OfficeCentral V2 Introductory Training V1R0

8/12/2019 OfficeCentral V2 Introductory Training V1R0

1/126

OfficeCentral Introductory Training

Training Module for OfficeCentral V2


2/126

Module Information

Module Information Module No. OC2

Title: OfficeCentral V2 Introductory Training

Type: Skills

Target Audience Manager(s) and Administrator(s) level at SME Companies for

department Operations, Human Resources, Finance, Accounting,

Sales & Marketing

Must have minimum of basic knowledge in using computer, internet

and email. Performance Objective

Given the appropriate tools, the trainees will be able to operate,

configure and manage their companys OfficeCentral account.


3/126

Trainer Preparation Make sure that all trainees have access to the system.

Make sure that the trainers system version is the same as thetrainees

Make sure that the LCD Projector is turned on to the correct

settings. Prerequisite Modules

No prerequisite modules is required.

Procedure for Training Delivery Trainer starts the training session in a training room

Trainer demonstrates how to use the system based on modules

Trainee follows trainer on how to use the system based on moduleson own PC (or shared PC based on training room settings)

Trainer and trainee debrief the training session


4/126

Notes/Purpose The training is normally conducted in a training room with

each trainee has access to the system either via internet or via

LAN, but can also be carried out with 2 trainees sharing one

PC.

Author(s)

Ahmad Fauzul Adzim Mohd Fadzil, Certified Trainer

Khairun Nisa Aziz, Chief Operating Officer

Approval Aisya Aziz, Project Manager

Ir Aziz Ismail, Chief Executive Officer


5/126

Content

Settings Human Resources Management

Payroll Management

Accounting

Finance

Customer Relationship Management


6/126


7/126

Settings > Company Profile

Firstly, you will need to setup the Company Profile.

Go to Settings and choose Company Profile

Fill up the form. Basic InformationThis will be used in invoicing and any

documents to be sent to clients

Contact Person InformationThis is used as main contactperson for OfficeCentral purposes.

AddressThis will be used in invoicing and any documents to besent to clients

Financial InformationThis will be used to generate statutoryforms in Payroll

Additional InformationExtra information to be supplied. Notcompulsory. LogoUser can upload companys logo which will be used in

invoicing, payroll slip, etc.


8/126

Settings > Settings

Then, you need to do settings for: Departments

Locations Designations

Job Classifications

Public Holidays The dates listed in this is considered as paid holiday(s)

State Holidays The dates listed in this is considered as paid holiday(s)

In the Settings module, click Settings and choose the itemneeded. Click Add to add new item Click Edit to edit the selected item

Click Delete to delete the selected item


9/126

Settings > Account

On this page,you will be able to modify email address andalso password.

Once email address is modified, any new notifications will

be sent to the new email instead of the old one.

Please fill in the new email correctly to ensure allnotifications are sent to the correct email address.


10/126

Settings > Users

On this page, you will be able to view the list of userswithin your company.

Click Add to add new item

Click Edit to edit the selected item

Click Delete to delete the selected item To add new user, you will need to create new staff first

since each user need to be linked to staff.

One staff can have multiple users although this is not

encouraged to avoid confusion.


11/126

Settings > License Credit

This page is license credit management for OfficeCentral. On this page, you will be able to see the number of

licenses that you have left in your account.

The Expiry Date:The date when any license credits not

utilized will expire. Therefore, all credits need to be usedbefore this date.

Start of Cycle: This is the cycle date when the billing will be

generated. This billing will deduct license credit from the

available license credits in your account.

If no license credit is available or the license credit is not sufficient,the user will need to pay the billing generated within 7 days from thebilling date, upon which, the system will be disabled and no longeraccessible until payment is received.


12/126

Settings > Group Level Monitoring

Group Level Monitoring allows multiple companies to belinked as parent-child companies.

This is not covered under this trainings syllabus.


13/126


14/126

Staffs > Add New Staff

On this page, you will be able to add new staff. This isimportant before starting to use any other operationsfunctions in OfficeCentral.

Please fill in the data correctly.

Date Joined is important as this will be used to calculate leave

entitlement and also salary if the staff has just newly joined thecompany.

