OfficeCentral User Manual for Billing (English) V1R2

© 2021 -AUTHENTIC VENTURE SDN BHD. ALL RIGHTS RESERVED
© 2021 -Authentic Venture Sdn Bhd. All rights reserved 1
OFFICECENTRAL
USER MANUAL FOR BILLING
VERSION : ENGLISH
© 2021 - AUTHENTIC VENTURE SDN BHD. VERSION 1 REVISION 2

TABLE OF CONTENT
INTRODUCTION ....................................................................................................................................................3
1. GLOBAL CONFIGURATIONS SETTINGS (ROLES) ....................................................................................................5
1.1. UPDATE ROLES .................................................................................................................................................5
1.2. UPDATE USER PRIVILEGE..................................................................................................................................6
1.3. BILLING - PAGES................................................................................................................................................8
2. SETTINGS AND CONFIGURATION .........................................................................................................................9
2.1. ACCOUNT SETUP ..............................................................................................................................................9
2.2. CUSTOMER TYPE.............................................................................................................................................14
2.3. PRODUCT AND SERVICES CATEGORIES ..........................................................................................................16
3. INFORMATION....................................................................................................................................................18
3.1. CUSTOMERS ...................................................................................................................................................18
3.1.1. CUSTOMERS – VIEW CUSTOMERS..........................................................................................................18
3.1.2. CUSTOMERS – ADD NEW........................................................................................................................19
3.2. PRODUCT AND SERVICES................................................................................................................................21
3.2.1. PRODUCT AND SERVICES – VIEW PRODUCT AND SERVICES ..................................................................21
3.2.2. PRODUCT AND SERVICES – ADD NEW....................................................................................................22
4. INVOICING AND BILLING ....................................................................................................................................23
4.1. QUOTATION....................................................................................................................................................23
4.1.1. QUOTATION – VIEW AND ADD NEW......................................................................................................23
4.2. INVOICES.........................................................................................................................................................27
4.2.1. INVOICES – ALL INVOICES VIEW AND ADD NEW....................................................................................27
4.2.2. INVOICES – VIEW BY CUSTOMERS..........................................................................................................31
4.3. RECEIPTS.........................................................................................................................................................32
4.3.1. RECEIPTS (VIEW AND ADD NEW)............................................................................................................32
5. REPORTS .............................................................................................................................................................37
5.1. REPORTS – VIEW REPORTS.............................................................................................................................37
5.2. REPORTS – LIST REPORTS ...............................................................................................................................41

 INTRODUCTION
OfficeCentral is a system that uses cloud technology (internet cloud-based software) and
includes essential modules to manage a company, namely HRMS, Salary Calculation
(Payroll), Accounts and Customer Management (CRM).
OfficeCentral is a web application specially designed for small and medium industrial
companies to manage companies more efficiently and smoothly.
Social Media
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Twitter: https://twitter.com/officecentralav
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sdn-bhd
Instagram: https://www.instagram.com/officecentralcloud
TikTok: www.tiktok.com/@authenticventure
SlideShare: https://www.slideshare.net/venturesmarketing
Website: http://www.OfficeCentralCloud.com
Blog: http://www.OfficeCentralCloud.com/blog
Online help
We provide online help to help you learn OfficeCentral online. Certain websites for
support are as follows:
eLearning: http://academy.ICTForGrowth.com
Help Center: http://bantuan.officecentralcloud.com (Malay)
http://help.OfficeCentralCloud.com (English)

Contact Us
Authentic Venture Sdn.Bhd.
(470336-H) 906B, Level 2, Block D
Diamond Complex, 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 help /questions regarding the OfficeCentral system, do not hesitate to
contact us or email us at support@ventures.com.my.
All Rights Reserved
© 2021 -Authentic Venture Sdn Bhd. All rights reserved1.0 GLOBAL CONFIGURATIONS
SETTINGS (roles)

1. GLOBAL CONFIGURATIONS SETTINGS (ROLES)
1.1. UPDATE ROLES
Before you can access to Billing, you have to update your roles.
1. Go to Global Configurations > Users and click on Role Groups.
2. Click on “Add New” button
3. After that, Fill in necessary role group name and click on Subcription as picture below > select
Billing. After done, please click SAVE.

