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CW9 Tutor ial V131224 1115.Docx
User
Tutorial
Installation | Web
Registration Instructions
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I.
Information I-4
1.
2.
3.
Contents
II.
End User Licence Agreement I-4
Installing your System I-11
Registering your System I-14
Getting Familiar with your System II-16
A.
Knowing the User-Interface II-16
1.
2.
3.
4.
5.
6.
7.
III.
Login II-16
Understanding the User-Interface (or Screen) II-18
Sorting Documents on Screen II-21
Searching Document II-23
Closing of Modules II-26
Using Favourite II-28
Menu Bar & Quit Application. II-30
Setting up the Essentials III-32
A.
Overview of System is Setup III-32
B.
Bank Account Setup III-36
1.
2.
3.
C.
Payment Mode Setup III-42
1.
2.
D.
Rename an Existing Payment Mode III-42
Creating a New Payment Mode III-43
Running Number III-45
1.
2.
3.
E.
Editing Payment Voucher Running Number III-45
Creating a Manual Running Number III-48
Cheque Running Number III-49
Cheque Layouts III-50
1.
2.
3.
F.
Creating a New Cheque Layout III-50
Printer is not among the List in Settings III-52
Bank is not listed in the Settings III-53
Contact Registration III-54
1.
2.
G.
Creating a new Contact III-54
Creating New Contact on the move. III-55
System Defaults III-56
1.
2.
IV.
Edit Existing Bank Account. III-36
Adding a New Bank Account III-39
How to switch to another Bank Account to work on? III-41
Amending Payment Voucher Default Settings III-56
Amending Payment Voucher Default Settings III-60
Basics of using your System IV-62
A.
Payment IV-62
1.
2.
3.
4.
B.
Receipt IV-70
1.
C.
Creating & Printing out a Receipt Voucher IV-70
Reports IV-72
1.
2.
3.
4.
D.
Creating & Printing out a Payment Voucher IV-62
Printing out a Cheque from Payment Voucher IV-64
Creating New Contact in Payment Voucher IV-66
Adding Multiple Payments in one Payment Voucher. IV-67
Bank Status IV-72
Transactions IV-76
Cheque Status IV-79
Contact Listing IV-80
Tips in using the System IV-82
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1.
2.
3.
4.
5.
V.
Adjusting the Screen Columns Width IV-82
Shifting the Screen Columns IV-84
Hiding Unused Screen Columns IV-85
Reset all the Columns settings to Default IV-86
Adjusting the Drop-Down box Width IV-87
Maintenance V-89
1.
2.
3.
4.
5.
VI.
User V-89
Access Control V-90
Data V-94
System Updates V-96
System Licence Registration V-97
Advance System Usage VI-99
A.
Settings VI-99
1.
2.
B.
Batch Printing VI-102
1.
2.
C.
D.
Account Code Setup VI-110
Using of Account Codes VI-111
Accounting Listing VI-113
Accounts Report VI-117
Bank Reconciliation VI-120
1.
2.
3.
F.
Cheque (Batch Print) VI-102
Envelope (Batch Print) VI-106
Account Code VI-110
1.
2.
3.
4.
E.
Payment Modes VI-99
Envelope Setting VI-100
Understanding of Bank Recon VI-120
Adding Transactions in Presented list VI-122
Removing transactions from Presented list VI-122
Import & Export Features VI-124
Network Installation with SQL Server 2008R2 VI-132
1.
System Prerequisite VI-132
2.
Installing SQL Server 2008 R2 VI-134
3.
Configuring the Microsoft SQL Server Configuration
Manager VI-140
4.
Connecting and Restoring of Customer Database to
Microsoft SQL Server 2008 R2 VI-147
5.
Up-Sizing from Compact to MS SQL Server Database VI153
User Guide Version Update Notes
131.022 Ver.9 Guide 1st Released
131.204 1st Revision
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I.
Information
1.
End User License Agreement
THIS IS AN IMPORTANT DOCUMENT. PLEASE READ IT CAREFULLY.
This is a contract between OCi System Pte Ltd (UEN 200901493C) (OCi) and you. By using the OCi
software supplied with this document, and the related user guides and materials (together the
Software), you agree to be bound by the terms of this License. This License covers copies of the
Software provided for evaluation or trial purposes, subscription versions and non-subscription or full
versions of the Software. Some License provisions may not be applicable to you, depending on the
particular version of the Software you have purchased or if you are using the Software for evaluation
purposes. The defined terms and the rules of interpretation in this License are set out in clause 10.
Important: There are a number of technical features within the Software that may affect your ability to
continue to use the Software. These are outlined in more detail in the terms of the License, but in
summary:
• you are purchasing the right to use the Software, not to own it;
• if you have been provided with a Trial Version, you may only use the Software on a temporary basis
to evaluate the Software’s functionality and suitability for your requirements;
• the Software contains registration and activation processes to guard against illegal copying;
• to continue using the Software, those processes require you to verify your compliance with the
terms under which you are licensed to use the software (for example: the number of computers on
which the software is installed) and to permit continued reactivation of the Software from time to time.
This involves, in all versions, periodically verifying your license details, and in the subscription version,
renewing your subscription when it falls due. OCi may also verify subscription customers during a
subscription period and not only at renewal. You will also need to reactivate your Software if you want
to reinstall it (for example, if you upgrade your computer or if you have a hard drive failure, and you
may incur a technical support cost for this);
• when you purchase the Software or during the course of your subscription you will be provided with
an installation key code. Please keep the installation key code in a safe
place. You may need it when you first install or re-install (if permitted) the Software and to reactivate
the Software. Please note if you lose your installation key code that it will not be replaced by OCi and
you will not be able to install or reactivate the Software;
• you also need a license key to reactivate your Software.
• there will be no charge to activate the Software initially or to reactivate your Software when you verify
your license details or renew a subscription. OCi may charge you a fee for technical support if it needs
to reissue a license key provided also that the version of the Software you are using has not been
‘obsolete’ as explained below. OCi may also charge a fee if you need to reactivate the Software in
other circumstances (for example, if you need to reinstall the Software if you upgrade your computer
or due to a hard drive failure);
• if you do not verify your license details or renew your subscription (as applicable) within the required
period, the Software may continue to operate but with impaired functionality or you may not be able to
access the Software at all (including printing out or viewing any of your data or records); and
• OCi has a ‘obsolete policy’ which means that technical support is not available for some older
versions of the Software. This includes the ability to install or re-install that Software for any reason if
you have lost your installation key code for those old versions. If you wish to continue using the
Software in those circumstances, you will need to purchase a new copy of the current version of that
Software.
1. LICENSE
(a) Evaluation license: If OCi has provided a Trial Version of the Software to you, your rights to use the
Trial Version are solely as set out in clause 10.
(b) License to use: OCi grants you a personal, nonexclusive, non-transferable, limited license to use
the Software on the terms of this License for the period determined in accordance with clause 8.
(c) No transfer of copyright: The Software is licensed not sold, despite any reference to “purchase” or
“sale” in this License or in any invoice or purchase order for the supply of the Software. OCi reserves
all rights not expressly granted to you. OCi is the owner of copyright in the Software and retains
ownership of the copyright and all other intellectual property rights in the Software and is protected by
copyright law and international copyright treaty.
2. YOUR PERMITTED USE OF THE SOFTWARE
(a) Single use license: If you have purchased a single user license, you:
(i) may install the Software once, on one computer only. However, if you wish to reinstall the Software
(for example, if you need to install the Software on a replacement computer), then clause 3 will apply;
and
(ii) must ensure that the Software is used by one person only at any one time.
(b) Additional licenses: If:
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(i) more than one person is to use the Software at the same time; or
(ii) the Software is to be installed on more than one computer then you must purchase additional PC
license for every user.
(c) General restrictions: You must not:
(i) use or rely upon the Software for any purpose or in any manner for which the Software is not
warranted;
(ii) copy, reproduce, translate, adapt, vary, merge or modify or create any derivative work based on the
Software;
(iii) reverse engineer, decompile, disassemble, reconfigure or otherwise attempt to discover the source
code of the Software; or
(iv) sell, market, network, transfer, lease, license, sub-license, rent, lend or otherwise dispose of or
distribute the Software or use the Software to provide a bureau service.
(d) License verification: Upon written request from OCi, including by e-mail, you agree to provide OCi
with a signed certificate:
(i) verifying that the Software is being used fully in accordance with this License, including user and
machine limitations, and
(ii) listing locations, types and serial numbers of equipment on which the Software is run.
You agree to allow OCi to use and disclose any personal details provided to OCi in connection with
this License in accordance with OCi’s then current privacy policy displayed on OCi’s website.
(h) Audit rights: OCi may also audit the number of copies of the Software in use or possession by you,
the equipment on which the Software is installed or used and the number of users using the Software.
Audits will be conducted in your normal business hours, or upon reasonable prior written notice, at
OCi’s expense. If the audit reveals underpaid or unpaid fees due to OCi, OCi may require you to
uninstall any unauthorised versions of the Software and may deny you access to the Software or you
will be invoiced for them based on OCi’s then current price list, and if these exceed 5% of the license
fees you have already paid, you will also be invoiced for the cost of the audit.
3. PRODUCT ACTIVATION AND VERIFICATION
(a) Initial registration and verifying license details: This Software may contain technology that protects
OCi against illegal copying. As a consequence, you may be required to:
(i) register your details during the initial installation (including your name, contact details and details of
the hardware on which the Software will be installed (if this is not done automatically by the Software);
(ii) if you have a full version, have the Software reactivated periodically thereafter by verifying your
license details to confirm you are using the Software in accordance with these License terms;
(iii) if you have a subscription version, have the Software reactivated (on payment of OCi’s renewal fee
and verification of your license details) if you wish to renew the subscription;
(iv) have the Software reactivated by OCi if you wish to re-install the Software (for example, if you
would like to install the Software on a new computer or if you have a hard drive failure and need to
reload your Software); and
(v) provide to OCi the details of your installation key code and product key for the Software as part of
the reactivation process.
You agree to activate or reactivate the Software within a reasonable time or within such time as the
Software prompts you to do so.
(b) Key codes: Each copy of the Software is provided with a unique installation key code (which may
appear on the packaging or the cover of the media on which the Software is contained). You should
keep the installation key code safe. As per clause 3(a)(v), you will be required to provide your
installation key code to OCi when you reactivate your Software.
(c) Manner of verification: You must verify your license details in the manner required by OCi from time
to time (which may include email or on-line registration via the Internet). The Software may prompt you
as to the required manner of verification.
(d) Charges for reactivation: OCi will not charge you to activate the Software initially or to reactivate
your Software when you verify your license details or renew a subscription, unless you have lost your
installation or license key code. You need both your installation code
and your license key to be able to reactivate the Software. OCi may charge you a fee for technical
support to reissue a license key. OCi may also charge a fee for technical support if you need to
reactivate the Software in other circumstances (for example, if you need to reinstall
the Software because you have a new computer or need to reload the Software due to a hard drive
failure). For the current fees go to http://www.ocisystem.com. If you have lost your installation key
code it will not be replaced by OCi and you will not be able to install or reactivate the Software.
(e) Consequences of non-renewal and failure to verify details: This Software is provided to you on the
understanding and acknowledgment that it may contain technology which deactivates and disables
the Software if a subscription is not renewed or in the case of a full license version, you have not
verified your license details when periodically prompted to do so by OCi or by the Software. If the
Software is not reactivated within the required period, the Software may continue to operate but with
impaired functionality or you may not be able to access the Software at all (including printing out or
viewing any of your data or records).
