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OFFICECENTRAL
USER MANUAL – ENGLISH
© 2021 - Authentic Venture Sdn Bhd.
AUTOMATED ACCOUNTING
Version V1R10 (Release date: 7 January 2021)
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 1
Table of Contents
INTRODUCTION ......................................................................................................................................................2
AUTOMATION CRM TO ACCOUNTING ....................................................................................................................3
1.0 GLOBAL CONFIGURATIONS SETTINGS (ROLES)................................................................................................4
1.1 UPDATE ROLES...........................................................................................................................................4
1.2 SETTINGS – BANKS .....................................................................................................................................6
2.0 SETTINGS - ACCOUNTING...............................................................................................................................5
2.0 OTHER MODULES TO ACCOUNTING SETTINGS............................................................................................5
3.0 GLOBAL CONFIGURATIONS SETTINGS (ROLES)................................................................................................6
3.1 SETTINGS – BANKS .....................................................................................................................................6
4.0 CONFIGURATIONS - CRM ...............................................................................................................................9
4.1 BASE SELECTIONS ENTITIES.....................................................................................................................9
4.2 PRICEBOOKS CATEGORIES & PRICEBOOKS ................................................................................................14
5.0 FINANCE MODULE .......................................................................................................................................24
5.1 EXPENSE CATEGORIES..............................................................................................................................24
6.0 HRMS MODULE............................................................................................................................................32
6.1 DEPARTMENTS.........................................................................................................................................32
6.0 PAYROLL MODULE .......................................................................................................................................40
6.1 PAYROLL SETTINGS...................................................................................................................................40
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 2
INTRODUCTION
OfficeCentral is a system which uses the internet cloud-based software covering important modules to
manage a company which includes HRMS, Payroll, Accounting, Customer Relationship Management
(CRM), Procurement and Point-of-Sale (POS).
OfficeCentral is a web application specially designed for small and medium companies to help them
manage their company easily and smoothly.
Online help
We have prepared online help to assist you in learning to use OfficeCentral online. A special website for
support purposes as follow:
Help Center:
http://bantuan.OfficeCentralCloud.com (Malay)
http://help.OfficeCentralCloud.com (English)
Contact us
Authentic Venture Sdn. Bhd. (470336-H)
906B, Tingkat 2, Blok D
Kompleks Diamond, Bangi Business Park
43650 Bandar Baru Bangi
Selangor, Malaysia.
P: +603-8922 1493 / +603-8920 0672
E: sales@ventures.com.my
If you need any assistance or have any inquiry related to OfficeCentral system, please contact us or email
to support@ventures.com.my.
All rights reserved
©2020 - Authentic Venture Sdn Bhd. All rights reserved.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 3
AUTOMATION CRM TO ACCOUNTING
OfficeCentral has introduce new feature which is automation accounting for the following modules:
1. CRM module
a. CRM Delivery Orders
b. CRM Invoices
c. CRM Receipts
2. Procurement module
a. Received Invoices
b. Received Delivery Orders (Attached to the Received Invoices)
3. Finance Module
a. Staff’s Claims
b. Staff’s Advances
c. Payment Vouchers
d. Petty Cash Vouchers
4. Payroll Module
The transactions will automatically be created to Accounting module based on your Automated
Accounting settings.
This is a part of our innovation in OfficeCentral to help you increase your productivity, save time and
costs, and also ensure that you can generate your Accounting reports in much lesser time than before!
You will be able to access this feature if you are a Flexi user (Can access all modules). To use this new
feature, there are a few setups need to be done. Let’s start!
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 4
1.0 GLOBAL CONFIGURATIONS SETTINGS (ROLES)
1.1 UPDATE ROLES
Before you can access to Accounting Settings, you have to update your roles.
1. Go to Global Configurations > Users and click on Role Groups.
2. Choose which roles you want to edit if you have more than 1 roles. Click on Edit.
3. After that, click on Accounting as picture below. After that, tick as #2, AUTOMATED
ACCOUNTING. After done, please click SAVE.
Once you have edited this role group, the user(s) related will need to logout and login back to the system
in order to be able to see the updated settings.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 5
2.0 SETTINGS - ACCOUNTING
In settings, user can set for report, country rules and set other modules to accounting. In order to start
using the Automated Accounting, you will need to configure your accounting module to allow automatic
creation of Charts of Accounts and also transactions from other modules to Accounting module. This can
be set in Accounting model.
2.0 OTHER MODULES TO ACCOUNTING SETTINGS
1. To access this module, you can go to Accounting > Configurations > and click on Settings as
picture below:
2. Here the settings where you can configure the settings to auto import transactions from another
module. For now, system will auto import invoices and receipts only. This is suitable for
company with no approval. Below is the explanation for each button:
Description:
Auto-create accounts in chart of
accounts from other modules
If you add a new customer account in CRM, and you tick this
setting, system will auto create accounts in Chart of Accounts.
Auto-create Accounting Transactions
from other modules
If you tick this setting, when you finalize the invoice or receipt,
system will auto create transaction in Accounting.
Auto-approve the auto-generated
accounting transactions
If you tick this setting, when you finalize invoices or receipts
in CRM, it will auto approve the transaction.
Fully Automate: Auto-create accounts
in Chart of Accounts from Other
Modules
If you tick this setting, during your mapping setup, the system
will automatically create Header and Detail accounts in your
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 6
Chart of Account from other modules such as Debtors,
Creditors, Sales Revenue accounts and Overhead.
As an example, when you create a new Pricebook Category,
the system will automatically create a new Header account
under Sales Revenue for this Pricebook, while the pricebooks
under this category will be created as detail account.
3.0 GLOBAL CONFIGURATIONS SETTINGS (BANKS)
3.1 SETTINGS – BANKS
The following is where you can do the settings for banks.
Go to Global Configurations > Settings > Banks > View List
You will arrive to the following page:
Click Edit to modify the Bank’s information.
1.2 SETTINGS – BANKS
The following is where you can do the settings for banks.
Go to Global Configurations > Settings > Banks > View List
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 7
You will arrive to the following page:
Click Edit to modify the Bank’s information.
You will arrive to the following page:
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 8
Scroll to the bottom of the page, and select the Chart of Account of the selected Bank.
Only Current Assets (Bank Accounts) Accounts is listed to be chosen. Once done selected, click save.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 9
4.0 CONFIGURATIONS - CRM
After setting up in your Accounting module, then, you need to setup in the CONFIGURATIONS in CRM
Module. This can be done by Accounting Administrator. If you are a CRM administrator but not an
Accounting administrator, you will not be able to view this option.
4.1 BASE SELECTIONS ENTITIES
The first setup is set the base selections entities section. It allows you to set your item category such as
Account Type, Lead Source and many more. For this automation, user only have to setup category for
Account Type. To setup, please follow the steps as follow:
1. Go to CRM > Choose on “CONFIGURATIONS” section.
2. Then select “BASE SELECTION ENTITIES” and click on “VIEW LIST”.
3. When you select “VIEW LIST”, you will see all information as per the following picture.
Description:
A Click on this button “Add” to add new selection.
B Click on this button “Edit” to edit the data.
C Click on this button “Delete” to erase the data. However, please note that data can only be erased
if it is yet to be used. Once used, it can’t be erased.
D This setting will show whether it mapping to accounting or not. This setting will show only for
Account Type.
