OfficeCentral Manual-en-procurement v3-r4

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OFFICECENTRAL
USER MANUAL (ENGLISH)– PROCUREMENT
© 2019 - AUTHENTIC VENTURE SDN BHD.

© 2018 - Authentic Venture Sdn Bhd. All rights reserved. 1
CONTENTS
1 - INTRODUCTION.....................................................................................................................................................2
2 - PROCUREMENT .....................................................................................................................................................3
2.1 INTRODUCTION.................................................................................................................................................3
2.2 - CONFIGURATION ............................................................................................................................................5
2.2.1 SETTINGS ...................................................................................................................................................5
2.2.2 REFERENCE NUMBER..................................................................................................................................6
2.3 PURCHASE ORDER.............................................................................................................................................8
2.3.1 CREATE NEW PURCHASE ORDER.................................................................................................................9
2.3.2 RECEIVED DELIVERY ORDERS AND RECEIVED INVOICES .............................................................................15
2.3.3 HOW TO VIEW ALL LIST RECEIVED DELIVERY ORDERS................................................................................26
2.3.4 HOW TO VIEW ALL LIST RECEIVED INVOICES.............................................................................................26

1 - INTRODUCTION
OfficeCentral is a cloud-based solution focusing on enterprise management which consists of Human
Resources Management, Payroll, Accounting, Finance, Customer Relationship Management, Point of Sale,
Procurement and Distribution.
OfficeCentral has been designed specially for SMEs to assist them in managing their company more
systematically and effectively.
Online Help
We have a few online help channels to help you to learn OfficeCentral at your own pace from where ever
you are. Please go to the following websites:
eLearning: http://academy.ICTForGrowth.com
Help Center:
http://bantuan.OfficeCentralCloud.com (Malay Language)
http://help.OfficeCentralCloud.com (English Language)
Contact Us
Authentic Venture Sdn. Bhd. (470336-H)
906B, Tingkat 2, Blok D
Kompleks Diamond, Bangi Business Park
43650 Bandar Baru Bangi
Selangor, Malaysia.
P: +603-8922 1493 / +603-8920 0672
E: sales@ventures.com.my
If you need any help or assistance regarding OfficeCentral, please contact us at
support@ventures.com.my.
All Copyrights Reserved
©2017 - Authentic Venture Sdn Bhd. Segala hakcipta terpelihara.

2 - PROCUREMENT
2.1 INTRODUCTION
Procurement module is used to manage procurement information and to generate Purchase Orders by an
organization to purchase goods and services from supplier. In this module, you can generate Purchase
Orders to be given to your supplier. For each purchases, you can generate “Received Delivery Order” and
“Received Invoices” so that you can track the stages of your procurement.
The process of the procurement module is as below::
1. To access this module, click on the “Procurement” module and you will reach to the following
screen:
2. You will see in the purchase order got 2 lists of header which are (Personal) and (Overall). The
differences between Personal and Overall are:
Generate Purchase Order
to purchase goods or
services from supplier.
After goods/services are
received from the supplier,
generate "Received
Delivery Order".
Generate "Received
Invoices" when supplier
submits invoice(s) for the
purchases made.

Personal Overall
View List/My List You will only see transaction
create by your own.
You will see all the transaction
created by all staff in the
company.
Add New You will create Purchase Order for
yourself.
You can create Purchase Order
on behalf of other staff.
Note: The OVERALL part will only see
by admin.

2.2 - CONFIGURATION
IN CONFIGURATION, USER ARE ABLE TO SETTING PURCHASE ORDER RELATED THINGS.
2.2.1 SETTINGS
In settings, you will configure default terms and remarks to be shown on purchase order.
1. To access the page, go to Procurement, Configuration and click Settings.
2. After click Settings, you will be able to see the page as follow:
Description:
A You can key in your default term here.
B You can key in your default remarks here.
3. After complete, please click save. After click save, you will be able to see the following page.
A
B

2.2.2 REFERENCE NUMBER
In reference number, you will configure formatting of purchase order reference number.
1. To access the page, go to Procurement, Configuration and click Ref No.
2. After click Settings, you will be able to see the page as follow:
Description:
A Here you can edit formatting of purchase order. You can refer reference as at #C.
B Here you can edit formatting of purchase application. You can refer reference as at #C
C If you want the reference number cannot be edited when create new purchase order, please
tick here.
D Here are the reference for you to set the purchase order ref no.
A
C
D
B

3. After done, please click Save Changes. After click Save changes, you will be able to see the following
page:

2.3 PURCHASE ORDER
1. To access this module, click on the “Procurement” module and choose “Purchase Order” you will
reach to the following screen:
2. You will see in the purchase order got 3 type of header which are (Personal), (My Location) and
(Overall). The differences between Personal, My Location and Overall are:
Personal Overall My Location
View List/My List You will only see
transaction create by
your own.
You will see all the
transaction created by
all staff in the company.
You can see all Purchase
Order create in your
location.