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(f) Statutory declaration: In certain circumstances, before permitting a re-activation, OCi may require
you to provide it with a Statutory Declaration stating the reasons for re-activation in a form required by
OCi.
(g) Older versions: OCi has an obsolete policy (covered in more detail in clause 4(a)) which means that
technical support is not available for certain older versions of the Software. If technical support is not
available for your version, you will not be able to reactivate or reinstall your Software if you do not have
your installation key code. OCi will not be obliged to provide you with a replacement key code and in
those circumstances you will need to purchase a new version or Upgrade in order to continue using
the Software. Please go to http://www.ocisystem.com to see the sunset policy.
4. TECHNICAL SUPPORT
(a) Period when technical support is available: OCi will provide technical support for the Software,
during the following periods:
(i) in the case of a subscription version of the Software, during the period for which you have paid the
relevant subscription fees (unless further releases of the Software in question are discontinued); and
(i) in the case of a full version of the Software, there is a ‘obsolete period’ during which technical
support may not be available for that version. The obsolete period for a version will commence on the
earlier of:
(A) 1 years after the date on which you first installed the version on your computer; or
(B) the date OCi releases the second successive Upgrade to that version.
For further explanation of OCi’s sunset policy please go to http://www.ocisystem.com
(b) What is included as part of technical support: OCi will provide technical support in accordance with
its then current technical support policy, which may include:
(i) as contemplated by clause 3, the technical support required to reactivate the Software or to issue a
replacement registration key code (for example, when you verify your license details, renew a
subscription or if you need to reinstall the Software);
(ii) provision of telephone help desk support services;
(iii) access to technical information about the software contained on OCi’s website; and
(iv) the ability for you to download Updates, but it does not include provision of Upgrades of the
Software. For further explanation of OCi’s technical support policy please go to
http://www.ocisystem.com
(c) Fees: Clause 3(d) sets out the circumstances when you will (and when you will not) be required to
pay charges for the technical support to reactivate your Software (including when you wish to reinstall
the Software) or for OCi to issue a replacement registration key code.
For all other technical support, OCi may charge you a fee in accordance with its then current technical
support policy.
5. LIMITED WARRANTY
(a) Software provided on an ‘as is’ basis: OCi provides the Software to you on an “as is” basis and
without any representations by OCi or any of its authorised distributors regarding the use,
performance, or results of the use of the Software.
(b) Defects in media: OCi warrants that the media on which the Software is recorded is free from
defects in manufacture for a period of 90 days from the date of delivery. During this period, if you
return the Software to your place of purchase, OCi will replace any defective media on which the
Software was supplied and any Software on that media, free of charge, unless you caused damage to
the media due to poor handling.
(c) No guarantee that Software will be error free or that its use will be uninterrupted: While OCi has
endeavoured to make sure that the Software works substantially as per the specifications published
by OCi from time to time, OCi does not guarantee that the Software will work on all computer
hardware platforms or configurations and makes no warranty that the Software will be error free, that
its use will be uninterrupted or that it will be fit for your purpose.
(d) Internet access, telecommunications networks, firewalls and security: OCi does not guarantee
connections to its online activation server as these may be dependent upon third party networks and
security measures over which OCi has no control.
6. LIABILITY
(a) Certain rights cannot be excluded: The laws may imply certain conditions and warranties into this
License and give you certain rights and remedies that cannot be excluded or modified. This clause 6,
and the limited warranties provided in clause 5, do not exclude or modify any of those rights if to do so
would contravene that law or make any part of this License void.
(b) Exclusion of warranties: To the full extent permitted by law, OCi excludes all conditions, warranties
and rights that may be implied into this License. If conditions, warranties or other rights for your benefit
are implied in this License or otherwise conferred by law and it is not lawful to exclude, restrict or
modify them, then those conditions, warranties and other rights will (but only to the extent required by
law) apply to this License.
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(c) Limitation of implied terms: OCi’s (and its distributors’) liability for breach of any implied conditions
or warranties that cannot be excluded is limited, to the extent permitted by law and at the option of
OCi, to replacing or re-supplying the goods or services or their equivalent again or the payment of the
cost of having the goods or services or their equivalent replaced or supplied again.
(d) General exclusion and limitation: Other than as set out in clauses 6(b) and 6(c), and to the full
extent permitted by law:
(i) OCi (and its authorised distributors) will not be liable to you or any other person for any direct or
indirect loss, damages, liability, costs or expenses suffered by you or any other person relating to the
performance or non-performance of the Software or any breach of this License or the supply of the
Software or in connection with, but not limited to, the Online Services, use of tax tables or provision of
technical support (whether by telephone or remote access or other means); and
(ii) OCi’s maximum liability for damages arising in connection with this License or the supply of the
Software is limited to the amount paid by you for the Software.
(iii) The limitations of damages set forth above are fundamental elements of the basis of the bargain
between OCi and it distributed to you. OCi would not have provide this software without such
limitations.
(e) Your liability to OCi: You agree that OCi (and its authorised distributors) will not be liable, other than
as expressly set out in this License, and that you will indemnify OCi (and its authorised distributors)
from any liability, loss, damage, costs or expenses which you may suffer or incur as a result of your
use of the Software (including any claims made against you by third parties).
(f) Use of Software is not provision of professional advice: The information contained in this Software
may include features designed to assist you in complying with the requirements of the relevant
legislation, e.g., imposing the Goods and Services Tax (the ‘GST’) or the equivalent in Singapore.
These features in the Software have been developed with regard to the GST laws and regulations and
guidelines provided by the Inland Revenue Authority of Singapore (the “GST Laws”) as at the date of
development of the Software (the “GST Laws”). The GST Laws are subjected to change and the
Software may not be correct at the date upon which you make use of the Software. While the features
will assist in GST calculations, OCi does not warrant that the Inland Revenue Authority of Singapore
will agree with such calculations. The help contained in this Software is not a substitute for
professional advice. The GST, Tax and other Laws are extremely complex in nature and legal and
accounting advice should be obtained before taking any action in reliance on this Software. The
Software is also not a financial product advice.
OCi does not warrant that the relevant reports will be compliant with legal requirements, as these
changes from time to time. In addition any tax or CPF rates tables (which are included with certain
versions of the Software, e.g., Accounting and Payroll) that might be supplied with this Software are
also changed from time to time and you should consult with your professional adviser before relying
on the tax or CPF rates tables. OCi does not warrant that the tax or CPF rates tables are up to date at
your date of purchase. In providing you with the tax or CPF rates tables, OCi is not engaged in
rendering legal, accounting or other professional services. If legal advice or other expert assistance is
required, you should seek the service of a competent professional.
(g) OCi has no responsibility for recommendations: OCi, its employees, agents, contractors and the
authors disclaim any and all liability and responsibility to any person, whether a user of this Software or
not, in respect of anything (including, without limitation, any error in or omission from this Software)
and of the consequences of any actions taken or omitted to be taken in reliance, whether wholly or
partially, upon all or any part of the content, recommendations or help contained in this Software.
(h) Corruption of data and on-line access: To the full extent permitted by law, OCi and its authorised
distributors disclaim all liability for any corruption of data, inability to access data, loss of data, breach
of privacy, or downtime as a result of or arising from the use of any online link available between the
Software and another server including without limitation in connection with any Online Services.
(i) On-line services: OCi makes no warranty or representation in connection with the Online Services,
the responsibility for which rests with the relevant provider of such Online Services.
7. TERM AND TERMINATION OF LICENCE
(a) License Term: Unless this License is terminated earlier in accordance with its terms, your right to
use the Software in accordance with this License continues:
(i) in the case of a subscription version of the Software, for an initial period of 12 months from the date
of registration of the Software. This License will automatically renew for a further 12 month period
upon the payment of OCi’s annual subscription fee. If the annual subscription fee is not paid on or
before the termination of the current 12 month period, this License will automatically terminate; and
(ii) in the full version of the Software, indefinitely, however:
(A) you may be required to periodically verify your license details and have the Software reactivated as
per clause 3 in order to keep using the Software; and
(B) if you need to reinstall the Software, you will need a copy of your original DVD (or other media on
which the Software was provided) and the installation key code. If you do not have the DVD, you will
need to purchase or upgrade to a new full version and pay for the postage associated with sending
the DVD to you. Clauses 3(d) and 3(g) outline when OCi may charge you a fee for the provision of a
replacement key code and, more importantly, when a replacement key code will not be provided by
OCi due to the operation of OCi’s sunset policy.
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(b) Termination by OCi for breach: OCi may terminate this License if you are in breach of its terms or
as otherwise set out in this License.
(c) Survival: Clauses 2, 4, 6, 7 and this clause 8 will survive the termination of this License. Termination
of this License will not prejudice any right which OCi may have, or but for the termination may have
had, against you for a breach of this License.
(d) Things you must do upon termination: Upon the termination of this License, you or your
representative must promptly uninstall the Software from your computer; destroy the DVD, User Guide
and related materials and any copies of them in your possession or control or return or dispose of
them in the manner directed by OCi. Upon written request from OCi you agree to provide a Statutory
Declaration to OCi that you have complied with your obligations under this clause 8(d).
8. SUBSCRIPTION TERMS
If you have purchased a subscription version of the Software, this additional clause 9 will apply.
(a) Entitlement to Upgrades and Updates: During the period for which you have paid subscription fees
you will receive, included in the cost of the subscription, all Upgrades
and/or Updates of the Software, via Internet download.
(b) No extension of License term: Your right and entitlement to use the Software, as enhanced by any
Upgrades and/or Updates, concludes at the end of the term of the License (subject to payment of an
annual subscription fee) and is not linked to the dates of release, registration or provision by OCi of any
Upgrades and/or Updates.
(c) This License prevails: If you have purchased this Software as an Upgrade to an earlier version of
the Software, this License shall supersede any previous license agreement.
(d) Not all Upgrades included: Your subscription to the Software and any Upgrades and/or Updates
under this License does not grant you the right to receive special versions of the Software created for
certain customers or market segments, even though they may contain similar features or functions.
Versions of the Software which may from time to time be offered in retail or other channels in different
configurations as special promotions are not included as part of the subscription.
(e) No obligation on OCi to upgrade: Upgrades and/or Updates will be developed and released by OCi
in its sole discretion, and OCi does not warrant or represent that it will develop or release any
Upgrades and/or Updates during the term of the subscription period or License. Furthermore, OCi
does not warrant that the Upgrades and/or Updates will be provided to you or made available within
any specified time period following the commercial release of such Upgrades and/or Updates.
(f) When payment is due: If applicable to the Software licensed to you, you will be required to pay the
monthly subscription fee in advance on the first business day of each month. You authorise OCi to
direct debit your monthly subscription fee from the bank account nominated by you.
(g) Deactivation at end of subscription period: As per clause 3, the subscription version of the
Software is provided to you on the understanding and acknowledgment that it may contain technology
which deactivates and disables the software if your subscription is not renewed or you are found to be
in breach of this license agreement, if the Software is not renewed by the end of the required period,
the Software may continue to operate but with impaired functionality or you may not be able to access
the Software at all (including printing out or viewing any of your data or records).
(h) You need a full version if you don’t renew: If you elect not to renew your subscription, the Software
does not allow you to upgrade to a non-subscription version of the Software by way of the purchase
of an Upgrade pack. In such circumstances, you are only able to upgrade to a later non-subscription
version of the Software by purchasing a full (non-upgrade) version of the Software.
(i) Early termination: If you wish to terminate your subscription early, you must do so by giving OCi no
less than one calendar month notice to that effect. Depending on the type of software you have
subscribed to and the type of subscription you are signed up for, you may be required to pay a
cancellation fee. See http://www.ocisystem.com for a schedule of fees. OCi will direct debit your
account, and you agree to pay, the applicable cancellation fee.
