officecentral user manual (english) - finance module

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OFFICECENTRAL USER MANUAL - ENGLISH

© 2017 - AUTHENTIC VENTURE SDN BHD. VERSION 2 REVISION 5 (150907)

© 2017 - Authentic Venture Sdn Bhd. All rights reserved. 1

CONTENTS

1 - INTRODUCTION ............................................................................................................................................................ 2

2 - FINANCE ....................................................................................................................................................................... 3

FINANCE MODULE .................................................................................................................................................... 3

2.1 CONFIGURATIONS ................................................................................................................................................... 3

SETTING (KONFIGURASI) ........................................................................................................................................... 4

APPROVER ................................................................................................................................................................. 4

CLAIM TYPES ............................................................................................................................................................. 6

2.2 CLAIMS .................................................................................................................................................................... 7

CLAIMS ...................................................................................................................................................................... 7

WHY? ........................................................................................................................................................................ 7

ADD NEW CLAIMS ..................................................................................................................................................... 7

APPROVING CLAIMS ................................................................................................................................................ 10

2.3 ADVANCES ............................................................................................................................................................. 12

ADVANCES............................................................................................................................................................... 12

WHY? ...................................................................................................................................................................... 12

ADDING NEW ADVANCES ....................................................................................................................................... 12

APPROVING ADVANCE REQUESTS .......................................................................................................................... 15

2.4 PAYMENT REQUISITION ........................................................................................................................................ 16

PAYMENT REQUISITION .......................................................................................................................................... 16

SUBMIT NEW PAYMENT REQUISITION ................................................................................................................... 16

APPROVE PAYMENT REQUISITION .......................................................................................................................... 19

2.5 PAYMENT VOUCHERS ........................................................................................................................................... 20

PAYMENT VOUCHER ............................................................................................................................................... 20

WHY? ...................................................................................................................................................................... 20

MODULE ACCESS ..................................................................................................................................................... 20

2.6 PETTY CASH VOUCHERS ........................................................................................................................................ 23

PETTY CASH VOUCHER ............................................................................................................................................ 23

LIST OF PETTY CASH VOUCHERS ............................................................................................................................. 23


1 - INTRODUCTION

OfficeCentral is a cloud based software and consists of important modules to manage a company’s operations which

are Human Resources Management, Payroll, Accounting, Customer Relationship Management and Point of Sale.

OfficeCentral has been designed and developed specially for Small and Medium Enterprises companies to help them

manage their companies easily and effectively.

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Finance Module

2 - FINANCE

FINANCE MODULE

OfficeCentral consists of a Finance Module to enable you to record financial-related transactions such as claims and

payments. You can access the module by clicking on the module “Finance” as show below:

2.1 CONFIGURATIONS

Before you start using OfficeCentral, you need to set some configurations. This enables you to make OfficeCentral

Finance more suitable with your company’s operations. To do this, you need to go to “Finance” and click on the

“Configurations” button as shown below:

Picture 2.1.1 Configurations Menu

This is the sub-menu for Finance module which consists of Claims,

Advances, Payment Requisitions, Payment Vouchers, Petty Cash

Vouchers and Configurations.


SETTING (KONFIGURASI )

SETTING : Here, you can set how you would like your Payment Voucher reference number to look like. The system

will automatically generate the reference number based on your settings here. You can also use the default settings

already available in your account.

Picture 2.1.2: Picture to setup the Payment Voucher Reference Number

APPROVER

APPROVER: In OfficeCentral, you can set approvers in order to approve applications/requests within OfficeCentral.

Here, you can set approvers for Finance module. To set approver, select the staff and click on “Set Staff Approver” as

per the picture below:

Picture 2.1.3: List of Staffs in Approver Settings

APPROVER can be setup for multiple levels starting from Level 1 and onwards. You can also setup multiple approvers

on the same level. All transactions must be approved at the lower level before going to the higher level. To add a new

approver, click on the “Add Approver” link in the picture 2.1.4.


Picture 2.1.4: List of approvers setup

The screenshots shown below is how it will look like when you click on “Add Approver” in the picture above. You will

need to put in the approval level, select the approver’s name and click create.

Picture 2.1.5: How to setup approver settings


CLAIM TYPES

CLAIM TYPES: In Claims, you can define multiple claim types so that you can easily put the claims into separate

categories for your reporting purposes.

