A step-by-step guide to operate business better with OCLite
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Global Configuration
How Do I Change My Username, Email, or Password?
How Do I Manage Locations in OfficeCentral?
How to Add, Remove & Replace Users?
How to Manage Company’s Information?
How to Manage Public Holidays?
How to Register and Log In to OfficeCentral?
How to Set User Access in OfficeCentral? (Assign Roles)
How to Manage Company Bank Account?
What Should I Do If I Forgot My Password?
HRMS
1.1 HRMS Configurations – Manage Department
1.2 HRMS Configurations – Manage Designation
1.3 HRMS Configurations – Manage Job Classifications
1.4 HRMS Configurations – Manage Approvers
2.1 Staff Management – How to Add New Staff?
2.2 Staff Management – How to Edit Staff’s Information?
2.3 Staff Management – Resign, Deactivate, Suspend & Unassign
3.1.1 Leave Setup – Step 1: Define Leave Types
3.1.2 Leave Setup – Step 2: Leave Entitlement Defaults
3.1.3 Leave Setup – Step 3: Process Leave Entitlements
3.2.1How to Manage Leave/Approve Application for Staff (HR / Admin)
Payroll
Pricebook
CRM
Accounting
1.0 Accounting Configurations – Wizards
1.1 Accounting Configurations – Accounting Period
1.2 Accounting Configurations – Reference Number
2.0 Understanding Chart of Accounts
3.0 How to Create and Manage Customer (Debtor)
3.1 How to Create and Manage Invoice
3.2 How to Create and Manage Receipt (Receive Payment)
3.3 How to Create and Manage Credit Note
3.4 How to Create and Manage Debit Note
4.0 How to Create and Manage Supplier (Creditor)
4.1 How to Create and Manage Receive Invoice
4.2 How to Create and Manage Self-Billed Invoice
4.3 How to Create and Manage Payment (Issue Payment / Payment Voucher)
4.4 How to Create and Manage Received Credit Note
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
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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 Quotation2. Customer agrees → Generate Order Acceptance3. Deliver goods → Generate Delivery Order4. Bill customer → Generate Invoice5. Receive payment → Generate Receipt
Best Practices
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Start with Quotation for better tracking
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Use Generate function to reduce errors
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Always review Invoice before sending
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Record Receipt immediately after payment
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Link documents properly for accurate reporting