Supervisor: The first approver for leave, claims, etc will be thissupervisor. However, this can be modified later in the Approverssection.

Job Classification: This is also important especially if you havedifferent leave entitlement settings for different job classification. Thestaffs leave entitlement will follow the settings for his/her jobclassification.


15/126

Set Approver

This page basically gives Admin the power set the defaultapprover for all items (Leave, PV etc)

For example if you set Staff A for first level and Staff B for

second level, all staff will have Staff A and Staff B as

approver If you want to customize approver for staffs, you can go

to edit staff page. There will be a tab to configure

approver.


16/126

Leave Management

Flow for using Leave Management system is as followed: Configure Leave Type (be careful with the settings such as

enable carry forward, prorate allocation and so on)

Create Leave Entitlement Default for all Classification andnumber years of Serving. Make sure there is no gap for number

of years of serving (eg Executive 0-2 years, Executive 2-5 years

and so on)

Create Leave Entitlement for staff (Leaves > Leave Entitlements

> Add New)

You can reprocess if needed (if there is mistake) (Leaves >Leave Entitlements > Reprocess)


17/126

Leave Management

Leave Application Apply Leaveis used by staff and admin to apply leave for

themselves. Minimum days to apply rule will have to be comply.

Apply Leaves for Staffis used by admin to record staff leave.This is maybe due to staff cannot access the system or to

record past leave as this page bypass minimum days to apply

rule.

Leave Approval

Approval will be done by appointed supervisor as configure inStaff Management (Leaves > Approve Leaves)

Alternatively, admin can approve leave (Leaves > All Leaves)


18/126

Movements

Movement forms are used to record staff movements inand out the office (meetings, personal purpose, etc)

Can be attached to claims


19/126


20/126

Payroll Management

Flow in using payroll Configure settings (currency, bank, adjustment)

Configure payroll group

Payroll profile for all staff

Record adjustment (if required) Process payroll


21/126

Payroll Settings

Banks Configure banks used to pay staff (if more than one, you must

add all, eg Bank Islam, CIMB etc)

Currencies Configure currencies used to pay staff (if more than one, you

must add all, eg Malaysian Ringgit, Indonesian Rupiah etc) Payroll adjustment

Payroll adjustment is used to record any adjustment be itadditional earning such as Fuel Allowance or deduction such as

Advances When adding new adjustment, make sure you specify whether

it is a deduction or not by ticking the is deduction checkbox

Also make sure the statutory contribution setting is correct


22/126

Payroll Groups

Payroll groups are used mainly to determine salarycalculation settings

If your company more than one ways of calculating salary

(eg overtime staff and normal working hours staff), you

will need to add more than one payroll group Item you need to specify in this settings are

Working days a month

Working hours per day

Overtime calculation (multiplier/fixed value)

This settings will influence your salary processing, so it is

crucial you put in the correct value


23/126

Payroll Profiles

You have to configure payroll profile of each staff beforeyou can process payroll

Payroll profile is staffs salary info such as (basic salary, epf

contribution and so on)

To do this (Payroll Profiles > Click payroll profiles link toright column > Fill in all the information)

You have to repeat this step for all staff in order to

process their salary


24/126

Adjustment

This page basically allows you to add adjustment suchadditional earning and deduction

To add new purpose go to adjustment purpose under

settings

Specify staff name then put in the date effective andexpire. Make sure the dates are aligned with your salary

cutoff.

Calculation type can either be fixed value (you will need

to put in the amount), or percentage for basic or grosssalary


25/126

Process Salary

Make sure you have record all adjustment for staff Select the month, year and pay run

Put in the salary date (start and cut off)

Click on import overtime and unpaid leave if required

(alternatively you can key in yourself) Select all staffs you want to process by checking the

checkbox

Click process


26/126

Salary Slips

Mistake on salary slips If you notice mistake on salary slips such as missing adjustment, you

can just add the adjustment and process again for the staff.

The old one will replace by the new one.

You may also remove the slip then process again

Finalizing salary slips Finalizing is done when the salary is final and no changes are required

anymore.