To add a new claim type, you need to go to FINANCE>CONFIGURATIONS>CLAIM TYPES>+ADD as shown below:

Picture 2.1.6: List of Claim Types

Once you clicked “Add”, you will see the following screen. Put the claim type’s name below and click save to save the

new claim type:

Picture 2.1.7: Fill in the new claim type


2.2 CLAIMS

CLAIMS

In the claims module, your staffs can submit claims for company’s related expenses that they have spent on and you

can manage the claims submissions by your staffs.

WHY?

By having claims module, your staff’s can submit claims electronically and all the approvals can be done from within

the system. This will reduce time and cost as compared to manual processing. The staff can also view the payment

status online without having to contact the Finance department, reducing operational costs.

ADD NEW CLAIMS

Follow the following steps:

Picture 2.2.1: List of claims submitted

Picture 2.2.2: Menu to submit new claims

A If you want to submit new claim, click “Add”

You can choose to view details

of the claim, edit the claim’s

information or delete it.

A

A


You will reach to the following screen:

Picture 2.2.3: Claim’s information

Description:

1 Please select the claim type that you would like to submit.

2 Enter the subject of the claim.

3 Enter the description of the claim.

4 If this claim is connected to an advance, select the related advance here.

5 If this claim is connected to Movement, select the movement here.

6 Select project if this claim is related to a project. Only administrators can add a new project at

“Home”.

7 Add all the claims’ items here.

8 Click “Save” after putting in all the claim items here.

Note: You are required to fill up all fields marked with *

1 2

31 5

4

6

7

9

Fill in the

receipt date Fill up the

amount excl tax Put in the item to

be claimed and its

descriptiom

Click this button to add new item

This is the total

amount

Upload attachments

(if any)


Picture 2.2.4: Filling up claims information

The following is the screen which is similar to picture 2.2.3 except that you can choose staff’s name for the claims

purpose.

Picture 2.2.5: Screen on how to add claims for staff.

Pilih nama pekerja

If you are an “Admin” or “Supervisor”, you can submit

claims on behalf of other staffs by using the function

“ADD NEW” or by using “MY SUPERVISEES” to submit

on behalf of your supervisees.


Picture 2.2.6: Claims information

You can view the list of claims that have been submitted in “View List”.

Click “Details” to view the details of the claims.

Click “Edit” to modify the claim’s information. This claim can only be edited if the status is still pending and no

approval has been done.

Click “Delete” to delete the claim. This claim can only be deleted if the status is still pending and no approval has

been done.

Click icons PDF/Word/Excel to download the claim form information in the selected format.

The status will show the current status of your claims. The status “Pending” will be changed to “Approved” once it is

approved or “Rejected” if it is rejected.

This is the claim’s status. You can see the Pending status and also the level where it is

currently pending.

Once a claim has been approved, the status will be updated to “Approved” and “Not Paid”.

If you (or an “Admin”) makes payment using

Payment Voucher or Petty Cash Voucher module, the payment status will be changed to “Paid”

automatically.


APPROVING CLAIMS

To approve a claim, you need to go to FINANCE>CLAIMS>VIEW LIST>STATUS (APPROVE) and to reject a claim, you

need to go to FINANCE>CLAIMS>VIEW LIST>STATUS (REJECT).

Picture 2.2.7: Click “Approve” or “Reject” to approve or reject a claim.

If you are an Administrator, click

on View List to approve claims.

Here you can click “Approve” to approve a claim or “Reject”

to reject a claim.

If you are an approver and would like to approve

claims submitted to you, click “Approve Claims”.


A

Picture 2.3.2: Advances

2.3 ADVANCES

ADVANCES

To access Advances module, click on “Advances”. Here you can view all the advances that have been submitted by

your staffs.

Picture 2.3.1: Advances

WHY?

Without an advance management module, you may need to manage all advances manually. By using OfficeCentral

Advance submodule, all the submission and approvals can be done online, reducing costs and time in managing

advances.

ADDING NEW ADVANCES

A) To add a new advance, go to FINANCE>ADVANCE and click “Add” button as shown in Picture 2.3.2.


