officecentral...officecentral usermanual–english ©2020-authenticventuresdnbhd. ... officecentral...

0

OFFICECENTRALUSER MANUAL – ENGLISH

© 2020 - Authentic Venture Sdn Bhd.

AUTOMATED ACCOUNTING

© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 1

Table of Contents

INTRODUCTION...............................................................................................................................................................2

AUTOMATION CRM TO ACCOUNTING...........................................................................................................................3

1.0 GLOBAL CONFIGURATIONS SETTINGS (ROLES)..................................................................................................... 4

1.1 UPDATE ROLES...................................................................................................................................................4

1.2 SETTINGS – BANKS.............................................................................................................................................6

2.0 SETTINGS - ACCOUNTING......................................................................................................................................5

2.0 OTHER MODULES TO ACCOUNTING SETTINGS.................................................................................................5

3.0 GLOBAL CONFIGURATIONS SETTINGS (ROLES)..................................................................................................... 6

3.1 SETTINGS – BANKS.............................................................................................................................................6

4.0 CONFIGURATIONS - CRM...................................................................................................................................... 8

4.1 BASE SELECTIONS ENTITIES............................................................................................................................8

4.2 PRICEBOOKS CATEGORIES & PRICEBOOKS......................................................................................................11

5.0 FINANCE MODULE...............................................................................................................................................19

5.1 EXPENSE CATEGORIES..................................................................................................................................... 19

6.0 HRMS MODULE................................................................................................................................................... 24

6.1 DEPARTMENTS................................................................................................................................................ 24

6.0 PAYROLL MODULE...............................................................................................................................................31

6.1 PAYROLL SETTINGS..........................................................................................................................................31


INTRODUCTION

OfficeCentral is a system which uses the internet cloud-based software covering important modules to

manage a company which includes HRMS, Payroll, Accounting, Customer Relationship Management

(CRM), Procurement and Point-of-Sale (POS).

OfficeCentral is a web application specially designed for small and medium companies to help them

manage their company easily and smoothly.

Online help

We have prepared online help to assist you in learning to use OfficeCentral online. A special website for

support purposes as follow:

Help Center:

http://bantuan.OfficeCentralCloud.com (Malay)

http://help.OfficeCentralCloud.com (English)

Contact us

Authentic Venture Sdn. Bhd. (470336-H)

906B, Tingkat 2, Blok D

Kompleks Diamond, Bangi Business Park

43650 Bandar Baru Bangi

Selangor, Malaysia.

P: +603-8922 1493 / +603-8920 0672

E: [email protected]

If you need any assistance or have any inquiry related to OfficeCentral system, please contact us or email

to [email protected].

All rights reserved

©2020 - Authentic Venture Sdn Bhd. All rights reserved.

http://bantuan.officecentralcloud.com

http://help.officecentralcloud.com

mailto:[email protected]

mailto:[email protected]


AUTOMATION CRM TO ACCOUNTING

OfficeCentral has introduce new feature which is automation accounting for the following modules:

1. CRMmodule

a. CRM Delivery Orders

b. CRM Invoices

c. CRM Receipts

2. Procurement module

a. Received Invoices

b. Received Delivery Orders (Attached to the Received Invoices)

3. Finance Module

a. Staff’s Claims

b. Staff’s Advances

c. Payment Vouchers

d. Petty Cash Vouchers

4. Payroll Module

The transactions will automatically be created to Accounting module based on your Automated

Accounting settings.

This is a part of our innovation in OfficeCentral to help you increase your productivity, save time and

costs, and also ensure that you can generate your Accounting reports in much lesser time than

before!

You will be able to access this feature if you are a Flexi user (Can access all modules). To use this new

feature, there are a few setups need to be done. Let’s start!


1.0 GLOBAL CONFIGURATIONS SETTINGS (ROLES)

1.1 UPDATE ROLES

Before you can access to Accounting Settings, you have to update your roles.