9. TRIAL LICENCE
If you have been provided with a Trial Version of the Software, this clause 10 sets out the terms that
will apply to your use of the Trial Version.
(a) License: Your license to use the Trial Version:
(i) permits you to evaluate the Software’s functionality and suitability for your requirements;
(ii) is for the number of users set out in the material accompanying your copy of the Trial Version;
(iii) is subject to the general restrictions in clause 2(e) and the limited warranty in clause 6(a); and
(iv) is for up to 6 uses of the Software. Upon the sixth attempt, you will be required to activate the
Software in order to begin the ninety-day Evaluation Period.
(b) Duration: You acknowledge that your license to use the Trial Version will only apply for the
Evaluation Period. At the end of the Evaluation Period:
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(i) you must not and will not be able to continue to access the Trial Version, including any data that you
have entered into the Trial Version; and
(ii) if you wish to use the Software you must purchase a full version or subscription version of the
Software.
(c) Entitlements: You:
(i) are not entitled to Upgrades or Updates (or any other software other than the Trial Version); and
(ii) may be required to pay for any technical support that you may require in relation to the Trial Version
in accordance with OCi’s then current charges.
(d) Liability: You acknowledge that subject to clause 7(b) and 7(c), and to the full extent permitted by
law, OCi excludes all liability to you for any loss, damage, liability, costs or expenses suffered by you
relating to the performance or non-performance of the Trial Version or any breach of this clause 10.
10. GENERAL
(a) Some defined terms: In this License: Trial Version means Software that has been provided to you
on a temporary basis in order to carry out a trial of that Software to determine whether you wish to use
the Software on an ongoing basis. Upgrade means a new version of the Software which contains
additional functionality or other enhancements. OCi will determine whether a new version constitutes
an Upgrade or an Update. Update means a new version of the Software which contains minor
enhancements.
(b) Applicable law: This License is governed by the laws of the Singapore.
(c) Entire Agreement: This License contains the entire agreement between OCi and you in relation to
its subject matter and supersedes any prior agreements and understandings, whether written or oral.
(d) Waiver: Any failure to enforce any rights under this License by OCi is not to be taken as a waiver of
those rights.
(e) Variation: To the extent permitted by law, OCi may vary any of the terms and conditions of this
License upon providing you with thirty (30) days' notice in writing and a copy of the replacement terms
and conditions. In the case of subscription users no new terms will come into force until the
commencement of your renewed subscription period. OCi will display any new terms and conditions
on OCi’s web site and you should check the OCi website regularly (http://www.ocisystem.com).
(f) Headings: Clause headings are for ease of reference only and do not affect the meaning of this
License.
This is standard software that comes with a limited non-exclusive license to use the software on the
terms and conditions set forth. The license allows you to use the software only on one computer at
any given time. Additional PC Licence is required for every additional computer(s). Note once the
Licence is registered, administrative charges apply if you would like make any changes.
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a)
System Requirements
Computer and processor
Personal computer with an Intel Core 2 Duo or faster processor (i5
or i7)
Memory
1 GB of RAM or greater
Hard disk
20 GB of available hard-disk space; optional installation files cache
(recommended) requires an additional 1 GB of available hard-disk
space
Drive
DVD drive
Display
Super VGA (1920 x 1080) or higher-resolution monitor
Operating system
Microsoft Windows 7 or
Microsoft Windows 8
Internet connection
Internet connection required for software installation, registration
and updates.
Windows Update
Before you start installation ensure your Windows Operating System
has finished all the Windows updates shown as Important on your
Windows Update Dialog Box.
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2.
Installing your System
System installation will take only few minutes to complete. Before
you begin your installation, you are advised to read through the
following.
a)
Package
You should have the following two things enclosed in your package.
They are required for the installation process.
 Installation DVD.
 OCiTMCertificate of Authenticity Card.
Note: The original Certificate of Authenticity Card contains the
essential serial number and product key for the installation. This
original certificate represents the ownership of the software. Hence, it
is very important that you safe keep it.
b)
Installation
 Insert the OCi ChequeWriter System Version 9 Installation disk
into your DVD drive.
 The installation will start automatically. But if it does not, simply
use you file explorer and navigate to the DVD drive.
 Look out for Setup.exe  double click it to start
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 Click "YES"
 Click "Next" to start the installation.
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 Click "Next" and wait for a while to complete installation.
 Click "Close" to complete the installation.
You have now completed the installation.
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3.
Registering your System
Before you can start using the software, you are required to register
it. Note that internet connection is required for the process.
First have the OCiTM Certificate of Authenticity handy for reference.
This certificate can be found inside the box.
Next…
Let's open the software shortcut from the Desktop.
 Double-Click the Icon on your Desktop.
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You are required to fill up the details.
 Serial Number
Enter the Serial Number found on your Certificate.
 Product Key
Enter the Product Key found on your Certificate.
 Company Name
After you have keyed the Serial Number and the Product Key, the
system automatically search our registry database for your
registered company name. Your company name should appear in
the textbox with greyed background.
 Email, Contact Number & Contact Person
Enter the respective information accordingly. It is important that you
enter them correctly as it may be used for future correspondence.
To activate...
 Click Register
For Multi-User please refer to: http://goo.gl/o2Lr0E
Your computer needs to be connected with internet for System
Registration Process to be successfully.
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II.
Getting Familiar with your System
A. Knowing the User-Interface
In this tutorial, we will cover the following:
a. Login.
b. Understanding the User-Interface (or screen).
c. Sorting the screen Documents.
d. Searching Document.
e. Closing of Modules.
f. Using Favourite.
g. Menu Bar & Quit Application.
1.
Login
 Click on the Icon on your desktop to run the application.
The Login dialogue box will pop up.
Enter your login ID and password.
 Your default ID is Admin  Password is 12345
Note: As this is a default password you are advised to change it
first.
Notice that there is an Online Help hyperlink on the top right corner
of the dialogue box.
Should you need any assistant at this stage, you may click on it.
This will open up OCi online help webpage. There are many
resources like write-ups or videos for you to access to.
 Click Login
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The Bank dialogue pops up.
Here you are given the option to select which bank account you like
to work on.
Depending on the version that you have purchase, some version
allows you create multiple bank accounts.
How to create multiple bank accounts is shown in separate video.
 Click on the Bank dropdown box  Select the bank account
 OK
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2.
Understanding the User-Interface (or Screen)
Now you have come to the main screen.
You can see that there are few buttons at the bottom left corner.
We call the Activity Buttons.
 Click Process.
You will notice that some items appear on the top left.
These are the Modules in the Process activity.
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 Click Report.
And you will see different modules appearing.
 Click Process, Payment.
The Payment Voucher Module pops up.
Here you can see the list of past payment vouchers if you have
created any.
We call this the Document pane.
At this document pane, you may click on the individual document
and you will get an immediate preview on the right.
We call this the Preview pane.
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 Click  Preview
Now have some hands on.
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3.
Sorting Documents on Screen
You can sort the list by clicking on the header.
 Click Date
The list is now sorted in ascending order.
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 Click on the Header again to go back to previous sorting.
Now let’s us try it out on for Names and Document header.
Try this exercise.
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4.
Searching Document
Notice that there is a search textbox on the top.
You may enter keywords like your document number, payee name
or reference to search.
Enter a payee name keyword, and click Search.
Documents with payee name containing this keyword will be filtered
out and display on the document pane.
 Enter a number  Click Search.
Now any documents or reference containing this number will be
filtered.
 Click clear, when you are done.
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Just below the search textbox, there is an Advance Search
hyperlink.
 Click on it.
The Search dialogue box pops-up.
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The advance search enables you to fine tune your search. You may
search base on one of these criteria or a combinations of them.
 Click on the dropdown box to select the way you want the
search to be.
The keywords of parameters are entered on the textboxes on the
right.
 Click OK if you want to initiate the search.
You may try this out later.
For this tutorial we are going to skip this.
 Click Cancel.
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5.
Closing of Modules
Now we are going to open up a couple of other modules for this
part of the exercise.
 Click Receipt.
 Click Setup Activity  Bank Account Module
 Default Settings  Cheque Setting.
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To close the Cheque Setting module, simply click on the top-right
 Close box.
Be cautious not to click on the Application Close box on the far top
right corner.
This will close the application instead.
Alternatively, you can move your mouse to the Module pane and
click on Close displayed beside the module.
Click and you’ll notice the module will be closed.
If you want to close all the modules together, go to the top menu
bar.
 Click Windows  Select Close All.
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6.
Using Favourite
To improve workflow, you may set regularly use modules in
Favourite Activity.
In this example, say you regularly access Payment, Receipt & Bank
Status Module.
To add them to the favourite activity is easy.
 Click on Process
Move your mouse to Payment module and do a right click on your
mouse.
Select Add to Favourite.
 Do the same for Receipt, Report and Bank Status.
Now, click on Favourite activity.
You can see the 3 modules are added.
And you can click on them to have direct access to the module.
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To remove an item from Favourite, say Receipt, simply move your
mouse to Receipt, and Right click.
Select Remove from Favourite.
Don’t worry; this will not delete the module from the application.
The module can be found when you click at their respective Activity
Button.
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7.
Menu Bar & Quit Application.
Move your mouse to the top menu bar.
 Logoff.
If you would like to logout and keep the application open.
 Change Bank.
If you have multiple banks setup, and you would to switch to
another bank account, you may do so by clicking on it.
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 To quit application.
Simply click on the Close on the far Top-Right Corner
Or alternatively, click on Exit on the Menu Bar.
 Try it out.
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III. Setting up the Essentials
A. Overview of System is Setup
Note that in this chapter, it is meant for you to have an overview
understanding rather than doing the setting itself. Details of setting
up are covered in later chapters.
Let’s say you have 2 bank accounts.
One is DBS, and the other one UOB. You would like to print them
out to different printers – Printer A and Printer B.
For UOB cheques, you would like to have a choice of which printer
you would like to print to.
Step 1.
You need to create 2 bank setups.
 Go to Setup  Bank Account  Click New.
Create 2 banks at the Bank registration.
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Step 2.
You have to 3 Cheque Layouts.
 Go to Setup  Cheque Setting  New.
Create 3 Cheque layouts here.
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Step 3.
Set your default Cheque layout.
 Go to Setup  Default Setting  Edit.
Select your Default Cheque Layout here.
Great! Now you are ready to print cheques.
 Go to process  Payment  Click New.
Enter you payment details here.
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 Click [A] to print.
You can change to a different cheque layout selecting [B].
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B. Bank Account Setup
In this tutorial, we will cover the following.
1. Edit Existing Bank Account.
2. Adding a New Bank Account.
3. How to switch to another Bank Account to work on?
1.
Edit Existing Bank Account.
Let’s go to the Bank Registration module.
 Click Setup  Bank Account.
By default, there will be one account pre-setup in the system.
 Select that bank, or the Bank Account you would like to edit
 Click Edit.
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 Code
As we are editing an existing bank, we are not required to fill this up.
More information on this will be covered in later part of this video.
 Company
Enter your company name here. Depending on your preference,
some users like to add Bank initial in brackets for easy reference.
Note that this company name will appear in the header of the
voucher printout.
 Petty Cash Account
Ensure that this is not ticked. The purpose of this checkbox is
covered in another tutorial.
 Bank Initial
Enter your bank initial here; you may keep this as short as possible.
 Account Number
Enter your bank account number here. As this is for reference
purpose, you may choose to leave it unfilled.
 Try it out.
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 Currency Section
In this section, you will need to fill in the Currency details.
 Name
Enter the currency name here.
 I.S.O.