If you are an Admin, you can submit claims on behalf of other

staffs by clicking “ADD NEW” and if you are a supervisor, you

can submit claims on behalf of your supervisees by clicking on

“MY SUPERVISEES > ADD NEW” under the submenu

“ADVANCES”.

B) Next you will arrive to the following screen

Gambar 2.3.3: Maklumat mengenai pendahuluan (advances)

1 Enter the advance name

2 Enter the description of the advance

3 Enter the advance items that you would like to request advance for

4 Select the type of advance required

5 Select project (if any)

6 Click “Save” to submit the advance.


1

2

6

3

5

4

Enter the description of the item

that you are requesting for

advance.

Fill in the item name

Click here to add more items in 1 advance

Amount of advance

required


The following is the screen shown. It is similar to Picture 2.2.3 except that you can choose the staff’s name that you

would like to apply on behalf for.

Picture 2.3.4: Advance information

You can view the list of advances that have been submitted in “View List”.

Click “Details” to view the details of the advances.

Click “Edit” to modify the advance’s information. This advance can only be edited if the status is still pending and no

approval has been done.

Click “Delete” to delete the advance. This advance can only be deleted if the status is still pending and no approval

has been done.

Click icons PDF/Word/Excel to download the advance form information in the selected format.

The status will show the current status of your advance requests. The status “Pending” will be changed to

“Approved” once it is approved or “Rejected” if it is rejected.

Pilih nama pekerja yang yang ingin

memohon.


APPROVING ADVANCE REQUESTS

To approve or reject an advance, you need to go to FINANCE>ADVANCES>VIEW LIST>STATUS (APPROVE) / (REJECT)

Picture 2.3.5: Approve/Reject an advance.

Click here to approve/reject an

advance.

Here you can view the status of your advances. You can see that the current

status is “Pending” at Level 1.

Once an advance has been approved, the status will be updated to “Approved” and “Not Paid”.

If you (or an “Admin”) makes payment using

Payment Voucher or Petty Cash Voucher module, the payment status will be changed to “Paid”

automatically.


2.4 PAYMENT REQUISITION

PAYMENT REQUISITION

To access this module, go to “Finance” and click on “Payment Requisitions”. Here, you can view all payment

requisitions that have been submitted within your company. This module is normally used by non-finance officers to

requests for issuance of payment to third party such as contractors or vendors.

SUBMIT NEW PAYMENT REQUISITION

To submit a new payment requisition, go to FINANCE>PAYMENT REQUISITIONS>SUBMIT.

Picture 2.4.1: Menu to access Payment Requisition module

Picture 2.4.2: List of Payment Requisitions that have been submitted

Click A to add a new payment requisition.

A

Users can choose to view

details, edit or delete data.


You can submit Payment Requisition on behalf of other staffs

if you are an “Admin” or a supervisor. Click on “ADD NEW” or

“SUBMIT for MY SUPERVISEES” in the submenu “PAYMENT

REQUISITIONS”

Picture 2.4.3:Screen to show how to submit new Payment Requisition.

1 Select whether the payment should be made to account or staff or others.

2 Select the account/staff for the payment to be issued to.

3 Enter the description of the payment such as payment for purchase of 1 box of A4 papers.

4 Enter any remarks or comments related to this Payment Requisition.

5 Enter the name at the bank account for payment purposes.

6 Enter the bank’s name.

7 Enter the bank’s account number.

8 Click “Create” or “Save” to submit the new payment requisition.


2

4

5

6

7

8

3

1

8

Enter the payment

amount for the item.

Enter invoice

reference

number (if any)

Enter the

description for

the payment Click here to

add more

items/other

invoices.


Picture 2.4.4: Screen to submit payment requisition on behalf of other staff.

Picture 2.4.5: List of Payment Requisitions

You can view the list of payment requisitions that have been submitted in “View List”.

Click “Details” to view the details of the payment requisition.

Click “Edit” to modify the payment requisition’s information. This payment requisition can only be edited if the status

is still pending and no approval has been done.

Click “Delete” to delete the payment requisition. This payment requisition can only be deleted if the status is still

pending and no approval has been done.

Select the staff’s name here


Click icons PDF/Word/Excel to download the payment requisition form information in the selected format.