A
B
C
D
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 10
4. Next, when you click on “ADD” base selection entities, you will go to the following page. This
setting for new user who do not use CRM Module.
5.
Description:
A Key in selection name.
B Choose type of selection. Information as follow:
Account Type: Type of account
Lead Source: Prospect source of information
Lead Status: Prospect status
Lead Type: Type of prospect
Potential Type: Type of Prospective/Potential/Opportunity
Potential Stage: Stage of Prospective/Potential/Opportunity
Task Status: Work status
C Please select chart of account (Debtors account) that you want to map in Accounting
Module. This is only applicable for base selection entities Account Type only.
Here, only Chart of Accounts with Debtors account type (Header and Detail accounts)
will be listed.
A
B
E
C
D
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 11
I want this to be fully automapped
 However, you also have option to select “I want this to be fully automapped” if
you have selected “Fully Automate” option in your Automated Accounting
settings.
 If you choose this, the system will automatically create a Header account under
Debtor (or Creditor, depending on your choosing), and the Account Type will
automatically mapped to this newly created Header account.
 The system will automatically create detail account when you issue and finalize
and invoice to any accounts with this Account Type.
How does it work?
When you finalize an invoice, the following process will take place:
1. System will check if the CRM account has any mapping or not.
2. If no mapping yet, it will check if the CRM Account Type has any mapping or not.
3. If CRM Account Type already have a mapping, it will check whether it is detail or
header account.
a. Header account: System will automatically create a new Detail account
under this Header account, and automap CRM account to the newly
created account in Chart of Account.
b. Detail account: System will not create any new account in Chart of
Account and will automatically map this CRM account to this detail
account.
Note: The system DOES NOT automatically create a new account in Chart of Account
upon CRM account creation. The account in Chart of Account will only be created after
there is at least one of the following (that is attached to this CRM account) is finalized:
1. CRM Delivery Order
2. CRM Invoice
3. CRM Receipt
D Please select chart of account (Creditors account) that you want to map in Accounting
Module. This is only applicable for base selection entities Account Type only.
Here, only Chart of Accounts with Creditors account type (Header and Detail) will be
listed.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 12
How does it work?
When you finalize an invoice, the following process will take place:
1. System will check if the CRM account has any mapping or not.
2. If no mapping yet, it will check if the CRM Account Type has any mapping or not.
3. If CRM Account Type already have a mapping, it will check whether it is detail or
header account.
a. Header account: System will automatically create a new Detail account
under this Header account, and automap CRM account to the newly
created account in Chart of Account.
b. Detail account: System will not create any new account in Chart of
Account and will automatically map this CRM account to this detail
account.
Note: The system DOES NOT automatically create a new account in Chart of Account
upon CRM account creation. The account in Chart of Account will only be created after
there is at least one of the following (that is attached to this CRM account) is finalized:
1. Procurement Received Invoice
E Click on this button to save the information.
WHAT HAPPENS WHEN YOU EDIT?
 Nothing will happen if you edit previously mapped Account Type.
 The system will NOT update the mapping for previously mapped Account Type.
 The Automap will also NOT work on previously mapped Account Type.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 13
FLOW DIAGRAM
The following is the flow diagram on how does the mapping for Account Type work:
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 14
4.2 PRICEBOOKS CATEGORIES & PRICEBOOKS
Next is you need to setup Pricebook Categories and Pricebook. Pricebook is the listing of products available
in the company along with the products information and pricing. Pricebook is connected to inventory and
stocks.
4.2.1 PRICEBOOKS CATEGORIES
Second step is you have to set Pricebook categories and map it to Chart of Accounts.
1. To access this page, go to “CRM”, select “PRICEBOOKS”, select “PRICEBOOK CATEGORIES” and
click on “VIEW LIST”.
2. After you have clicked the button “VIEW LIST”. You will see this page.
Description:
A Click on “Add” button to add new category.
B Click on “Edit” button to update data.
C Click on “Delete” button to erase data. However, please note that data can only be erased if it is
yet to be used. If used, if can’t be erased.
D Here will show whether Pricebook category has been mapped to Accounting. If it is mapped, you
can view the Chart of Account it is mapped to.
3. To add new category, please click “ADD”.
A C
B
D
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 15
EDIT PRICEBOOK CATEGORY
Descriptions:
A Please enter Pricebook Category name.
B Please enter description if any.
C In here, the system will list all the chart of accounts (Header and Detail) under Sales Revenue.
B
A
C
D
E
F
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 16
If you choose Header account, each time you create a new product, it will automatically create
a Chart of Account under the selected Chart of Account, and automap the product to that
newly created Chart of Account.
If you choose Detail account, each time you create a new product, it will automap the product
to that Chart of Account. It will NOT create new Chart of Account.
D In here, the system will list all the chart of accounts (Header and Detail) under Costs of Goods
Sold / Overhead.
If you choose Header account, each time you create a new product, it will automatically create
a Chart of Account under the selected Chart of Account, and automap the product to that
newly created Chart of Account.
If you choose Detail account, each time you create a new product, it will automap the product
to that Chart of Account. It will NOT create new Chart of Account.
E In here, the system will list all the chart of accounts (Header and Detail) under Inventory. This
is only applicable for products with inventory tracking.
If you choose Header account, each time you create a new product, it will automatically create
a Chart of Account under the selected Chart of Account, and automap the product to that
newly created Chart of Account.
If you choose Detail account, each time you create a new product, it will automap the product
to that Chart of Account. It will NOT create new Chart of Account.
F Tick in “Automap” existing pricebooks (this is only available during Edit), if you want to
automap all the existing pricebooks that you have created before this mapping.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 17
I want this to be fully automapped
 However, you also have option to select “I want this to be fully automapped” if you have
selected “Fully Automate” option in your Automated Accounting settings.
 If you choose this, the system will automatically create a Header account under the selected
account (Sales Revenue / COGS / Inventory), and the Account Type will automatically mapped to
this newly created Header account.
 The system will automatically create detail account when you create new pricebook with this
category.
4. After done please click the button “SAVE”.
WHAT HAPPENS IF YOU EDIT?
 Nothing will happen if you edit previously mapped Pricebook Category.
 The system will NOT update the mapping for previously mapped Pricebook Category.
 The Automap will also NOT work on previously mapped Pricebook Category.
FLOWCHART
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 18
4.2.2 PRICEBOOKS
Next, you can also view each individual pricebook mapping by going to Pricebook > View List > Details.
1. To access this page, go to “CRM”, select “PRICEBOOKS” and click on “VIEW LIST”.
2. After you have clicked the button “VIEW LIST”. You will see this page.
Description:
A Click on “Details” link to view the Pricebook’s details.
B Click on “Edit” link to edit the Pricebook’s deails.
A
B
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 19
Accounting Mapping view for selected pricebook:
A Click here to automatically map the selected pricebook for accounts that are not mapped yet.
This will not overwrite any mapping that has been done previously.
The mapping will follow the Pricebook Category of the selected pricebook. If there is no
mapping created for its Pricebook Category, no mapping will be created.
B Click here to automatically map the selected pricebook for all accounts. This will overwrite any
mapping that has been done previously.
The mapping will follow the Pricebook Category of the selected pricebook. If there is no
mapping created for its Pricebook Category, no mapping will be created.