1. Go to Global Configurations > Users and click on Role Groups.2. Choose which roles you want to edit if you have more than 1 roles. Click on Edit.3. After that, click on Accounting as picture below. After that, tick as #2, AUTOMATED

ACCOUNTING. After done, please click SAVE.

Once you have edited this role group, the user(s) related will need to logout and login back to the systemin order to be able to see the updated settings.


2.0 SETTINGS - ACCOUNTING

In settings, user can set for report, country rules and set other modules to accounting. In order to startusing the Automated Accounting, you will need to configure your accounting module to allow automaticcreation of Charts of Accounts and also transactions from other modules to Accounting module. This canbe set in Accounting model.

2.0 OTHER MODULES TO ACCOUNTING SETTINGS

1. To access this module, you can go to Accounting > Configurations > and click on Settings aspicture below:

2. Here the settings where you can configure the settings to auto import transactions from anothermodule. For now, system will auto import invoices and receipts only. This is suitable forcompany with no approval. Below is the explanation for each button:

Description:

Auto-create accounts in chart ofaccounts from other modules

If you add a new customer account in CRM, and you tick thissetting, system will auto create accounts in Chart ofAccounts.

Auto-create Accounting Transactionsfrom other modules

If you tick this setting, when you finalize the invoice orreceipt, system will auto create transaction in Accounting.

Auto-approve the auto-generatedaccounting transactions

If you tick this setting, when you finalize invoices or receiptsin CRM, it will auto approve the transaction.


3.0 GLOBAL CONFIGURATIONS SETTINGS (BANKS)

3.1 SETTINGS – BANKS

The following is where you can do the settings for banks.

Go to Global Configurations > Settings > Banks > View List

You will arrive to the following page:

Click Edit to modify the Bank’s information.

1.2 SETTINGS – BANKS

The following is where you can do the settings for banks.

Go to Global Configurations > Settings > Banks > View List



Click Edit to modify the Bank’s information.


Scroll to the bottom of the page, and select the Chart of Account of the selected Bank. Only Current Assets (BankAccounts) Accounts is listed to be chosen. Once done selected, click save.


4.0 CONFIGURATIONS - CRM

After setting up in your Accounting module, then, you need to setup in the CONFIGURATIONS in CRMModule. This can be done by Accounting Administrator. If you are a CRM administrator but not anAccounting administrator, you will not be able to view this option.

4.1 BASE SELECTIONS ENTITIES

The first setup is set the base selections entities section. It allows you to set your item category such as

Account Type, Lead Source and many more. For this automation, user only have to setup category for

Account Type. To setup, please follow the steps as follow:

1. Go to CRM > Choose on “CONFIGURATIONS” section.

2. Then select “BASE SELECTION ENTITIES” and click on “VIEW LIST”.

3. When you select “VIEW LIST”, you will see all information as per the following picture.

Description:

A Click on this button “Add” to add new selection.

B Click on this button “Edit” to edit the data.

C Click on this button “Delete” to erase the data. However, please note that data can only be erasedif it is yet to be used. Once used, it can’t be erased.

D This setting will show whether it mapping to accounting or not. This setting will show only forAccount Type.

A

B

C

D


4. Next, when you click on “ADD” base selection entities, you will go to the following page. This

setting for new user who do not use CRMModule.

5.

Description:

A Key in selection name.

B Choose type of selection. Information as follow:

Account Type: Type of account

Lead Source: Prospect source of information

Lead Status: Prospect status

Lead Type: Type of prospect

Potential Type: Type of Prospective/Potential/Opportunity

Potential Stage: Stage of Prospective/Potential/Opportunity

Task Status: Work status

C Please select chart of account (Debtors account) that you want to map in Accounting

Module. This is only applicable for base selection entities Account Type only.

Here, only Chart of Accounts with Debtors account type (Header) will be listed.

A

B

E

C

D


How does it work?

When you finalize an invoice, the system will check whether the Chart of Account for

the customer has been created or not. If not yet created/mapped, the system will

automatically create new Chart of Account and auto-map with the CRM account.

