This guide explains how to record and manage payments received from customers in OfficeCentral Accounting Module.
Receipts are used to:
Record payments made to suppliers
Update outstanding suppliers balances
Ensure accurate financial and aging reports
Accounting Entry
| Transaction | Debit (Dr) | Credit (Cr) | Remarks |
|---|---|---|---|
| Issue Payment | Creditor | Bank / Cash | Record payment made to supplier |
Where to Access Accounting
How to Create Receipt (Receive Payment)
There are 2 methods to record payment:
| Method | Description |
|---|---|
| Generate from Received / Self-Billed Invoice | Recommended. Automatically links payment to an existing approved invoice |
| Create Directly | Manual creation without linking to any invoice. You must fill in all payment details |
Step 1: Access the Create Function
Option 1: Generate from Received / Self-Billed Invoice (Recommended)
Go to Accounting > Expenses > Received Invoices > Overall OR Accounting > Expenses > Self Invoices
Locate the invoice
Click Receive Payment
? No need to re-enter details — system will auto-fill based on invoice
Use the screenshot below to locate these buttons.
Generate from Received Invoices
Generate from Self-billed Invoices
Option 2: Create Receipt Manually
Go to Accounting > Receipts > Overall
Click + Receive Payment
Use the screenshot below to locate these buttons.
Step 2: Enter Receipt Information
Basic Information
| Field | Description |
|---|---|
| Reference Number * | Recorded in accordance with the reference number stated on the supplier’s receipt |
| Issued Payment From * | Select existing cash / bank account |
| Issued To * | 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 * | Receipt creation date |
| Payment Voucher Number | Optional |
| Payment Method | Optional |
| Payment Reference Number / Cheque Number | Optional |
| Currency * | Default currency (OC Lite: MYR). |
| Exchange Rate * | Default 1. Change current rate if applicable |
| Subject | Short description of issued payment. Recommended to follow the subject of the real supplier's receipt |
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
Step 3: Save Issued Payment
Review all details
Click Submit
Step 4: Approve / Reject Issued Payment
After saving, receipt 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 supplier aging
If not approved, system will treat the invoice as unpaid
How to Edit Issued Payment
- Go to Accounting > Expenses > Issued Payment > Overall
Click Edit next to the Pending issued payment you would like to edit
Update the required information
Click Submit to save
Accounting Impact (Edit)
| Scenario | Debit (Dr) | Credit (Cr) |
|---|---|---|
| Edit Issue Payment | Creditor (updated) | Bank / Cash (updated) |
⚠️ Note:
Only Pending issued payment can be edited
Approved issued payments are NOT editable
Edited values will NEED user to edit the double entry accordingly (bottom of the page)
⚠️ Important Notes
Issued Payments CANNOT be deleted
Only Pending issued payment can be edited
Only approved transactions appear in accounting reports
Incorrect entries ONLY CAN be rejected