In settings you can configure locations, public holiday, state holidays, banks, currencies and taxes.
1. LOCATIONS
OfficeCentral allows you to add branches and locations in your company. This is due to most companies are having more than one location or branch. By naming the location or branch based on the ones existing in your company, you will be able to classify your staffs more easily. It also enables the system to automatically calculate the holidays by considering public and state holidays based on the location of employees.
(I) ADD LOCATION
To add new Locations, go to Settings, Locations and click on “Add New”.
Picture 4.7.1: How to access the Locations sub module
After click Add New, you will be able to see the following screen:
Descriptions:
| A | Please fill up your location’s name. |
| B | Please fill up your location’s short code. |
| C | Please fill up description of the new location. |
| D | Please fill up the location’s address. |
| E | If this location is a sub to another location, please select the “Parent” location here. |
| F | Please select the country where this location is located in. |
| G | Please select the state where this location is located in. |
| H | Please select the off-days for this location. |
| I | Please select if this location has its own Chart of Accounts (separate individual accounting report) |
| J | Please click this button to get the geolocation of the office’s location. |
After done, please click Save.
Description:
| A | Click “Add” button to add a new location. |
| B | Click “Edit” link to modify the location information. |
| C | Click “Delete” to delete the selected location. Please be informed that the location can only be deleted if it has not been attached to any other functions. |
2. DOCUMENTS
In OfficeCentral, you can upload document. To upload document, go to Global Configurations, Settings, Documents and click View list.
Description:
| A | Click Add to add new documents. |
| B | Click here to download documents. |
| C | To edit, click here. |
| D | To delete, click here |
To add new document, click Add and you will see the following screen:
Description:
| A | Fill in your file name here. |
| B | Put remarks if necessary. |
| C | Click here to upload file. |
3. PUBLIC HOLIDAY
"Public Holiday" is intended to place any public holiday as declared in a country and followed by the company. By incorporating the holiday into the system, the system will calculate the number of leave taken by the employee automatically. If there are any other holidays apart from the ones available in the system, you can add these holidays.
To add new public holiday, go to Global Configurations, Settings, Public Holiday and click View list.
Picture 4.7.4: How to access Public Holidays settings
Description:
| A | Click “Add’ to add new public holiday |
| B | Click “Edit” to modify the public holiday information. |
| C | Click “Delete” to delete the public holiday. |
(I) ADD PUBLIC HOLIDAY
You can click on the “Add” button to add other public holiday.
Picture 4.7.6: Add new Public Holiday
| A | Please select the country the company operates. |
| B | Enter a name for the holiday. |
| C | Please select date of the holiday. |
| D | Enter description of the holiday. |
| Note: You need to enter the list of public holidays followed by your company each year. The system does not do this automatically as many holidays do not have a fixed date every year and not all companies follow the same holiday. |
4. STATE HOLIDAY
"State Holiday" seeks to place any type of holiday followed by your company in accordance with their respective states. By incorporating the holiday into the system, the system will calculate the number of leave taken by the employee automatically.
If there are any other holidays apart from the ones available in the system, you can add these holidays. Therefore, if you have employees working in different countries, OfficeCentral can still be applied effectively.
To access this page, go to Global Configurations, Settings, Public Holiday and click View list.
Description:
| A | Click “Add’ to add new state holiday |
| B | Click “Edit” to modify the state holiday information. |
| C | Click “Delete” to delete the state holiday. |
(I) ADD NEW STATE HOLIDAYS
You can add a new State Holiday for your company:
Picture 4.7.8: Adding a new State Holiday
Description:
| A | Please select the “State” for the holiday. |
| B | Please fill up the name of the holiday. |
| C | Please select the State Holiday date. |
| D | Please fill up the description of the State Holiday. |
5. TAXES
On this page, you can setup the tax types that use within your company. To add a new tax, click on “Add New”.
Picture 4.7.9: Tax Configuration Menu
After you click add new you will be able to see the following screen:
Picture 4.7.10: Adding new tax
Description:
| A | Fill in the tax code here. e.g. for Sales Tax, SAT-5 (for 5% SST), SAT-10 (For 10% SST) e.g. for Service Tax, SVT-6 |
| B | Fill in tax percentage here. For Sales Tax is depends on company but for service tax is fixed for 6% |
| C | Fill in tax description here, if any. |
| D | Choose setting of your tax code. For SST we suggest for you choose service tax or sales tax. |
| E | Choose your tax types. There are two option which SST (Purchase) and SST (Supply). |
| F | Select date effective of your tax. |
After done, please click Save.
