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 |
|---|---|---|---|
| Self-billed Invoice | Inventory / COGS / Overhead | Creditor | Record purchases or expenses |
Where to Access Accounting
How to Create Self-Billed Invoice
Step 1: Access the Create Function
Go to Accounting >Expenses > Self Invoices
Click + Create
Use the screenshots below to locate these buttons.
Step 2: Enter Invoice Information
Basic Information
| Field | Description |
|---|---|
| Reference Number * | Auto-generated (e.g., SELFINV/2026/1). To set other reference number format, please refer 1.2 Accounting Configurations - Reference Number |
| 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 self-billed 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 Self-Billed 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 Self-Billed Invoice
- Go to Accounting > Expenses > Self Invoices
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 Self-billed Invoice | Inventory / COGS / Overhead (updated) | Creditor (updated) |
⚠️ Note:
Only Pending self-billed invoices can be edited
Approved self-billed invoices are NOT editable
Edited values will NEED user to edit the double entry accordingly (bottom of the page)
⚠️ Important Notes
Self-billed Invoice CANNOT be deleted
Only Pending self-billed invoices can be edited
Only approved transactions appear in accounting reports
Supplier must be created BEFORE recording self-billed invoice
Always approve self-billed invoice before issuing payment
Ensure pricing and tax are accurate