A
B
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 20
The following are the Accounting Transactions that will be generated using the settings above:
No. Module Action(s) Required Accounting Transactions
1 CRM Invoice –
Issue Invoice
Finalize Invoice Dt Debtor Account
Ct Revenue Account
2 CRM Receipt –
Issue Receipt
Finalize Receipt Dt Bank Account
Ct Debtor
3 Procurement –
Receive Invoice
Finalize Received
Invoice
Pricebook with Inventory (track stock)
Ct Creditor
Dt Inventory (for Pricebook with inventory)
Pricebook with no inventory (does not track stock)
Ct Creditor
Dt COGS / Overhead (for Pricebook with no inventory)
Mixed Pricebook (track stock and does not track stock)
Ct Creditor
Dt COGS / Overhead (for Pricebook with no inventory)
Dt Inventory (for Pricebook with inventory)
4 CRM Delivery
Order –
Generate
Delivery Order
Finalize Delivery
Order
Ct Inventory
Dt COGS/Overhead
Note: This is only applicable for pricebooks with
inventory. No accounting transaction will be generated
for pricebook(s) without inventory tracking.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 21
Accounting transactions will be generated when you finalize an invoice, or finalize a receipt in CRM.
Some example of Accounting transactions that are automatically generated:
1. Salesperson issue invoice
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 22
2. Finalize invoice
3. Automatically create accounting transactions
4. Create receipt -> Choose received in (Cash or bank)
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 23
5. Finalize Receipt
6. Automatically create transactions for Receipt
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 24
5.0 FINANCE MODULE
Next, we will go to Finance Module. Firstly, we need to do the accounting mapping settings for Finance
Module.
5.1 EXPENSE CATEGORIES
You can map the Expense Categories to Overhead Account.
Firstly, go to Finance Module > Configurations > Expense Categories > View List
You will arrive to the following page:
Click “Edit” to modify the Expense Category’s information.
You will arrive to the following page:
A
B
C
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 25
A In here, the system will list all the chart of accounts (Header and Detail) under Overhead.
If you choose Header account, each time you create a new product, it will automatically create
a Chart of Account under the selected Chart of Account, and automap the expenses under the
Expense Category to that newly created Chart of Account.
If you choose Detail account, each time you create a new expense, it will automap the expense
to that Chart of Account. It will NOT create new Chart of Account.
B In here, the system will list all the chart of accounts (Detail only) under Overhead.
This will be used each time a user chooses Custom Expense in the Finance Module items.
C Click here if you would like to automap existing Expenses under this Expense Category based on
the settings you have selected in A and B. Only unmapped Expenses will be mapped.
I want this to be fully automapped
 However, you also have option to select “I want this to be fully automapped” if you have
selected “Fully Automate” option in your Automated Accounting settings.
 If you choose this, the system will automatically create a Header account under Overhead
account, and the Expense Category will automatically mapped to this newly created Header
account.
 The system will automatically create detail account when you create new expenses with this
expense category.
WHAT HAPPENS IF YOU EDIT?
 Nothing will happen if you edit previously mapped Expense Category.
 The system will NOT update the mapping for previously mapped Expense Category.
 The Automap will also NOT work on previously mapped Expense Category.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 26
5.1 CASH ACCOUNTS
You can map the Cash Accounts to Chart of Account (Cash Accounts).
Firstly, go to Finance Module > Configurations > Cash Accounts
You will arrive to the following page:
Click “Edit” to modify the Cash Account’s information.
You will arrive to the following page:
A In here, the system will list all the chart of accounts (Detail only) under Current Assets (Account
Type: Cash).
Once you select and click save, the system will automatically map this Cash Account to the Cash
Account in Chart of Account.
A
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The following are the Accounting Transactions that will be generated using the settings above:
No. Module Action(s) Required Accounting Transactions
1 Finance –
Claims (without
Advance)
Approve Claims
(Final Level
Approval)
Ct Staff’s Claims
Dt Overhead - Expense
2 Finance –
Claims with
Advance
Approve Claims
(Final Level
Approval)
There are 2 transactions that will be generated at the
same time.
Transaction 1:
Ct Staff’s Claims
Dt Overhead – Expense
Transaction 2 (Advance Repayment):
Ct Staff’s Advance
Dt Staff’s Claims
3 Finance –
Payment
Voucher
Approve Payment
Voucher (Final
Level Approval)
Ct Bank Account
Dt Staff’s Claims (if item is Claims)
Dt Staff’s Advance (if item is Advance)
Dt Overhead – Expense (if item is Payment Requisition
item or Others)
4 Finance –
Payment
Voucher
(Import from
Payroll)
Approve Payment
Voucher (Final
Level Approval)
Ct Bank Account
Dt Staff’s Wages Payable
5 Finance – Petty
Cash Voucher
Approve Petty Cash
Voucher (Final
Level Approval)
Ct Cash Account
Dt Staff’s Claims (if item is Claims)
Dt Staff’s Advance (if item is Advance)
Dt Overhead – Expense (if item is Payment Requisition
item or Others)
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 28
The following are some of the example of transactions that are automatically generated in Accounting
from Finance:
FINANCE - CLAIMS
1. Staff submit claims
2. Finance approve claims
3. Automatic create transactions
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4. Pay Claims – Create Payment Voucher then approved PV
5. Automatic create transactions
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FINANCE – ADVANCE
1. Staff submit advance
2. Approve advance
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3. Pay – create PV to pay advance
4. Approve payment voucher
5. Automatically create transactions
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6.0 HRMS MODULE
Next, we will go to HRMS Module. Firstly, we need to do the accounting mapping settings for HRMS
Module.
6.1 DEPARTMENTS
You can map the Departments to multiple different accounts.
Firstly, go to HRMS Module > Configurations > Departments > View List
You will arrive to the following page:
Click “Edit” to modify the Department’s information.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 33
You will arrive to the following page:
A
B
C
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D
E
F
G
H
I
J
K
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 35
Description:
A In here, the system will list all the chart of accounts (Header and Detail) under Current
Liabilities. This is to record how much the company owes to the staff in terms of staff’s claims.
If you choose Header account, each time you create a new staff under this Department, it will
automatically create a Chart of Account under the selected Chart of Account, and automap the
staff under the Department to that newly created Chart of Account.
If you choose Detail account, each time you create a new staff under this department, it will
automap the staff to that Chart of Account. It will NOT create new Chart of Account.
B In here, the system will list all the chart of accounts (Header and Detail) under Current Assets.
This is to record how much the staff owes to the company in terms of staff’s advance.
If you choose Header account, each time you create a new staff under this Department, it will
automatically create a Chart of Account under the selected Chart of Account, and automap the
staff under the Department to that newly created Chart of Account.
If you choose Detail account, each time you create a new staff under this department, it will
automap the staff to that Chart of Account. It will NOT create new Chart of Account.
C In here, the system will list all the chart of accounts (Header and Detail) under Current Liabilities
– Wages Payable. This is to record how much the company owes to the staff in terms of staff’s
salary.
If you choose Header account, each time you create a new staff under this Department, it will
automatically create a Chart of Account under the selected Chart of Account, and automap the
staff under the Department to that newly created Chart of Account.