By going to all salary slips page, you will see finalize link on therightmost column

Printing salary slips Can be done by admin or staff. Import to PDF and print the slips.

Staff will only see their on slip, while admin will be given the ability toprint everyones salary slip


27/126


28/126

Accounting Process

DefineAccounting

Period

Chart ofAccount

InsertAccountingTransactions

ApproveTransactions

GenerateAccounting

Reports


29/126


30/126

Setup Chart of Account

We have pre-built standard 3 levels of Chart of Account

for you.

Level 1 and Level 2 have been pre-built

You can define accounts at the third level.


31/126

First level

Second Level

Add new account

*User can only add third

level accounts

Delete selected

account

*User can only delete

third level accounts that

do notcontain anytransactions.


32/126

Lets try adding accounts!

1ststep: Click on Creditors(Account Code: 3-01/0000)

2ndstep: Click Add


33/126

3rdStep: Fill in the

Account information

Account Name (Will be shown inside

Chart of Account and used throughout the

system.

The Opening Balance of the Account Created


34/126

Sample Account For Creditors

Creditors Information

Company Name: Authentic Venture Sdn Bhd

Opening Balance Debit: 0

Opening Balance Credit: 0


35/126

Add more accounts

Current Asset

Bank Account

Maybank Berhad

CIMB Berhad

Debtors

Universiti Putra Malaysia

Inventory

Cakes

Cookies

Deposits

Shop Rental


36/126

Add more accounts

Fixed Asset

Vehicles

Transport Van

Computers

Desktops


37/126

Add More Accounts

Current Liability Creditors

MamaIvan Enterprise

Credit Card

Asnah Credit Card

Wages Payable

Store Staff

Employment Expenses Payable

EPF

SOCSO

PSMB

PCB

Accruals

Staff Claims

Amount Due to Directors

Nur Asnah bt Ashaari

Hire Purchase Payables

Transport Van


38/126

Add More Accounts

Revenue Accounts

Sales Revenue

Cakes

Cookies


39/126

Add More Accounts

Overhead Rent Expense

Office Rental

Office Expense

Photocopy

Utilities Expense Electricity

Water

Marketing

Brochures Printing


40/126


41/126

Transaction Date

Transaction date This date is used to create the

accounting reports


42/126

Issue Invoice

Use this Transaction method if you issue invoice to

another entity

The system will automatically filter out the accounts that

is related to Issue Invoice activity.


43/126

Issue Invoice

Choose Debtors

Choose Sales Revenue

Account


44/126

Receive Invoice

Use this Transaction method if you receive an invoice

from another entity


is related to Receive Invoice activity.


45/126

Receive Invoice


46/126

Issue Payment

Use this Transaction method if you issue payment to

another entity


is related to Issue Payment activity.


47/126

Issue Payment Can choose invoicethat has been keyedinto the system via

Receive Invoice


48/126

Receive Payment

Use this Transaction method if you receive payment from

another entity


is related to Receive Payment activity.


49/126

Receive Payment

Can choose invoice

that has been keyedinto the system

using Issue

Invoice


50/126

Need to do other types of transactions?

Select TransactionsOthers

All accounts are available for transactions

Please use this type of transaction only if you know which

accounts to debit and credit to ensure the accounting

reports generated are correct.


51/126


52/126


53/126

Import Payroll Transactions

Only finalizedpayroll data can be imported into

Accounting system


54/126

Select salary month

Select appropriate

accounts

Calculate total value

Click submit to import transactions


55/126

Import Claims Transactions

Only approved (approved at all levels) claims can be

imported into accounting.


56/126

Import Claims Transactions

Importmultiple claims

data


57/126

Import PV Transactions

Only Approved for Payment PV can be imported

into Accounting.


58/126

Import PV Transactions

Click this button to import into accounting

Click this button to remove the PV from the list (irreversible!)


59/126

Next

Click Import This to extract the information

Select the appropriate

accounts for

debit/credit

Automatically get

data from the PV

information


60/126


61/126

Approve Transactions

Click to approve

Click to reject


62/126

Accounting Reports

Accounting reports areautomatically generated once

the transactions areapproved.


63/126


64/126

CRM > Selections

In OfficeCentral CRM, you are able to customize the

selections to suit your CRM needs.

