OfficeCentral Introductory Training

Training Module for OfficeCentral V2

Module Information

Module Information

Module No. OC2 Title: OfficeCentral V2 Introductory Training Type: Skills

Manager(s) and Administrator(s) level at SME Companies for department Operations, Human Resources, Finance, Accounting, Sales & Marketing Must have minimum of basic knowledge in using computer, internet and email. Given the appropriate tools, the trainees will be able to operate, configure and manage their companys OfficeCentral account.

Target Audience

Performance Objective

Trainer Preparation

Make sure that all trainees have access to the system. Make sure that the trainers system version is the same as the trainees Make sure that the LCD Projector is turned on to the correct settings. No prerequisite modules is required. Trainer starts the training session in a training room Trainer demonstrates how to use the system based on modules Trainee follows trainer on how to use the system based on modules on own PC (or shared PC based on training room settings) Trainer and trainee debrief the training session

Prerequisite Modules

Procedure for Training Delivery

Notes/Purpose

The training is normally conducted in a training room with each trainee has access to the system either via internet or via LAN, but can also be carried out with 2 trainees sharing one PC.
Ahmad Fauzul Adzim Mohd Fadzil, Certified Trainer Khairun Nisa Aziz, Chief Operating Officer Aisya Aziz, Project Manager Ir Aziz Ismail, Chief Executive Officer

Author(s)

Approval

Content

Settings Human Resources Management Payroll Management Accounting Finance Customer Relationship Management

Settings > Company Profile

Firstly, you will need to setup the Company Profile. Go to Settings and choose Company Profile Fill up the form.

Basic Information This will be used in invoicing and any documents to be sent to clients Contact Person Information This is used as main contact person for OfficeCentral purposes. Address This will be used in invoicing and any documents to be sent to clients Financial Information This will be used to generate statutory forms in Payroll Additional Information Extra information to be supplied. Not compulsory. Logo User can upload companys logo which will be used in invoicing, payroll slip, etc.

Settings > Settings

Then, you need to do settings for:

Departments Locations Designations Job Classifications Public Holidays

The dates listed in this is considered as paid holiday(s) The dates listed in this is considered as paid holiday(s)

State Holidays

In the Settings module, click Settings and choose the item needed.

Click Add to add new item Click Edit to edit the selected item Click Delete to delete the selected item

Settings > Account

On this page,you will be able to modify email address and also password. Once email address is modified, any new notifications will be sent to the new email instead of the old one. Please fill in the new email correctly to ensure all notifications are sent to the correct email address.

Settings > Users

On this page, you will be able to view the list of users within your company.

Click Add to add new item Click Edit to edit the selected item Click Delete to delete the selected item

To add new user, you will need to create new staff first since each user need to be linked to staff. One staff can have multiple users although this is not encouraged to avoid confusion.

Settings > License Credit

This page is license credit management for OfficeCentral. On this page, you will be able to see the number of licenses that you have left in your account.

The Expiry Date: The date when any license credits not utilized will expire. Therefore, all credits need to be used before this date. Start of Cycle: This is the cycle date when the billing will be generated. This billing will deduct license credit from the available license credits in your account.

If no license credit is available or the license credit is not sufficient, the user will need to pay the billing generated within 7 days from the billing date, upon which, the system will be disabled and no longer accessible until payment is received.

Settings > Group Level Monitoring

Group Level Monitoring allows multiple companies to be linked as parent-child companies. This is not covered under this trainings syllabus.

Staffs > Add New Staff

On this page, you will be able to add new staff. This is important before starting to use any other operations functions in OfficeCentral. Please fill in the data correctly.

Date Joined is important as this will be used to calculate leave entitlement and also salary if the staff has just newly joined the company. Supervisor: The first approver for leave, claims, etc will be this supervisor. However, this can be modified later in the Approvers section. Job Classification: This is also important especially if you have different leave entitlement settings for different job classification. The staffs leave entitlement will follow the settings for his/her job classification.

Set Approver

This page basically gives Admin the power set the default approver for all items (Leave, PV etc) For example if you set Staff A for first level and Staff B for second level, all staff will have Staff A and Staff B as approver If you want to customize approver for staffs, you can go to edit staff page. There will be a tab to configure approver.