If you choose Detail account, each time you create a new staff under this department, it will
automap the staff to that Chart of Account. It will NOT create new Chart of Account.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 36
D In here, the system will list all the chart of accounts (Header and Detail) under Overhead –
Payroll Expense. This is to record how much the company’s spends on Payroll Expenses.
If you choose Header account, each time you create a new staff under this Department, it will
automatically create a Chart of Account under the selected Chart of Account, and automap the
staff under the Department to that newly created Chart of Account.
If you choose Detail account, each time you create a new staff under this department, it will
automap the staff to that Chart of Account. It will NOT create new Chart of Account.
E In here, the system will list all the chart of accounts (Header and Detail) under Overhead –
Payroll Expense. This account will be used to charge Overtime expense amount (if any) for the
staffs under this department. This is to record how much the company spends on Overtime.
If you choose Header account, each time you create a new staff under this Department, it will
automatically create a Chart of Account under the selected Chart of Account, and automap the
staff under the Department to that newly created Chart of Account.
If you choose Detail account, each time you create a new staff under this department, it will
automap the staff to that Chart of Account. It will NOT create new Chart of Account.
F In here, the system will list all the chart of accounts (Header and Detail) under Overhead –
Employment Expense. This account will be used to charge EPF Employer’s portion expense
amount (if any) for the staffs under this department.
Only detail accounts will listed here. The system will automatically map any new staffs under
this department to the Chart of Account selected.
G In here, the system will list all the chart of accounts (Header and Detail) under Overhead –
Employment Expense. This account will be used to charge SOCSO Employer’s portion expense
amount (if any) for the staffs under this department.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 37
Only detail accounts will listed here. The system will automatically map any new staffs under
this department to the Chart of Account selected.
H In here, the system will list all the chart of accounts (Header and Detail) under Overhead –
Employment Expense. This account will be used to charge SIP/EIS Employer’s portion expense
amount (if any) for the staffs under this department.
Only detail accounts will listed here. The system will automatically map any new staffs under
this department to the Chart of Account selected.
I In here, the system will list all the chart of accounts (Header and Detail) under Overhead –
Employment Expense. This account will be used to charge HRDF Employer’s portion expense
amount (if any) for the staffs under this department.
Only detail accounts will listed here. The system will automatically map any new staffs under
this department to the Chart of Account selected.
J In here, the system will list all the chart of accounts (Header and Detail) under Overhead –
Employment Expense. This account will be used to charge KWAP Employer’s portion expense
amount (if any) for the staffs under this department.
Only detail accounts will listed here. The system will automatically map any new staffs under
this department to the Chart of Account selected.
K Click here if you would like to automap existing staffs under this Department based on the
settings you have selected in A, B, C and D. Only unmapped Staffs will be mapped.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 38
The following are the Accounting Transactions that will be generated using the settings above:
No. Module Action(s) Required Accounting Transactions
1 Finance –
Claims (without
Advance)
Approve Claims
(Final Level
Approval)
Ct Staff’s Claims
Dt Overhead - Expense
2 Finance –
Claims with
Advance
Approve Claims
(Final Level
Approval)
There are two transactions that will happen at the
same time.
Transaction 1:
Ct Staff’s Claims
Dt Overhead – Expense
Transaction 2 (Advance Repayment):
Ct Staff’s Advance
Dt Staff’s Claims
3 Finance –
Payment
Voucher
Approve Payment
Voucher (Final
Level Approval)
Ct Bank Account
Dt Staff’s Claims (if item is Claims)
Dt Staff’s Advance (if item is Advance)
Dt Overhead – Expense (if item is Payment Requisition
item or Others)
4 Finance –
Payment
Voucher
(Import from
Payroll)
Approve Payment
Voucher (Final
Level Approval)
Ct Bank Account
Dt Staff’s Wages Payable
5 Finance – Petty
Cash Voucher
Approve Petty Cash
Voucher (Final
Level Approval)
Ct Cash Account
Dt Staff’s Claims (if item is Claims)
Dt Staff’s Advance (if item is Advance)
Dt Overhead – Expense (if item is Payment Requisition
item or Others)
6 Payroll Finalize Salary Slip Ct Wages Payable – Nett Salary
Ct Employment Expenses Payable
• EPF (Total EE + ER)
• SOCSO (Total EE + ER)
• HRDF (Total EE + ER)
• SIP (Total EE + ER)
• PCB (EE)
• Zakat (EE)
Ct - Adjustment Advance Deduction: Advance account
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 39
Dt Payroll Expense (Staff’s salary after deduct unpaid
leave, not including adjustments)
Dt Adjustments - Normal adjustment allowance:
Overhead Accounts (for each adjustments)
Dt Adjustment Claims: Claims payable account
Dt Employment Expenses
- EPF (Employer’s Portion only)
- SOCSO (Employer’s Portion only)
- HRDF (Employer’s Portion only)
- SIP (Employer’s Portion only)
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 40
6.0 PAYROLL MODULE
Next, we will go to Payroll Module. Firstly, we need to do the accounting mapping settings for Payroll
Module.
6.1 PAYROLL SETTINGS
You will need to go to Payroll > Settings as follow:
You will arrive to the following page:
On this page, you will be able to set the Creditors account for the Employment Expenses Payable. Here,
only detail accounts are listing for you to select. So, if you have not yet set the accounts for Employment
Expenses Payable, you will need to add to Chart of Account first before it is listed here.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 41
6.2 ADJUSTMENT PURPOSES
You will also need to do settings for adjustment purposes. In order to do this, you need to go to the
following page:
You can edit the adjustment purposes or click on add new to add a new adjustment purpose.
Next, you will arrive to the following page:
On this page, you can setup the adjustment purpose information, and select the chart of account for the
adjustment’s account.
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 42
Here, only all the detail accounts in Chart of Accounts are listed. If you do not have the Chart of Account
setup yet, you need to setup it first in Accounting Module, then only you will be able to select it here.
The following is the transaction that will take place:
Adjustment (Additional) The account selected will be used to Debit
Normally, for Adjustment Purpose (Additional) the accounts use for this
is Overhead.
Adjustment (Deduction) The account selected will be used to Credit
Due to the freedom that we provide to you to select any Chart of Account that is suitable for your
Adjustment Purpose, please make sure you select the correct Chart of Account based on the explanation
above.
The accounting transaction will NOT be generated if the transaction created does not balance its debit and
credit amount. This is to ensure that correct financial reports are generated.
Accounting transactions are automatically generated when you finalize a Salary Slip.
