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How to Create and Manage Invoice

This guide explains how to create and manage invoices in OfficeCentral Accounting Module.

Invoices are used to:

Record sales transactions
Bill customers (Debtors)
Track outstanding balances

Accounting Entry

Transaction	Debit (Dr)	Credit (Cr)	Remarks
Issue Invoice	Debtor	Revenue	Record sales and customer liabilities

Where to Access Accounting

How to Create Issued Invoice

Step 1: Access the Create Function

Go to Accounting > Revenues > Issued Invoice > Add

Use the screenshot below to locate these buttons.

Step 2: Enter Invoice Information

Basic Information

Field	Description
Reference Number *	Auto-generated (e.g., INV-A/2026/1). To set other reference number format, please refer 1.2 Accounting Configurations – Reference Number
To *	Select existing customer or Add New Account (Debtor). To add customer, please refer 3.1 How to Create and Manage (Customer)
Location *	Default location (OC Lite: Headquarters). To add location, please refer How do I Manage Locations in OfficeCentral?
Date Issued *	Invoice creation date
Date Due *	Based on credit terms
Currency *	Default currency (OC Lite: MYR).
Exchange Rate *	Default 1. Change current rate if applicable
Subject *	Short description of invoice

Reference Details (Optional)

Field	Description
Purchase Order Ref No	Customer PO reference
Delivery Order Ref No	Related DO number

Billing & Pricing Settings

Field	Description
Subject *	Short description of invoice
Billing Information	Click to view customer billing details
Discount in %	Tick if using percentage discount
Tax Inclusive	Tick if unit price includes tax

Item Details

Field	Description
Quantity *	Number of units
Measurement *	Example: unit / pax / box
Item Code	Product or service code
Item Name *	Product or service name
Description	Additional item details
Unit Price *	Price per unit
Discount	Amount or %
Tax	Select tax type

Auto Calculation

System will calculate automatically:

Amount Excl. Tax
Discount
Tax
Exempted Tax
Amount Incl. Tax

Additional Information

Field	Description
Opening Balance Invoice	Tick if applicable
Terms	Payment terms shown to customer
Remarks	Additional notes (e.g., payment instructions)
Internal Note	Internal accounting notes (not shown to customer)

Step 3: Save Invoice

Review all details
Click Submit

Step 4: Approve / Reject Invoice

After saving, invoice must be approved to be valid.

? Go to: 5.0 How to Approve / Reject / Unapprove Transactions

⚠️ Important:

Only approved transactions will appear in accounting reports and customer aging

Payment (receipt) should only be made after approval

How to Edit Invoice

Go to Accounting > Revenues > Issued Invoice > Overall
Click Edit next to the invoice you would like to edit
Update the required information
Click Submit

Accounting Impact (Edit)

Scenario	Debit (Dr)	Credit (Cr)
Edit Invoice	Debtor (updated)	Revenue (updated)

⚠️ Note:

Only Pending invoices can be edited

Approved invoices are NOT editable

Edited values will NEED user to edit the double entry accordingly (bottom of the page)

⚠️ Important Notes

Invoice CANNOT be deleted
Only Pending invoices can be edited
Only approved transactions appear in accounting reports
Customer must be created BEFORE issuing invoice
Always approve invoice before receiving payment
Ensure pricing and tax are accurate