Basic | Navigate | Familiarizing | User Interface
User Interface
Being familiar with a software's user interface (UI) is crucial for several reasons. It allows users to gain more control over the application, reducing the need for second-guessing and minimizing errors, which can be time-consuming to correct. Familiarity with the UI enhances user confidence, leading to faster adoption and reduced training time, especially in complex systems like accounting software. Familiar UI ensures a smoother user experience, facilitating effective use of the software and maximizing its benefits.
Where?
To get acquainted with the user interface, let's orient ourselves to its different sections.
Section A, located at the bottom left corner, contains all our activities.
Section B, at the top left corner, displays all our modules.
Section C, the central columns are where documents are displayed.
To get acquainted with the user interface, let's orient ourselves to its different sections.
Section A, located at the bottom left corner, contains all our activities.
Section B, at the top left corner, displays all our modules.
Section C, the central columns are where documents are displayed.
Section D, when you click on a document, a preview will appear on the right side of the screen.
Within the activity section, you'll find options such as Favourites, Sales, Purchases, Adjustments, Reports, Setup, and Maintenance.
When you select "Sales" activity,
you can navigate to: Quotation, Delivery Order, Proforma Invoice, Sales Invoice, Sales Debit Note, Sales Credit Note, and Sales Receipts.
you can navigate to: Quotation, Delivery Order, Proforma Invoice, Sales Invoice, Sales Debit Note, Sales Credit Note, and Sales Receipts.
Under "Purchases,"
you can access Purchase Orders, Receive Orders (also known as Goods Received Notes), Supplier Invoices, Supplier Debit Notes, Supplier Credit Notes, Payment Vouchers, and Petty Cash Vouchers.
you can access Purchase Orders, Receive Orders (also known as Goods Received Notes), Supplier Invoices, Supplier Debit Notes, Supplier Credit Notes, Payment Vouchers, and Petty Cash Vouchers.
Under "Adjustments",
you can access functions such as Journal Entry, Stock Adjustment, and Payroll Import. You can also manage openings, including Opening GL, Stock Invoice, Supplier Invoice, and Adjustment Check. Closing procedures, such as Bank Reconciliation, Unrealized Exchange, Unbilled Inventory, and Year-End Closing, are also available here. Additionally, you can access batch printing for documents, checks, and envelopes.
you can access functions such as Journal Entry, Stock Adjustment, and Payroll Import. You can also manage openings, including Opening GL, Stock Invoice, Supplier Invoice, and Adjustment Check. Closing procedures, such as Bank Reconciliation, Unrealized Exchange, Unbilled Inventory, and Year-End Closing, are also available here. Additionally, you can access batch printing for documents, checks, and envelopes.
Within the "Reports" activity, you can access several categories:
AR/AP Reports:
This includes Statement of Account, Aging Analysis, and Debtor/Creditor Ledger.
- Finance: This section provides access to General Ledger, Trial Balance, Balance Sheet, Profit and Loss, Bank Balance, and Cash Flow reports.
- Others: Here, you can find reports related to Job Costing and Multi-Year Projects.
- Tax: This section allows you to access GST.
- Inventory: This section provides access to Stock and Stock Details reports.
- Outstanding: This area includes reports for Outstanding Quotations, Delivery Orders, Purchase Orders, and Receive Orders.
- Budget: This section provides access to Budget Group, Budget Registration, and Budget reports.
- Status: Finally, you can access reports for Low Stock Status and Post Document Status.
Under "Setup",
you can manage Company Details, Accounts Setup, Customer and Vendor Setup, and Item Details Setup.
you can manage Company Details, Accounts Setup, Customer and Vendor Setup, and Item Details Setup.
Within "Maintenance",
you can manage User Control, Access Control, Updates, Data Management, Registration, and Interface settings.
you can manage User Control, Access Control, Updates, Data Management, Registration, and Interface settings.
System Terminology
Let's review some key system terminology to ensure we're all on the same page.
Business Partner
In the sales segment, the term "Business Partner" refers to both your customers and your vendors.
Unlike some other systems that use separate terms, O.C.i. uses "Business Partner" universally for both.
We'll cover how to configure this in more detail later.
Trade/Non-Trade
In Sales Receipts, you'll encounter the terms "Trade" and "Non-Trade." These terms also apply to payments.
Receipt (Trade)
For you to receive customers’ payments
Receipt (Non-Trade)
For taking in funds into the company’s bank.
Note that you did not issue any invoice
Bank
When processing payments, the term "Bank" refers to bank transfers between vouchers.
Inventory
In O.C.i. , "Stock" is referred to as "Inventory." An item designated as "Inventory" is a product for which you want to track quantities. Items that are not tracked by quantity are classified as "Service Items." Additionally, you can use "Remark Items" to add further descriptions to your items.
History Log
The "History Log" provides an audit trail of system events.
An audit of the historical amendments of the documents’ content, modified by and date & time
An audit of the historical amendments of the documents’ content, modified by and date & time
Receive Order
Is meant for you to receive stock items
Payment
For payments to your suppliers
- Payment (Non-Trade)
For your other expense payments that you have not key them into Supplier Invoice module.
- Payment (Bank)
For transfer of funds between company bank accounts
Item
- Item (Inventory)
Products that you trade - Item (Service)
Services that your offer - Item (Remark)
A description for you to add in printout out documents – e.g. Quotations, Invoices, P.O., etc.
Accounting Terminology
This is to view the codes in chart of account module
Where?
Goto SETUP Activity
Goto SETUP Activity
Click ACCOUNTS
Click CHART OF ACCOUNT Module
A chart of accounts (COA) is a comprehensive list of all the financial accounts used by a business to record transactions in its general ledger. It categorizes accounts into five main types: assets, liabilities, equity, revenue, and expenses. This organizational tool helps businesses track financial transactions, maintain accurate financial records, and make informed decisions
To access the Chart of Accounts, navigate to Setup Activities and select "Chart of Accounts."
You'll see a table where the left column displays account codes, and the right column provides account descriptions. Here's a breakdown of the terminology used in these codes:
Click EDIT
This is to view the category setup in the respective Chart of Account
Abbreviations
Current Assets abbreviated by "CAS" followed by a number, Fixed Assets abbreviated by "FAS", Current Liabilities abbreviated by "CLI", Long-Term Liabilities by "LTL", Owner's Equity by "OEQ",
Income by "INC", Cost of Sales by "COS", Expenses by "EXP".
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