Here are some examples of transactions generated automatically in Accounting:
1. Process Salary & Finalize salary slip
2. Automatically create salary transactions
© 2020 - Authentic Venture Sdn Bhd. All rights reserved. 43
The following are the Accounting Transactions that will be generated using the settings above:
No. Module Action(s) Required Accounting Transactions
1 Payroll Finalize Salary Slip The following is the Accounting Transaction that will
be generated:
Ct Wages Payable – Nett Salary
Ct Employment Expenses Payable
• EPF (Total EE + ER)
• SOCSO (Total EE + ER)
• HRDF (Total EE + ER)
• SIP (Total EE + ER)
• PCB (EE)
• Zakat (EE)
Ct - Adjustment Advance Deduction: Advance account
Ct – Adjustment (Deduction)
Dt Payroll Expense (Staff’s salary after deduct unpaid
leave, not including adjustments)
Dt Adjustments - Normal adjustment allowance:
Overhead Accounts (for each adjustments)
Dt Adjustment Claims: Claims payable account
Dt Employment Expenses
- EPF (Employer’s Portion only)
- SOCSO (Employer’s Portion only)
- HRDF (Employer’s Portion only)
- SIP (Employer’s Portion only)
- KWAP (Employer’s Portion only)

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OfficeCentral User Manual for Automated Accounting (English) V1R1

  • 1. 0 OFFICECENTRAL USER MANUAL – ENGLISH © 2021 - Authentic Venture Sdn Bhd. AUTOMATED ACCOUNTING Version V1R10 (Release date: 7 January 2021)
  • 2. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 1 Table of Contents INTRODUCTION ......................................................................................................................................................2 AUTOMATION CRM TO ACCOUNTING ....................................................................................................................3 1.0 GLOBAL CONFIGURATIONS SETTINGS (ROLES)................................................................................................4 1.1 UPDATE ROLES...........................................................................................................................................4 1.2 SETTINGS – BANKS .....................................................................................................................................6 2.0 SETTINGS - ACCOUNTING...............................................................................................................................5 2.0 OTHER MODULES TO ACCOUNTING SETTINGS............................................................................................5 3.0 GLOBAL CONFIGURATIONS SETTINGS (ROLES)................................................................................................6 3.1 SETTINGS – BANKS .....................................................................................................................................6 4.0 CONFIGURATIONS - CRM ...............................................................................................................................9 4.1 BASE SELECTIONS ENTITIES.....................................................................................................................9 4.2 PRICEBOOKS CATEGORIES & PRICEBOOKS ................................................................................................14 5.0 FINANCE MODULE .......................................................................................................................................24 5.1 EXPENSE CATEGORIES..............................................................................................................................24 6.0 HRMS MODULE............................................................................................................................................32 6.1 DEPARTMENTS.........................................................................................................................................32 6.0 PAYROLL MODULE .......................................................................................................................................40 6.1 PAYROLL SETTINGS...................................................................................................................................40
  • 3. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 2 INTRODUCTION OfficeCentral is a system which uses the internet cloud-based software covering important modules to manage a company which includes HRMS, Payroll, Accounting, Customer Relationship Management (CRM), Procurement and Point-of-Sale (POS). OfficeCentral is a web application specially designed for small and medium companies to help them manage their company easily and smoothly. Online help We have prepared online help to assist you in learning to use OfficeCentral online. A special website for support purposes as follow: Help Center: http://bantuan.OfficeCentralCloud.com (Malay) http://help.OfficeCentralCloud.com (English) Contact us Authentic Venture Sdn. Bhd. (470336-H) 906B, Tingkat 2, Blok D Kompleks Diamond, Bangi Business Park 43650 Bandar Baru Bangi Selangor, Malaysia. P: +603-8922 1493 / +603-8920 0672 E: sales@ventures.com.my If you need any assistance or have any inquiry related to OfficeCentral system, please contact us or email to support@ventures.com.my. All rights reserved ©2020 - Authentic Venture Sdn Bhd. All rights reserved.
  • 4. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 3 AUTOMATION CRM TO ACCOUNTING OfficeCentral has introduce new feature which is automation accounting for the following modules: 1. CRM module a. CRM Delivery Orders b. CRM Invoices c. CRM Receipts 2. Procurement module a. Received Invoices b. Received Delivery Orders (Attached to the Received Invoices) 3. Finance Module a. Staff’s Claims b. Staff’s Advances c. Payment Vouchers d. Petty Cash Vouchers 4. Payroll Module The transactions will automatically be created to Accounting module based on your Automated Accounting settings. This is a part of our innovation in OfficeCentral to help you increase your productivity, save time and costs, and also ensure that you can generate your Accounting reports in much lesser time than before! You will be able to access this feature if you are a Flexi user (Can access all modules). To use this new feature, there are a few setups need to be done. Let’s start!
  • 5. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 4 1.0 GLOBAL CONFIGURATIONS SETTINGS (ROLES) 1.1 UPDATE ROLES Before you can access to Accounting Settings, you have to update your roles. 1. Go to Global Configurations > Users and click on Role Groups. 2. Choose which roles you want to edit if you have more than 1 roles. Click on Edit. 3. After that, click on Accounting as picture below. After that, tick as #2, AUTOMATED ACCOUNTING. After done, please click SAVE. Once you have edited this role group, the user(s) related will need to logout and login back to the system in order to be able to see the updated settings.
  • 6. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 5 2.0 SETTINGS - ACCOUNTING In settings, user can set for report, country rules and set other modules to accounting. In order to start using the Automated Accounting, you will need to configure your accounting module to allow automatic creation of Charts of Accounts and also transactions from other modules to Accounting module. This can be set in Accounting model. 2.0 OTHER MODULES TO ACCOUNTING SETTINGS 1. To access this module, you can go to Accounting > Configurations > and click on Settings as picture below: 2. Here the settings where you can configure the settings to auto import transactions from another module. For now, system will auto import invoices and receipts only. This is suitable for company with no approval. Below is the explanation for each button: Description: Auto-create accounts in chart of accounts from other modules If you add a new customer account in CRM, and you tick this setting, system will auto create accounts in Chart of Accounts. Auto-create Accounting Transactions from other modules If you tick this setting, when you finalize the invoice or receipt, system will auto create transaction in Accounting. Auto-approve the auto-generated accounting transactions If you tick this setting, when you finalize invoices or receipts in CRM, it will auto approve the transaction. Fully Automate: Auto-create accounts in Chart of Accounts from Other Modules If you tick this setting, during your mapping setup, the system will automatically create Header and Detail accounts in your
  • 7. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 6 Chart of Account from other modules such as Debtors, Creditors, Sales Revenue accounts and Overhead. As an example, when you create a new Pricebook Category, the system will automatically create a new Header account under Sales Revenue for this Pricebook, while the pricebooks under this category will be created as detail account. 3.0 GLOBAL CONFIGURATIONS SETTINGS (BANKS) 3.1 SETTINGS – BANKS The following is where you can do the settings for banks. Go to Global Configurations > Settings > Banks > View List You will arrive to the following page: Click Edit to modify the Bank’s information. 1.2 SETTINGS – BANKS The following is where you can do the settings for banks. Go to Global Configurations > Settings > Banks > View List
  • 8. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 7 You will arrive to the following page: Click Edit to modify the Bank’s information. You will arrive to the following page:
  • 9. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 8 Scroll to the bottom of the page, and select the Chart of Account of the selected Bank. Only Current Assets (Bank Accounts) Accounts is listed to be chosen. Once done selected, click save.