D Please select chart of account (Creditors account) that you want to map in Accounting

Module. This is only applicable for base selection entities Account Type only.

Here, only Chart of Accounts with Creditors account type (Header) will be listed.

How does it work?

When you finalize an invoice you received in Procurement, the system will check

whether the Chart of Account for the supplier has been created or not. If not yet

created/mapped, the system will automatically create new Chart of Account and auto-

map with the account.

E Click on this button to save the information.


4.2 PRICEBOOKS CATEGORIES & PRICEBOOKS

Next is you need to setup Pricebook Categories and Pricebook. Pricebook is the listing of productsavailable in the company along with the products information and pricing. Pricebook is connected toinventory and stocks.

4.2.1 PRICEBOOKS CATEGORIES

Second step is you have to set Pricebook categories and map it to Chart of Accounts.

1. To access this page, go to “CRM”, select “PRICEBOOKS”, select “PRICEBOOK CATEGORIES” andclick on “VIEW LIST”.

2. After you have clicked the button “VIEW LIST”. You will see this page.

Description:

A Click on “Add” button to add new category.

B Click on “Edit” button to update data.

C Click on “Delete” button to erase data. However, please note that data can only be erased if it isyet to be used. If used, if can’t be erased.

D Here will show whether Pricebook category has been mapped to Accounting. If it is mapped, youcan view the Chart of Account it is mapped to.

3. To add new category, please click “ADD”.

A CBD


EDIT PRICEBOOK CATEGORY

Descriptions:

A Please enter Pricebook Category name.

B Please enter description if any.

C In here, the system will list all the chart of accounts (Header and Detail) under Sales Revenue.

If you choose Header account, each time you create a new product, it will automatically create

a Chart of Account under the selected Chart of Account, and automap the product to that

B

A

C

D

E

F


newly created Chart of Account.

If you choose Detail account, each time you create a new product, it will automap the product

to that Chart of Account. It will NOT create new Chart of Account.

D In here, the system will list all the chart of accounts (Header and Detail) under Costs of Goods

Sold / Overhead.






E In here, the system will list all the chart of accounts (Header and Detail) under Inventory. This

is only applicable for products with inventory tracking.






F Tick in “Automap” existing pricebooks (this is only available during Edit), if you want to

automap all the existing pricebooks that you have created before this mapping.

4. After done please click the button “SAVE”.


4.2.2 PRICEBOOKS

Next, you can also view each individual pricebook mapping by going to Pricebook > View List > Details.

1. To access this page, go to “CRM”, select “PRICEBOOKS” and click on “VIEW LIST”.

2. After you have clicked the button “VIEW LIST”. You will see this page.

Description:

A Click on “Details” link to view the Pricebook’s details.

B Click on “Edit” link to edit the Pricebook’s deails.

A

B


Accounting Mapping view for selected pricebook:

A Click here to automatically map the selected pricebook for accounts that are not mapped yet.This will not overwrite any mapping that has been done previously.

The mapping will follow the Pricebook Category of the selected pricebook. If there is nomapping created for its Pricebook Category, no mapping will be created.

B Click here to automatically map the selected pricebook for all accounts. This will overwrite anymapping that has been done previously.

The mapping will follow the Pricebook Category of the selected pricebook. If there is nomapping created for its Pricebook Category, no mapping will be created.

A

B


The following are the Accounting Transactions that will be generated using the settings above:

No. Module Action(s) Required Accounting Transactions

1 CRM Invoice –Issue Invoice

Finalize Invoice Dt Debtor AccountCt Revenue Account

2 CRM Receipt –Issue Receipt

Finalize Receipt Dt Bank AccountCt Debtor

3 Procurement –Receive Invoice

Finalize ReceivedInvoice

Ct CreditorDt COGS / Overhead (for Pricebook with no inventory)Dt Inventory (for Pricebook with inventory)

4 CRM DeliveryOrder –GenerateDelivery Order

Finalize DeliveryOrder

Ct InventoryDt COGS/Overhead

Note: This is only applicable for pricebooks withinventory. No accounting transaction will begenerated for pricebook(s) without inventory tracking.