Enter the I.S.O. Currency Initials.
 Cent
The singular spelling of Cent, and the plural in brackets. Filling this
up is necessary because for 1 of 100th of some other currencies
may be spelled differently. For example, Sterling Pounds they are in
Penny & Pence.
It is important that you spell the Currency name and cent correctly.
This will appear as part of the translated amount in words during
printing out of cheques and vouchers.
 Decimal
This is the number of decimal points you would like the system to
handle this currency. If you enter 2, the transaction amounts will be
rounded to 2 decimal points during calculations. Also, this will affect
the number of decimals display in the reports.
 Date Format
Select the way you would like the date to be formatted here.
The Day, the Month, the Year, and the separator.
A sample of the format you have selected is displayed here. Note
that this date format will be displayed in vouchers, and reports.
 Try it out.
Great! Now that you have completed editing the details, you may
 Click Update to save your entries.
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2.
Adding a New Bank Account
To create a new account,  Click New.
 Code
Enter a unique code here. A unique code can be any alpha, or
numeric, or combination of both, of your choice. Ensure that this
code is not used by any other bank in the registration.
 Company
Enter your company name here. In the earlier part of this video, we
mentioned about adding the Bank initial in brackets. This will be
useful for identification if have multiple banks for the same company
name.
For the rest of the fields, please refer and repeat as per Part 1 of this
video.
 Try it out.
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Please note that accessing of every bank account require Users’
Role and Rights. When we create a new bank account, the Access
Rights duplicated based on the existing one that you have logged
in.
If you want to make adjustment on the Access Rights, you can do
so at, Setup, User Access and Roles.
Users Roles will be covered in a separate tutorial.
Once you have completed creating, make sure you
 Click New to save your entries.
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3.
How to switch to another Bank Account to work on?
Now that you have created multiple accounts, you may at times,
need to switch from one account to another to work on.
To do this, go the Menu bar at Top Left,
 Click on Change Bank.
 The Bank Dialogue box will pop up
 Select the newly created bank
 Click OK.
Note that now you have entered in to the new bank account.
As this is new, you will notice that there are no transactions, and
hence no values at the reports.
 Try it out.
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C. Payment Mode Setup
In this tutorial, we will cover the following.
1. Rename an existing Payment Mode.
2. Creating a New Payment Mode.
1.
Rename an Existing Payment Mode
Let us go to the Payment Mode Registration module.
 Click Setup  Payment Mode
 Select Cheque  Click Edit
 Description
This is the name of this Payment Mode.
To rename it, simply enter a new name here.
Let’s name it as “Via Cheque”.
 Cheque Mode.
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As this is a cheque payment mode, ensure that this is ticked.
This will allow the system to enable cheque printing function, when
you select this payment mode during processing of Payment
Vouchers.
 Click Update to save your settings.
Try it out.
2.
Creating a New Payment Mode
Let us create a new payment for “Debit Card”
 Click New
 Code
Enter a unique code here. A unique code can be any alpha, or
numeric, or combination of both, of your choice. Ensure that this
code is not used by any others in the registration.
 Description
Let’s name it as “Debit Note”.
 Cheque Mode
As this is not a cheque payment mode, do not tick on it.
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Try it out.
Great! Now that you have completed creating, you may
 Click New to save your entries.
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D. Running Number
In this tutorial, we will cover the following.
1. Editing Payment Voucher Running Number
2. Creating a Manual Running Number
3. Cheque Running Number
1.
Editing Payment Voucher Running Number
Let us go to the Running Number Registration module.
 Click Setup  Running Number.
By default, you should have the running number pre-setup for
Payment, and Receipt Voucher.
 Select Payment Voucher  Click Edit.
 Type
This is to set, if this Running Number is for Payment, or Receipt
Voucher, or for a Cheque.
In this case, this is for Payment Voucher, so we leave the selected
Payment as it is.
 Name
You can change a different name here. In the event if you have
setup the system with multiple companies, it is useful to give a
different name. Note that, individual company should have their
respective running number.
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 Manual
This checkbox is for you to set if you would like the system to run
the running number automatically. In this part, we prefer to have the
system run the number automatically, so leave it un-tick.
 Format
Format dictates the style of running number you want to be. Here
you have to enter the formula that the system recognizes.
Let us set the format to look like, "PV/2013/001", where PV is the
initial, 2013 is the year, and 001 is the digits of running number.
We have to enter "PV/[YYYY]/[0 0 0]".
Notice that the formula, are in between "[" Square Brackets "]".
"[YYYY]" will return the Year in 4 digits.
"[000]" the 3 zeros will returns in Running Number in 3 digits. Notice
that we did not enter any digit number "1" here. Details of the next
running number will be explained later.
Anything that is outside of the square brackets will return as it is. In
this case, "PV" initial and the "/" divider.
Formula
Description
E.g. 1st January 2013
[YY]
Year in 2 Digits
13
[YYYY]
[M]
[MM]
2013
1
01
[MMMM]
Year in 4 Digits
Month in 1 Digit
Month in 2 Digits
First 3 Characters of
the Month Name
Month in Full Name
[D]
Day in 1 Digit
1
[DD]
Day in 2 Digit
01
[MMM]
Jan
January
Try it out.
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Now that you have some practice, you can appreciate the formula
better. Here we have details of more formulae.
 Next Number
This is for you to enter the next running number for your Payment
Voucher.
 Example
This box displays how your Running Number looks like with your set
Format and Next Number. In another words, this is what you will get
for your Payment Voucher Printout.
Note! If you see and "[" square brackets "]" appearing in this box,
which would means that you have not set the formula correctly.
 Reset
This will enable the system to reset your Running Number to 1. N.A.
would means that the system will not reset the number
automatically.
 Click on the dropdown box, and you can get the system to reset
on a Yearly, Monthly, or even Daily basis.
 Select Yearly.
Important! To avoid the duplicating running, the system may not
accept resetting on a yearly basis, if you do not have Year Digits
build in your Format box. Similarly, for monthly basis you need to
have the Month Digits, and so on for daily.
Try it out.
Great! Now that you have completed editing the details, you may
 Click Update to save your entries.
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2.
Creating a Manual Running Number
To create a new Running Number,
 Click New.
 Name
Enter a description for this manual running number.
 Manual
This checkbox is for you to set if you would like the system to run
the running number automatically.
Tick on the checkbox. The system will stop running the number.
You would be required to enter your running number manually every
time you issue a new Payment Voucher.
Notice that once you tick on the checkbox, you will not be required
to fill in for the rest of the fields.
Try it out.
Once you have completed creating,
 Click New, to save your entries.
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3.
Cheque Running Number
 Type
Select Cheque, as we would like to create a running series for the
bank cheque
 Name
Give a descriptive name.
Example, UOB (SGD)
 Manual
Ensure that this checkbox is un-ticked as you would like the system
to auto-run the number for you.
 Format
Set it to [000000] as you commonly cheque has 6 digits.
 Next Number
Open up your cheque book, note and enter the next cheque
number here.
 Reset
Select NA as it is not applicable here.
Try it out.
 Click Add, once you are done and would like to save it.
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E. Cheque Layouts
Cheque Layouts enable you to set your printing margin on your
Cheque.
In this tutorial, we will cover the following.
1. Creating a New Cheque Layout
2. Printer is not among the list in Settings
3. Bank is not listed in the Settings
1.
Creating a New Cheque Layout
Let us go to the Cheque Setting module.
 Click Setup  Cheque Setting  New
 Code
Enter a unique code here. A unique code can be any alpha, or
numeric, or combination of both, of your choice. Ensure that this
code is not previous used in this module.
 Description
Give an easy to understand description for the Layout. This will you
select the correct printer and layout during the cheque printing
process. Example, DBS SG on Canon6000
 Font
This is the font type that you wish your cheque to be printed in. You
can pick on any fonts listed. Fonts listed are from system font list.
Should you like to have a new font, you should first install the font in
Windows Operating System and it will automatically appear in the
list.
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 Include "Not Negotiable"
By default the system will print "A/C Payee" on your cheque.
However, if you wish to print it as "Not Negotiable A/C Payee", Tick
on the box.
Note for Singapore Users. "A/C Payee" is the preferred word by
Association of Bank in Singapore (ABS).
 Printer  Brand & Model
Refer to your computer printer, select the correct Brand and Model
accordingly.
 Printer  Displacement "X" & "Y"
Due hardware tolerances plus usage wear and tear, printout on the
cheque may still be little off even when you have selected the
correct Printer Brand and Model.
In such, case you can fine tune here.
"X" denotes Left and Right, while "Y" denotes Up and Down.
Meaning, if you would like to adjust the entire printout to be lower
you enter a number in the "Y" box. Or enter a number in "X" if you
would adjust it the right.
The number is in millimetre. Meaning, if you enter "-2" in "X" box,
you would move the printout to the left by 2mm. A positive "2" will
move it the right instead.
Negative no.
Positive no.
X
Moves Left
Moves Right
Y
Moves Up
Moves Down
Nos. is in in millimetres.
 Printer  Target Paper & Print Alignment
This is used in the event when your printer model is not among the
list. We will cover in later part of the tutorial.
 Cheque Layout  Country
Select your Country here.
 Cheque Layout  Currency
Select the appropriate Cheque Currency that this layout is for.
 Cheque Layout  Bank
Select the appropriate Bank here.
 Cheque Layout  Cheque Layout Paper
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This is used in the event when your Bank is not among the list. We
will cover this in later part of the tutorial.
 Cheque Layout
 Cheque Layout  Security Character
Security Characters are the symbol that you would like to demark
the beginning and/or the ending of your information.
You may enter "*****" or "--". Note if you enter, say 5 asterisks, you
cheque printout will appear with that accordingly.
 Cheque Layout  Front & Back
This allows you to choose if you would like the security characters
to appear in Front and/or Back of your information.
Try it out.
2.
Printer is not among the List in Settings
In such event, you have to do the following and our support team
will help you with the settings.
 Printer Target Paper  Print it out.
Cut out the 3 pieces of target papers according to their dotted lines.
Insert those target papers to your printer and print. You are required
to print the on same target paper twice to ensure consistency.
It is important that you adjust the feeding guides fittingly to the width
of the target paper.
 Printer Print Alignment  Print
You may like to refer to the online website video to assist you on the
above.
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Scan these and email it to: support@ocisg.com with the following
information.
Subject: CW New Printer
Printer Brand: ABC
Printer Model: DEF12345
Our support team will do the calculations for you and update
system database. You will be informed once it is ready and will get it
in the next system update.
3.
Bank is not listed in the Settings
In such event, you have to do the following and our support team
will help you with the settings.
 Cheque Layout Cheque Layout Paper  Print it out.
Attach your cheque on the printout with paper clips.
Scan them and email it to: support@ocisg.com with the following
information.
Subject: CW New Bank
Country: Singapore
Bank: ABC Bank
Currency: DEF Dollars
Our support team will do the calculations for you and update
system database. You will be informed once it is ready and will get it
in the next system update.
Please refer to below web links for the latest list of supported
printers and banks.
http://member.ocisystem.com/portal/Knowledgebase/SupportedPri
nter.aspx
http://member.ocisystem.com/portal/Knowledgebase/SupportedBa
nk.aspx
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F. Contact Registration
Contact Registration is the module where the system stores all your
Payee's or Payer's name and information. In this tutorial, we will
cover the following.
1. Creating a new Contact
2. Editing a Contact Registration.
1.
Creating a new Contact
Let us go to the Contact Registration module.
By default, you do not have any contacts in the registration, you
need to create a new one.
 Click Setup  Contact  New
 Name*
This is the Company Name or the Personnel Name of the contact.