1.2. UPDATE USER PRIVILEGE
After Role Groups was added, you need to give priviledge to the user in order to use billing module.
1. Go to Global Configurations > Users and click on View List.
2. Click on “Details” button on the right of the user/staff names. You will redirect to the new page
3. Click on License Type and choose “Billing” > Update Licence.
4. After updating the billing license, Roles group for billing must be tick and then click “Update
Roles”

Once you have update the 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. In order to use billing module portal, user need to click
highlighted icon below on the home page of the OfficeCentral.

1.3. BILLING - PAGES
Billing module consist of several main function which are:
1) Account Setup
2) Configuration
3) Customer
4) Product and Services
5) Quotation
6) Invoices
7) Receipts
8) Reports
Figure below shows the home page of the billing module portal and its main function.

2. SETTINGS AND CONFIGURATION
2.1. ACCOUNT SETUP
There are 6 steps for Account Setup settings which are:
1) Company Profile
This function enable user to setup their company profile such as Logo, Company Name,
Registration Number and etc.
2) Contact Person Information
This function enable user to setup their contact person for OfficeCentral related matters such as
name, email and mobile phone.

3) Bank and Payment Information
This function enable user to setup their bank information such as payable to (Company’s Name
of Account), Bank Name and Bank Account Number.

4) Tax Information (If Applicable)
This function enable user to setup their tax which are GST Verified date, GST Effective date and
SST Verified date.
1) GST Verified Date: When company GST has been verified by Goverment
2) SST Verified Date : When company SST has been verified by Goverment
3) GST Effective Date: When company GST are started that has been set by Goverment

5) Billing Module Setup
This function enable user to setup their Billing Module such as Customer Portal, Reference
number for quotation, invoice and receipts.
Customer Portal – A customer portal is a platform that provides your customers with a single
point of access to company information that is relevant to them such as quotations, invoices, and
receipts and online payment. A customer portal is available 24 hours that make your customer
easier to aknowledge if there are new quotation, invoice or receipt that has been sent by you.

6) Term and Remarks
This function enable user to setup their term and remark for quotations, invoices and receipts.
When this term and remark has been set, all the quotations, invoices and receipts document will
be filled in automatically based on this setting.

2.2. CUSTOMER TYPE
Customer type consist of two sub module which are:
a) View List – To review all the customer type informations.
Figure below shows list of customer type that has been save into the system and several features.
From this customer type view page, Main function of this page are to show the user all their customer
type that has been save into the system.
System also provided several features for user which are:
1) Entries – To show total entries in one page.
2) Download – To generate customer type report in several format such as pdf, csv or excel.
3) Edit/Delete – To edit or delete existing customer types.
4) Search – To make easier for user to search specific customer type.
5) New Record – To add new customer types.
6) Export – To generate customer type report in several format such as pdf, csv or excel.

b) Add New – To add new customer type into the system.
Figure below show how to add new customer type into the system using billing module.
Figure above shows on how to add new customer type. The Chart of Account (COA) that has been
highlighted is another function if the users are subscribing accounting module and using automated
accounting.
If the users are subscribing accounting module and using automated accounting, users need to select their
debtors and creditors account based on their COA. This function will enable system to automatically
record any transaction that has been occur without users need to import their transactions into their
accounting module manually

2.3. PRODUCT AND SERVICES CATEGORIES
Product and services categories consist of two sub module which are:
a) View List – To review all the customer type informations.
Figure below shows list of product and services categories that has been save into the system and several
features.
From this product and services categories view page, Main function of this page are to show the user all
their available product and services.
1) Entries – To show total entries in one page
2) Download – To generate product and services categories report in several format such as
pdf, csv or excel.
3) Edit Delete – To edit or delete existing product and services categories
4) Search – To make easier for user to search specific product and services categories
5) New Record – To add new product and services categories
6) Export – To generate product and services categories report in several format such as
pdf, csv or excel.

b) Add New – To add new Product and Services Categories into the system.
Figure below shows how to add new product and services categories into the system using billing module.
Figure above shows on how to add product and services categories. The Chart of Account (COA) that has
been highlighted is another function if the users are subscribing accounting module and using automated
accounting.
If the users are subscribing accounting module and using automated accounting, users need to select their
Revenues, Cost of Good Sold (COGS) and Inventory based on their COA. This function will enable system
to automatically record any transaction that has been occur without users need to import their
transactions into their accounting module manually.