Leave Management

Flow for using Leave Management system is as followed:

Configure Leave Type (be careful with the settings such as enable carry forward, prorate allocation and so on) Create Leave Entitlement Default for all Classification and number years of Serving. Make sure there is no gap for number of years of serving (eg Executive 0-2 years, Executive 2-5 years and so on) Create Leave Entitlement for staff (Leaves > Leave Entitlements > Add New) You can reprocess if needed (if there is mistake) (Leaves > Leave Entitlements > Reprocess)

Leave Management

Leave Application

Apply Leave is used by staff and admin to apply leave for themselves. Minimum days to apply rule will have to be comply. Apply Leaves for Staff is used by admin to record staff leave. This is maybe due to staff cannot access the system or to record past leave as this page bypass minimum days to apply rule. Approval will be done by appointed supervisor as configure in Staff Management (Leaves > Approve Leaves) Alternatively, admin can approve leave (Leaves > All Leaves)

Leave Approval

Movements

Movement forms are used to record staff movements in and out the office (meetings, personal purpose, etc) Can be attached to claims

Payroll Management

Flow in using payroll

Configure settings (currency, bank, adjustment) Configure payroll group Payroll profile for all staff Record adjustment (if required) Process payroll

Payroll Settings

Banks

Configure banks used to pay staff (if more than one, you must add all, eg Bank Islam, CIMB etc)
Configure currencies used to pay staff (if more than one, you must add all, eg Malaysian Ringgit, Indonesian Rupiah etc) Payroll adjustment is used to record any adjustment be it additional earning such as Fuel Allowance or deduction such as Advances When adding new adjustment, make sure you specify whether it is a deduction or not by ticking the is deduction checkbox Also make sure the statutory contribution setting is correct

Currencies

Payroll adjustment

Payroll Groups

Payroll groups are used mainly to determine salary calculation settings If your company more than one ways of calculating salary (eg overtime staff and normal working hours staff), you will need to add more than one payroll group Item you need to specify in this settings are

Working days a month Working hours per day Overtime calculation (multiplier/fixed value)

This settings will influence your salary processing, so it is crucial you put in the correct value

Payroll Profiles

You have to configure payroll profile of each staff before you can process payroll Payroll profile is staffs salary info such as (basic salary, epf contribution and so on) To do this (Payroll Profiles > Click payroll profiles link to right column > Fill in all the information) You have to repeat this step for all staff in order to process their salary

Adjustment

This page basically allows you to add adjustment such additional earning and deduction To add new purpose go to adjustment purpose under settings Specify staff name then put in the date effective and expire. Make sure the dates are aligned with your salary cutoff. Calculation type can either be fixed value (you will need to put in the amount), or percentage for basic or gross salary

Process Salary

Make sure you have record all adjustment for staff Select the month, year and pay run Put in the salary date (start and cut off) Click on import overtime and unpaid leave if required (alternatively you can key in yourself) Select all staffs you want to process by checking the checkbox Click process

Salary Slips

Mistake on salary slips

If you notice mistake on salary slips such as missing adjustment, you can just add the adjustment and process again for the staff. The old one will replace by the new one. You may also remove the slip then process again Finalizing is done when the salary is final and no changes are required anymore. By going to all salary slips page, you will see finalize link on the rightmost column Can be done by admin or staff. Import to PDF and print the slips. Staff will only see their on slip, while admin will be given the ability to print everyones salary slip

Finalizing salary slips

Printing salary slips

Accounting Process

Define Accounting Period

Chart of Account

Insert Accounting Transactions

Approve Transactions

Generate Accounting Reports

Setup Chart of Account

We have pre-built standard 3 levels of Chart of Account for you. Level 1 and Level 2 have been pre-built You can define accounts at the third level.

Add new account *User can only add third level accounts Delete selected account *User can only delete third level accounts that do not contain any transactions. Second Level

First level

Lets try adding accounts!

1st step: Click on Creditors (Account Code: 3-01/0000) 2nd step: Click Add

Account Name (Will be shown inside Chart of Account and used throughout the system.