This name will appear as Payee when you issue a Payment Voucher
or Payer when you issue a Receipt Voucher.
Notice that there is an asterisk "*"? This means that it is a required
field to be filled in.
 Attn
The abbreviation stands for "Attention To". In the event, if the
contact is a Company, you may want to enter the staff name incharge.
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Note that "Attn" will appear in as part of the label for envelope label
printing.
 Address
Simply, this is the address of the contact. This is a multi-line text
box, which means you can enter the contact’s address in multi-line.
The content will appear in as part of the label for envelope label
printing.
To create a new line during entry, simply press Enter key on your
keyboard.
When you have completed you address entry, hit TAB key on your
keyboard or use the mouse click on to the next box.
 Tel, Fax & Email
This is the Contact’s Telephone Number, Facsimile Number and
Email Address respectively.
Now you can have some practice. Try creating new contacts for
your company.
Great! Now that you have completed creating a new contact,
 Click Add, to save your entry.
2.
Creating New Contact on the move.
This is to create a new contact during issuing of payment or
receipts.
Details will be covered at later tutorial at Issuing Payment Voucher.
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G. System Defaults
Default setting will enable you to set your preferred Document Title,
Running Number series, Cheque Printing Layout, etc.
In this tutorial, we will cover the following.
1. Amending Payment Voucher Default Settings
2. Amending Receipt Voucher Default Settings
1.
Amending Payment Voucher Default Settings
Let us go to the Default Setting module.
 Click Setup  Default Setting
Looking at the top right corner, you can see that there are two tabs
– Payment and Receipt. As we are working on the Payment
Voucher, ensure that Payment Tab is selected.
 Select Payment Tab
To make any amendments, the module has to be in the edit mode.
 Edit
 Title
This is the preferred of the name of the document. In this case it is
named as "Payment Voucher", and it will be printed out in every
Payment Voucher Layout. You may amend to another name if you
wish to.
 Payment Mode
This is default payment mode pre-selected by the system every time
you issue a new payment voucher. In this example, "Cheque" is
selected.
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Note that the Payment Mode can still be changed during issuing of
Payment Voucher.
 Running Number
Select you appropriate Running Series here.
In the event where the system is setup with multiple Company
Accounts, it is important that you select the correct Running number
for the respective company.
 Cheque Layout
As covered the previous tutorial, you may select your prefer Cheque
Layout here.
 A/C Payee Only
This is to print "A/C Payee Only" label on the cheque every time you
issue a cheque. Take note that some bank cheques may have this
pre-printed. If so you Un-Tick it, otherwise leave it Ticked.
 Bearer
Will cancel out the pre-printed "Bearer: word on the cheque. Tick on
if you want the system to cancel it out for you every time you issue a
cheque.
 Record Display
This is to limit the number of Payment Vouchers displayed at the
Payment module list.
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In the event if you have thousands and thousands of payment
vouchers in the system, it may take some time for the module to
load up. If so, you can shorten the loading time by limiting of the
number of vouchers to display, say by selecting 500 for example.
By limiting the list to 500 any search for results will also be limited to
this number.
 Check Duplicate Voucher
This will get the system to check and prompt you if the Payment
Voucher number is a duplicate one. This is useful if you have set the
system for you to manually enter the Voucher number instead of
auto-run.
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 Check Duplicate Reference
This set the system to check and prompt you if the Reference you
entered has been previously entered or used before. This is useful if
you have set the system for you to manually enter the Cheque
number instead of auto-run.
 Layout
[Image – Document Properties]
 Click Layout
Paper
Select the prefer paper size for your payment voucher. By default,
the system has A5, A4 or Letter size.
 Print with Letterhead
Ticking on this will disable the system from printing your company
letterhead. This is useful when you would like to print your voucher
on pre-printed letterheads printout.
 Layout
This enables the system to print your payment voucher in the list of
layouts in the list. If you have a custom one where you have
engaged a service to customised one, you may select it here.
 Printer
It is common that computer may be connected to more than one
printer for printing. You can selected your prefer printer here.
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Note that the list printers follow the printers' setup in your Windows
system. If you have a new printer, you are not required to add any
printer to the ChequeWriter system.
Try it out.
 Click Update to save your changes.
2.
Amending Payment Voucher Default Settings
 Select Receipt Tab
To make any amendments, the module has to be in the edit mode.
 Edit
 Title
This is the preferred of the name of the document. In this case it is
named as "Receipt Voucher". For example, you may rename it as
"Official Receipt" if you so choose.
 Running Number
Select you appropriate Running Series here.
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 Record Display
This is to limit the number of Receipts Vouchers displayed at the
Receipt module list.
 Check Duplicate Voucher
This will get the system to check and prompt you if the Receipt
Voucher number is a duplicate one.
 Check Duplicate Reference
This set the system to check and prompt you if the Reference you
entered has been previously entered or used before.
 Layout
This is similar to that of the Payment Tab as explained earlier. You
may refer there more details.
Try it out.
 Click Save to save your changes.
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IV. Basics of using your System
Congratulation! You have completed your essential setting up of the
system; you are now ready to issue documents and cheques!
A. Payment
In this tutorial, we will cover the following:
1. Creating & Printing out a Payment Voucher
2. Printing out a Cheque from Payment Voucher
3. Creating New Contact in Payment Voucher
4. Adding Multiple Payments in one Payment Voucher
1.
Creating & Printing out a Payment Voucher
Let's get to the Payment Voucher module.
 Click Process  Payment  New
 Date
By default, the system will date it as the current or today's date. If
you choose to issue a back-dated or post-dated, you may click on
the dropdown box and select accordingly.
 Voucher No.
Enter the next Payment Voucher number if you have earlier setup
the running as manual at Default settings.
Otherwise, you may leave this empty. The system will automatically
fill this box with the next Voucher number upon save.
 Payee
Select the payee name from the list. For this tutorial, select "ABC
Suppliers Pte Ltd"
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 Payee on Cheque
This is the payee name to be appeared on the cheque. Usually, the
Payment Voucher Payee name will be similar to the Cheque's.
Hence, by default the system will fill it in automatically.
However, in the event you wish to issue the cheque to a different
payee from the voucher, you may overwrite it.
 Mode
Select the mode of payment.
You will notice is pre-selected. This is so as you have setup at the
Default Settings.
 Reference
Enter the reference number here.
However, if you are issuing a cheque and you have set at Running
Number to auto-run, you can leave this box empty.
The system will issue and fill the cheque number in this box upon
save.
 Details  S/No
Enter a serial number here. E.g."1."
 Details Account
This is the Chart of Account. Leave this empty for the time being.
This will be covered during later tutorial.
 Details Description
Enter a description. E.g. "Payment for Inv.12345"
 Details Amount
Enter the payment amount. E.g. "888.88"
 Details [+], [-], [] & []
These will be cover during later part of the tutorial during multiple
payments in one Payment Voucher.
 Remarks
Enter a remark here. Note that Remark is for you reference only. It
will not be printed on Payment Voucher.
 Cheque Printing
These will be cover during Cheque Printing during later part of the
tutorial.
To save and printout the payment voucher…
 Click Add  Print
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Try it out.
2.
Printing out a Cheque from Payment Voucher
Let us get back to the previous payment voucher, and printout the
cheque.
 Select the same Payment Voucher  Edit
 Cheque Printing  Layout
Down at the bottom, we can see the Cheque Printing section.
Select on the layout/printer that you are printing to. Note that this is
defaulted to your setting you have made in the Default Settings.
 Cheque Printing  A/C Payee & Bearer
Depending if you would like to overwrite the default, you can Tick or
Un-Tick the "A/C Payee" & "Bearer" during the printing.
 Click Print Cheque
 Format
This is format of the Cheque running number. This can be amended
at the Setup> Running Number>Cheque
 Cheque No.
This is the Cheque number to be registered for this payment.
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You may overwrite this to another Cheque Number. This is useful in
the even when the cheque number has skipped.
The system will continue to run the number based on the newly
entered number.
If you would like the system to take this as cheque number for this
payment…
 Click Yes
Otherwise, in the event you are doing a re-print due to an
unsuccessful attempt earlier…
 Click No
 Click Print
After you have completed, to close the preview…
 Click Close
Try it out.
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3.
Creating New Contact in Payment Voucher
 Payee
Enter a new name, and
 Hit Tab on your keyboard
E.g. "New Supplier Pte Ltd"
New Contact dialogue box will pop up, to ask you if would like to
add this particular contact.
 Click Yes
Add Contact dialogue box appear. Enter the details of the contact
that you would like to add and
 Click OK.
Refer to earlier tutorial to continue with the rest of the details.
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4.
Adding Multiple Payments in one Payment Voucher.
Let's edit one of the existing payment vouchers for this tutorial.
 Select a Payment Voucher  Click Edit
Go the Detail section
To add a new lines at the bottom,
 On the last row with "*" Click on "S/No."
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 Details  [+]
To add a new lines in between the rows,
 Select a row by Clicking on it  [ + ]
A new row will be added above
 Details  [ - ]
To deleted a row,
 Select a row by Clicking on it  [ - ]
That row will be deleted
 Details  [] & []
To move the last row to above,
 Select the last row by Clicking on it  Click []
Every click will move the row one row above.
To adjust the row to the bottom, do the same and
 Click on []
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Try it out.
Once done, click Update to save your entries.
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B. Receipt
In this tutorial, we will cover the following:
1. Creating & Printing out a Receipt Voucher
1.
Creating & Printing out a Receipt Voucher
Let's get to the Receipt Voucher module.
 Click Process  Receipt  New
 Date
By default, the system will date it as the current or today's date. If
you choose to issue a back-dated or post-dated, you may click on
the dropdown box and select accordingly.
 Voucher No.
Enter the next Receipt Voucher number if you have earlier setup the
running as manual at Default settings.
Otherwise, you may leave this empty. The system will automatically
fill this box with the next Voucher number upon save.
 Payer
Select the payer name from the list which you are receiving the
funds from. For this tutorial, select "XYZ Customer Pte Ltd"
 Mode
Select the mode of receiving the funds.
 Reference
Enter the reference number for the transaction here.
 Details  S/No
Enter a serial number here. E.g."1."
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 Details Account
This is the Chart of Account. Leave this empty for the time being.
This will be covered during later tutorial.
 Details Description
Enter a description. E.g. "Payment for Inv.987654"
 Details Amount
Enter the payment amount. E.g. "9,999.99"
 Details [+], [-], [] & []
These have been covered during the issuing of Payment Vouchers.
Please refer there for details.
 Remarks
Enter a remark here. Note that Remark is for you reference only. It
will not be printed on Payment Voucher.
To save and printout the receipt voucher…
 Click Add  Print
Try it out.
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C. Reports
1.
Bank Status
In this tutorial, we will cover the following:
1. Bank Status
2. Bank Status Printout
3. Bank Status with Transaction Details Printout
a)
Bank Status
Let's get to Banks Status.
 Click Report  Bank Status
 Date – From & To
This is the date range for the report.
E.g. select the previous month for this tutorial.
 Balance b/f:
Balance Brought Forward. This is the closing balance of your bank
on the day before Date From
 Deposit & Withdraw
During the period between Date From and Date To, this is the total
Deposits received and Withdrawals made. Note that the amounts
do not take into account of the balance brought-forward.
 Balance
This is the closing balance of your bank as at Date To.
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 Details
You will notice it is empty at the start. This is because you have yet
request the system to load the data. To do so…
 Click Refresh
This report comes with Drill-Down feature. You may place you mouse
on any of the Document No. and do a Double-Click. The respective
document pop-up for you easy reference.
This is useful if you are analysing or doing checks on your
transactions.
Try it out.