3. INFORMATION
There are two sub-module in this function which are Customers and Product and Services.
3.1. CUSTOMERS
Next, we will go to Customer. There is two main function which are:
a) View – To view all the record of Customers.
b) Add New – To record new customers in the system.
3.1.1. CUSTOMERS – VIEW CUSTOMERS
Figure below shows the interface of View Customers and its function.
View Customer list of function:
1) Customer Details – Enable user to view all their customer information.
Figure below shows an example of customer details.
2) Edit customer – Enable user to edit their existing data of customers information.

3.1.2. CUSTOMERS – ADD NEW
To add new customer, billing system provide a function that enable user to record their new customer
information easily. There are two methods that can be used to record new customers into the system
which are add single customer and import using excel file customers.
3.1.2.1. ADD SINGLE CUSTOMER
Figure below shows the page on how to add single customer using billing module system.
User need to click Add Single Customer button on the right menu bar so the system will redirect to the
add new customer page. User need to fill in all the required information steps by steps that has been
provided by the system.
There are several steps are needed to be followed by users.
1) Customer Information – Fill in all the customer information.
2) Billing information – Billing address which is company address
3) Contact Person – Person in charge in for business purpose

4) More information – Extra information which are industry type, number of employees,
bank information.
3.1.2.2. IMPORT CUSTOMERS
Figure below shows the page on how to multiple customers using billing module system.
User need to fill in the following excel format given in order to import multiple customers at one time.
Here are several steps on how to import customers in to system.
1) Download excel format given at the highlighted figure above.
2) Insert data/information of the customer that has been required into the excel.
3) Upload completed excel file into the system and select which row that system should take the
data
4) Click “Submit” to finish the import process.

3.2. PRODUCT AND SERVICES
Next, we will go to Product and Services. There is two main function which are:
c) View – To view all the record of product and services.
d) Add New – To ecord new product and services in the system.
3.2.1. PRODUCT AND SERVICES – VIEW PRODUCT AND SERVICES
Figure below shows list of product and services that has been save into the system with several
management features.
From this product and services view page, Main function of this page are to show the user all their
available product and services that consist of Code, Category, Name, Price Per Unit, Status, Action column.
1 View Details To view product and service in more details
2 Edit and Delete To edit or delete existing product and services in the system
3 Duplicate To duplicate existing product and services with its information.
4 Searching To make easier for the user to search specific product and services
5 Download To generate report into several format such as CSV, PDF, Excel
6 Add New Products
and Services
To add new products and services into the system.

3.2.2. PRODUCT AND SERVICES – ADD NEW
Figure below shows on how to add new product and services into the system using billing module.
Fill all the information required such as price book category, name of the produce and services and code
of the product and services by the system and click submit button to save it.
Here step by step on how to add new products and services into the system.
1) Click Product and Services > Add New > Add New. (As highlighted above)
2) Insert required information such as Pricebook Category, Name, Code and Unit of Measurements.
User must fill in the required information (*) before submit.
3) Click “Submit Button” to complete the process and a new product and service will be added into
the system

4. INVOICING AND BILLING
4.1. QUOTATION
4.1.1. QUOTATION – VIEW AND ADD NEW
Figure below shows list of quotation that has been save into the system that consist of several column
which are quotation reference number, date issued, subject, customer name, amount, quotation expiry
date, status and actions (view details, edit, finalize/unfinalize and delete).

There is several features that has been provided by the system which are:
1 View Details View quotation information in details.
2 Edit
User enable to edit their quotation informations if needed.
(Note: User must ensure the quotation are not finalize yet).
3 Finalize/Unfinalized To finalize/unfinalized the quotations
4 Delete
User enable to delete their existing quotation if needed.
5
Status
There is two status of quotation which is pending and finalize.
Pending status – Enable user view details, edit or delete the quotation
and finalize the quotation in order to generate invoices.
Finalize status – Main function of this status was to enable user to
generate invoices from the current quotation as reference. User also
enable to view the details of the quotation and unfinalize the quotation
before edit or delete it.
6 Search User enable to find the specific quotations using this function.
7 Download
User be able to generate report with the preferred format such as in
Excel, PDF or CSV.
8
Add Quotation
User enable to record new quotation for their customers. Figure below
shows the quotation form and all the information needed to be record.
9
Generate Invoice
User enable to generate invoice from the current quotation without
need to fill in the same information twice.