Accounting transactions will be generated when you finalize an invoice, or finalize a receipt in CRM.

Some example of Accounting transactions that are automatically generated:

1. Salesperson issue invoice


2. Finalize invoice

3. Automatically create accounting transactions

4. Create receipt -> Choose received in (Cash or bank)


5. Finalize Receipt

6. Automatically create transactions for Receipt


5.0 FINANCE MODULE

Next, we will go to Finance Module. Firstly, we need to do the accounting mapping settings for FinanceModule.

5.1 EXPENSE CATEGORIES

You can map the Expense Categories to Overhead Account.

Firstly, go to Finance Module > Configurations > Expense Categories > View List


Click “Edit” to modify the Expense Category’s information.


A

B

C


A In here, the system will list all the chart of accounts (Header and Detail) under Overhead.


a Chart of Account under the selected Chart of Account, and automap the expenses under the

Expense Category to that newly created Chart of Account.

If you choose Detail account, each time you create a new expense, it will automap the expenseto that Chart of Account. It will NOT create new Chart of Account.

B In here, the system will list all the chart of accounts (Detail only) under Overhead.

This will be used each time a user chooses Custom Expense in the Finance Module items.

C Click here if you would like to automap existing Expenses under this Expense Category based on

the settings you have selected in A and B. Only unmapped Expenses will be mapped.



1 Finance –Claims (withoutAdvance)

Approve Claims(Final LevelApproval)

Ct Staff’s ClaimsDt Overhead - Expense

2 Finance –Claims withAdvance


Transaction 1:

Ct Staff’s ClaimsDt Overhead – Expense

Transaction 2 (Advance Repayment):

Ct Staff’s AdvanceDt Staff’s Claims

2 Finance –PaymentVoucher

Approve PaymentVoucher (FinalLevel Approval)

Ct Bank AccountDt Staff’s Claims (if item is Claims)Dt Staff’s Advance (if item is Advance)Dt Overhead – Expense (if item is Payment Requisitionitem or Others)

3 Finance – PettyCash Voucher

Approve Petty CashVoucher (FinalLevel Approval)



The following are some of the example of transactions that are automatically generated in Accountingfrom Finance:

FINANCE - CLAIMS

1. Staff submit claims

2. Finance approve claims

3. Automatic create transactions


4. Pay Claims – Create Payment Voucher then approved PV

5. Automatic create transactions

FINANCE – ADVANCE

1. Staff submit advance

2. Approve advance


3. Pay – create PV to pay advance

4. Approve payment voucher

5. Automatically create transactions


6.0 HRMS MODULE

Next, we will go to HRMS Module. Firstly, we need to do the accounting mapping settings for FinanceModule.

6.1 DEPARTMENTS

You can map the Departments to multiple different accounts.

Firstly, go to HRMSModule > Configurations > Departments > View List


Click “Edit” to modify the Department’s information.


You will arrive to the followingpage:

A

B

C


D

E

F

G

H

I

J

K


Description:

A In here, the system will list all the chart of accounts (Header and Detail) under Current

Liabilities.

If you choose Header account, each time you create a new staff under this Department, it will

automatically create a Chart of Account under the selected Chart of Account, and automap the

staff under the Department to that newly created Chart of Account.

If you choose Detail account, each time you create a new staff under this department, it willautomap the staff to that Chart of Account. It will NOT create new Chart of Account.

B In here, the system will list all the chart of accounts (Header and Detail) under Current Assets.




If you choose Detail account, each time you create a new staff under this department, it willautomap the staff to that Chart of Account. It will NOT create new Chart of Account.

C In here, the system will list all the chart of accounts (Header and Detail) under Current

Liabilities – Wages Payable.




If you choose Detail account, each time you create a new staff under this department, it will

automap the staff to that Chart of Account. It will NOT create new Chart of Account.