 Click Close on those Document Modules you have opened when
done.
b)
Bank Status Printout
This gives you a summary printout of your bank transactions for the
select period.
 Select a Report to Print  Bank Status  Print
 Click Print – to printout, otherwise
 Click Close.
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Try it out.
To export the report out to PDF, simply click on…
 Export  PDF
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c)
Bank Status with Transaction Details Printout
This gives you a detail printout of your bank transactions with all the
line details that were entered in the respective vouchers for the
select period.
 Select a Report to Print  Bank Status with Transaction Details
 Print
 Click Print – to printout, otherwise Click Close
Try it out.
Now that you are done, Close Bank Status module
 Click Close
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2.
Transactions
In this tutorial, we will cover the following:
1. Transaction Report
2. Transaction Report Printout
3. Voucher Listing Printout
a)
Transaction Report
Let's get to Transaction Report
 Click Report  Transaction
 Date – From & To
This is the date range for the report.
E.g. select the last week period for this tutorial.
 Type – All, Payment or Receipt
Selecting "All", enables you to filter the report for all type of
transactions. Otherwise, selecting "Payment" or "Receipt" will filter
for only payments or receipts accordingly.
 Document, Payer/Payee, Mode & Reference
These are the other search criteria that you can filter the report for.
 Deposit & Withdraw
During the period between Date From and Date To, this is the total
Deposits received and Withdrawals made.
 Balance
This is the Total Deposits less Total Withdrawals.
 Details
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You will notice it is empty at the start. This is because you have yet
request the system to load the data. To do so…
 Click Refresh
This report comes with Drill-Down feature. You may place you mouse
on any of the Document No. and do a Double-Click to do so.
Try it out.
b)
Transaction Report Printout
This gives you a summary printout of your bank transactions for the
select period. Unlike Bank Status report, this report does not
include previous Balance brought-forward. Hence, the Total balance
amount is based on the selected transactions.
 Select a Report to Print  Transaction Report  Print
 Click Print – to printout, otherwise
 Click Close.
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Try it out.
c)
Voucher Listing Report Printout
This gives you a summary printout of your bank transactions for the
select period. Unlike Transaction Report, this report does not
breakdown the Deposits and Withdrawals into different columns.
They are displayed as positive or negative amounts in a single
Amount column. Total balance amount is based on the selected
transactions.
 Select a Report to Print  Voucher Listing  Print
 Click Print – to printout, otherwise
 Click Close.
Try it out.
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3.
Cheque Status
In this tutorial, we will cover the following:
1. How to check for Missing Cheque No.?
a)
How to check for Missing Cheque No.?
Let's get to Cheque Status
 Click Report  Cheque Status
 Start
The system can check for any Cheque No. unused for a range of 50
numbers.
Unused cheque number means those cheque numbers you have
not used or entered in Payment Voucher as reference before.
For example, if you enter 300500, the system will check for
 Enter 300500  Refresh
Note that only Payment Voucher references with Cheque as Payment
Mode will be listed. Other payment modes will not listed in this status
report.
 End
As the system only checks for 50 numbers at one check, this is the
ending number for the check. You will notice that once the "Start"
field is updated with a number, the "End" field will updated with a
number that is 50 points away.
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You may drill down to the respective voucher by double-clicking on
the reference.
If you need a printout,
 Click Print
Try it out.
To close the module,
 Click Close.
4.
Contact Listing
In this tutorial, we will cover the following:
1. Printing out the list of Contacts in the system
2. Exporting Contact List to excel.
a)
Printing out the list of Contacts in the system
Let's get to Contact Listing and click on Refresh to call out all the
contacts that had entered in the system
 Click Report  Contact Listing  Refresh
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 Filter  Payee/Payer, Address, Attn & Contact
These are the filter criteria that you can query or narrow down the
list of existing contacts.
To get a printout,
 Select Contact Listing  Print
b)
Printing out the list of Contacts in the system
To export the list to excel instead, you can go to the top menu bar
and select excel. This will be useful if you want to export the list for
mail merging.
 Export  Excel Save
Try it out.
To close the module,
 Click Close.
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D. Tips in using the System
In this part, we will highlight certain feature where you can adjust the
screen settings to make your usage system a more convenient one.
The following examples used are on Payment Voucher module. Note
that you may also apply them in Receipt Voucher module or any
other Report modules screens where applicable.
1.
Adjusting the Screen Columns Width
Let's open a Payment Voucher.
 Click Process  Payment  New
At the detail section, move your mouse to the Header. At anywhere
on the header…
 Right Click  Edit Column
You will notice that the header turn into a darker shade of grey.
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To change the width for any of the column, simply position your
mouse in between the two header columns. The mouse will change
to an arrow pointing both ends.
Let's make Description wider.
 Click & Hold  Adjust the Column to the desire width  Release
the Click.
Try it out.
To save your new settings, move you mouse to the detail header…
 Right Click  Save
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2.
Shifting the Screen Columns
Let's move the Amount from the last column to the second.
At the detail section, move your mouse to the Header. At anywhere
on the header…
 Right Click  Edit Column
Move your mouse to "Amount" header…
 Click & Hold on Amount Header  Drag it to between S/no &
Account  Release your mouse click
Try it out.
To save your new settings, move you mouse to the detail header…
 Right Click  Save
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3.
Hiding Unused Screen Columns
Let's say you are not using the Account Code column, and would
like to hide it.
At the detail section, move your mouse to the Header. At anywhere
on the header…
 Right Click  Edit Column
 Right Click again  Hide/Unhide Column
 Un-tick Account  OK
Try it out.
To save your new settings, move you mouse to the detail header…
 Right Click  Save
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4.
Reset all the Columns settings to Default
At the detail section, move your mouse to the Header. At anywhere
on the header…
 Right Click  Edit Column
 Right Click again  Reset
Try it out.
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5.
Adjusting the Drop-Down box Width
In the event you would like to adjust the width of the selection list
without affecting the column, here is what you can do.
At the detail section, move your mouse to the Header. At anywhere
on the header…
 Right Click  Edit Column
 Right Click again  Drop Down Width
By default, you will see "200" in the box. This amount is in pixels
which unit for screen resolutions. Say you want to double the width
of the drop down list…
 Enter 400 in the box  OK
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To view your new settings, click on the Account Combo box.
Try it out.
To save your new settings, move you mouse to the detail header…
 Right Click  Save
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V. Maintenance
1.
User
a)
Change Password
Let's get to Change Password module.
 Maintenance  User  Change Password
 Old Password
In order to change your password, you have to enter your current
password. This is for authentication purpose.
 New Password & Re-Type Password
Enter and re-enter your new password here.
When done…
 Click OK
b)
Default Screen
In
User Module there is another option, User Default Setting.
This option enables you to change the size of the buttons.
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By default those Buttons are Big, which is a square. Depending on
user screen size and resolution, Big buttons may not fit.
In such case, you can select Small Button.
To change to Small Button…
 Click EDIT  Select Small Button  Save
2.
Access Control
a)
Users
Let's get to User Access Control module.
 Maintenance  Access Control  User (Cross Bank)  New
Cross Bank means the settings you made in this module applies to
all the banks setup in the system.
ID
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This is a unique ID which is compulsory. It can be any alpha numeric
characters. Ensure that it has not been previously used in this
module.
This will be the User’s Login ID to access the system.
Eg. “sam”
 Name
Enter the name of the user. This is to identify the user’s full name for
reference.
Eg. “Sam Tan”.
 Password
Enter the password here. It is case sensitive so make sure you are
aware of the type case.
Eg. “12345”.
 Roles
Tick the appropriate Roles that you would like to assign to this user.
Setting up of Roles is covered in later part of the tutorial.
By default, there is Admin role in the system. Tick on it
To save you settings…
 Click Add
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b)
Roles
Roles can be understood as the various positions the staffs are
performing in the company. Hence, different staffs are given or
restricted from certain rights.
Go to the Role (Cross Bank) Module
 Maintenance  Access Control  Role (Cross Bank)  New
 Role
Enter a unique alpha numeric character in this compulsory field.
Ensure that what you have entered has not been previously used in
this module.
 Details
In this section, you can see various columns depending how many
bank you have setup in the system.
The 1st column – basically list out all the modules that you can
control the user access rights.
The 2nd column – is the settings you have for the respective bank.
If you have 2 bank setups, you will be able to see the 3rd column.
Otherwise you will only see two columns displayed.
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Let's say you would like set this role with access to Payment &
Contact…
 Click Payment  Press & Hold Shift Key  Click Contact 
Release Shift Key
 Read Check Box
This allows the user to only view the data.
 New Check Box
This allows user to add new data
 Edit Check Box
This allows user to edit the data that was previously created.
 Delete Check Box
This allows users to delete the data.
 Print Check Box
This allows user to printout the data.
 All Check Box
This enable user to be assigned to all rights.
Individual selections of these rights are available only for Enterprise
Version. Lower versions can only select if users are entitled to All
rights.
To save your entries…
 Click Add
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3.
Data
a)
Backup
Data Backup is an important process you should always perform.
Backup data will definitely help during unfortunately situations to
recover data that you might have lost due to accidental deletion,
virus, corruption, or hardware failure.
Let's get to Data Backup (Cross Bank) Module.
 Maintenance  Data Management  Data Backup (Cross Bank)
 Choose the File Location  Click Browse  Save
 Enter a filename with extension .BAK
 Click Backup.
System will prompt you Backup Finish.
 Click OK.
Let’s try it out.
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b)
Restore
Data Restore enables you to restore your database back to the last
backup ones.
 Maintenance  Data Management  Data Restore (Cross Bank)
 Click Browse  Click Restore.
System will prompt you twice "All Data will be Overwritten!!!
Confirm?"
 Click Yes then Next Message will be "All Program will be
disconnected!!! Confirm"
 Click Yes again.
c)
Erase All
This may be required during the beginning stage when you are trial
using the system. You may want to delete and purge out all the data
to start afresh before going live.
Before proceeding, it is always a good habit to do a Backup of your
database.
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Let's go to the Purge Data module.
 Maintenance  Data Management  Purge Data
 Date: From and To
Specify the period between you wish to erase the data.
 Include ALL Dates
Tick on this if you wish to erase all not specifying any date range
 Data to Purge – Payment, Receipts, Contacts & Account Code
Tick on the modules you wish to erase data
Once you are ready…
 Click Purge to erase all your data.
4.
System Updates
System updates will update your system with the latest version. The
latest version may come with added features or reports. At the
same time, should there be any known or reported bug; the latest
version may have it resolved.
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5.
System Licence Registration
Every OCi ChequeWriter software that is installed in your PC
requires an official system licence to operate. The system licence
will determine if your software version is a legitimate one, and it also
controls your entitled features and functionalities.
a)
Unregister a Licence from PC
In the event you decide to switch the software from one PC to
another. You have to unregister the system licence from the old PC.
Important: It is only when you have unregister the licence from the
old PC before you are allowed to register to a new one.
To unregister the system licence from the old PC, move your mouse
to the top menu.
 Registration  Unregister System
The system will prompt "Are you sure you want to unregister the
system"
 Click YES
You have successfully unregistered the software licence for this PC.
To uninstall the software from your PC, you may want to go to
Control Panel and Remove the software from the list.
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b)
Update Licence Registration
In the event that you have newly purchase the following add-ons:
 Upgraded for your software to a higher version
E.g. Upgrading from Premium to Enterprise,
or Supreme to Premium version
 Purchased additional bank setup to your existing system
You will have to perform the following.
 Registration  Update Registration
You will be prompted "Are you sure you want to Update the
Registration"
 Click YES
You have successfully updated your system licence registration. The
newly purchased features have been added-on automatically.