Figure below shows on how to create new quotation with several required information.

User need to fill in all the require information (*) such as date issued, salesperson, expiry date and etc.

4.2. INVOICES
There are two option for the user to view the invoices which are view by invoices or view the invoices
sorted by customers.
4.2.1. INVOICES – ALL INVOICES VIEW AND ADD NEW
Figure below shows list of invoices has been created from the quotation and the invoices was sorted in
one page.
1 View Details To review an invoices in details.
2 Finalize/Unfinalized To finalize/unfinalized the invoices.
3 Edit User enable to edit their invoices informations if needed.
4 Delete User enable to delete their existing invoices if needed.
5 Generate Receipts User enable to generate receipt from the current invoice without need to
fill in the same information twice.

6 Download User be able to generate report with the preferred format such as in Excel,
PDF or CSV.
7 Search User enable to find the specific quotations using this function.
8 Add Invoice User enable to record new quotation for their customers. Figure below
shows the quotation form and all the information needed to be record.
9 Status There are two status of invoices which is pending and finalize.
Pending status – Enable user view details, edit or delete the invoices and
finalize the invoices in order to generate receipts.
Finalize status – Main function of this status was to enable user to
generate receipts from the current invoices as reference.
User also enable to view the details of the invoices and unfinalize the
quotation before edit or delete it.
The following figure below shows the invoice form provided by the system. User need to fill in all the
required information (*).

4.2.2. INVOICES – VIEW BY CUSTOMERS
Figure below shows list of invoices that has been created from the quotation and the invoices was sorted
in one page.
This page consists of several information such as Customer Name, total number of invoices for each
customer, total unpaid amount and total overdue amount. User also enable to view all the invoices for
each customer by click the highlighted name of customers. After that, system redirect user to the list of
invoices created for each customer in one page.

4.3. RECEIPTS
4.3.1. RECEIPTS (VIEW AND ADD NEW)
Figure below shows list of receipts that has been save into the system that consist of several data which
are reference number, date issued, subject, customer, total amount, expiry date, status
(Pending/Finalized), Action (view details, edit reciepts, finalize and delete).
1 View Details To review an invoices in details.
2 Edit Receipts User enable to edit their receipts informations if needed.
(Note: To edit the quotation, user must ensure the quotations are not
finalize yet).
3 Finalize/Unfinalized To finalize or unfinalized the receipts
4 Delete Receipts User enable to delete their receipts if needed.
(Note: To delete the receipts, user must ensure the quotations are not
finalize yet).
5 Search Receipts User enable to find the specific receipts using this function.
6 Generate Report User enable to generate report with the preferred format such as in
Excel, PDF or Word. User also enable to print when the report was
generated.

7 Generate New
Receipts
User enable to record new receipts for their customers. Figure below
shows the receipts form and all the information needed to be record.
8 Receipts Status There is two status of receipts which is pending and finalize.
Pending status – Enable user view details, edit or delete the receipts and
finalize the receipts to prevent from edit or delete.
Finalize status – Main function of this status is to avoid the receipts from
being edited or delete.
The following figure below shows the receipts form provided by the system. User need to fill in all the
required information (*).

5. REPORTS
5.1. REPORTS – VIEW REPORTS
Now we are going through all the reports functions that has been provided by the billing system. There
are several categories of report which are: Figures below shows all the categories reports in one page.
1) Sale reports consists of three sub-categories which are:
a) Sales by Customers

b) Sales by Item
c) Sales by Sales Person

2) Receivable Report consist of two sub-categories which are:
a) Report by Invoice Details
b) Report by Estimate Details

3) Payment Received Report:
a) Report by Payment Received

5.2. REPORTS – LIST REPORTS
There is another function that enable user generate their reports more easily. Several reports are provided
by the system consist of several type which are:
1) Customers Reports – Generate list of Customers in one reports.

2) Producst and Services Reports – Generate list of Products and Services in one reports

3) Quotations Reports – Generate list of Quotations in one reports

4) Invoices Reports
There is three type of reports that users can generate which are Invoices List Report, Invoice Paid
Information Report and Detailed Invoice Report
Invoices List and Invoices Paid Information Report
Detailed Invoice Report

5) Receipts Reports – Generate list of receipts in one reports

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