D In here, the system will list all the chart of accounts (Header and Detail) under Overhead –

Payroll Expense.






E In here, the system will list all the chart of accounts (Header and Detail) under Overhead –

Payroll Expense. This account will be used to charge Overtime expense amount (if any) for the


staffs under this department.






F In here, the system will list all the chart of accounts (Header and Detail) under Overhead –

Employment Expense. This account will be used to charge EPF Employer’s portion expense

amount (if any) for the staffs under this department.

Only detail accounts will listed here. The system will automatically map any new staffs under

this department to the Chart of Account selected.

G In here, the system will list all the chart of accounts (Header and Detail) under Overhead –

Employment Expense. This account will be used to charge SOCSO Employer’s portion expense




H In here, the system will list all the chart of accounts (Header and Detail) under Overhead –

Employment Expense. This account will be used to charge SIP/EIS Employer’s portion expense




I In here, the system will list all the chart of accounts (Header and Detail) under Overhead –

Employment Expense. This account will be used to charge HRDF Employer’s portion expense




J In here, the system will list all the chart of accounts (Header and Detail) under Overhead –

Employment Expense. This account will be used to charge KWAP Employer’s portion expense





K Click here if you would like to automap existing staffs under this Department based on the

settings you have selected in A, B, C and D. Only unmapped Staffs will be mapped.



1 Finance –Claims (withoutAdvance)


Ct Staff’s ClaimsDt Overhead - Expense

2 Finance –Claims withAdvance


Transaction 1:

Ct Staff’s ClaimsDt Overhead – Expense

Transaction 2 (Advance Repayment):

Ct Staff’s AdvanceDt Staff’s Claims

3 Finance –PaymentVoucher

Approve PaymentVoucher (FinalLevel Approval)


4 Finance – PettyCash Voucher

Approve Petty CashVoucher (FinalLevel Approval)


5 Payroll Finalize Salary Slip CtWages Payable – Nett SalaryCt Employment Expenses Payable

EPF (Total EE + ER) SOCSO (Total EE + ER) HRDF (Total EE + ER) SIP (Total EE + ER) PCB (EE) Zakat (EE)

Ct - Adjustment Advance Deduction: Advance account

Dt Payroll Expense (Staff’s salary after deduct unpaid leave,not including adjustments)

Dt Adjustments - Normal adjustment allowance: OverheadAccounts (for each adjustments)

Dt Adjustment Claims: Claims payable account


Dt Employment Expenses

- EPF (Employer’s Portion only)- SOCSO (Employer’s Portion only)- HRDF (Employer’s Portion only)- SIP (Employer’s Portion only)


6.0 PAYROLL MODULE

Next, we will go to Payroll Module. Firstly, we need to do the accounting mapping settings for PayrollModule.

6.1 PAYROLL SETTINGS

You will need to go to Payroll > Settings as follow:


On this page, you will be able to set the Creditors account for the Employment Expenses Payable. Here,only detail accounts are listing for you to select. So, if you have not yet set the accounts for EmploymentExpenses Payable, you will need to add to Chart of Account first before it is listed here.


6.2 ADJUSTMENT PURPOSES

You will also need to do settings for adjustment purposes. In order to do this, you need to go to thefollowing page:

You can edit the adjustment purposes or click on add new to add a new adjustment purpose.

Next, you will arrive to the following page:

On this page, you can setup the adjustment purpose information, and select the chart of account for theadjustment’s account. Here, only detail overhead accounts are listed. If you do not have the Chart ofAccount setup yet, you need to setup it first in Accounting Module, then only you will be able to select ithere. Any adjustments (additional) such as allowances, will be transacted into the selected account forthis adjustment purpose.


Accounting transactions are automatically generated when you finalize a Salary Slip.

Here are some examples of transactions generated automatically in Accounting:

1. Process Salary & Finalize salary slip

2. Automatically create salary transactions

officecentral...officecentral usermanual–english ©2020-authenticventuresdnbhd. ... officecentral...

Documents