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VI. Advance System Usage
A. Settings
1.
Payment Modes
Payment modes are the methods you use to pay out or receive
funds. In the event you need to create one, the following show you
how.
Let's get to Payment Mode module and create a new mode of
payment via Debit Card.
 Setup  Payment Mode  New
 Code
Enter a unique code in this compulsory field. A unique code can be
any alpha, or numeric, or combination of both, of your choice.
Ensure that this code is not previously used in this module.
 Description
Enter a description here.
E.g. "Debit Card"
 Cheque Mode
This should be un-tick as the mode is not for cheque payment.
Note that if this box is ticked, during payment it will enable cheque
printing feature, run cheque running number, etc.
 Click Add to save you entry.
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2.
Envelope Setting
Envelope Setting is for you to setup your address label margins
based on your preferred envelope size.
Let's get to Envelope Setting module and create a new setting.
 Setup  Envelope Setting  New
 Code
Enter a unique code in this compulsory field. A unique code can be
any alpha, or numeric, or combination of both, of your choice.
Ensure that this code is not previously used in this module.
 Font
Base on the fonts that are installed in your Window system, you can
select them here for your address printout.
E.g. Select "Arial"
 Size
This is the size of envelope that you will be using.
E.g. Select "DL"
 Width (mm) & Height (mm)
These boxes show you the envelope size in millimetres you have
selected.
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 Address  Left (mm)
This is the margin measured from the left edge of the envelope.
 Address  Width (mm)
This is the width of the label. Note that long addresses will be
wrapped to the second line should the label width is insufficient.
 Address  Top (mm)
This is the measured from the top edge of the envelope.
 Address  Height (mm)
This is the height of the label. Note that addresses will be "cut-off"
should the label height is insufficient to present the content.
 Address  Font Size
Enter a preferred font size for the address label printout.
 Address  Line Space
This is the line spacing between the lines of address.
 Address  Content
This is the content of the label that you wish to printout.
There are codes or formulae that you can to enter here.
E.g. Enter the following…
To: [Attn]
[Name]
[Address]
 Return Address  Left, Width, Top, Height, Font Size, Line
Space, Content
Return address is meant for you to printout your office address for
the post office to return the mail to you should the address is not
valid.
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Similar to the Address field, you can setup the Return Address.
Note if you are using envelopes with pre-printed office address, you
may leave the Content box blank.
 Click Print to have a preview of your settings or to try a printout.
Try it out.
 Click Add to save you settings.
B. Batch Printing
1.
Cheque (Batch Print)
This module help you to printout those cheques payments you have
previously entered in Payment Voucher and print them all out as a
single patch.
In this tutorial, we will cover the following.
1. Selecting & Adding Cheques for Batching Printing
2. Deleting a Cheques from Batching Printing
a)
Selecting & Adding Cheques for Batching Printing
Let's get to the Cheque module.
 Click Process  Cheque
Two dialogues boxes will appear on the screen.
On the left, Cheque Batch Print dialogue box, it is the selected
cheques for printing. It should appear as empty as you have yet
selected any.
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On the right, Cheque Selection dialogue box, these are the payment
vouchers for selection.
Let us first look at the Cheque Selection dialogue box.
 Filter  Date, Payee, Voucher & Cheque
These are criteria that you can enter to assist you in narrow down
the list of payments that you would like to printout those cheques.
E.g. you may like to do a date range by selecting beginning date of
certain month to another ending date.
 Click Refresh, to execute the filter.
Next, in the green section which lists the filtered payment, you need
to select them.
Selecting Payment One By One
To select the payment one at a time,
 Click on the Payment  Click Add
Selecting a list of Payments
To select a list of payments,
 Click on the first Payment
& Hold on to the Click
 Drag your mouse down to last Payment
& release your mouse click
 Click Add
Picking & Choosing Payments
To pick & choose Payments,
 Click on the Payment
& hold on to the  Control/CTRL button
 continues to click on other Payments
& release the  Control/CTRL button
 Click Add
b)
Deleting a Cheques from Batching Printing
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Selecting you the Payment(s) that you would like to omit from the
list, and
 Click [ - ]
Cheque Layout
Select the appropriate layout
When are ready to print,
 Click Print
At the top left corner, it list out the number of cheques that the
system will be printing.
Insert the cheques into the printer, and once ready
 Click Print
Due to different features and functionalities of different computer
printers. It is important that you try batch printing on pre-cut waste
papers before doing the actual print.
E.g. There are some printers that come with feature to "Print Last
Page First" this may disorientate the sequent of Cheques Numbers
fed to the printer.
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Once completed, at top centre …
 Click Close
Try it out.
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2.
Envelope (Batch Print)
This module help you to printout those Payees address labels on
the envelopes as a single patch.
In this tutorial, we will cover the following.
3. Selecting & Adding Addresses for Envelope Batching Printing
4. Deleting Addresses from for Envelope Batching Printing
a)
Selecting & Adding Addresses for Envelope Batching Printing
Let's get to the Envelope module.
 Click Process  Envelope
Two dialogues boxes will appear on the screen.
On the left, Envelope Batch Print dialogue box, it is the selected
address for printing. It should appear as empty as you have yet
selected any.
On the right, Contact Selection dialogue box, these are the
addresses in your contacts module for selection.
Let us first look at the Contact Selection dialogue box.
 Filter  Name, Attn, & Address
These are criteria that you can enter to assist you in narrow down
the list of contact that you would like to printout those addresses.
 Filter  Based on Voucher & Date
If you would like to print those addresses base on the payment
vouchers you have entered, you have to
 Un-Tick Base on Voucher
You will notice that the dates will be enabled for your selection.
Select the date accordingly.
E.g. selecting addresses for payment vouchers dated with current
month.
 Click Refresh, to execute the filter.
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Next, in the green section which lists the filtered addresses, you
need to select them.
Selecting Addresses One By One
To select the Address one at a time,
 Click on the Address  Click Add
Selecting a list of Addresses
To select a list of Addressees,
 Click on the first Address
& Hold on to the Click
 Drag your mouse down to last Address
& release your mouse click
 Click Add
Picking & Choosing Addresses
To pick & choose Addresses,
 Click on the Address
& hold on to the  Control/CTRL button
 continues to click on the other Addresses
& release the  Control/CTRL button
 Click Add
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b)
Deleting Address from Batching Printing
Selecting you the Address that you would like to omit from the list,
and
 Click [ - ]
Envelope Layout
Select the appropriate layout
When are ready to print,
 Click Print
At the top left corner, it list out the number of labels that the system
will be printing.
Insert the DL envelopes into the printer, and once ready
 Click Print
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Try it out.
Once completed, at top centre …
 Click Close
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C. Account Code
In this tutorial, we will cover the following.
1. Account Code Setup
2. Using of Account Codes
3. Accounting Listing
4. Account Report
1.
Account Code Setup
Account Code can be used as if like the Chart of Account in
bookkeeping, however as this is not an accounting system it does
not provide the full functionality it.
In a simpler term, Account Code can be understood as the
categories.
Example, your company may have much different type of expenses.
To better manage them, you may like to categorise into area of
Transport, Rental, Electricity, Stationery, etc.
Let us go to the Account Registration module.
 Click Setup  Accounts  New
 Account Code
Enter a unique code here. A unique code can be any alpha, or
numeric, or combination of both, of your choice. Ensure that this
code is not previously used in this module.
If you are already using an Accounting Software, you may use the
Chart of Account Codes that you have setup with that system here.
This will avoid confusion and help your overall accounting work.
E.g. Enter "EXP0001"
 Type
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Type can be understood as the Main Category or the Grouping of
your accounts.
For example, you may enter Expense, Trade Debtor, Sales or
Revenue and etc.
E.g. Enter "Expenses"
 Account Name
This is for you to enter a descriptive name for the purpose of this
Account.
E.g. Enter "Electricity"
Try it out.
 Click Add, once you are done and would like to save it.
2.
Using of Account Codes
In this tutorial you will use the account codes created earlier, to
work on both the payment and receipt modules as follows.
a)
Payment Vouchers
Let us go to the Payment module.
 Click Process  Payment  New
Payee
Select the Payee from the drop down.
E.g. “SP Services Ltd”
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 SNo
Enter the Serial Number as 1.
 Account
Select an appropriate account code for the payment.
E.g. "EXP0001 – Electricity"
As this is not an accounting system, entry of Account Code is not
compulsory. As such, if you have not selected any account code for
any payments, the amount will be categorised under the "Empty" or
"Blank" account code.
 Amount
Enter the Bill Amount here.
E.g. "147"
Try it out.
 Click Add, once you are done and would like to save it.
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b)
Receipt Vouchers
Let us go to the Receipt module.
 Click Process  Receipt  New
 Payee
Select the Payee from the drop down.
E.g. “ABC Company Pte Ltd”
 SNo
Enter the Serial Number as 1.
 Account
Select the appropriate account code for this receipt.
E.g. "CAS0001 – Debtor"
Amount
Enter the receiving amount.
E.g. "110"
Try it out.
 Click Add, once you are done and would like to save it.
3.
Accounting Listing
This module is to list all the Account codes that you have created in
the system.
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Let's get to Accounting Listing module.
 Click Report  Accounting Listing
 Filter  Account Code, Type, Account Name
These are the criteria that you can shortlist the report by.
To the load the list...
 Click Refresh
You can double-click on the respective Account Code to open up the
Account Code registration.
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a)
Accounting Listing Printout
To get a printout of the Account Codes,
 Select a report to print  Accounting Listing  Print
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b)
Accounting Listing by Type Printout
To get a printout of the Account Codes group by Type,
 Select a report to print  Accounting Listing by Type  Print
Try it out.
 Click Close when done
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4.
Accounts Report
This module lists the transactions that you have made under by the
respective Account Code.
Let's get to Accounts Report module.
 Click Report  Accounts Report
 Filter  Date, Payer/Payee, Account, Mode
These are the criteria that you can shortlist the report by.
 Deposit, Withdrawals & Balance
These are the respective totals based on your shortlisted
transactions.
Let call out last month transactions...
 Date select last month date range  Click Refresh
You can double-click on the respective Account Code to open up the
respective voucher of that particular transaction.
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a)
Account Report Printout
To get a printout of the Account Report grouped by the Account
Codes…
 Select a report to print  Account Report  Print
b)
Account Summary Report Printout
To get a printout of the Account Summary Report without individual
transactions,
 Select a report to print  Account Summary Report  Print
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Try it out.
 Click Close when done
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D. Bank Reconciliation
1.
Understanding of Bank Recon
When you receive the bank statement from your bank, you will need
to verify if amount tally with you system.
Let's go open up the Bank Recon module.
 Click Report  Bank Recon  New
To reconcile with your bank amount with the system amount, you
have to tally A. Reconciled Balance with B. Balance as at Bank
Statement.
At the top, you will notice that there are two taps.
 Unpresented
 Click it.
You will see the list of un-presented transactions. Un-presented
transactions are those that you have entered in the system, not
shown or listed in the actual statement from the bank.
 Presented
Click it.
Here it list out the presented transactions. Presented transactions
are those that you have selected and ticked from the un-presented
list. We will cover on how to select the presented items later.
At the left column, there are…
 Period
First, you have to select the month that you are working on.
 Generate
After you have selected the month, you need to click on generate.
This will load the Un-Presented section with list of transaction you
have entered in system for that month.
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 Previous Reconciled Balance (1)
This is the reconciled balance amount from the previous month
reconciliation process.
 Reconciled Deposit (2) & Withdrawal (3)
Once you have selected & ticked on transactions in the unpresented list as presented, these are the total deposits and
withdrawals that you have selected in the presented sections.
