1.0. 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.

STEPS:

1. To get acquainted with the user interface, let's orient ourselves to its different sections. 
   
2. Section A, located at the bottom left corner, contains all our activities.
   
3. Section B, at the top left corner, displays all our modules.
   
4. Section C, the central columns are where documents are displayed.
   
5. 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 Favourite, 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.

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.

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.

Within the "Reports" activity, you can access several categories:

AR/AP Reports: 

This includes Statement of Account, Aging Analysis, and Debtor/Creditor Ledger.

1. Finance: This section provides access to General Ledger, Trial Balance, Balance Sheet, Profit and Loss, Bank Balance, and Cash Flow reports.
2. Others: Here, you can find reports related to Job Costing and Multi-Year Projects.
3. Tax: This section allows you to access GST.
4. Inventory: This section provides access to Stock and Stock Details reports.
5. Outstanding: This area includes reports for Outstanding Quotations, Delivery Orders, Purchase Orders, and Receive Orders.
6. Budget: This section provides access to Budget Group, Budget Registration, and Budget reports.
7. 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 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.

1. Receipt (Trade)
   For you to receive customers’ payments
   
2. 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.

Receive Order

Is meant for you to receive stock items

Payment

For payments to your suppliers.

1. Payment (Non-Trade)
   For your other expense payments that you have not key them into Supplier Invoice module.
   
2. Payment (Bank)
   For transfer of funds between company bank accounts

Item

1. Item (Inventory)
   Products that you trade
2. Item (Service)
   Services that your offer
3. Item (Remark)
   A description for you to add in printout out documents – e.g. Quotations, Invoices, P.O., etc.

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

---

Accounting Terminology

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

STEPS:

1. Go to SETUP Activity
   
2. Click ACCOUNTS
3. Click CHART OF ACCOUNT Module
   
4. Click EDIT
5. This is to view the category setup in the respective Chart of Account
   

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:

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".

Description	Codes	Category	Example
Current Assets	CAS 0000 Current Assets	Deposits to suppliers
		Trade Debtors	Customers
		Inventory	Stock
		Bank	Bank Accounts
Fixed Assets	FAS 0000	Fixed Assets	Vehicle & Equipment
		Fixed Assets Accumulated Depreciation	Corresponding Depreciation Account
Current Liabilities	CLI 0000	Current Liabilities	Accruals
		Trade Creditors	Suppliers
Long-Term Liabilities	LTL 0000	Long-Term Liabilities	Loan
Owner Equity	OEQ 0000	Share Capital	Owners’ Capital
		P/L Unappropriated	Retain Earnings
Income	INC 0000	Sales or Revenue	Trading Income
		Other Income	Non-Trading Income
Cost of Sales	COS 0000	Cost of Sales	Purchases
Expenses	EXP 0000	Expenses	Trading Expenses
		Other Expenses	Non-Trading Expenses

• Related Articles

• 8.0. Stock Report / Financial Report

  Stock Report STEPS: Click REPORT activity Click INVENTORY Click STOCK module Click REFRESH The report shows the latest stock status of all stock items. Note that you may enter at Filter to search for specific Lot No., Warehouse or Location. Stock ...

• Disposal of Fixed Assets

  Disposal of Fixed Assets: Vehicle value S$50,000.00 current net book value S$20,000.00. Disposal amount S$32,000.00. Create a journal entry to taken off our Vehicle account and accumulated depreciation account Adjustment > Journal Entry > New Enter ...

• Purchase of Fixed Assets with Hire Purchase

  Purchase of Fixed Assets with Hire Purchase: Purchase of Machine value S$80,000.00 with down payment of S$25,600.00 Hire Purchase principal S$60,000.00 Monthly instalment S$1,150.00 x 60 months  Total Interest charge (base on 3% interest) S$1,800.00 ...

• 4.0. Managing Unbilled Inventory

  Issuing Receive Order & Supplier’s Invoice With Different Costing For the same Stock Items and quantities, Unbilled Inventory is a result of the difference in total value purchased, that you have earlier entered; in Receive Order compared to value of ...

• Terms & Conditions

  These OCi's standard terms and conditions are to be read in conjunction with Product Specific Terms and Conditions. (https://support.ocisystem.com/portal/en/kb/articles/product-specific-terms-and-conditions#Product_Specific_Terms_and_Conditions) ...