To do this, please click on Settings and choose

Selections


65/126

How to create new selection

Click the Add button to create new selection.

Click here to add new base selection entity

Click here to

edit the selected

item

Click here to delete the

selected item.

Please be careful, this step

is irreversible!


66/126

How to create new selection

You can define thename of the new

selection and alsothe type such asAccount Type, Lead

Source and more.


67/126

Pricebook Categories

In OfficeCentral CRM, you are able to customize the

pricebook categories to suit your CRM needs.

Pricebook categories are the categories of products or

services that you offer to your customers.

To do this, please click on Settings and choosePricebook Categories


68/126

How to create new pricebook category

Click the Add button to create newpricebook category.

Click Edit to modify the selected item

Click Delete to delete the selected item


69/126

How to create new pricebook category

You can define the

name and the

description of the

new pricebook

category.


70/126

CRM > Key Performance Indicator (KPI)

This module is to assess individual salespersons capability

to achieve their set target.

In order to produce correct report, the company needs

to encourage the salespeople to actively use

OfficeCentral CRM in their daily process such asrecording new lead, preparing quotation and more.

How to set Key Performance Indicator(s) for


71/126

y ( )

my staffs?

Once you are in OfficeCentral CRM Module, click onthe Salespeople KPIs to view their KPI details or to

update their KPIs.

Click Details to view the selected persons KPIs

Click Update KPI to update the selected persons KPIs


72/126

What kind of KPIs can I set for my staff?

You can set the following:

Annual and Monthly target for:

Leads

Will be calculated based on the number leads assigned to the selected staff.

Accounts

Will be calculated based on the number accounts assigned to the selected staff.

Meetings

Will be calculated based on the number meetings attended by the selectedstaff.

Potentials

Will be calculated based on the number potentials assigned to the selectedstaff.

Sales

Will be calculated based on the number sales generated by the selected staff.


73/126

Where to view my staffs KPI records?

Click on Key Performance Indicators andchoose KPIs Records

On this page, you will be able to view the

salespersons KPIs for specific dates.

What is the difference between


74/126

Price Book and Inventory?

Price Book is where you list down all your products andservices and also the pricing.

Inventory is to track inventory transactions, such as

adding inventory when new stock comes in or reducing

inventory when you deliver your product. Price Book Item which is marked as Unlimited will not

have inventory tracking. Normally, services are marked as

Unlimited.


75/126

Create New Price Book Item

Click on Add New button to create new price bookItem.

Unit:Example; kg, per user, per dozen, etc.

Price Per Unit: Price charged per unit in Unit.

Commission Percentage: Commission given tosalespeople. This is used to calculate commission.

isAvailable:Available to be sold. If this is not checked,the item is unavailable and will not show up in list whencreating quotations, etc.

isUnlimited:If this is checked, this items inventory willnot be tracked. Normally, services are marked asUnlimited.


76/126

Create New Inventory Transaction

Click on Add New button to create newinventory transaction.

Pricebook:Select the pricebook item.

Location: Select the location this inventory

transaction will affect. Number Of Units: Put a positive number to add

inventory or negative number to reduce inventory.

Cost Price Per Unit:If this is adding new inventory,

please also put in the cost price per unit to trackthe inventorys items pricing.


77/126

CRM > Contact Book > What are Leads?

Leadsare sales opportunities (either companies or

individuals) that are gathered from various sources. This iswhere sales process begins.

They do not qualify as sales potentials (just yet!). There

are no current or past relationships history with theLeads.

Leadscan be upgraded to accounts once you are in

contact with them and there are sales opportunity

present with them.


78/126

How to add new Leads?

Once you are in the CRM module, click on the tab

Contact Book, hover on the Leads selection

and choose Add New

You will be redirected to the Create New Lead

page where you can add new lead.


79/126

What can I do with a lead?

You can add note to alead to track leadsinformation

You can record a phonecall made to a lead

You can send an email to

the lead viaOfficeCentral

To do this, click onDetails on the List ofLeads page.


80/126

Leads Management

On the List of Leads page, you will be able toview the leads available.