 Reconciled Balance (4)
This balance is calculated by adding up the all the reconciled
deposits and withdrawal with the previous reconciled balance
amount. The whole objective in using this module is to match this
balance with that of your physical bank's statement.
 Balance as at Bank Statement
This is the box where you have to enter the physical bank's
statement balance amount for matching.
 Difference
To facilitate the reconciliation process, the box work out the
difference, if any, between the Reconciled Balance and the Banks'
Balance.
 System Bank Balance (6)
This the bank balance based on your transactions you have entered
in the system.
 Unpresented Amount
This box totals up all the transactions that have been entered in the
system but yet presented to the bank.
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2.
Adding Transactions in Presented list
Got to the Un-presented section.
 Click Unpresented Tab
Referring to your physical bank statement's transactions, to select
the transactions that are presented, simply …
 Click on the respective transaction row's Post box
Once ticked, you will notice that particular transaction row
disappeared from the list. That is because that transaction has now
listed in the presented section.
3.
Removing transactions from Presented list
To remove transactions that you have accidentally added to the
presented list, simply go to the presented section and un-tick them.
 Click Presented Tab
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Go to the respective box of the transaction…
 Un-Tick on Post check box
You will notice that it will immediately disappear from the list, and
moved to un-presented section.
Try it out.
 Click Add, once you are done and would like to save it.
If you see transactions in the un-presented section in Red instead of
usual Green, this means that the particular transaction has been
ticked or presented in previous bank reconciliation but now there is
an error.
The error could be that the transaction's date or amount has been
amended by user after reconciliation.
If you see transactions in the presented section in Red instead of
usual Green, this means that the particular transactions you have
ticked or presented now has error due to date or amount
amendment by user at the Payment or Receipt Voucher module after
the reconciliation process.
To rectify, simply go the reconciled month, click on the presented tab
section, un-tick on that red transaction, and reconciled again.
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E. Import & Export Features
a)
Exporting Documents
Exporting of documents is easy. Open up one of the module, say
Payment Voucher…
 Process  Payment
When you are at the module, go to the top menu bar on top of the
preview column, you can find an export icon, select export to PDF.
 Export to PDF  Select the location  Give a filename  Save
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b)
Importing Contact List
This system support importing data file with extension XLS, XLSX,
and CSV. The data file must be formatted with the following header
names.
Name
Attn
Addr1
Addr2
Addr3
Tel
Fax
Email
Sample of import format cab be found in the installation DVD.
Once you have it ready, go to Contact Registration module…

 Setup  Contact  Click Import button
 Choose the file type you are importing  OK

 Click Load and Import Button
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When the system completed the process, it will prompt you.

 Click Ok
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c)
Importing Accounts Codes
This system support importing data file with extension XLS, XLSX,
and CSV. The data file must be formatted with the following header
names.
Code
Type
Description
Once you are ready with the data you can go to Account
Registration module.
 Setup  Accounts  Click Import button
 Click Load and Import Button, system will prompt you Import
Complete.
 Click Ok.
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d)
Importing Payment Vouchers
You may import Payment data from external sources with
extensions like XLS, XLSX, and CSV. When you fill up your payment
voucher in excel sheet ensure the mode must be typed as “Cheque”
to enable Cheque Printing after import. However, they must be
correctly formatted. Their header column names must be as follows:
Date
Voucher
Mode
Ref
Name
Account
Sno
Description

Amount
Remark
Once you are ready with the data you can go to Payment Voucher.
 Process  Payment  Click Import button
 Choose the file type you are importing  OK
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 Click
Load and Import Button, system will prompt you once
Import Complete.
 Click Ok
Ensure your account codes are unique; otherwise it will be confused
with other similar you have prior entered in the system.
e)
Importing Data from your previous ChequeWriter version
Important: Before importing of older version of database, you need
to setup up all your banks in Version 9. Please refer to earlier tutorials
on details for bank account setup.
To importing data from the previous ChequeWriter Version 6, 7 and
8, say assuming you have it saved in your desktop location.
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Let’s go to Import ChequeWriter Module
 Maintenance  Data Management  Import CW Data
 Select the Version from the Import dialog box and Click OK.
Navigate to your data file location, in this case you desktop.
 Click
Button  Browse to location  Load Button
The system will show you the list of Old Version’s Banks on the Left
column side.
On the Right column, you have to match it with the Bank Account
with the current version.
 Match Banks  Import
Import Progress may take a few minutes.
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Once completed, will be prompted…
 Click OK
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F. Network Installation with SQL Server 2008R2
1.
System Prerequisite
You are expected to have IT networking technical knowledge before
proceeding with the following.
 Determining your system OS
 Installation of Ms Frame Works
 Installation of Ms SQL Server
a)
How to find which Operating System you are on?
Before we start installing the Microsoft SQL Server prerequisites for
Windows XP we should find out the Operating System is 32-bit or
64-bit for doing this right click on my computer and click on the
Properties menu.
For Windows XP follow the screenshots as shown above.
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For Windows 7 follow the screenshots as shown above.
After determining which operating system, you may proceed with
the installation of required Microsoft Frame Works.
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b)
How to Install Prerequisites for Microsoft SQL Server in
Windows XP?
In the Installation DVD provided with OCi ChequeWriter System
version 9, open up the XP folder.
Note: Please note that Microsoft officially do not support Windows
XP as at April 2014. Hence, we are only able to support with what is
already provided in the DVD.
2.
Installing SQL Server 2008 R2
Open and run the SQLEXPRWT_64_ENU.exe from the folder since
we already know our operating system was 64 bit we can use this
file for the installation. If we find our operating System is 32 bit then
use the SQLEXPRWT_86_ENU.exe for the setup.
After we start installation the following screen will appear and
prompt us to start installation as following Screen.
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 Click on the New Installation option to continue the Installation.
 Tick “I accept the License Terms” check box on the above
window and click next button.
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Wait for a while to next window to appear…
When the next window prompts us to “Select the features to install”
on the system Select All button and click Next button.
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Change the Named Instance to OCI2008R2 and the Instance ID to
OCI2008R2 as we see on the above window.
For SQL Server Database Engine > Account Name Select NT
AUTHORITY\SYSTEM, Startup Type to Automatic and SQL
Browser Startup Type to Automatic then click NEXT Button
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Select the Mixed Mode and enter the Password: ocac and click
Next Button.
On Error Reporting Window click Next Button.
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Sit back and relax for a while to finish installation and Next Button to
appear on the above screen…
We have completed installing the SQL Server so we can close this
installation window to continue configuring SQL Server
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3.
Configuring the Microsoft SQL Server Configuration Manager
Click on the Windows Start Button, choose all programs.
Click menus in following order…
 Click on Microsoft SQL Server 2008 R2
 Click on Configuration Tools
 Click on SQL Server Configuration Manager
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We need first to check that named instance Server and Browser
Service that we setup during our installation are currently running
from the SQL Server Services node on the left side panel of the SQL
Server Configuration Manager. If not we have start the service by
Right Click Over the SQL Server and choose Start menu manually
for the time being to Start our SQL Server and SQL Browser for the
first time.
Then Click on the SQL Server Network Configuration and click on
the Protocols for OCI2008R2 from the Left Panel of the
Configuration Manager and verify the first three highlighted
Protocols with red colour box are Disabled by Default on the system
from our Right Panel of the Configuration Manager as we see above
Right Click over the Protocol and choose Enable on the Shared
Memory, Named Pipes and TCP/IP Protocols to enable it. While we
click on the enable menu system will prompt us…
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Click OK to continue for all the three protocols as we discussed
above.
Finally click on the SQL Server Services Node from the left Panel of
the Configuration Manager and Right Click over the SQL Server
(OCI2008R2) at Right Panel and choose Restart.
Now the SQL Server Configuration Manager will stop the SQL
Server Service.
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After it stops the service will start it automatically again. Once this
process finished we can verify the SQL Server starts Running. Now
we can close the SQL Server Configuration Manager and Proceed
to Next Step.
Again Click Windows Startup Button, All Programs, Microsoft SQL
Server 2008 R2 and click SQL Server Management Studio as we
see from the above screen.
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Wait for a while windows loading SQL Server Management Studio…
Wait….
 Choose Windows Authentication and Click Connect.
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 Right Click over the Security Node
 Click New and Choose Login
Do the following steps to create a SQL Server User Login to access
AC10 database.
 Click the General Tab (0)
Type Login Name as “ocac” (1)
Choose SQL Server authentication (2)
Type Password as “ocac” in both Password & Confirm Password
Text Boxes. (3)
Un-Tick the Enforce password policy check box. (4)
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Click OK Button. (5)
Note: User Name and Password please follow the instruction same
as above.
 Click the Server Roles Node on the top left hand side panel.
 Tick the sysadmin Sever Roles.
 Click OK Button.
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4.
Connecting and Restoring of Customer Database to Microsoft SQL
Server 2008 R2
On this page we can find the way to connect to our Microsoft SQL
Server 2008 R2 and restoring our company database Backup to the
"ocac" database from the installation DVD or from our previous
backup that we have on our computer hard disk. By doing these
following steps on our Main Computer or Server to restore the
database already been prepared by OCI Systems Pte Ltd.
 Click on the Windows Start-up Button and choose Microsoft
SQL Server 2008 R2 node.
 Click on the SQL Server Management Studio.
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 Click the drop down to “Browse for more” to find your computer
name.
 Click on the Local Servers Tab.
 Click on the [+] Database Engine.
 Click on your "PC Name\OCi2008R2"
 Click OK button.
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After we select the server next type the Username and Password
into appropriate text boxes on the Login Screen both as "ocac".
 Click Connect Button.
Select the Database node…
 Right Click then …
 Click Restore Database...
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Next Type the database name as "ocac", next click the From Device
option.
 Click the "..." small button to select the database.
 Click the add button.
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Browse your Computer Tree View node and select your Company
Database.
 Click OK button.
Note : Always copy your Installation Media's to your Computer's
Hard disk, so the installation finishes in few minutes.
 Click OK button.
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Tick the Restore Check Box and click OK button.
Wait until the progress gets 100% to complete.
Now you can see your database is ready now.
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5.
Up-Sizing from Compact to MS SQL Server Database
This is only required when you have purchase a multi-users version,
which more than one computer is accessing to the database via
LAN (Local Area Network) Network.
To perform the following, you are expected to have minimum IT
networking technical know-how.
Key in the Admin Password
 Click Login.
Select your Company.
 Click OK button.
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 Click the Help Menu.
 Click the Upsize Database sub menu.
Now the system will prompt you with an Upsizing wizard Dialog
Box.
 Click Yes to continue.
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Now the system will again prompt you with a Up-sizing wizard
Options Dialog Box.
 Click Yes to close and re-open your system from the desktop
shortcut.
System will prompt you the above Dialog Box, select your SQL
Server instance name from the drop down box.
Then key-in your SQL Server Username, Password and Database to
connect your system. Type the Username "ocac" and the Password
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"ocac" followed by the database name (as you given while you
create).
 Click “Save” to finish setup.
System will prompt you "Configuration Saved, Please restart your
program"
 Click OK.
While you open the System's shortcut again it will prompt you
"Audit database NOT exist Create?".
We recommend you to…
 Click "Yes" in this screen because the audit database required
for observing a database so as to be aware of the actions of
database users, this useful in administration of the system.
This is enabled often to set up auditing for security purposes, for
example, to ensure that those without the permission to access
information do not access it.
 Click Yes to close this dialog box.
System will prompt you "Audit database created".
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 Click OK to close this dialog box. Now your system is ready to
use, open your system from the desktop shortcut again.
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