPORT PAYROLL TRANSACTION 1. Only finalized payroll adte can be imported to accounting system. 2. To access this site, click on the transaction menu on the left and click on Import Transactions then click on Payroll menu. 3. For example, if user has process payroll for a particular month and payroll have been finalized, user can record the transcations in OfficeCentral Accounting. This site will display all finalized payroll. 4. To import payroll, first you will have to select the related month and year. Then, the finalized payment and yet to be imported to accounting system will be displayed. 5. Click / on the name to be imported and next click on Calculate Values to calculate the amount. 6. Next, you will have to select the debit and credit account for payroll, EPF, SOCSO, etc. 7. Then, select the transaction date. 8. Click on Submit link to enter the transaction. 9. You may refer to the next page for example for enter the transaction. 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 13
Select payroll month Calculate values Select suitable account Transaction date Click to Picture 8.11: Importing date from Payroll module submit transaction HOW TO IMPORT CLAIMS TRANSACTION You can also import claim transactin from accounting module as follows: Import various types of claim 8.12: Import Claim transaction Picture Select the related account for debit and credit 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 14
9.4 TRANSACTION APPROVAL After any transactions, the transaction needs to be approved to prevent error. Only approved transactions will appear in any reports produced by OfficeCentral system. HOW TO ACCESS To access this module, you will need to go to menu on the left to click on Approve Transactions menu. APPLICATION 1. You can search for specific transaction by selecting the transaction date (select Date From and Date To in the search field at the top of the page). 2. Identify transaction to be approved and click the green icon at the right of each transaction. 3. To reject a transaction, click the cross icon in red. 4. To correct a transaction, click the white paper and pen icon. Accounting report will be generated automatically when a transcation is approved. Approved Rejected Picture 8.13: Approve / Reject transaction Click to edit transaction. 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 15
9.5 DEBTORS AND CREDITORS 1. You can find Debtors dan Creditors menu on the left side of the page where users can view the information of their debtors and creditors. 2. Available listing types under this menu, for both debtors and creditors, are Statement, Ledger, and Aging Trend. 3. Use the Search option at the top of the page to get the desired view. Picture 8.14: Creditor Aging Trend 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 16
9.6 ACCOUNTING REPORT OfficeCentral Accounting allows users to generate report by selecting the criteria in the Search option. HOW TO ACCESS To view accounting report, click on Accounting Reports on the left menu and select the report type to be generated under the sub-menu listing. APPLICATION 1. To view accounting report, click on Accounting Reports on the left menu and select the report type to be generated under the menu list. 2. Use the Search option at the top of the page to obtain the required accounting reports. 3. Among reports that can be generated are Trial Balance, Balance Sheet, Profit and Loss, General Ledger, etc. 4. The report can be imported to PDF, Excel, or Word by clicking the appropriate link. Picture 8.15: Example of Trial Balance report 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 17
9.7 DASHBOARD OfficeCentral Accounting also provides dashboard which contains charts and graphs relating to company s financial position and also accounting to ease the company to view the data as a whole. HOW TO ACCESS To view the dashboard, click Dashboard on the left menu and select type of report to be viewed. APPLICATION 1. Click on Dashboard to view Financial Dashboard, Main Dashboard, Profit & Lost, Profit & Lost (Cumulative), Aging, Budget, Balance Sheet, and Trend. Picture 8.16: Financial Dashboard Picture 8.17: Profit and Loss 2015 - Authentic Venture Sdn Bhd. All Rights Reserved. 18