3rd Step: Fill in the Account information

The Opening Balance of the Account Created

Sample Account For Creditors

Creditors Information

Company Name: Authentic Venture Sdn Bhd Opening Balance Debit: 0 Opening Balance Credit: 0

Add more accounts

Current Asset

Bank Account

Maybank Berhad CIMB Berhad Universiti Putra Malaysia Cakes Cookies Shop Rental

Debtors

Inventory

Deposits

Add more accounts

Fixed Asset

Vehicles

Transport Van Desktops

Computers

Add More Accounts

Current Liability

Creditors

MamaIvan Enterprise Asnah Credit Card Store Staff EPF SOCSO PSMB PCB Staff Claims Nur Asnah bt Ashaari

Credit Card

Wages Payable

Employment Expenses Payable

Accruals

Amount Due to Directors

Hire Purchase Payables

Transport Van

Add More Accounts

Revenue Accounts

Sales Revenue

Cakes Cookies

Add More Accounts

Overhead

Rent Expense

Office Rental Photocopy Electricity Water

Office Expense

Utilities Expense

Marketing

Brochures Printing

Transaction Date

Transaction date This date is used to create the accounting reports

Issue Invoice

Use this Transaction method if you issue invoice to another entity The system will automatically filter out the accounts that is related to Issue Invoice activity.

Issue Invoice

Choose Debtors

Choose Sales Revenue Account

Receive Invoice

Use this Transaction method if you receive an invoice from another entity The system will automatically filter out the accounts that is related to Receive Invoice activity.

Receive Invoice

Issue Payment

Use this Transaction method if you issue payment to another entity The system will automatically filter out the accounts that is related to Issue Payment activity.

Issue Payment

Can choose invoice that has been keyed into the system via Receive Invoice

Receive Payment

Use this Transaction method if you receive payment from another entity The system will automatically filter out the accounts that is related to Receive Payment activity.

Receive Payment

Can choose invoice that has been keyed into the system using Issue Invoice

Need to do other types of transactions?

Select Transactions Others All accounts are available for transactions Please use this type of transaction only if you know which accounts to debit and credit to ensure the accounting reports generated are correct.

Import Payroll Transactions

Only finalized payroll data can be imported into Accounting system

Select salary month Calculate total value Select appropriate accounts

Click submit to import transactions

Import Claims Transactions

Only approved (approved at all levels) claims can be imported into accounting.

Import Claims Transactions

Import multiple claims data

Import PV Transactions

Only Approved for Payment PV can be imported into Accounting.

Import PV Transactions

Click this button to import into accounting

Click this button to remove the PV from the list (irreversible!)

Next
Click Import This to extract the information

Automatically get data from the PV information Select the appropriate accounts for debit/credit

Approve Transactions

Click to reject

Click to approve

Accounting Reports

Accounting reports are automatically generated once the transactions are approved.

CRM > Selections

In OfficeCentral CRM, you are able to customize the selections to suit your CRM needs. To do this, please click on Settings and choose Selections

How to create new selection

Click the Add button to create new selection.

Click here to add new base selection entity

Click here to edit the selected item

Click here to delete the selected item. Please be careful, this step is irreversible!

How to create new selection

You can define the name of the new selection and also the type such as Account Type, Lead Source and more.

Pricebook Categories

In OfficeCentral CRM, you are able to customize the pricebook categories to suit your CRM needs. Pricebook categories are the categories of products or services that you offer to your customers. To do this, please click on Settings and choose Pricebook Categories

How to create new pricebook category

Click the Add button to create new pricebook category. Click Edit to modify the selected item Click Delete to delete the selected item

How to create new pricebook category

You can define the name and the description of the new pricebook category.

CRM > Key Performance Indicator (KPI)

This module is to assess individual salespersons capability to achieve their set target. In order to produce correct report, the company needs to encourage the salespeople to actively use OfficeCentral CRM in their daily process such as recording new lead, preparing quotation and more.

How to set Key Performance Indicator(s) for my staffs?

Once you are in OfficeCentral CRM Module, click on the Salespeople KPIs to view their KPI details or to update their KPIs.

Click Details to view the selected persons KPIs

Click Update KPI to update the selected persons KPIs

What kind of KPIs can I set for my staff?

You can set the following:

Annual and Monthly target for:

Leads

Will be calculated based on the number leads assigned to the selected staff.