  • 10. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 9 4.0 CONFIGURATIONS - CRM After setting up in your Accounting module, then, you need to setup in the CONFIGURATIONS in CRM Module. This can be done by Accounting Administrator. If you are a CRM administrator but not an Accounting administrator, you will not be able to view this option. 4.1 BASE SELECTIONS ENTITIES The first setup is set the base selections entities section. It allows you to set your item category such as Account Type, Lead Source and many more. For this automation, user only have to setup category for Account Type. To setup, please follow the steps as follow: 1. Go to CRM > Choose on “CONFIGURATIONS” section. 2. Then select “BASE SELECTION ENTITIES” and click on “VIEW LIST”. 3. When you select “VIEW LIST”, you will see all information as per the following picture. Description: A Click on this button “Add” to add new selection. B Click on this button “Edit” to edit the data. C Click on this button “Delete” to erase the data. However, please note that data can only be erased if it is yet to be used. Once used, it can’t be erased. D This setting will show whether it mapping to accounting or not. This setting will show only for Account Type. A B C D
  • 11. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 10 4. Next, when you click on “ADD” base selection entities, you will go to the following page. This setting for new user who do not use CRM Module. 5. Description: A Key in selection name. B Choose type of selection. Information as follow: Account Type: Type of account Lead Source: Prospect source of information Lead Status: Prospect status Lead Type: Type of prospect Potential Type: Type of Prospective/Potential/Opportunity Potential Stage: Stage of Prospective/Potential/Opportunity Task Status: Work status C Please select chart of account (Debtors account) that you want to map in Accounting Module. This is only applicable for base selection entities Account Type only. Here, only Chart of Accounts with Debtors account type (Header and Detail accounts) will be listed. A B E C D
  • 12. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 11 I want this to be fully automapped  However, you also have option to select “I want this to be fully automapped” if you have selected “Fully Automate” option in your Automated Accounting settings.  If you choose this, the system will automatically create a Header account under Debtor (or Creditor, depending on your choosing), and the Account Type will automatically mapped to this newly created Header account.  The system will automatically create detail account when you issue and finalize and invoice to any accounts with this Account Type. How does it work? When you finalize an invoice, the following process will take place: 1. System will check if the CRM account has any mapping or not. 2. If no mapping yet, it will check if the CRM Account Type has any mapping or not. 3. If CRM Account Type already have a mapping, it will check whether it is detail or header account. a. Header account: System will automatically create a new Detail account under this Header account, and automap CRM account to the newly created account in Chart of Account. b. Detail account: System will not create any new account in Chart of Account and will automatically map this CRM account to this detail account. Note: The system DOES NOT automatically create a new account in Chart of Account upon CRM account creation. The account in Chart of Account will only be created after there is at least one of the following (that is attached to this CRM account) is finalized: 1. CRM Delivery Order 2. CRM Invoice 3. CRM Receipt D Please select chart of account (Creditors account) that you want to map in Accounting Module. This is only applicable for base selection entities Account Type only. Here, only Chart of Accounts with Creditors account type (Header and Detail) will be listed.
  • 13. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 12 How does it work? When you finalize an invoice, the following process will take place: 1. System will check if the CRM account has any mapping or not. 2. If no mapping yet, it will check if the CRM Account Type has any mapping or not. 3. If CRM Account Type already have a mapping, it will check whether it is detail or header account. a. Header account: System will automatically create a new Detail account under this Header account, and automap CRM account to the newly created account in Chart of Account. b. Detail account: System will not create any new account in Chart of Account and will automatically map this CRM account to this detail account. Note: The system DOES NOT automatically create a new account in Chart of Account upon CRM account creation. The account in Chart of Account will only be created after there is at least one of the following (that is attached to this CRM account) is finalized: 1. Procurement Received Invoice E Click on this button to save the information. WHAT HAPPENS WHEN YOU EDIT?  Nothing will happen if you edit previously mapped Account Type.  The system will NOT update the mapping for previously mapped Account Type.  The Automap will also NOT work on previously mapped Account Type.
  • 14. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 13 FLOW DIAGRAM The following is the flow diagram on how does the mapping for Account Type work:
  • 15. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 14 4.2 PRICEBOOKS CATEGORIES & PRICEBOOKS Next is you need to setup Pricebook Categories and Pricebook. Pricebook is the listing of products available in the company along with the products information and pricing. Pricebook is connected to inventory and stocks. 4.2.1 PRICEBOOKS CATEGORIES Second step is you have to set Pricebook categories and map it to Chart of Accounts. 1. To access this page, go to “CRM”, select “PRICEBOOKS”, select “PRICEBOOK CATEGORIES” and click on “VIEW LIST”. 2. After you have clicked the button “VIEW LIST”. You will see this page. Description: A Click on “Add” button to add new category. B Click on “Edit” button to update data. C Click on “Delete” button to erase data. However, please note that data can only be erased if it is yet to be used. If used, if can’t be erased. D Here will show whether Pricebook category has been mapped to Accounting. If it is mapped, you can view the Chart of Account it is mapped to. 3. To add new category, please click “ADD”. A C B D
  • 16. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 15 EDIT PRICEBOOK CATEGORY Descriptions: A Please enter Pricebook Category name. B Please enter description if any. C In here, the system will list all the chart of accounts (Header and Detail) under Sales Revenue. B A C D E F
  • 17. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 16 If you choose Header account, each time you create a new product, it will automatically create a Chart of Account under the selected Chart of Account, and automap the product to that newly created Chart of Account. If you choose Detail account, each time you create a new product, it will automap the product to that Chart of Account. It will NOT create new Chart of Account. D In here, the system will list all the chart of accounts (Header and Detail) under Costs of Goods Sold / Overhead. If you choose Header account, each time you create a new product, it will automatically create a Chart of Account under the selected Chart of Account, and automap the product to that newly created Chart of Account. If you choose Detail account, each time you create a new product, it will automap the product to that Chart of Account. It will NOT create new Chart of Account. E In here, the system will list all the chart of accounts (Header and Detail) under Inventory. This is only applicable for products with inventory tracking. If you choose Header account, each time you create a new product, it will automatically create a Chart of Account under the selected Chart of Account, and automap the product to that newly created Chart of Account. If you choose Detail account, each time you create a new product, it will automap the product to that Chart of Account. It will NOT create new Chart of Account. F Tick in “Automap” existing pricebooks (this is only available during Edit), if you want to automap all the existing pricebooks that you have created before this mapping.
  • 18. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 17 I want this to be fully automapped  However, you also have option to select “I want this to be fully automapped” if you have selected “Fully Automate” option in your Automated Accounting settings.  If you choose this, the system will automatically create a Header account under the selected account (Sales Revenue / COGS / Inventory), and the Account Type will automatically mapped to this newly created Header account.  The system will automatically create detail account when you create new pricebook with this category. 4. After done please click the button “SAVE”. WHAT HAPPENS IF YOU EDIT?  Nothing will happen if you edit previously mapped Pricebook Category.  The system will NOT update the mapping for previously mapped Pricebook Category.  The Automap will also NOT work on previously mapped Pricebook Category. FLOWCHART
  • 19. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 18 4.2.2 PRICEBOOKS Next, you can also view each individual pricebook mapping by going to Pricebook > View List > Details. 1. To access this page, go to “CRM”, select “PRICEBOOKS” and click on “VIEW LIST”. 2. After you have clicked the button “VIEW LIST”. You will see this page. Description: A Click on “Details” link to view the Pricebook’s details. B Click on “Edit” link to edit the Pricebook’s deails. A B
  • 20. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 19 Accounting Mapping view for selected pricebook: A Click here to automatically map the selected pricebook for accounts that are not mapped yet. This will not overwrite any mapping that has been done previously. The mapping will follow the Pricebook Category of the selected pricebook. If there is no mapping created for its Pricebook Category, no mapping will be created. B Click here to automatically map the selected pricebook for all accounts. This will overwrite any mapping that has been done previously. The mapping will follow the Pricebook Category of the selected pricebook. If there is no mapping created for its Pricebook Category, no mapping will be created. A B
  • 21. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 20 The following are the Accounting Transactions that will be generated using the settings above: No. Module Action(s) Required Accounting Transactions 1 CRM Invoice – Issue Invoice Finalize Invoice Dt Debtor Account Ct Revenue Account 2 CRM Receipt – Issue Receipt Finalize Receipt Dt Bank Account Ct Debtor 3 Procurement – Receive Invoice Finalize Received Invoice Pricebook with Inventory (track stock) Ct Creditor Dt Inventory (for Pricebook with inventory) Pricebook with no inventory (does not track stock) Ct Creditor Dt COGS / Overhead (for Pricebook with no inventory) Mixed Pricebook (track stock and does not track stock) Ct Creditor Dt COGS / Overhead (for Pricebook with no inventory) Dt Inventory (for Pricebook with inventory) 4 CRM Delivery Order – Generate Delivery Order Finalize Delivery Order Ct Inventory Dt COGS/Overhead Note: This is only applicable for pricebooks with inventory. No accounting transaction will be generated for pricebook(s) without inventory tracking.
