user guide - oci systemmember.ocisystem.com/helpcw/docs/cw9 user guide_06082013.pdffor enterprise...

User Guide

Created: Tuesday, August 06, 2013

OCI ChequeWriter System

Copyright © OC Innovations Pte Ltd. All rights reserved. http://www.ocisystem.com/

The information contained in this document is subject to change without notice.This document contains proprietary information which is protected by copyright.

All rights are reserved. No part of this document may be photocopied, reproduced, or translated to another language without the prior written consent of OC Innovations Pte Ltd.

Table of Contents

Chapter 1: User Guide

Quick Start

Window Vista, 7 & 8 Users

System Registration

Default User Login

Bank Setup

Running Number

Cheque Setup

Create a Payment Voucher

Cheque Printing

Check out our other products

Other Setup

Default Settings

Accounts Setup

Envelope Setting

Using The Software

Knowing the user interface

Batch Printing

How do I batch print my cheques?

How do I batch print envelopes?

Import & Export Features

How to export documents?

How to import payment vouchers?

How to import accounts code?

How to import contact list?

Reporting Features

How do I print out my bank status?

How do I print all transactions for a specific customer?

How do I print out my account reports?

How to I check what cheque numbers have been used?

How do I do bank reconciliation?

Maintenance

User Settings

How do I change my password?

How do I change my default settings?

How do I add new users?

How do I control what my features my user can use?

Data Management

How do I import my previous ChequeWriter data?

How do I backup/restore my data?

How do I clear all my data?

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User Guide

Quick StartOther SetupUsing The SoftwareMaintenance

User Guide . 1


Quick Start

You must register to activate your system.

To receive support and service without delay, active your system today.[System Registration will be expired in 6 months from the date of purchase.]

Window Vista, 7 & 8 UsersSystem RegistrationDefault User LoginBank SetupRunning NumberCheque SetupCreate a Payment VoucherCheque PrintingCheck out our other products

User Guide . 2


Topic : Window Vista, 7 & 8 Users

1. Insert the CD into your CD-ROM, an auto-start program will be launched in a short while.

The User Account Control may pop up if it does click Yes

If it does not autostart, go to your CDROM and doubleclick ‘SETUP.exe’

2. Click Yes , if prompted

3. Click Next

4. Click Next

Please wait for the installation process to be completed.

User Guide . 3


5. Click Close

User Guide . 4


Topic : System Registration

1. Click on the Check Writer V9 on the desktop.

An internet connection is required for the activation process.

2. Please ensure that the PC is connected to the internet as updates will be retrieved from our servers.

Please wait while the program updates.

3. Serial No. & Product Key can be found inside the box.

Note: Do not lose your product key and serial no. Replacement keys are chargeable.

4. Key in the registration information

5. Click Register

User Guide . 5


Topic : Default User Login

1. Once the login screen appears the initial installation is done.

The default login credentials are

Login id : admin

Password: 12345

For User Guide, you may click on the "Online Help" and download it from the website.

User Guide . 6


Topic : Bank Setup

This guide will help you get started quickly. The three modules that you need to setup first are Bank setup, Running Numbers, andCheque Setup. For further details please download the User Guide from our website at http://member.ocisystem.com/helpcw

1. Click the Setup Activity

2. Select Bank Account Module

3. Rename the Company (With Bank Initial & Currency)

4. Select the preference Date Format (apply for all document, report, user interface EXCEPT for Cheque

printout)

You can return back to this module to change the value at any time.

Note only fields with the ‘ * ‘ are required filled.

Note: You may be limited by the number of bank to be created.

For Supreme users, only 1 bank account is allowed.

For Premium users, you can setup to 5 bank accounts.

For Enterprise user, you are allow to setup unlimited number of bank accounts.

User Guide . 7


Topic : Running Number

1. Setup the Running number for the Payment Voucher, Receipt, and Cheque.

Click SETUP activities -> Running Number module.

2. Select the item you want to setup.

3. Click Edit

4. If your cheque number has a specific format you can key it in the Format field.

Numbers that run are enclose by this symbol [ ].