Accounts

Will be calculated based on the number accounts assigned to the selected staff.
Will be calculated based on the number meetings attended by the selected staff. Will be calculated based on the number potentials assigned to the selected staff.

Meetings

Potentials

Sales

Will be calculated based on the number sales generated by the selected staff.

Where to view my staffs KPI records?

Click on Key Performance Indicators and choose KPIs Records On this page, you will be able to view the salespersons KPIs for specific dates.

What is the difference between Price Book and Inventory?

Price Book is where you list down all your products and services and also the pricing. Inventory is to track inventory transactions, such as adding inventory when new stock comes in or reducing inventory when you deliver your product. Price Book Item which is marked as Unlimited will not have inventory tracking. Normally, services are marked as Unlimited.

Create New Price Book Item

Click on Add New button to create new price book Item. Unit: Example; kg, per user, per dozen, etc. Price Per Unit: Price charged per unit in Unit. Commission Percentage: Commission given to salespeople. This is used to calculate commission. isAvailable: Available to be sold. If this is not checked, the item is unavailable and will not show up in list when creating quotations, etc. isUnlimited: If this is checked, this items inventory will not be tracked. Normally, services are marked as Unlimited.

Create New Inventory Transaction

Click on Add New button to create new inventory transaction. Pricebook: Select the pricebook item. Location: Select the location this inventory transaction will affect. Number Of Units: Put a positive number to add inventory or negative number to reduce inventory. Cost Price Per Unit: If this is adding new inventory, please also put in the cost price per unit to track the inventorys items pricing.

CRM > Contact Book > What are Leads?

Leads are sales opportunities (either companies or individuals) that are gathered from various sources. This is where sales process begins. They do not qualify as sales potentials (just yet!). There are no current or past relationships history with the Leads. Leads can be upgraded to accounts once you are in contact with them and there are sales opportunity present with them.

How to add new Leads?

Once you are in the CRM module, click on the tab Contact Book, hover on the Leads selection and choose Add New You will be redirected to the Create New Lead page where you can add new lead.

What can I do with a lead?

You can add note to a lead to track leads information You can record a phone call made to a lead You can send an email to the lead via OfficeCentral To do this, click on Details on the List of Leads page.

Leads Management

On the List of Leads page, you will be able to view the leads available. You are able to know
when is the last update/contact done for the selected lead. Filter leads based on your selection requirement

Click on this button to send email to the selected leads Select leads by checking the checkbox on the left hand side.

Click on the link to view the details of the lead, to edit the leads information or to delete the lead. Any deletion is IRREVERSIBLE!

What are Accounts?

Accounts are companies (or individuals) that have genuine sales opportunity. They may be your past clients, clients, or they may also be your potential clients. From Leads, once you have been in contact with the person and there are sales potentials present during your contact with them, they should be upgraded to Accounts. Note: Accounts are YOUR clients. Most of the time, Accounts are companies. Depending on your business, Accounts may also be individuals.

How to add new Accounts?

Once you are in the CRM module, click on the tab Contact Book, hover on the Accounts selection and choose Add New You will be redirected to the Create New Account page where you can add new account.

You can also create new account by upgrading Lead.

To do this, you will need to view Lead details. On the right hand side, you are able to see the button call Convert to Account. Click this button to convert this lead to an account and contact.

Click on this button to convert this lead into an account.

What can I do with an Account?

You can add note to an account You can send an email to an account You can add contacts, potentials and meetings to an account You can create new quotations, order acceptances, delivery orders, invoices and receipts to an account

What are Contacts?

Contacts are individuals that you are in contact with related to the Accounts you have. They are the representative(s) of the Accounts (i.e. companies).You may have multiple Contacts in an Account. Note: Since Accounts may be individuals, Contacts may be additional contacts aside from the customer.

How to add new Contacts?

Once you are in the CRM module, click on the tab Contact Book, hover on the Contacts selection and choose Add New You will be redirected to the Create New Contact page where you can add new contact. A contact must always be attached to an Account.

You need to select the account that this contact attaches to.

What can I do with a Contact?

You can add note to a contact. You can send an email to a contact. You can record a phone call made to a contact. You can record a meeting done with a contact. Any information added to a contact will also update the contact history with its attached account.