  • 22. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 21 Accounting transactions will be generated when you finalize an invoice, or finalize a receipt in CRM. Some example of Accounting transactions that are automatically generated: 1. Salesperson issue invoice
  • 23. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 22 2. Finalize invoice 3. Automatically create accounting transactions 4. Create receipt -> Choose received in (Cash or bank)
  • 24. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 23 5. Finalize Receipt 6. Automatically create transactions for Receipt
  • 25. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 24 5.0 FINANCE MODULE Next, we will go to Finance Module. Firstly, we need to do the accounting mapping settings for Finance Module. 5.1 EXPENSE CATEGORIES You can map the Expense Categories to Overhead Account. Firstly, go to Finance Module > Configurations > Expense Categories > View List You will arrive to the following page: Click “Edit” to modify the Expense Category’s information. You will arrive to the following page: A B C
  • 26. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 25 A In here, the system will list all the chart of accounts (Header and Detail) under Overhead. If you choose Header account, each time you create a new product, it will automatically create a Chart of Account under the selected Chart of Account, and automap the expenses under the Expense Category to that newly created Chart of Account. If you choose Detail account, each time you create a new expense, it will automap the expense to that Chart of Account. It will NOT create new Chart of Account. B In here, the system will list all the chart of accounts (Detail only) under Overhead. This will be used each time a user chooses Custom Expense in the Finance Module items. C Click here if you would like to automap existing Expenses under this Expense Category based on the settings you have selected in A and B. Only unmapped Expenses will be mapped. I want this to be fully automapped  However, you also have option to select “I want this to be fully automapped” if you have selected “Fully Automate” option in your Automated Accounting settings.  If you choose this, the system will automatically create a Header account under Overhead account, and the Expense Category will automatically mapped to this newly created Header account.  The system will automatically create detail account when you create new expenses with this expense category. WHAT HAPPENS IF YOU EDIT?  Nothing will happen if you edit previously mapped Expense Category.  The system will NOT update the mapping for previously mapped Expense Category.  The Automap will also NOT work on previously mapped Expense Category.
  • 27. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 26 5.1 CASH ACCOUNTS You can map the Cash Accounts to Chart of Account (Cash Accounts). Firstly, go to Finance Module > Configurations > Cash Accounts You will arrive to the following page: Click “Edit” to modify the Cash Account’s information. You will arrive to the following page: A In here, the system will list all the chart of accounts (Detail only) under Current Assets (Account Type: Cash). Once you select and click save, the system will automatically map this Cash Account to the Cash Account in Chart of Account. A
  • 28. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 27 The following are the Accounting Transactions that will be generated using the settings above: No. Module Action(s) Required Accounting Transactions 1 Finance – Claims (without Advance) Approve Claims (Final Level Approval) Ct Staff’s Claims Dt Overhead - Expense 2 Finance – Claims with Advance Approve Claims (Final Level Approval) There are 2 transactions that will be generated at the same time. Transaction 1: Ct Staff’s Claims Dt Overhead – Expense Transaction 2 (Advance Repayment): Ct Staff’s Advance Dt Staff’s Claims 3 Finance – Payment Voucher Approve Payment Voucher (Final Level Approval) Ct Bank Account Dt Staff’s Claims (if item is Claims) Dt Staff’s Advance (if item is Advance) Dt Overhead – Expense (if item is Payment Requisition item or Others) 4 Finance – Payment Voucher (Import from Payroll) Approve Payment Voucher (Final Level Approval) Ct Bank Account Dt Staff’s Wages Payable 5 Finance – Petty Cash Voucher Approve Petty Cash Voucher (Final Level Approval) Ct Cash Account Dt Staff’s Claims (if item is Claims) Dt Staff’s Advance (if item is Advance) Dt Overhead – Expense (if item is Payment Requisition item or Others)
  • 29. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 28 The following are some of the example of transactions that are automatically generated in Accounting from Finance: FINANCE - CLAIMS 1. Staff submit claims 2. Finance approve claims 3. Automatic create transactions
  • 30. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 29 4. Pay Claims – Create Payment Voucher then approved PV 5. Automatic create transactions
  • 31. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 30 FINANCE – ADVANCE 1. Staff submit advance 2. Approve advance
  • 32. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 31 3. Pay – create PV to pay advance 4. Approve payment voucher 5. Automatically create transactions
  • 33. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 32 6.0 HRMS MODULE Next, we will go to HRMS Module. Firstly, we need to do the accounting mapping settings for HRMS Module. 6.1 DEPARTMENTS You can map the Departments to multiple different accounts. Firstly, go to HRMS Module > Configurations > Departments > View List You will arrive to the following page: Click “Edit” to modify the Department’s information.
  • 34. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 33 You will arrive to the following page: A B C
  • 35. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 34 D E F G H I J K
  • 36. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 35 Description: A In here, the system will list all the chart of accounts (Header and Detail) under Current Liabilities. This is to record how much the company owes to the staff in terms of staff’s claims. If you choose Header account, each time you create a new staff under this Department, it will automatically create a Chart of Account under the selected Chart of Account, and automap the staff under the Department to that newly created Chart of Account. If you choose Detail account, each time you create a new staff under this department, it will automap the staff to that Chart of Account. It will NOT create new Chart of Account. B In here, the system will list all the chart of accounts (Header and Detail) under Current Assets. This is to record how much the staff owes to the company in terms of staff’s advance. If you choose Header account, each time you create a new staff under this Department, it will automatically create a Chart of Account under the selected Chart of Account, and automap the staff under the Department to that newly created Chart of Account. If you choose Detail account, each time you create a new staff under this department, it will automap the staff to that Chart of Account. It will NOT create new Chart of Account. C In here, the system will list all the chart of accounts (Header and Detail) under Current Liabilities – Wages Payable. This is to record how much the company owes to the staff in terms of staff’s salary. If you choose Header account, each time you create a new staff under this Department, it will automatically create a Chart of Account under the selected Chart of Account, and automap the staff under the Department to that newly created Chart of Account. If you choose Detail account, each time you create a new staff under this department, it will automap the staff to that Chart of Account. It will NOT create new Chart of Account.