See the following image for an example.

Tick Manual if you wish to manually enter in the check running number each time you print a cheque.

User Guide . 8


5. Specific Formats can be set by using symbol [ ] to enclose the number that run.

An example of the number generated will be shown in the Example field.

The Reset drop-down will re-start the running numbers according to year, month or daily.

You may wish to use the following Format codes:

e.g. on 17 June 2013

[YYYY] = 2013

[YY] = 13

[MM] = 06

[DD] = 17

Please note all running numbers have to be unique.

User Guide . 9


Topic : Cheque Setup

1. Click the Setup Activity

2. Select Cheque Settings Module

3. Click the New button

4. Enter the Code, eg. UOB

5. Enter the Description, eg. United Overseas Bank

6. Select the Printer, Country, Currency & Bank from the drop down box

7. Click the Add button

8. Click the Print button to do a Trial print of the cheque

User Guide . 10


Topic : Create a Payment Voucher

1. Click the Process Activity

2. Select Payment Module.

3. Click New Button.

4. Select the Mode Cheque and Key in your Cheque Number at Reference Box.

5. Select the Payee from the dropdown. (If you don’t have one Right Click over the Box and chooseopen to create one)

6. Key in the Amount and Click Add Button to Save this Payment Voucher.

7. Once you have completed, Save this Payment Voucher from the List Highlight the one you want to

Print and Click Print Button.

User Guide . 11


Topic : Cheque Printing

1. Click the Process Activity.

2. Select Payment Module.

3. Highlight the Payment Voucher from List.

4. Leave your blank cheque on the Printer to Print Cheque.

5. Click Print Cheque Button will open the Output Document to Print.

6. Click the Print Button at the Top Right Hand Side.

7. Collect the Printed Cheque from the Printer.

User Guide . 12


Congratulations!

You have successfully Installed

OCi™ChequeWriter System Version 9!

USER GUIDE

Kindly visit us athttp://member.ocisystem.com/helpcw/

User Guide . 13


Topic : Check out our other products

Like Us on Facebook! Scan the QR!

User Guide . 14


Other Setup

Default SettingsAccounts SetupEnvelope Setting

User Guide . 15


Topic : Default Settings

1. Click SETUP activities -> Default Setting module

Now we can setup our default setting.

Please note that you are not required to change anything if the defaults are what you prefer.

2. Click Edit.

You are now able to edit the fields.

3. These are the default settings that will be filled in when creating a new document.

Only the Title cannot be changed.

All other fields can be changed at document creation time.

4. Click Save

User Guide . 16


User Guide . 17


Topic : Accounts Setup

Note: This feature is only applicable for Enterprise user only.

1. Click SETUP activities -> Account module

Click New

2. The Code field has to be a unique identifier.

You can enter any alphanumeric as long as it has never been use before.

In this example, the account created is for an expense account for Rental service.

Once done Click Add.

Accounts can be created as need. But once used, the account cannot be deleted.

The description and type can be changed.

User Guide . 18


Topic : Envelope Setting

Note: This feature is only applicable for Enterprise user only.

1. Click on SETUP activities. See (a).

Click on Envelope Setting module. See (b).

Click on New button. See (c).

2. Enter a unique Code, choose the Font type and select the Size of the Envelope.

See (a) to (c).

User Guide . 19


3. This is the guideline on the standard size of the DL Envelope. See (a).

Change the position of the Address by adjusting the size of the With, Height, Left, Top, Font Size, and Space according to your preference.

See (b).

4. Enter the relevant Code like [Attn], [Name], &[Address] into the box of Content. See (c).

5. Click Add button.

User Guide . 20


6. Click on Print button (for Trial print only).

7. This is the preview on the Envelope setting.

User Guide . 21


User Guide . 22


Using The Software

Knowing the user interfaceBatch PrintingImport & Export FeaturesReporting Features

User Guide . 23


Topic : Knowing the user interface

1. This is the Activities area

2. This is the Modules area

3. This is the Menu bar.

User Guide . 24


4. This is the Document Preview area.

User Guide . 25


Batch Printing

How do I batch print my cheques?How do I batch print envelopes?