Add New You will create Purchase
Order for yourself.
You can create
Purchase Order on
behalf of other staff.
Note: The OVERALL part will only see
by admin.
2.3.1 CREATE NEW PURCHASE ORDER
1. To create a new Purchase Order, you have two (2) choices whether “Add New” (Personal) or “Add
New” (Overall). as shown in the picture below:
2. When you clicked on “Add New”, you will reach to the following screen where you need to put in
the supplier information and also the procurement information:
Click “Add New” to generate a new
Purchase Order.
1
2
7654

3

Descriptions:
1 Key in the reference number of the quotation submitted by your supplier for this purchase.
2 Choose the supplier’s account name. If this is a new supplier, you need to add a new supplier under
the CRM module (Accounts).
3 Please insert the subject of the Purchase Order.
4 Please put in the name of the Person In Charge of this Purchase Order. Person in charge is reffered
to person in charge in the company (supplier’s company).
5 Please choose the project association with this Purchase Order (if any).
6 Please choose the delivery method of the purchase.
7 If this is purchase involves import/export, please key in the FOB port name.
3. After you have completed filling up the information as per the previous picture, you will need to put
in the billing information and shipping information.
Billing Information Shipping Information
The information that the supplier will use in order to
prepare and submit their invoice
The information to be used by the supplier for deliver
of the goods/services purchased.

Descriptions:
1 Please select your staff’s name that is in charge of thie procurement for billing matters.
2 Please enter the name of the person who is in charge of payment purposes if you select “Others”.
3 Please enter the name of the company that will pay for the procurement. It normally is the name of
your company. The supplier will generate their invoice using the information here.
4 Please select the name of your staff in charge to accept the delivery of the goods/services ordered.
5 Please enter the name of the person in charge of accepting the goods/services ordered if you select
“Others”.
6 Please enter the name of the company that will accept/receive the goods/services ordered. It
normally is your company’s name.
4. After you have completed all the information required, you need to add the items that you would
like to purchase. You can scroll down and see the following screen:
654
3
2
1

5. You can insert the quantity of the goods/services, items information, prices and more. If you are
purchasing the items that you have listed in Pricebook in CRM module, you can just type in and
select the items using the drop down of Custom Product. This will automatically populates all the
fields based on the information already available in the Pricebook, it will save your time. Otherwise,
you can fill up the Code, Name and Description of the goods/services manually. After complete key
in the information, please click “Save”.
6. After you click the “Save” button, you will see this page.
7. After you click , you will be able to see the following page:

Description:
A Here you can choose whether to edit, delete and view details of this purchase order. However,
you can only delete a Purchase Order if there is no “Received Delivery Order” or “Received
Invoices” created for the selected Purchase Order.
B Here you can download the purchase order. You can choose whether
C Once the Purchase Order is confirmed, you need to finalize the Purchase Order to disable any
editing/changes made to the Purchase Order.
A B C

2.3.2 RECEIVED DELIVERY ORDERS AND RECEIVED INVOICES
When your supplier delivers the goods/services to you, you can create “Received Delivery Order” and also
record the invoice(s) submitted to you by the supplier using the “Received Invoice” functions.
There are 2 options to received delivery orders and received invoices. Please follow the guide in the next
chapter.
2.3.2.1 HOW TO CREATE “RECEIVED INVOICE” AND “RECEIVED DELIVERY ORDER”
To generate a new “Received Invoice” and “Received Delivery Order”, please follow the guide below:
2.3.2.1.1 HOW TO GENERATE RECEIVED INVOICE
1. This is the first option to create the “RECEIVED INVOICE”. Please be remember this option need
you to finalize the Purchase Order first. After that, select on “GENERATE RECEIVED INVOICE”.
2. After click generate received invoice, you will see the following screen:

3. Here, you need to enter the invoice’s reference number which you received from the supplier and
the invoice amount, together with the quantity of the goods/services that is charged in the
particular invoice. Click “Save” to submit the information to the system.
4. After click Save, you will be able to see the following page:
Description:
A You can click mark as paid if the invoice already paid.
A

Description:
A Here you can choose whether to edit, delete and view details of this received invoice.
B Here you can finalize the receive invoice.
Note: If you use the Accounting Module,
you can import the received invoice to
Accounting.
A B

6. This is the second option to generate the “RECEIVED INVOICE”. Please be remember this option
need you to finalize the Purchase Order first You need to click on Details in the list of Purchase
Orders. Please follow the guide below:
7. After you have clicked the Details button, you will arrive to the following page:
Description:
A Click “receive invoice” to generate receive invoice.
8. After click receive invoice, you will see the following screen:
Click Details to view details of Purchase Orders and to generate “Received Delivery
Orders” and “Received Invoices”.
A

9. Here, you need to enter the invoice’s reference number which you received from the supplier and
the invoice amount, together with the quantity of the goods/services that is charged in the
particular invoice. Click “Save” to submit the information to the system.
Description:
A You can click mark as paid if the invoice already paid.
A

Description:
B Here you can finalize the receive invoice.
Note: If you use the Accounting Module,
you can import the received invoice to
Accounting.
A B

2.3.2.1.2 HOW TO GENERATE RECEIVED DELIVERY ORDER
1. This is the first option to generate the “RECEIVED DELIVERY ORDER”. Please be remember this
option need you to finalize the Purchase Order first. After that, select on “GENERATE RECEIVED
DELIVERY ORDER”.
Picture 2.3.1.1: List of Purchase Order
2. After click generate received delivery order, you will see the following screen:
3. You only need to enter the reference number of the “Delivery Order” given by supplier for the
goods/services that they deliver. Besides that, you can choose the location and fill your subject.
Then, you can insert the quantity of items that you have received in the list of items. Click the
“Save” button to save.

Description:
B Here you can finalize the receive delivery order.
Note: After you save the received
delivery order, the stock will
automatically enter in your CRM
> Pricebook > Stock.
A B

6. This is the second option to generate the “RECEIVED DELIVERY ORDER”. Please be remember this
option need you to finalize the Purchase Order first. After that, you need to click on Details in the
list of Purchase Orders. Please follow the guide below:
7. After you have clicked the Details button, you will arrive to the following page:
Description:
A Click “receive delivery order” to generate receive delivery order.
8. After click received delivery order, you will see the following screen:
Click Details to view details of Purchase Orders and to generate “Received Delivery
Orders” and “Received Invoices”.
A

9. You only need to enter the reference number of the “Delivery Order” given by supplier for the
goods/services that they deliver. Besides that, you can choose the location and fill your subject.
Then, you can insert the quantity of items that you have received in the list of items. Click the
“Save” button to save.

Description:
B Here you can finalize the receive delivery order.
Note: After you save the received delivery order, the stock will
automatically enter in your CRM > Pricebook > Stock.
A B

2.3.3 HOW TO VIEW ALL LIST RECEIVED DELIVERY ORDERS
1. To view the list of receive Delivery Order, go to Procurement, Purchase Order and click on
Received Delivery Order.
2. After click Received Delivery Order you will be able to see the following page:
Description:
A You can finalize by bulk by tick the checkbox at #C. After tick the checkbox, click this button.
B You can delete by bulk by tick the checkbox at #C. After tick the checkbox, click this button.
Please be remember once you finalize the received delivery order, you cannot delete it.
C The checkbox to finalize or delete in bulk.
D Here you can see details, edit and delete the received delivery order.
E Here you can finalize received delivery order by individual.
2.3.4 HOW TO VIEW ALL LIST RECEIVED INVOICES
1. To view the list of receive Delivery Order, go to Procurement, Purchase Order and click on
Received Invoice.
C
A B
D E

1. After that you will be able to see the following page:
Description:
A You can mark as paid by bulk by tick the checkbox at #B. After tick the checkbox, click this
button.
B The checkbox to mark as paid in bulk.
C Here you can see details, edit and delete the received delivery order.
D Here you can finalize received delivery order by individual.
B
A
C D

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