What are Potentials?

Potentials are the sales opportunities that the Account presents to you. For example; if you own a furniture company and a person would like to buy 2 desks and 4 chairs from you, the Potentials are the 2 desks and 4 chairs.

How to add new Potentials?

Once you are in the CRM module, click on the tab Contact Book, hover on the Potentials selection and choose Add New You will be redirected to the Create New Potential page where you can add new potential. A potential must always be attached to an Account.

You need to select the account that this potential attaches to.

What can I do with a Potential?

You can add note to a potential in order to keep track of the potentials progress.

Potentials Management

On the List of Potentials page, you will be able to view the potentials available.
Filter potentials based on your selection requirement You are able to know when is the last update/contact done for the selected potential.

Click on the link to view the details of the potential, to edit the potentials information or to delete the potential. Any deletion is IRREVERSIBLE!

CRM > Communications

In the Communications module, you will be able to create meetings and record phone calls to Contacts. These communications will automatically be attached to the Contacts Account, ensuring all communications are recorded correctly.

How to Create New Meeting?

Click on Communications, select Meetings and click Add New Fill in the meeting details. A meeting must be attached to a Contact. By creating a new meeting, it will also automatically generate new movement in HRMS, reducing hassle!

Alternative Way to Create New Meeting

Do you know you can also create new meeting by going to Contacts, choose Details and click on Add Meeting in the Actions box?

Click here to add new meeting

How to record new Phone Call?

Click on Communications, select Phone Call and click Add New Fill in the phone call details. A meeting must be attached to a Lead or a Contact.

Alternative Way to Create New Phone Call

Do you know you can also create new meeting by going to Contacts, choose Details and click on Record A Phone Call in the Actions box?

Click here to add new phone call

CRM > Invoicing > Invoicing Process Flow

Quotation

Order Acceptance

Delivery Order

Invoice

Receipt

Quotations

What are Quotations?

Quotation is a document that you send to your potential customers to give the price of your product(s) that your potential customers are interested in.

In OfficeCentral, you can create quotations for your customers efficiently!

Create New Quotation

Go to Invoicing, select Quotations and choose Add New Select the Account which you are creating the quotation for and also the Contact related to the Account. Fill in all the other fields as required.You can add the quotation items details after you click the button Create.

Create New Quotation Item

On this page, you will be able to select item(s) from pricebook or add item(s) as needed.
You can add multiple item(s) in one Quotation.

View Quotation Details

Once the quotation has been created, you will be able to view the quotation details.

List of Quotations

Details: To view the quotation details Edit: To modify the quotation information and items Delete: To delete the quotation Finalize: To finalize the quotation, which means that this quotation can no longer be modified. Generate Order Acceptance: To generate Order Acceptance automatically based on the quotations information.

Order Acceptances

What are Order Acceptances?

Order Acceptance is similar to Purchase Order whereby the customer can sign on the Order Acceptance to show that they agree to the order and would like to place the order. By using Order Acceptance, your customer does not have to prepare a Purchase Order. However, if your customer prepares one, you can still record the Purchase Order number as reference inside Order Acceptance by putting in the Purchase Order number inside the Reference Number when creating Order Acceptance.

Create New Order Acceptance

Go to Invoicing, select Order Acceptance and choose Add New Select the Account which you are creating the Order Acceptance for and also the Contact related to the Account. Fill in all the other fields as required.You can add the Order Acceptance items details after you click the button Create.

Create New Order Acceptance Item

On the next page, similar to Create New Quotation Item, you will be able to create new Order Acceptance Item. Multiple items can be added in one Order Acceptance.

View Order Acceptance Details

Once the order acceptance has been created, you will be able to view the order acceptance details.

List of Order Acceptances

Details: To view the Order Acceptance details Edit: To modify the Order Acceptance information and items Delete: To delete the Order Acceptance Finalize: To finalize the Order Acceptance, which means that this Order Acceptance can no longer be modified. Generate Delivery Order: To generate Delivery Order automatically based on the order acceptances information.

Alternative Way to Create Order Acceptance

If you have given a quotation to a customer previously and the customer agrees to the quotation, instead of doing the Order Acceptance from scratch, you can do the following:

Go to List of Quotations Find the quotation that the customer has accepted Click on Generate Order Acceptance

This will automatically generate Order Acceptance with exactly the same items as per the selected quotation. However, user has the ability to modify the Order Acceptance if it is required.