The status will show the current status of your payment requisitions. The status “Pending” will be changed to


APPROVE PAYMENT REQUISITION

To approve/reject a Payment Requisition, go to FINANCE>PAYMENT REQUISITIONS>VIEW LIST>STATUS (APPROVE)

OR STATUS (REJECT).

This is where you can view the status. Newly submitted payment requisition will show

“Pending” status and the level at which it is pending.

Once a payment requisition has been approved, the status will be updated to “Approved” and “Not Paid”.

If you (or an “Admin”) makes payment using Payment

Voucher or Petty Cash Voucher module, the payment status will be changed to “Paid” automatically.

Click “Approve” or “Reject” to

approve/reject the payment requisition.


2.5 PAYMENT VOUCHERS

PAYMENT VOUCHER

To access Payment Voucher submodule, click on “Payment Voucher”. In this module, you can view all the payment

vouchers that have been issued by your staffs.

WHY?

By using online payment voucher management, you can manage and view your payment vouchers information from

wherever you are. This makes it easier for you to find payment voucher in the future as well. This will help to reduce

time and costs in managing your company’s payment vouchers.

MODULE ACCESS

1. To access this module, go to “Payment Vouchers” and click on “View List”.

2. Click “Add” to create a new payment voucher.

3. You can use Payment Voucher to issue payment to pay for “Payment Requisition”, “Claims” and

“Advances”.

Picture 2.5.1: List of Payment Vouchers








A


The status will show the current status of your payment requisitions. The status “Pending” will be changed to


A Click “Add” to add new Payment Vouchers.

Once you clicked “Add”, you will go to the following page:

1 Select who do you want to pay to.

2 If you select staff/account, the name will automatically show here. If you choose Others, you

will need to enter the name manually.

3 Enter the subject of the Payment Voucher.

4 This are the items that you would like to pay for.

5 Select type of payment whether you are paying for claims, advances, payment requisition or

others.

6 Enter remarks if any.

7 Enter the name pay to here (usually the name on the bank account).

8 Enter the bank’s name for the payment purposes.

9 Click “Save” to create the payment voucher.

Picture 2.5.2: Enter the information of the payment voucher

2

5

8

1

7

4

3

6

9


The screen below shows the details of the Payment Voucher. To update the payment voucher, click on the Payment

Status and update it to “Paid”. Click on the button “Update Payment Status” to update the payment status.

The screen below shows the list of Payment Vouchers that have been issued in your company.

Picture 2.5.3: List of Payment Vouchers

Once you have approved a Payment Voucher, the status will be updated to “Approved (Not Paid)”. To update the payment status, click on “Details” and you will be able to update

Payment Status on that page. To unapproved a Payment Voucher (can only be done by an Admin), you can click on “Unapprove”.


2.6 PETTY CASH VOUCHERS

PETTY CASH VOUCHER

To access this submodule, click on “Petty Cash Vouchers”. Here, you can view all petty cash vouchers that have been

issued.

LIST OF PETTY CASH VOUCHERS

1. To view list of petty cash vouchers, go to “PETTY CASH VOUCHERS” and click on “VIEW LIST”.

2. Petty cash vouchers is normally used to record payment that is paid using petty cash.

Picture 2.6.1: List of petty cash vouchers

A Click on the “Add” button to add a new petty cash voucher.

A

A


Picture 2.6.2: To add petty cash vouchers

1. Select the payment to be made to whether to a staff, an account (from CRM module) or others.

2. Once selected, select the account or staff name. If you select others, please key in the name here

manually.

3. Enter the description of the payment voucher.

4. Select the payment type. You can use it to pay for claims, advance or payment requisition.

5. Enter the details of payment.

6. Enter the amount for payment.

7. The reference number is automatically generated by the system based on your settings in

“Configurations”

8. Enter the date of payment.

9. Select project related to this payment (if any).

10. Enter remarks for this payment (if any).

Note: you are required to fill up all fields marked with *

1

6

2

3

4 5

7

10

9

8









The screen below show the details of the Petty Cash Voucher. You can update the payment status here and click

“Update Payment Status” to save the changes.

Here you can view the status of the payment voucher. Click “Approve” to approve or “Reject” to reject a payment voucher.

Once the petty cash has been approved, the status here will be updated to “Approved (Not Paid)”. To update the payment status, click on “Details”

officecentral user manual (english) - finance module

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