ONLINE ONBOARDING

Step-by-step tutorials to help you get started with OCLite faster.

Step 7: POS

Step 8: System Enhancements (Optional)

Global Configuration

1. How Do I Change My Username, Email, or Password?

2. How to Set Reports Template?

3. How to Top-Up OC Credit?

4. What Should I Do If I Forgot My Password?

HRMS

1. HRMS Configurations – Manage Approvers

2. Staff Management – Resign, Deactivate, Suspend & Unassign

PAYROLL

1. Manage Adjustments – Adjustment Purposes

2. Manage Adjustments – Add Adjustment Individually

CRM

1. Contact Book Overview (Leads, Accounts and Contacts)

2. How to Reassign Accounts

3. Financial Transactions Overview

ACCOUNTING

1. Accounting Configurations – Reference Number

Step 9: OC Lite Beginner Certification

Complete all onboarding modules to unlock and download your Beginner Digital Certificate.

Join KUN Group

Join Support Group

✦︎ Ask Gemini Gems

Financial Transactions Overview

This guide provides a complete overview of the financial transaction flow in CRM, from quotation to payment collection.

It helps users understand:

The correct process flow
How documents are connected
When each transaction should be used

Transaction Flow Overview

The standard CRM transaction flow is:

Quotation → Order Acceptance → Delivery Order → Invoice → Receipt

Each step represents a stage in the sales and billing process.

System Document Flow (Auto-Generate)

The system allows you to generate the next document directly:

Quotation     ↓  Order Acceptance     ↓  Delivery Order / Invoice     ↓  Invoice (if from DO)    ↓  Receipt

Transaction Breakdown

1. Quotation

Used to provide pricing to customers before confirmation.

Item	Description
Purpose	Propose pricing
Financial Impact	❌ No
Can Generate	Order Acceptance

2. Order Acceptance

Confirms that the customer agrees to the quotation.

Item	Description
Purpose	Confirm order
Financial Impact	❌ No
Can Generate	Delivery Order / Invoice

3. Delivery Order (DO)

Used when delivering goods to customers.

Item	Description
Purpose	Track delivery
Financial Impact	❌ No
Can Generate	Invoice

4. Invoice

Issued to request payment from customers.

Item	Description
Purpose	Billing
Financial Impact	✅ Yes
Can Generate	Receipt

5. Receipt

Records payment received from customers.

Item	Description
Purpose	Record payment
Financial Impact	✅ Yes
Final Step	Yes

Generation Flow Summary

From	Can Generate
Quotation	Order Acceptance
Order Acceptance	Delivery Order / Invoice
Delivery Order	Invoice
Invoice	Receipt

? Linking Transactions (Important)

You are not required to follow the exact flow using the “Generate” button.

Even if documents are created manually, you can still link them later.

Examples:

Order Acceptance created without Quotation
→ Can be linked to Quotation later
Delivery Order created manually
→ Can be linked to Order Acceptance
Invoice created manually
→ Can be linked to Delivery Order or Order Acceptance

Important Notes

No.	Topic	Explanation
1	Auto-generation	Recommended to use “Generate” to avoid re-entering data
2	Manual creation	Allowed for flexibility
3	Document linking	Documents can be linked later for tracking
4	Flexible flow	Steps like Delivery Order can be skipped if not needed
5	Financial impact	Only Invoices and Receipts affect accounting
6	Data accuracy	Always verify amounts before generating next document

Example Workflow

1. Create Quotation   2. Customer agrees → Generate Order Acceptance   3. Deliver goods → Generate Delivery Order   4. Bill customer → Generate Invoice   5. Receive payment → Generate Receipt

Best Practices

Start with Quotation for better tracking
Use Generate function to reduce errors
Always review Invoice before sending
Record Receipt immediately after payment
Link documents properly for accurate reporting