OTO Back Office Accounts User Cheat Sheet

Before saving

Correct party → document/date → currency → items → quantity/price → tax → total → status → notes → save once → reopen and verify

Sales documents

Proforma = preliminary amount. Sales Order = approved customer request. Delivery Note = delivery evidence. Invoice = final receivable. Link related records and do not duplicate the transaction.

Payment

Funds confirmed → correct invoice → date → amount → currency → actual method → withholding tax if approved → note → Add Payment once → Show Payments → verify paid, balance, and report.

Expense

Evidence → supplier → date → amount → method → category → reason → reference → Draft if incomplete / Submit if ready → verify status and report.

Daily reconciliation

Invoices Overview → Payments by Method → Cashbook Overview → Expenses Overview → Trial Balance → investigate differences → record handover.

Stop and check

Wrong party, unclear currency/tax, duplicate-looking document, unexplained balance, or unexpected result → do not submit again → check source record and report → ask Supervisor.