User Guide . 26


Topic : How do I batch print my cheques?

1. Click on PROCESS activity -> Cheque (Batch Print) module

2. Select the Cheque Selection window.

Fill in the date range.

3. Use the filter for Payee, Voucher, Cheque to help sort the list

Tip: typing the first few digits of the cheques can quickly sort the list to show the cheque range you

are looking for.

4. Select the cheques that you want to print.

Use “Shift” + arrow keys for multiple selections that are in order.Use “Ctrl” + mouse leftclick for multiple selections that are not in order.

5. Click Add

6. Select the Cheque Batch Print window.

7. Verify the cheques to be printed. Use the ““ button to remove unwanted entries.8. Select the Cheque layout

User Guide . 27


9. Click Print

User Guide . 28


Topic : How do I batch print envelopes?

1. Click on PROCESS activity -> Envelope (Batch Print) module

2. Select the Contact Selection window.

3. Select the contacts that you want to print.

Use “Shift” + arrow keys for multiple selections that are in order.Use “Ctrl” + mouse leftclick for multiple selections that are not in order.

4. Click Add

5. Select the Envelope Batch Print window.

6. Verify the cheques to be printed. Use the ““ button to remove unwanted entries.7. Select the Envelope layout

8. Click Print

User Guide . 29


User Guide . 30


Import & Export Features

How to export documents?How to import payment vouchers?How to import accounts code?How to import contact list?

User Guide . 31


Topic : How to export documents?

1. Click the Export button.

User Guide . 32


Topic : How to import payment vouchers?

1. Please ensure that your heading for each column is the same as the image above.

Date, Voucher, Mode Ref, Name, Account, Description, Amount, Remark

You can save your excel sheet in any of the following formats.

XLS, XLSX, CSV

The required data to be entered are Date, Voucher, Name , Amount

2. Click Process activity. ->Click Payment module.

3. Click the Import button

4. Select the format of your data.

User Guide . 33


5. Click on the […] and select the folder where your data is stored

6. Click on Load

You should see a preview of your data.

If data is missing please verify the headers of the columns.

7. Click on Import

User Guide . 34


Topic : How to import accounts code?


Code, Type, Description


XLS, XLSX, CSV

The data required to be entered is the Code

2. Click Setup Activity -> Click Account module



Click OK

User Guide . 35


5. Click on the […] and select the folder where your data is stored

User Guide . 36


Topic : How to import contact list?


Name, Attn, Addr1, Addr2, Addr3, Tel, Fax, Email


XLS, XLSX, CSV

The data required to be entered is the Name.

2. Click Setup Activity -> Click Contact module



Click OK

User Guide . 37


5. Click on Load



6. Click on Import

7. Click on Load



8. Click on Import

User Guide . 38


User Guide . 39


Reporting Features

How do I print out my bank status?How do I print all transactions for a specific customer?How do I print out my account reports?How to I check what cheque numbers have been used?How do I do bank reconciliation?

User Guide . 40


Topic : How do I print out my bank status?

1. Click Report Activity -> Click Bank Status module

2. Fill in the date range.

Click Refresh to load up the data.

3. Click on the drop down box for Select a report to print

Click Print

User Guide . 41


Topic : How do I print all transactions for a specific

customer?

1. Click Report Activity -> Click Transaction Report module

2. Fill in the date range. Key in the Payer/Payee name.

Click Refresh.

You can use the filters to refine your search


Click Print

User Guide . 42


Topic : How do I print out my account reports?

1. Click Report Activity -> Click Accounts Report module

2. Fill in the date range. Key in the Account name.

Click Refresh.

You can use the filters to refine your search


Click Print

User Guide . 43


Topic : How to I check what cheque numbers have been

used?

1. Click Report Activity -> Click Cheque Status module

2. Enter the range of cheque numbers you would like to check.

You may enter in the Start cheque number.

The End number is fixed.

Note you are allowed to check on 50 numbers for every search.

Click Refresh to load up the data.

Click Print.