(I) TAX TYPE
After user had setup Tax Code, now user have to setup tax types. Tax type will appear when you want to add new tax code.
To setup tax types, please follow the steps below:
Go to Global Configuration > Setting >Taxes > Tax Type > and click Add New.
After click Add New, you will see the following page:
After done, please click Save.
| No. | Description |
| 1. | Add New Tax Type (SST Supply or/and SST Purchase) |
| 2. | Select Tax for Supply or/and Purchase |
After done, please click Save.
6. HS CODE
Harmonized System or simply HS is a multipurpose international product nomenclature developed by the World Customs Organization (WCO). HS Code is universal code for taxable service or goods.
The uses of HS code in the OfficeCentral system is, all the goods and services supply by user who have registered with SST, will classified under HS code. When run the SST 02 report, it will triggered by HS code.
To setup HS code/ Service Code, please follow the guide below:
First, please go to Global Configuration > Settings > HS Code > click Add New.
After click Add New, you will see the following page:
(I) ADD NEW HS CODE / TAXABLE CODE
| No. | Description |
| 1. | To adding Service/Tariff Code, we can refer list of Type of Taxable Service or JKDM HS Explorer |
| 2. | For service/goods name of your company provided. E.g. Book/ Accomodation |
| 3. | User can refer HS Code or tax service/taxable goods by clicking (?) icon on the page. |
| 4. | Select Service/ Goods Group of item. Group A to I is for Services, and Taxable Goods for goods only. User can refer list type of Taxable Service or JKDM HS Explorer to clasified your company Service/ Goods group. |
To adding Service/Tariff Code for Services, user can refer list of Type of Taxable Service at (?) as the picture above.
| No | Description |
| 1. | Service Type Code to fill in Service/Tariff Code |
| 2. | Group to select on Service/Goods Group |
| 3. | Select which Taxable Service to fill in Service/Goods Name |
To adding Service/Tariff Code for Taxable goods, user can refer list of Type of Taxable Service at (?) as the picture above.
| No. | Description |
| 1. | Select PDK 2017 for Tariff Type. PDK 2017 or Perintah Duti Kastam 2017 is a term that should be used in determining the types of goods offered in the business. |
| 2. | For column Search Criteria, select Item Description to describe the type of company goods |
| 3. | Insert the keyword item of company product or goods. E.g. books. |
| 4. | Click Search |
| 5. | Header column is the Service/Tariff Code for the item. |
| Note: Add HS Code/Service Code that use by your company only. |
7. BANKS
You can setup your company’s bank accounts here. The bank accounts information will be used for invoicing purposes, to be shown in your invoices.
Picture 4.7.13: Menu to add a new bank account in the system.
Picture 4.7.14: List of banks in your company.
Description:
| A | Click “Add’ to add new bank. |
| B | Click “Edit” to modify the bank’s information |
| C | Click “Delete” to delete the bank. |
To create a new bank, click “Add New” and you will find the following screen:
Picture 4.7.15: Create a new bank account
Description:
| A | Please fill in the name of the bank account. |
| B | Please fill in the shortcode used to identify the bank account. As an example, people normally use MBB for Maybank. |
| C | Choose Yes or No if use for payroll. |
| D | Choose Yes or No for company account. |
| E | Choose Yes or No for default invoicing. Normally this will show in CRM invoice. |
| F | Choose whether this is Maybank or CIMB. If not, choose “others”. |
| G | Please fill in your company’s bank account here. |
8. CURRENCIES
Picture 4.7.16: Currencies menu
After you click View List, you will see the following screen:
Picture 4.7.17: List of Currencies
Description:
| A | Click “Add’ to add new currency. |
| B | Click “Edit” to modify the currency information. |
| C | Click “Delete” to delete the currency |
When you click “Add new”, you will be able to see the screen below. You can select the currency that you want to use and insert the current exchange rate of the chosen currency with your default currency.
