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How to Create and Manage Payment (Issue Payment / Payment Voucher)

This guide explains how to record and manage payments received from customers in OfficeCentral Accounting Module.

Receipts are used to:

Record payments made to suppliers
Update outstanding suppliers balances
Ensure accurate financial and aging reports

Accounting Entry

Transaction	Debit (Dr)	Credit (Cr)	Remarks
Issue Payment	Creditor	Bank / Cash	Record payment made to supplier

Where to Access Accounting

How to Create Receipt (Receive Payment)

There are 2 methods to record payment:

Method	Description
Generate from Received / Self-Billed Invoice	Recommended. Automatically links payment to an existing approved invoice
Create Directly	Manual creation without linking to any invoice. You must fill in all payment details

Step 1: Access the Create Function

Option 1: Generate from Received / Self-Billed Invoice (Recommended)

Go to Accounting > Expenses > Received Invoices > Overall OR Accounting > Expenses > Self Invoices
Locate the invoice
Click Receive Payment

? No need to re-enter details — system will auto-fill based on invoice

Use the screenshot below to locate these buttons.

Generate from Received Invoices

Generate from Self-billed Invoices

Option 2: Create Receipt Manually

Go to Accounting > Receipts > Overall
Click + Receive Payment

Use the screenshot below to locate these buttons.

Step 2: Enter Receipt Information

Basic Information

Field	Description
Reference Number *	Recorded in accordance with the reference number stated on the supplier’s receipt
Issued Payment From *	Select existing cash / bank account
Issued To *	Select existing supplier or Add New Account (Creditor). To add supplier, please refer 4.1 How to Create and Manage Supplier (Creditor)
Location *	Default location (OC Lite: Headquarters). To add location, please refer How do I Manage Locations in OfficeCentral?
Date Received *	Receipt creation date
Payment Voucher Number	Optional
Payment Method	Optional
Payment Reference Number / Cheque Number	Optional
Currency *	Default currency (OC Lite: MYR).
Exchange Rate *	Default 1. Change current rate if applicable
Subject	Short description of issued payment. Recommended to follow the subject of the real supplier’s receipt

Billing & Pricing Settings

Field	Description
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

Step 3: Save Issued Payment

Review all details
Click Submit

Step 4: Approve / Reject Issued Payment

After saving, receipt 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 supplier aging

If not approved, system will treat the invoice as unpaid

How to Edit Issued Payment

Go to Accounting > Expenses > Issued Payment > Overall
Click Edit next to the Pending issued payment you would like to edit
Update the required information
Click Submit to save

Accounting Impact (Edit)

Scenario	Debit (Dr)	Credit (Cr)
Edit Issue Payment	Creditor (updated)	Bank / Cash (updated)

⚠️ Note:

Only Pending issued payment can be edited

Approved issued payments are NOT editable

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

⚠️ Important Notes

Issued Payments CANNOT be deleted
Only Pending issued payment can be edited
Only approved transactions appear in accounting reports
Incorrect entries ONLY CAN be rejected