If the specific cheque numbers have been used, you will see details loaded up on the columns.

Otherwise, the columns will appear blank.

From this screen, you may do a drill down on the individual cheque number.

Meaning on those used cheque numbers, you may Double-Click on Cheque No. to drill down to the source Payment Vouchers.

User Guide . 44


User Guide . 45


Topic : How do I do bank reconciliation?

1. Click Report Activity -> Click Bank Recon module

2. Click New button

3. Select the Period for the reconciliation.

Click Generate Button

User Guide . 46


4. At box (5) fill in the bank balance from the bank statement

5. Check off the cheques that have been presented.

Entries that are in Red indicate that a value has been changed on a previously posted voucher.

Entries that are in Grey indicate that voucher has been cleared in a future Bank reconciliation.

6. You can verify your entries by selecting the “Presented” tab. All entries that you have checked will be in this tab.

7. Click the Add button.

Tips: To select all the rows, you can do a Right-Click & Select All.

User Guide . 47


User Settings Data Management

Maintenance

User SettingsData Management

User Guide . 48


User Settings

How do I change my password?How do I change my default settings?How do I add new users?How do I control what my features my user can use?

User Guide . 49


Topic : How do I change my password?

1. Click Maintenance Activity -> Click User module

2. Click on Change Password

3. Key in your old password.

Key in your new password, Re-key the new password.

4. Click on Save.

User Guide . 50


Topic : How do I change my default settings?

1. Click Maintenance Activity -> Click User module

2. Click on User Default Settings

3. Click Edit button

4. You can set your CW9 User Interface either “Big” or “Small” buttons according to your own preference.

User Guide . 51


Here is an example

Big Buttons

Big buttons are generally square with images for illustrations.

Small Buttons

Small buttons are useful for users that have limited vertical space on screen.

Some users may have a rectangular looking monitors, while other are more square.

User Guide . 52


Topic : How do I add new users?

1. Click Maintenance Activity -> Click Access Control module

2. Click on User (Cross bank)

Cross bank means the setting will be applicable to all the bank set up in the system.

3. Click New button

4. Key in the Id. This will be the Login Id.

Note the Id has to be a unique

5. Key in the name of the person using the account.

6. Key in a password.

7. Check the role of the user.

You are required to select a role for the user.

User Guide . 53


User Guide . 54


Topic : How do I control what my features my user can use?

1. Click Maintenance Activity -> Click Access Control module

2. Click on Roles (Cross bank)


3. Click on the role of the user you want to control

4. Click on the modules you want to give the role to access to.

5. Check the All box to allow permissions. Un-check to prevent permissions.

Note that only in enhanced version are you able to control specific permission.

User Guide . 55


User Guide . 56


Data Management

How do I import my previous ChequeWriter data?How do I backup/restore my data?How do I clear all my data?

User Guide . 57


Topic : How do I import my previous ChequeWriter data?

1. Click Maintenance Activity -> Click Data Management module

2. Click on Import CW Data

3. Select your Cheque Write Version. Click OK

4. Click on the […] and select the folder where your data is stored.

5. Click on the Load button.

User Guide . 58


6. For each bank of from the old Cheque Writer.

You will need to select the corresponding new bank to map to.

7. Click on the Import button.

8. Please wait while the software imports your previous data.

9. Click on the Ok button once it appears.

User Guide . 59


Topic : How do I backup/restore my data?

1. Click Maintenance Activity -> Click Backup (Cross bank) module


For a restore, Click Restore (Cross bank) module

2. Click on the […] and select the folder where you want to store your data or where your data is stored

3. Click on the Backup button. (for backup)

Click on the Restore button. (for restore)

User Guide . 60


Topic : How do I clear all my data?

1. Click Maintenance Activity -> Click Purge Data module

2. Select the date range that you want the data to be deleted.

Fill in the From and To dates.

3. Check which items are to be purged.

You are strongly advised to do a backup before purging your data.

Note: For Contacts or Account Code that are used or committed in existing vouchers,

they will NOT be allowed to be deleted.

4. Click on Purge button.

User Guide . 61


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