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

Invoices are used to:

• Record purchases or expenses

• Track amounts payable to suppliers / creditors

• Track outstanding balances to suppliers

Accounting Entry

Transaction	Debit (Dr)	Credit (Cr)	Remarks
Receive Invoice	Inventory / COGS / Overhead	Creditor	Record purchases or expenses

Where to Access Accounting

 

 

How to Create Receive Invoice

Step 1: Access the Create Function

1. Go to Accounting >Expenses > Received Invoices  > Add New

Use the screenshot below to locate these buttons. 

Step 2: Enter Invoice Information

Basic Information

Field	Description
Reference Number *	Recorded in accordance with the reference number stated on the supplier’s received invoice
Received From *	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 *	Received 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 received invoice. Recommended to follow the subject of the real received invoice

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

 

Additional Information

Field	Description
Opening Balance Invoice	Tick if applicable

Step 3: Save Received Invoice

1. Review all details

2. 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

• Issue payment (payment voucher) could only be made after approval

How to Edit Received Invoice

1. Go to Accounting > Expenses > Received Invoices > Overall

2. Click Edit next to the invoice you would like to edit

3. Update the required information

4. Click Submit

Accounting Impact (Edit)

Scenario	Debit (Dr)	Credit (Cr)
Edit Received Invoice	Inventory / COGS / Overhead (updated)	Creditor (updated)

⚠️ Note:

• Only Pending received invoices can be edited

• Approved received invoices are NOT editable

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

⚠️ Important Notes

• Received Invoice CANNOT be deleted

• Only Pending received invoices can be edited

• Only approved transactions appear in accounting reports

• Supplier must be created BEFORE recording received invoice

• Always approve received invoice before issuing payment

• Ensure pricing and tax are accurate