Invoices are used to:
Record purchases or expenses
Track amounts payable to suppliers / creditors
Track outstanding balances to suppliers
Accounting Entry
| Transaction | Debit (Dr) | Credit (Cr) | Remarks |
|---|---|---|---|
| Receive Invoice | Inventory / COGS / Overhead | Creditor | Record purchases or expenses |
Where to Access Accounting
How to Create Receive Invoice
Step 1: Access the Create Function
Go to Accounting >Expenses > Received Invoices > Add New
Use the screenshot below to locate these buttons.
Step 2: Enter Invoice Information
Basic Information
| Field | Description |
|---|---|
| Reference Number * | Recorded in accordance with the reference number stated on the supplier’s received invoice |
| Received From * | Select existing supplier or Add New Account (Creditor). To add supplier, please refer 4.1 How to Create and Manage Supplier (Creditor) |
| Location * | Default location (OC Lite: Headquarters). To add location, please refer How do I Manage Locations in OfficeCentral? |
| Date Received * | Received Invoice creation date |
| Date Due * | Based on credit terms |
| Currency * | Default currency (OC Lite: MYR). |
| Exchange Rate * | Default 1. Change current rate if applicable |
| Subject * | Short description of received invoice. Recommended to follow the subject of the real received invoice |
Billing & Pricing Settings
| Field | Description |
|---|---|
| Billing Information | Click to view customer billing details |
| Discount in % | Tick if using percentage discount |
| Tax Inclusive | Tick if unit price includes tax |
Item Details
| Field | Description |
|---|---|
| Quantity * | Number of units |
| Measurement * | Example: unit / pax / box |
| Item Code | Product or service code |
| Item Name * | Product or service name |
| Description | Additional item details |
| Unit Price * | Price per unit |
| Discount | Amount or % |
| Tax | Select tax type |
Auto Calculation
System will calculate automatically:
- Amount Excl. Tax
- Discount
- Tax
- Exempted Tax
- Amount Incl. Tax
Additional Information
| Field | Description |
|---|---|
| Opening Balance Invoice | Tick if applicable |
Step 3: Save Received Invoice
Review all details
Click Submit
Step 4: Approve / Reject Invoice
After saving, invoice must be approved to be valid.
? Go to: 5.0 How to Approve / Reject / Unapprove Transactions
⚠️ Important:
Only approved transactions will appear in accounting reports and customer aging
Issue payment (payment voucher) could only be made after approval
How to Edit Received Invoice
- Go to Accounting > Expenses > Received Invoices > Overall
Click Edit next to the invoice you would like to edit
Update the required information
Click Submit
Accounting Impact (Edit)
| Scenario | Debit (Dr) | Credit (Cr) |
|---|---|---|
| Edit Received Invoice | Inventory / COGS / Overhead (updated) | Creditor (updated) |
⚠️ Note:
Only Pending received invoices can be edited
Approved received invoices are NOT editable
Edited values will NEED user to edit the double entry accordingly (bottom of the page)
⚠️ Important Notes
Received Invoice CANNOT be deleted
Only Pending received invoices can be edited
Only approved transactions appear in accounting reports
Supplier must be created BEFORE recording received invoice
Always approve received invoice before issuing payment
Ensure pricing and tax are accurate