  • 37. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 36 D In here, the system will list all the chart of accounts (Header and Detail) under Overhead – Payroll Expense. This is to record how much the company’s spends on Payroll Expenses. If you choose Header account, each time you create a new staff under this Department, it will automatically create a Chart of Account under the selected Chart of Account, and automap the staff under the Department to that newly created Chart of Account. If you choose Detail account, each time you create a new staff under this department, it will automap the staff to that Chart of Account. It will NOT create new Chart of Account. E In here, the system will list all the chart of accounts (Header and Detail) under Overhead – Payroll Expense. This account will be used to charge Overtime expense amount (if any) for the staffs under this department. This is to record how much the company spends on Overtime. If you choose Header account, each time you create a new staff under this Department, it will automatically create a Chart of Account under the selected Chart of Account, and automap the staff under the Department to that newly created Chart of Account. If you choose Detail account, each time you create a new staff under this department, it will automap the staff to that Chart of Account. It will NOT create new Chart of Account. F In here, the system will list all the chart of accounts (Header and Detail) under Overhead – Employment Expense. This account will be used to charge EPF Employer’s portion expense amount (if any) for the staffs under this department. Only detail accounts will listed here. The system will automatically map any new staffs under this department to the Chart of Account selected. G In here, the system will list all the chart of accounts (Header and Detail) under Overhead – Employment Expense. This account will be used to charge SOCSO Employer’s portion expense amount (if any) for the staffs under this department.
  • 38. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 37 Only detail accounts will listed here. The system will automatically map any new staffs under this department to the Chart of Account selected. H In here, the system will list all the chart of accounts (Header and Detail) under Overhead – Employment Expense. This account will be used to charge SIP/EIS Employer’s portion expense amount (if any) for the staffs under this department. Only detail accounts will listed here. The system will automatically map any new staffs under this department to the Chart of Account selected. I In here, the system will list all the chart of accounts (Header and Detail) under Overhead – Employment Expense. This account will be used to charge HRDF Employer’s portion expense amount (if any) for the staffs under this department. Only detail accounts will listed here. The system will automatically map any new staffs under this department to the Chart of Account selected. J In here, the system will list all the chart of accounts (Header and Detail) under Overhead – Employment Expense. This account will be used to charge KWAP Employer’s portion expense amount (if any) for the staffs under this department. Only detail accounts will listed here. The system will automatically map any new staffs under this department to the Chart of Account selected. K Click here if you would like to automap existing staffs under this Department based on the settings you have selected in A, B, C and D. Only unmapped Staffs will be mapped.
  • 39. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 38 The following are the Accounting Transactions that will be generated using the settings above: No. Module Action(s) Required Accounting Transactions 1 Finance – Claims (without Advance) Approve Claims (Final Level Approval) Ct Staff’s Claims Dt Overhead - Expense 2 Finance – Claims with Advance Approve Claims (Final Level Approval) There are two transactions that will happen at the same time. Transaction 1: Ct Staff’s Claims Dt Overhead – Expense Transaction 2 (Advance Repayment): Ct Staff’s Advance Dt Staff’s Claims 3 Finance – Payment Voucher Approve Payment Voucher (Final Level Approval) Ct Bank Account Dt Staff’s Claims (if item is Claims) Dt Staff’s Advance (if item is Advance) Dt Overhead – Expense (if item is Payment Requisition item or Others) 4 Finance – Payment Voucher (Import from Payroll) Approve Payment Voucher (Final Level Approval) Ct Bank Account Dt Staff’s Wages Payable 5 Finance – Petty Cash Voucher Approve Petty Cash Voucher (Final Level Approval) Ct Cash Account Dt Staff’s Claims (if item is Claims) Dt Staff’s Advance (if item is Advance) Dt Overhead – Expense (if item is Payment Requisition item or Others) 6 Payroll Finalize Salary Slip Ct Wages Payable – Nett Salary Ct Employment Expenses Payable • EPF (Total EE + ER) • SOCSO (Total EE + ER) • HRDF (Total EE + ER) • SIP (Total EE + ER) • PCB (EE) • Zakat (EE) Ct - Adjustment Advance Deduction: Advance account
  • 40. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 39 Dt Payroll Expense (Staff’s salary after deduct unpaid leave, not including adjustments) Dt Adjustments - Normal adjustment allowance: Overhead Accounts (for each adjustments) Dt Adjustment Claims: Claims payable account Dt Employment Expenses - EPF (Employer’s Portion only) - SOCSO (Employer’s Portion only) - HRDF (Employer’s Portion only) - SIP (Employer’s Portion only)
  • 41. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 40 6.0 PAYROLL MODULE Next, we will go to Payroll Module. Firstly, we need to do the accounting mapping settings for Payroll Module. 6.1 PAYROLL SETTINGS You will need to go to Payroll > Settings as follow: You will arrive to the following page: On this page, you will be able to set the Creditors account for the Employment Expenses Payable. Here, only detail accounts are listing for you to select. So, if you have not yet set the accounts for Employment Expenses Payable, you will need to add to Chart of Account first before it is listed here.
  • 42. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 41 6.2 ADJUSTMENT PURPOSES You will also need to do settings for adjustment purposes. In order to do this, you need to go to the following page: You can edit the adjustment purposes or click on add new to add a new adjustment purpose. Next, you will arrive to the following page: On this page, you can setup the adjustment purpose information, and select the chart of account for the adjustment’s account.
  • 43. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 42 Here, only all the detail accounts in Chart of Accounts are listed. If you do not have the Chart of Account setup yet, you need to setup it first in Accounting Module, then only you will be able to select it here. The following is the transaction that will take place: Adjustment (Additional) The account selected will be used to Debit Normally, for Adjustment Purpose (Additional) the accounts use for this is Overhead. Adjustment (Deduction) The account selected will be used to Credit Due to the freedom that we provide to you to select any Chart of Account that is suitable for your Adjustment Purpose, please make sure you select the correct Chart of Account based on the explanation above. The accounting transaction will NOT be generated if the transaction created does not balance its debit and credit amount. This is to ensure that correct financial reports are generated. Accounting transactions are automatically generated when you finalize a Salary Slip. Here are some examples of transactions generated automatically in Accounting: 1. Process Salary & Finalize salary slip 2. Automatically create salary transactions
  • 44. © 2020 - Authentic Venture Sdn Bhd. All rights reserved. 43 The following are the Accounting Transactions that will be generated using the settings above: No. Module Action(s) Required Accounting Transactions 1 Payroll Finalize Salary Slip The following is the Accounting Transaction that will be generated: Ct Wages Payable – Nett Salary Ct Employment Expenses Payable • EPF (Total EE + ER) • SOCSO (Total EE + ER) • HRDF (Total EE + ER) • SIP (Total EE + ER) • PCB (EE) • Zakat (EE) Ct - Adjustment Advance Deduction: Advance account Ct – Adjustment (Deduction) Dt Payroll Expense (Staff’s salary after deduct unpaid leave, not including adjustments) Dt Adjustments - Normal adjustment allowance: Overhead Accounts (for each adjustments) Dt Adjustment Claims: Claims payable account Dt Employment Expenses - EPF (Employer’s Portion only) - SOCSO (Employer’s Portion only) - HRDF (Employer’s Portion only) - SIP (Employer’s Portion only) - KWAP (Employer’s Portion only)