Delivery Orders

What are Delivery Orders?

Delivery Order is a document which is usually sent along with delivery or goods/services. Customers usually sign off Delivery Order as indication of receiving the goods/services. This document is also used for them to check whether all items in the order have been received. They can also include comments in the Delivery Order if any of goods/services rendered are defective, etc.

Create New Delivery Order

Go to Invoicing, select Delivery Order and choose Add New Select the Account which you are creating the Delivery Order for and also the Contact related to the Account. Fill in all the other fields as required.You can add the Delivery Order items details after you click the button Create.

Create New Delivery Order Item

On this page, you will be able to select item(s) from pricebook or add item(s) as needed. You can add multiple item(s) in one Delivery Order.

View Delivery Order Details

Once the delivery order has been created, you will be able to view the Delivery Order details.

List of Delivery Orders

Details: To view the Delivery Order details Edit: To modify the Delivery Order information and items Delete: To delete the Delivery Order Finalize: To finalize the Delivery Order, which means that this Delivery Order can no longer be modified. Generate Invoice: To generate Invoice automatically based on the Delivery Orders information.

Alternative Way to Create Delivery Order

If you have given an order acceptance to a customer previously and the customer agrees to the order acceptance, instead of doing the Delivery Order from scratch, you can do the following:

Go to List of Order Acceptances Find the order Acceptance that the customer has accepted Click on Generate Delivery Order

This will automatically generate Delivery ORder with exactly the same items as per the selected Order Acceptance. However, user has the ability to modify the Delivery Order information if it is required.

Invoices

What are Invoices?

Invoice is the document to get payment from your customer. Invoice can be linked to Order Acceptances and also Delivery Orders.

Create New Invoices

Go to Invoicing, select Invoices and choose Add New Select the Account which you are creating the Invoice for and also the Contact related to the Account. Fill in all the other fields as required.You can add the Invoices items details after you click the button Create. Check the Proforma Invoice checkbox if this is a Proforma Invoice (The customer does not owe money to the company until they accept the invoice. The company will not ship the goods/services until payment is received.)

Create New Invoice Item

On this page, you will be able to select item(s) from pricebook or add item(s) as needed. You can add multiple item(s) in one invoice.

View Invoice Details

Once the invoice has been created, you will be able to view the invoice details.

List of Invoices

Details: To view the Invoice details Edit: To modify the Invoice information and items Delete: To delete the Invoice Finalize: To finalize the Invoice, which means that this Invoice can no longer be modified. Generate Receipt: To generate Receipt automatically based on the Invoices information.

Alternative Way to Create Invoice

If you have given an order acceptance to a customer previously and the customer agrees to the order acceptance, instead of doing the Invoice from scratch, you can do the following:

Go to List of Order Acceptances Find the Order Acceptance that the customer has accepted Click on Generate Invoice

This will automatically generate Invoice with exactly the same items as per the selected Order Acceptance. However, user has the ability to modify the Invoice information if it is required.

Receipts

What are Receipts?

Receipt is a document to show that a payment has been received from the customer. A receipt can be linked to an invoice.

Create New Receipt

Go to Invoicing, select Receipt and choose Add New Select the Account which you are creating the receipt for and also the Contact related to the Account. Fill in all the other fields as required.You can add the receipt items details after you click the button Create.

Create New Receipt Item

On this page, you will be able to select item(s) from pricebook or add item(s) as needed. You can add multiple item(s) in one receipt.

View Receipt Details

Once the receipt has been created, you will be able to view the receipt details.

List of Receipts

Details: To view the Receipt details Edit: To modify the Receipt information and items Delete: To delete the Receipt Finalize: To finalize the Receipt, which means that this receipt can no longer be modified.

Alternative Way to Create Receipt

If you have given an invoice to a customer previously, instead of doing the Receipt from scratch after you have received payment, you can do the following:

Go to List of Invoices Find the Invoice Click on Generate Receipt

This will automatically generate Receipt with exactly the same items as per the selected Invoice. However, user has the ability to modify the Receipt information if it is required.