Filter leads based on your selection requirement

Select leads by checking the checkbox on the left hand side.

Click on this button to send

email to the selected leads

Click on the link to view thedetails of the lead, to edit the

leads information or to delete

the lead. Any deletion is

IRREVERSIBLE!

You are able to know

when is the last

update/contact done

for the selected lead.


81/126

What are Accounts?

Accountsare companies (or individuals) that have

genuine sales opportunity. They may be your past clients,clients, or they may also be your potential clients.

From Leads, once you have been in contact with the

person and there are sales potentials present during yourcontact with them, they should be upgraded to

Accounts.

Note: Accountsare YOUR clients. Most of the time,

Accountsare companies. Depending on your business,

Accountsmay also be individuals.

How to add new Accounts?


82/126

How to add new Accounts?

Once you are in the CRM module,

click on the tab Contact Book,

hover on the Accounts selection

and choose Add New

You will be redirected to the

Create New Account page

where you can add new account.

You can also create new account by


83/126

upgrading Lead.

To do this, you will need toview Lead details.

On the right hand side, you

are able to see the buttoncall Convert to Account.

Click this button to

convert this lead to anaccount and contact.

Click on this

button to

convert thislead into an

account.

h d h


84/126

What can I do with an Account?

You can add note to an account

You can send an email to an account

You can add contacts, potentials and meetings to an

account

You can create new quotations, order acceptances,delivery orders, invoices and receipts to an account

h


85/126

What are Contacts?

Contactsare individuals that you are in contact with

related to the Accountsyou have.

They are the representative(s) of the Accounts(i.e.

companies). You may have multiple Contactsin an

Account.

Note: Since Accountsmay be individuals, Contactsmay

be additional contacts aside from the customer.

How to add new Contacts?


86/126

How to add new Contacts?

Once you are in the CRMmodule, click on the tabContact Book, hover onthe Contacts selectionand choose Add New

You will be redirected tothe Create New Contactpage where you can addnew contact.

A contact must always beattached to an Account.

You need to select the

account that this contact

attaches to.

Wh I d i h C ?


87/126

What can I do with a Contact?

You can add note to acontact.

You can send an email toa contact.

You can record a phone

call made to a contact. You can record a meeting

done with a contact.

Any information added toa contact will also updatethe contact history with

its attached account.

Wh t P t ti l ?


88/126

What are Potentials?

Potentialsare the sales opportunities that the Account

presents to you.

For example; if you own a furniture company and a

person would like to buy 2 desks and 4 chairs from you,

the Potentialsare the 2 desks and 4 chairs.

H t dd P t ti l ?


89/126

How to add new Potentials?

Once you are in the CRMmodule, click on the tabContact Book, hover on

the Potentials selectionand choose Add New

You will be redirected tothe Create New Potentialpage where you can add

new potential. A potential must always be

attached to an Account.

You need to select the

account that this potential

attaches to.

Wh t I d ith P t ti l?


90/126

What can I do with a Potential?

You can add note to apotential in order tokeep track of the

potentials progress.

P t ti l M t


91/126

Potentials Management

On the List of Potentials page, you will be able

to view the potentials available.

Filter potentials based on your selection requirement

Click on the link to view the details of the potential, to edit the

potentials information or to delete the potential. Any deletion is

IRREVERSIBLE!

You are able to know when is the last

update/contact done for the selected

potential.

CRM C i ti


92/126

CRM > Communications

In the Communications module, you will be able to create

meetings and record phone calls to Contacts.

These communications will automatically be attached to

the Contacts Account, ensuring all communications are

recorded correctly.

H t C t N M ti ?


93/126

How to Create New Meeting?

Click on Communications,select Meetings and clickAdd New

Fill in the meeting details.

A meeting must be attached

to a Contact. By creating a new meeting, it

will also automaticallygenerate new movement inHRMS, reducing hassle!

Alt ti W t C t N M ti


94/126

Alternative Way to Create New Meeting

Do you know you can also create new meeting by going

to Contacts, choose Details and click on AddMeeting in the Actions box?

Click here to add new meeting

Ho to record ne Phone Call?


95/126

How to record new Phone Call?

