ONLINE ONBOARDING
Step-by-step tutorials to help you get started with OCLite faster.
Step 1: Global Configuration
Step 2: HRMS
1. HRMS Configurations – Manage Department
2. HRMS Configurations – Manage Designation
3. HRMS Configurations – Manage Job Classifications
4. Staff Management – How to Add New Staff?
5. Staff Management – How to Edit Staff’s Information?
6. Leave Setup – Step 1: Define Leave Types
7. Leave Setup – Step 2: Leave Entitlement Defaults
Step 3: Payroll
Step 4: Accounting
1. Accounting Configurations – Wizards
2. Accounting Configurations – Accounting Period
3. Understanding Chart of Accounts
4. How to Create and Manage Customer (Debtor)
5. How to Create and Manage Invoice
6. How to Create and Manage Receipt (Receive Payment)
7. How to Create and Manage Credit Note
8. How to Create and Manage Debit Note
9. How to Create and Manage Supplier (Creditor)
10. How to Create and Manage Receive Invoice
11. How to Create and Manage Self-Billed Invoice
12. How to Create and Manage Payment (Issue Payment / Payment Voucher)
13. How to Create and Manage Received Credit Note
Step 5: Pricebook
Step 6: CRM
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?
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)
3. Financial Transactions Overview
ACCOUNTING
Step 9: OC Lite Beginner Certification
Complete all onboarding modules to unlock and download your Beginner Digital Certificate.
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