Click onCommunications,select Phone Call andclick Add New

Fill in the phone calldetails.

A meeting must beattached to a Lead or a

Contact.

Alt ti W t C t N Ph C ll


96/126

Alternative Way to Create New Phone Call

Do you know you can also create new meeting by going

to Contacts, choose Details and click on Record APhone Call in the Actions box?

Click here to add new phone call

CRM > I i i > I i i P Fl


97/126

CRM > Invoicing > Invoicing Process Flow

QuotationOrder

AcceptanceDeliveryOrder

Invoice Receipt

Quotations


98/126

Quotations

What are Quotations?

Quotation is a document that you send to your potentialcustomers to give the price of your product(s) that your

potential customers are interested in.

In OfficeCentral, you can create quotations for your

customers efficiently!

Create New Quotation


99/126

Create New Quotation

Go to Invoicing, select Quotations and

choose Add New

Select the Account which you are creating

the quotation for and also the Contact related

to the Account.

Fill in all the other fields as required. You canadd the quotation items details after you click

the button Create.

Create New Quotation Item


100/126

Create New Quotation Item

On this page, you will be able to

select item(s) from pricebook or

add item(s) as needed.

You can add multiple item(s)

in one Quotation.

View Quotation Details


101/126

View Quotation Details

Once the quotation has been created, you willbe able to view the quotation details.

List of Quotations


102/126

List of Quotations

Details: To view the quotation details

Edit: To modify the quotation information and items

Delete: To delete the quotation

Finalize: To finalize the quotation, which means that this quotation can no longerbe modified.

Generate Order Acceptance: To generate Order Acceptance automaticallybased on the quotations information.

Order Acceptances


103/126

Order Acceptances

What are Order Acceptances?

Order Acceptance is similar to Purchase Order whereby thecustomer can sign on the Order Acceptance to show that they

agree to the order and would like to place the order.

By using Order Acceptance, your customer does not have to

prepare a Purchase Order. However, if your customer preparesone, you can still record the Purchase Order number as

reference inside Order Acceptance by putting in the Purchase

Order number inside the Reference Number when creatingOrder Acceptance.

Create New Order Acceptance


104/126

Create New Order Acceptance

Go to Invoicing, select Order Acceptance and

choose Add New

Select the Account which you are creating the

Order Acceptance for and also the Contactrelated to the Account.

Fill in all the other fields as required. You can add

the Order Acceptance items details after you click

the button Create.

Create New Order Acceptance Item


105/126

Create New Order Acceptance Item

On the next page, similar to Create NewQuotation Item, you will be able to create new

Order Acceptance Item.

Multiple items can be added in one Order

Acceptance.

View Order Acceptance Details


106/126

View Order Acceptance Details

Once the order acceptance has been created,you will be able to view the order acceptancedetails.

List of Order Acceptances


107/126

List of Order Acceptances

Details: To view the Order Acceptance details

Edit: To modify the Order Acceptance information anditems

Delete: To delete the Order Acceptance Finalize: To finalize the Order Acceptance, which means

that this Order Acceptance can no longer be modified.

Generate Delivery Order: To generate Delivery Order

automatically based on the order acceptancesinformation.

Alternative Way to Create Order Acceptance


108/126

Alternative Way to Create Order Acceptance

If you have given a quotation to a customerpreviously and the customer agrees to thequotation, instead of doing the Order Acceptancefrom scratch, you can do the following: Go to List of Quotations

Find the quotation that the customer has accepted

Click on Generate Order Acceptance

This will automatically generate Order Acceptancewith exactly the same items as per the selectedquotation. However, user has the ability to modifythe Order Acceptance if it is required.

Delivery Orders


109/126

Delivery Orders

What are Delivery Orders?

Delivery Order is a document which is usually sent along withdelivery or goods/services.

Customers usually sign off Delivery Order as indication ofreceiving the goods/services. This document is also used for

them to check whether all items in the order have beenreceived.

They can also include comments in the Delivery Order if any

of goods/services rendered are defective, etc.

Create New Delivery Order


110/126

Create New Delivery Order

Go to Invoicing, select Delivery Order andchoose Add New

Select the Account which you are creating theDelivery Order for and also the Contact related

to the Account. Fill in all the other fields as required. You can add

the Delivery Order items details after you clickthe button Create.

Create New Delivery Order Item


111/126

Create New Delivery Order Item

On this page, you will be able to select item(s)from pricebook or add item(s) as needed.

You can add multiple item(s) in one Delivery

Order.

View Delivery Order Details


112/126

View Delivery Order Details

Once the delivery order has been created, youwill be able to view the Delivery Order details.

List of Delivery Orders


113/126

List of Delivery Orders

Details: To view the Delivery Order details

Edit: To modify the Delivery Order information and items

Delete: To delete the Delivery Order

Finalize: To finalize the Delivery Order, which means that this Delivery Ordercan no longer be modified.

Generate Invoice: To generate Invoice automatically based on the DeliveryOrders information.

Alternative Way to Create Delivery Order


114/126

Alternative Way to Create Delivery Order

If you have given an order acceptance to a customerpreviously and the customer agrees to the orderacceptance, instead of doing the Delivery Orderfrom scratch, you can do the following: Go to List of Order Acceptances

Find the order Acceptance that the customer hasaccepted

Click on Generate Delivery Order

This will automatically generate Delivery ORderwith exactly the same items as per the selected

Order Acceptance. However, user has the ability tomodify the Delivery Order information if it isrequired.

Invoices


115/126

Invoices

What are Invoices?

Invoice is the document to get payment from your customer.Invoice can be linked to Order Acceptances and also Delivery

Orders.

Create New Invoices


116/126

Create New Invoices

Go to Invoicing, select Invoices and choose

Add New Select the Account which you are creating the

Invoice for and also the Contact related to theAccount.

Fill in all the other fields as required. You can add

the Invoices items details after you click thebutton Create.

Check the Proforma Invoice checkbox if this is aProforma Invoice (The customer does not owemoney to the company until they accept the

invoice. The company will not ship thegoods/services until payment is received.)

Create New Invoice Item


117/126

Create New Invoice Item


You can add multiple item(s) in one invoice.

View Invoice Details


118/126

e o ce et s

Once the invoice has been created, you will beable to view the invoice details.

List of Invoices


119/126

Details: To view the Invoice details Edit: To modify the Invoice information and items

Delete: To delete the Invoice

Finalize: To finalize the Invoice, which means that this

Invoice can no longer be modified.

Generate Receipt: To generate Receipt automatically

based on the Invoices information.

Alternative Way to Create Invoice


120/126

y

If you have given an order acceptance to a customerpreviously and the customer agrees to the orderacceptance, instead of doing the Invoice fromscratch, you can do the following: Go to List of Order Acceptances

Find the Order Acceptance that the customer has

accepted Click on Generate Invoice

This will automatically generate Invoice with exactlythe same items as per the selected OrderAcceptance.

However, user has the ability to modify the Invoiceinformation if it is required.

Receipts


121/126

p

What are Receipts?

Receipt is a document to show that a payment has beenreceived from the customer. A receipt can be linked to an

invoice.

Create New Receipt


122/126

p

Go to Invoicing, select Receipt and choose AddNew

Select the Account which you are creating the

receipt for and also the Contact related to the

Account. Fill in all the other fields as required. You can add the

receipt items details after you click the button

Create.

Create New Receipt Item


123/126

p


You can add multiple item(s) in one receipt.

View Receipt Details


124/126

p

Once the receipt has been created, you will beable to view the receipt details.

List of Receipts


125/126

p

Details: To view the Receipt details Edit: To modify the Receipt information and items

Delete: To delete the Receipt

Finalize: To finalize the Receipt, which means that thisreceipt can no longer be modified.

Alternative Way to Create Receipt


126/126

y p

If you have given an invoice to a customerpreviously, instead of doing the Receipt from scratchafter you have received payment, you can do thefollowing: Go to List of Invoices

Find the Invoice

Click on Generate Receipt

This will automatically generate Receipt withexactly the same items as per the selected Invoice.However, user has the ability to modify the Receiptinformation if it is required.

Documents

OfficeCentral V2 Introductory Training V1R0